CHAPTER-12A-
WRITTEN COMMUNICATION: WRITING LETTERS AND MEMOS
Sl. No. Topics Page No.
12.1 Technical Writing:
12.2 Importance of a Resume
12.3 How to Write a Business Letter
12.3.1 Business Letter Writing Checklist
12.4 Offer Discount for Early Payment Letter
12.5 Business Agreement Acknowledgment Letter
12.6 Sample Acknowledgment Letter
12.7 Return Item Acknowledgment Letter
12.8 Sample Acknowledgment Letter
12.9 Acknowledge Receipt of Resume
12.10 SAMPLE ACKNOWLEDGMENT LETTER
12.11Receipt of Business Document Acknowledgment Letter
12.12 SAMPLE ACKNOWLEDGMENT LETTER
12.13 Acknowledge Payment of Overdue Balance
12.14 SAMPLE ACKNOWLEDGMENT LETTER
12.15 Acknowledge an Order Received
12.16 SAMPLE ACKNOWLEDGMENT LETTER
12.17 Sample Adjustment Letter – Broken Amplifier Tubes
12.18 Adjustment Letter – Delay Delivery
12.19 Sample Adjustment Letter
12.20 Adjustment Letter – mistake order
12.21 Adjustment Letter – Damaged Shipment
12.22 Announcement Letter
12.23 Announce New Product or Service
12.24 Announce New Product or Service
12.25 Announcement for Special Meeting
12.26 Announce Appointment of Employee
12.27 Death of an Employee Announcement
12.28 Obituary for Family Member Announcement
12.29 Employment Application to a Foreign Country
12.30 Schedule Appointment with A Potential Employee
12.31 SAMPLE APPOINTMENT LETTER
12.32 Make an Appointment Letter
12.33 SAMPLE ACCEPTANCE LETTER
12.34 Credit Approval Letter for A Grant
12.35 Loan Approval Letter
12.36 Approval Letter for Vacation or LOA Request
12.37 Expense & Budget Approval Letter
12.38 Vacation or Leave of Absence Request Approval Letter
12.39 Sample Approval Letter
12.40 Request Approval Letter
12.41 SAMPLE APPROVAL LETTER
12.42 Project Proposal Approval Letter
12.43 Sample Approval Letter
12.44 Loan Approval Letter
12.45 SAMPLE APPROVAL LETTER
12.46 Assignment of Additional Duties
12.47 Authorize Work To Be Done at Your Home
12.48 SAMPLE AUTHORIZATION LETTER
12.49 Medical Treatment Authorization Letter
12.50 SAMPLE AUTHORIZATION LETTER
12.51 SAMPLE AUTHORIZATION LETTER
12.52 Authorization Letter for a Project Study
12.53 Change Billing Statement Authorization Letter
12.54 Authorization Letter – Insurance Payment
12.55 Letter Certification – PhilHealth Contribution
12.56 Sample Certificate of Recognition
12.57 Sample Certificate of Participation – Echo Training
12.58 Complaint Letter Given To A Subordinate
12.59 Faulty Product Complaint Letter
12.60 Complaint Letter about A Neighbor
12.61 Complaint about a TV or Radio Program
12.62 Receiving Damaged Goods Complaint Letter
12.63 Order Delay Complaint Letter
12.64 Billing Error Complaint Letter
12.65 Poor Customer Service Complaint Letter
12.66 Poor Facilities Complaint Letter
12.67 Write A Collection Letter
12.68 Confirmation Letter
12.69 Confirm an Order Letter
12.70 Confirm a Meeting or Appointment
12.71 Confirm Transfer or Promotion Letter
12.72 Confirm a Directive or Decision
12.73 Confirm an Legal Authorization Letter
12.74 Confirm Authorization Letter
12.75 Confirm an Oral Agreement
12.76 Confirm your Attendance
12.77 Confirm Travel Arrangements or Itinerary
12.78 Sample Letter from Travel Agent:
12.79 Contract of Employment
12.80 To Whom It May Concern:
12.81 Sample Employment Letter – Status of Employment
12.82 Contract of Employment – Instructor / Professor
12.83 Business Transaction Correction Letter
12.84 Correction Request on Your Taxes
12.85 Customer Service Letter
12.86 Inform Customer of Unsigned Check
12.87 Delegation of A Special Project
12.88 Delegation of a Specific Task
12.89 Disagreement Letter
12.90 Letter of Disagreement
12.91 Dispute Letter
12.92 Benefits Dispute Letter
12.93 Endorsement Letter
12.94 Endorse a Previous Employee’s Performance
12.95 Endorse A Company Activity
12.96 Endorse an Employee for A Promotion
12.97 Follow up Letter
12.98 Follow Up Letter With A Reminder
12.99 Sales Interview Follow Up Letter
12.100 Sales Offer Follow Up Letter
12.101 Follow Up Letter After A Job Interview
12.102 Follow Up Letter for Non Response
12.103 Follow Up Letter After Sales Presentation
12.104 Follow-Up Letter for Alternative Payment Plan
12.105 Follow-Up Letter After An Appointment
12.106 Follow-Up Letter To Thank A Customer
12.107 Inquiry letter – Training Program
12.108 Invitation Letter
12.109 Credit Account Invitation Letter
12.110 Sample Invitation Letter – Furniture Sale
12.111 Sample Letter of Invitation – Foundation Anniversary
12.112 Sample Invitation Letter – Grand Alumni Homecoming
12.113 Sample Invitation Letter – Guest Speaker
12.114 Invitation Letter – Fashion Show
12.115 Advice to Subordinates Memo
12.116 Memo Documenting Employee Reprimand
12.117 Policy Change Directive Letter
12.118 Office Policy Change Memo
12.118 Office Policy Change Memo
12.119 Memorandum
12.120 Policy Change Memorandum Letter
12.121 Company Name Change Memorandum Letter
12.122 Office Memo – Submission of List Needed Faculty
12.123 Memorandum Sample – Daily Time Record
12.124 Memorandum – Maintenance of College Standards
12.125 Minutes
12.126 Notification Letter
12.127 Notify Customer of Returned Check
12.128 Notify Employee of Promotion and a Raise
12.129 Notification of A Business Anniversary
12.130 Notification of Scheduled Meeting
12.131 Notify Shipper of Return of Unwanted Merchandise
12.132 Order Letter
12.133 Sample Order Letter – Individual Customer Order
12.134 Personal Letter
12.135 Progress Report
12.136 Recommendation Letter – Marketing Supervisor
12.137 Reference Letter
12.138 Reminder Letter
12.139 Reprimand Letter
12.140 Reprimand Letter for Poor Performance
12.141 Reprimand Letter for Breach of Policy
12.142 Warning Letter to Employee
12.143 Request Letter
12.144 Request Additonal Information to Fill An Order
12.145 Request for Payment Letter on Personal Loan
12.146 Request Letter Sample for Computer Equipment
12.147 Request for Opening of Account
12.148 Sample Request Letter – Credit Report
12.149 Sample Request Letter – Credit Report
12.150 Resignation Letter – Call Center Agent
12.151 Response Letter
12.152 Resume Cover Letter
12.153 How to Write an Administrative Assistant Cover Letter
12.154 How to Write a Teacher Cover Letter
12.155 How to Write a Secretary Cover Letter
12.156 How to Write a Project Manager Cover Letter
12.157 How to Write a Consultant Cover Letter
12.158 Resume Cover Letter
12.159 How to Write a Consultant Cover Letter
12.160 Sales Letter – Digital Products
12.161 Termination Letter
12.162.Sample Letter of Appreciation
12.163 Transmittal Letter – Proposal / Report
12.164 Welcome Letter – New Customer
12.1 Technical Writing:
Technical writing is a process by which technical information is presented through written documents that is ‘user friendly’. The
scope of technical documentation is vast and includes everything from business email to business reports, through the help of a user
guide. Most people read the documented manuals only when other sources of help do not work. This may be the reason that some of
the documentation are poorly prepared.
Software companies are of the opinion that their software is user friendly that calls no need for any manual documentation. However,
creating technical documentation is less expensive compared to technical support.
As we begin, it is good to know that the preparation of an effective technical document is not an easy job, it requires planning with
proper execution. The following are some steps to follow in order to create an effective documentation.
The first step is to identify the purpose of creating the documentation and the audience for whom it is being prepared. You must be
clear in your objective behind creating the documentation and the person or persons who is going to rely on it. Your documentation
will be different if a general car mechanic is going to be the audience rather than an software engineer.
Collect information. The person who is responsible for creating the documentation is generally a writer and not an expert in that
field. It is necessary to collect all the types of information and facts about the subject to document it. Gathering information means
conducting your own research, having a word with an expert, and experimenting with the product.
Organize the information and create an outline. To help you start, you can use an existing document. Consider using a predefined
template. Fill in the information as you need and leave the other areas blank as you move forward. Continue to jot down the related
topics which allow you to go back in fill in the blanks as you go and lets you compare to the current information you have. This will
help you keep a track of all the topics that are covered and even those that are yet to be covered.
After your outline is complete, start preparing a draft. While creating the draft, start filling in the blanks and any other information
that needs to be filled. While preparing the draft, it is recommended to allow your ideas to flow freely. You must avoid interrupting or
attempting to manipulate the ideas that are flowing or to revise any fact provided.
After you have completed the first draft, take a rest. Allow your mind to relax for a short period of time and then give the draft a
glance with a fresh mind. Advisably, pay more attention to things that are important. You may shorten or extend various sections of
the draft. You may also rearrange the sentences, paragraphs or even an entire topic if you feel that something is not right in the logical
flow of ideas. You may also try to improve your grammar, word usage, or even the styling of the document.
The role of a technical writer is a important. To execute your role in a competent manner, you must be both knowledgeable and skilled
in your area of expertise. As a good writer it is important to be aware of the rules of writing, the subject, and the optimum usage of
writing tools. Being knowledgeable and skilled are aspects that is beneficial to posses.
Having knowledge means that you are familiar about various writing techniques, about the subject, and the different writing tools.
You may have gained this knowledge in your schooling and most of it comes through experience.
If you are skilled, then it means that you can write effectively and use the writing tools to good effect. In other words, skill is your
application of your knowledge.
We can understand that it is important to have the knowledge about writing skills in order to deliver the writing project on a successful
note. This increases your overall confidence which is important to perform any kind of job. This way, you give more value to your
employer and increase your chances of receiving a raise and a promotion.
To gain knowledge in technical writing, it is important to observe, read, and study. It is an established fact that good writers are good
readers. There are many books available today that teach good practices for technical writing. There are books available even for
learning the use of software programs used for technical writing. With the advent of the Internet, it is not difficult to find the study
material on any subject. You can search for study material over the Internet or you can also try out some books in the library closest to
In addition to books, you can attend classes or seminars for the same topic. Seminars can be beneficial and you can learn from them.
It’s a jungle out there with number of job seekers applying for the limited number of jobs. Competition is fierce and many people are
looking for a job. Each day thousands of job seekers submit their resumes that find its way to the shredder. The vacancies are not filled
because most of the deserving people do not reach the interview stage. Often, the reason for this is the mediocre resume that reaches
the hiring desk, a resume is frequently the basis of first impression.
12.2 Importance of a Resume
The importance of a well written, concise and relevant resume cannot be taken for granted. Time is money, a hiring manager will only
have enough time to glance at a resume. If the resume presented is enough to make an impression, the job seeker might get a call for
an interview. The job seeker might possess the required skills for the job but if his resume isn’t impressive enough, that reduces the
chance of being called. A resume is like an advertisement of the person applying for the job.
To understand the importance of a resume, one has to get into the shoes of a manager that has been assigned the task of recruiting.
They know that many applicants will be vying for a single vacancy. It is not possible to meet them individually, interview all of
them, conduct background checks on each, or call previous employers. Resources and time constraints make this impossible. The
recruiter devises a system to go through the applicants. This is where a resume plays an important role. A poorly written resume with
many errors whether will likely find its way to the trash bin. Those that survive have crossed the initial hurdle. The few that remain
are thoroughly checked for experience, qualification, work attitude, and accomplishments. These resumes are more likely to get the
interview call. This is just one step to getting a job.
It is important that the resume submitted should be made to impress the hiring manager at first glance. The manager may view that the
person is responsible enough, at least on paper. With the world getting hooked to the internet, even companies looking to fill up their
vacancies accept online resumes. But whether on paper or online, you still need to make a good and professionally written resume.
Resume writing
A great resume is the first step towards getting a job. There are a few things that are essential for any resume and must always be
included. The first of these is the contact information which includes your name, address, phone number and email address. Having
this information in your resume gives the recruiter a way to contact you and an idea of your organizing ability. Here are some
guidelines to be aware of. These are as follows:
1. Qualifications: If a company advertises for an opening that requires someone who has a degree in engineering, ten years of
experience and the knowledge of certain software tools, then these are the things a hiring manager would be looking for in a resume.
A brief description of the qualifications must be mentioned right at the beginning of the resume. Any other qualifications that might
add weight to the resume, can be added.
2. Experience: The next thing that a recruiter looks for is the experience of the applicant. Work experience should be included when
submitting a resume. This section can include major accomplishments received from previous jobs. These accomplishments could be
related to giving a consistent performance with regard to increasing sales, reducing expenses or even providing outstanding service.
The accolades may not be related to the industry being applied, but it presents a valuable impression in the mind of the recruiter.
3. Education: Another essential element of any resume is the educational background. This section contains the schooling
background of the candidate. Any other additional courses done with the basic education should also be mentioned here.
Layout of a resume
As mentioned before, the importance of a resume cannot be taken for granted. It is the first opportunity of any candidate to make a
first impression. Caution needs to be exercised when you write a good and professional looking resume. There are certain guidelines
that can be followed while writing a resume. These guidelines are as follows:
Style of writing
1. The objective: It is important to state your objective statement in the resume. This objective defines the work perspective of the
applicant and also portrays his mindset. The objective statement however should not be too elaborate.
2. Quality writing: Good quality writing is essential to make an impression. A candidate might be qualified for the job, but an
irrelevant and improperly written resume can ruin his chances of being selected for the interview. Moreover, the resume should not be
ambiguous and disoriented.
3. Check for errors: Grammatical or spelling mistakes are a doom for the candidate as this shows his callousness. It is very important
to double or even triple check the resume to weed out any such errors.
4. Appropriate categories: One should remember that the manager just has seconds to glance over the resumes. If there is information
that attracts the recruiter will move forward to reading the rest of your resume. Specific skills should be placed under appropriate
categories and at the appropriate place. Skills and experience should be placed higher on another page.
5. Reverse order: The information presented in a resume should ideally be made in the reverse chronological order starting with the
most recent one.
Format of the resume
1. Consistency: It is important to maintain consistency in your writing style and the formatting style throughout the resume.
2. Job titles and skill headings: The skill headings and the job titles should coincide with the job being applied for. This is because
quick judgments are made when the resumes. Unrelated skills or job titles create the impression that the applicant is not qualified.
3. Design and appearance: A professional looking resume is concise and provides the relevant information omitting unnecessary
information. The design and appearance of the resume does matter, more important is the content.
4. Appropriate formatting: To highlight the credentials bullets can be used. It is prudent to stick to one or two pages of resume. It
should be reader friendly.
Content
As mentioned content is what actually matters. This ensures that whatever information has been provided in the resume is accurate
and honest. There should be a mention of any personality traits that the candidate possesses such as leadership, independence,
confidence and inter personal communication skills etc. One should always avoid writing irrelevant information as this could irk the
manager. It is not prudent to list any references on the resume. One should make them available on request. This is precisely due to
two reasons, the first being the time needed to inform the person that he has been named as a reference and he might get a call from
the office. Secondly the applicant can ensure whether the reference is still contactable or not.
Final edit
When all things seem in place, there is the need to do a final proof reading. For this the applicant can take the help of someone as
another person can find out mistakes much faster than oneself.
A resume is not just one’s qualification or experience on paper. It is also his only opportunity to make a first impression. A good
resume may be the one thing that determines success in getting a job. Today, with the internet seeking an entry in a variety of
industries, writing a professional looking resume has become quite easy with the guidance that is available on the internet. The use of
other resources is available. The making of a concise and professional resume has become easy. Many firms provide resume writing
services. Therefore professional help can be taken to create a good and impressive resume.
How to Write a Cover Letter for a Resume
If you are hunting for a new job you may have a good resume prepared. You have a list of good companies you have targeted to
submit them to. However, the question remains to be answered is that how will you make a notable impression while introducing
yourself to the employer?
Many people think that a cover letter is not required, while others are confused about what should be included in the cover letter. If
you have doubts regarding the cover letter then the following article will help you clear those doubts and help you write a great cover
letter giving you that an edge!
Is a cover letter required to go along with the resume? The answer is ‘YES’. Whether you are applying for a job by yourself or through
a recruiter, the cover letter is one of the most essential prerequisites for a job application. In most cases, big companies recruit people
in the hundreds every few months and they have to go through thousands of applications and resumes. Also, there will be openings for
different positions. So, it is important to mention the position that you are applying for. This can be achieved through a ‘Cover Letter’.
A ‘Cover Letter’ can be described as a statement of purpose. One objective of the cover letter is to highlight your strengths that are
described in your resume.
What does the job require? In addition to your specialized qualifications and skills, your work experience in different environments,
coordination with different teams, and your experience in handling critical are qualities you ought to mention. All these capabilities
can be mentioned in your cover letter. Your resume will list your educational background and your experience. Why you are
successful in your given filled is presented through your cover letter. For example, you have mentioned about handling the sales teams
across the Asian subcontinent in your cover letter, and then the recruiter will automatically search for that experience in your resume
and spend more time reading it keenly. Thus you can describe your important role more briefly in your cover letter.
Recognize your prospective employer. This is one aspect which is important that most people are unaware of it. Individuals tend to
focus too much on themselves. A recruiter is going to hire not because you posses specific qualities, they also look for character. One
manner to exhibit that is to focus on the requirements of the employer. A good rule of thumb is to acknowledge them in your resume.
Using’ You’ means to recognize the requirements of the employer and then moving gradually to ‘I’.
Mention their requirements, and describe your strengths and experience relevant to the position they are looking for. Let them know
that you see yourself as a part of their team. You must describe that the combination of their company and your skills can bring great
success to the company. You can stress on how your skills can bring change or improvement in their process and products. You
must describe in brief your skills and experience combined with the company’s resources can bring out a turnaround or benefit them.
Remember to do a thorough research about the company, their operations, their main line of business and the role you will be playing
in their company.
Who is the cover letter addressed to? Whenever you write a cover letter, it should be addressed to a specific individual. In case
you don’t know the person, make time to find out to address it to the correct person. Ensure that the name of the concerned person is
spelled correctly and his designation is mentioned appropriately.
Does it match your resume? This information may be in your resume, the cover letter highlights important achievements or skills
you possess. The other benefit of the cover letter is it provides personal insight about your competency and personality.
Can I use the same cover letter again for another company? This may take you less time and effort, but it is certainly not the
right thing to do. As mentioned above, the fact that you posses some skills is not the only thing, but they should also match with the
requirements of the company. So, it is recommended to highlight those skills which are relevant to the company you applying with
and modify your cover letter accordingly. It should not take a lot of time tailoring your cover letter correctly. A well written cover
letter shows your discipline and genuine interest in being associated with the company.
How to conclude? A cover letter is a call to action, whether from your side or theirs. For example, you can write that you would be
looking forward to their positive response or you may also ask them for a reply over the phone. However, you may write anything that
you may like, but don’t forget this part of the letter.
REVIEW You have to go through the entire letter once again. There should be no room for error in your resume; it should be
the same with your cover letter. You may ask someone else to take a read through the entire letter, and a spell check is a must is
recommended.
Email Cover Letters: Though you have to include all the above points, but in such a way that it remains short. All the highlights and
key points of your skills must be completed in 2 to 3 sentences. But you must always make sure that you are writing the cover letter in
the context of the job opening. Don’t be too creative with the font size and font style. Just keep the font size simply to 10 and the font
style as ‘Arial’.
You may break the content in 2 or 3 paragraphs depending upon the content. In an email cover letter, the subject line becomes very
important. So, try to write a good subject line which highlights your profile and makes it very clear about the position that you are
applying for. If you can keep the subject line short and simple, that will be an added advantage.
Maintaining a certain image: Although it is important to highlight your abilities and showcase your skills, but at the same time it is
also very important that the letter depicts your personality. Don’t try to sound more aggressive of a person if you are more of a simple
and soft natured. Also make sure that you are not sounding like a salesman who is desperate to sell his wares. Be enthusiastic but don’t
over do it!
Just remember, if your cover letter is not up to the mark then there are more chances that the recruiter may not open the much
important attachment, i.e. your resume. This means you may not even get a chance to demonstrate your skills to the recruiter even
though you are fit for the opening. If you don’t include a cover letter in the first place itself, then the chances of not opening the
attachment increases further. The cover letter has one added benefit.
If by the time your resume reached the recruiter, they had already short listed someone else, then while sending the reply “Thank you
for the interest but the vacancy is filled”, your application will get saved in their minds and your resume in their database and they will
surely consider your resume in the future openings of the company. This gives you an extra chance that you will need while searching
for a new job in the future.
12.3 How to Write a Business Letter
A business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons.
Business letters are different from personal letters because they are written within a set of rules and guidelines that have to be followed
very strictly.
People panic with the prospect of writing a letter adhering to set guidelines, but to write business letters is not that hard and there is no
reason to fear.
Before you start writing a business letter, ask these questions:
1. What is your purpose of writing a business letter?
2. What does the reader want and how will they understand the message you want to convey?
3. Have you answered all the important questions and the needed information has been provided to the reader?
4. Has your purpose been accomplished?
5. Have you included distracting, boring, or confusing information?
6. How do you want your reader to react to your letter?
7. Has your message been clearly conveyed?
8. Have you provided the reader with all the important information to take the necessary action?
The main purpose of a business letter is formally communicating within your company or with another company. The main purpose
of business letters is to convey to the people information that you want them to know and if possible persuade them to act in a given
manner.
The Important 7 C’s of written Communication:
The main problem with most business letters is that either they are difficult to understand or are drawn out and too long. There is
one solution to this problem that many writers follow. They double check the document and its contents to ensure that it is written
according to the golden rule of 7 C’s:
• Clear
• Correct
• Concise
• Conversational
• Convincing
• Courteous
• Complete
If you follow these 7 guidelines of business letter writing, then it will help convey your message.
Be Direct
The first thing you must keep in your mind while writing a business letter, is to ensure that the time of the reader is not wasted because
of a long letter. Keep in mind the following two questions to ensure yourself this, ‘why are you writing’ and ‘what do you want to
accomplish’. The answer to these questions will enable you to write the letter in a straightforward manner. If you take these two
questions under consideration before you start writing, your letter will be short and will convey your message to the reader in a better
Types of Business Letters
Business letters vary with one common purpose or a common format. People handle different types of businesses, so business letters
are written in different ways to achieve different purposes. The answer to coming up with an efficient letter is to be aware of the type
of business letter you wish to write. The various types of business letters are adjustment, complaint, order, acknowledgement, and
response and inquiry letter.
Adjustment Letter: The adjustment letter is a letter that is to be written as a reply to a complaint letter against something or someone.
It serves the purpose of informing its reader that suitable measures are being implemented against the previously specified wrong
doing. Besides this, the adjustment letter also operates as an official document to acknowledge the complaint.
Complaint Letter: This letter is quite similar to the adjustment letter. The only difference is that it is not essentially written in response
to a wrong doing. Its purpose is to notify its reader about some error that had been detected and requires immediate attention and
correction. This letter too acts as an official document informing its reader that actions are being taken to solve the problem.
Order Letter: As the name suggests, an order letter is written for ordering materials that are in short supply and hence, will be required
soon. Order letters are commonly also known as POs (Purchase Orders). Once again, this is an official document specifying the
transaction between the vendor and the business organization.
Acknowledgement Letter: Main aim of an acknowledgement letter is to show gratitude to its reader for something s/he had done for
you in office. It could be simply expressing your thankfulness with respect to some help that had been rendered by its reader or with
regards to something you had received from the reader. Although acknowledge letters are not mandatory in a business setting, they are
appreciated.
Response Letter: Again, the name ‘Response letter’ is quite self-explanatory. This letter is written as a reply to some other letter that
was received by the person. The main idea of writing such a letter is to perform adequate actions in response to a favor that was asked
for by the person receiving the letter.
Inquiry Letter: This is a letter written with the objective of conveying a certain request to its reader or as a reply to the request made
by its reader in his/her initial letter. Thus, the main purpose of inquiry letters is to get across your request for a certain material or
object to the reader.
12.3.1 Business Letter Writing Checklist
Once the business letter you are writing is over, check it with the checklist to ensure that your letter has accomplished the rules set in
the checklist. The main fundamental use of the checklist is to ensure that the business letter is: simple, strong, sincere and the most
important rule ‘short’. After finishing the letter if you find out that your business letter is at par to all such qualities then congratulate
your self for having accomplished just the ideal business letter.
Business Writing – How to Write Effectively for Business
Whether you are a writer, or a manager in a business, one question hovers often, “Have I presented my question clearly”? If you want
to be a good writer, learning to communicate effectively is a place to start. If you want to be in a manager’s shoes then nothing in this
world will be more important for you than being properly understood and being informed.
So, what is the secret of writing effective letters, emails, proposals and reports? The four Cs will do all the explanation for you. They
Be clear, considerate, concise and correct.
Whether you are in the process of writing a 1-2 line email or a big 10 page report, understand the readers’ needs and follow the four
Cs. These four Cs will never let you down and you will find that you are able to send your message in a very appropriate manner.
A message that is easy to comprehend is informative. ‘Easy’ doesn’t necessarily mean ‘readable’. It doesn’t necessarily mean that it
is easy to read. For the past some years there has been much discussion about readability. All these discussions have stressed simple
solutions to solve common problems faced in writing. This includes the use of simple and everyday words, brief paragraphs and short
sentences, and avoiding usage of foreign expressions.
Using these techniques may appear simple but cannot be considered to be the solution to all the problems faced while writing. The
intent of this article is to help you write clearly and concisely. It can be applied to a variety of situations that include: Memo’s,
Reporting, Reprimands, and many other business correspondences. Informative writing can be done in a better way if words are
selected with proper attention Focus should be given to the formation of sentences, and that ideas and thoughts are presented in a
logical manner.
Denotation and connotation are the two ways of giving meaning to any word. Denotation is the idea or the meaning which is
conveyed by the word when it is used in day-to-day language. Connotation means the thought (whether emotional or personal) that is
assigned to that word. For example; the word “Democracy” denotes a type of government. On the other hand, injury connotes pain.
If we want to communicate effectively, speaking or writing, we run the risk of being misunderstood. We often assume that we know
the meaning of the words that are most commonly used (denotative characteristics). But you will be surprised to know that though it
may seem to be a simple task but it is not always the case. A writer should know the uniqueness of the word whenever he chooses that
word when you communicate. The words must be selected very wisely and this fact has been accepted since biblical times. A short
sentence with appropriate words is considered to be the best sentence.
Steps to be followed for Developing Effective Business Writing Skills
Effective writing may seem to be a very simple and effortless task but actually it involves a lot of preparation, analysis, selection and
a good organization of ideas. It is very important to follow this process as this forms the very foundation for the work that will follow.
Arrange all the ideas in your thoughts in the very beginning itself. After this, try to implement the following six steps while preparing
a business report, a staff paper, or an article for a publication.
1. Establish the basic objective of message:
Before starting, just divide the objectives into general and specific (special) purposes. The general or basic purpose may include
informing, question, direct or persuading. If you are unable to define the purpose clearly then it will be very difficult to deliver the
message clearly to the intended recipient. You must always keep in mind about the person/s that is going to read, understand or
possibly answer the message.
2. Collect all the information and facts that are required:
Always collect all the possible information and facts ready at your disposal. Make sure that the information is up-to-date and correct in
every sense. Make recommendations or conclusions in a line with these facts.
3. Organize and separate the matter into main topics:
Always arrange the entire matter or material into various important heads and arrange them sequentially and in a logical chain.
Understand carefully the logic exhibited by the outline. Always keep a check that the topics that are related to each other are grouped
logically and sequentially. Consider the outline very carefully and alter it to simple or reduced or extended as the situation demands.
4. Prepare a draft of the message in conversational style:
In the beginning, prepare a draft of the matter. While preparing the draft, always try to use a conversational format. Making it a
good conversational letter will help you improve it. Keep focus on one point of the message at a time. Don’t try to improve the
draft while preparing it. After preparing the draft, keep it aside for some time. Then go through the entire draft with fresh mind and
critically. Reason yourself to check whether you have been logical and objective in your understanding. Are there any fall outs in your
interpretation? Have you put across your ideas precisely? Is the material enough to satisfy the informational needs of the concerned
receiver? Do the ideas flow systematically- in a logical and clear format? Can there be any other meaning derived from the words that
have been used?
5. Consider the concerned receiver:
Always ask yourself whether you have kept the background of the receiver in mind. Will he be able to understand the message as you
would like him to? Is your message complete in all sense?
Evaluate the text for the practices that are commonly accepted such as capitalizing, punctuating, numbering, and abbreviating. The
most important is the words you have chosen are right or not.
12.4 Offer Discount for Early Payment Letter
The best tool for enticing and encouraging your customers to pay early for the products and services you have sold and rendered
to them is a discount. Most of the time, companies offer discounts for early payment on products and services to be able to
immediately collect their accounts receivable. Every now and then, your company might want to remind your customers or clients
about these discounts through the use of a financial business letter.
This letter must be concise, clear and accurate so your client can easily comprehend about the benefit and opportunity you are giving
them by offering discounts. And particularly, you must provide the specific discount rate and the discount terms in the body of your
Here is a sample letter that can guide you to an efficient financial business letter.
SAMPLE LETTER
C&L Company, Ltd.
345 North Stamford
Connecticut 0997, USA
cnlcompany@gmail.com
June 11, 2012
Glenn Lim
234 South Harpeth
Nashville, Tennessee 3712
Dear Mr. Limon:
Good day! Our company is glad that you have chosen our product software among other brands from the internet. For this very reason,
our company has decided to give you a special discount offer of 2% from the total amount of your purchases if you pay within 15 days
from the date of your purchase.
This special discount offer is limited so it is recommended that you immediately settle your accounts after your purchase. Through this
discount offer, we are able to express our appreciation to our valued customers like you. You easily gain from this benefit by saving
an amount of money which you can use for your future purchases from our company. There are surely several offers that you can avail
in the future if you stay with us. This is done to comply with our mission of providing quality products, services and special offers to
our customers.
You are assured that we care for you, as we do with our other customers, through the quality of our products and other special offers
which can help you save your money. Just pay within 15 days from the date of your purchase and avail of this 2% limited discount
Thank you for availing our company’s products.
Sincerely,
Charles Binerds
Management Head
12.5 Business Agreement Acknowledgment Letter
Whenever your company receives a business document such as a contract, you should send an acknowledgment letter. While the
letter essentially serves as a receipt, it also tells the recipient the actions to be taken regarding the contract. It should be sent as soon as
the document has been received in order to assuage any concerns on the part of the sender. Since the recipient of the letter is a client of
the company, the tone of the letter should be courteous and sincere.
The letter should begin with an acknowledgment of the receipt of the document in question (i.e. we have received the contract). Then,
the letter should tell the recipient what action will be taken on the document (i.e. the contract should be signed and returned to you by
courier within five business days).
The acknowledgment letter should communicate to the recipient that the document is being taken seriously and being acted on with all
due urgency. The deeper aim of the letter is to build goodwill and trust for the company on the part of the client. So that the recipient
feels that the document is being taken seriously, the letter should be signed by a high company official even if they are not the ones
who directly write the letter.
Since this is an official letter, the tone should be formal even to the opening and closing salutations. Suggested closing salutations
include Sincerely, Yours Truly or Respectfully Yours. In the opening salutation, the recipient should also be addressed either as Dear
Mr. or Mrs. or by their formal title if they have one (i.e. Dr. or Prof.).
Here is a sample of a letter acknowledging the receipt of a business agreement.
12.6 Sample Acknowledgment Letter
(Name of recipient)
(Position)
Dear (name of recipient)
We would like to acknowledge that we have received (document). We are currently examining it and if there are no issues to be
addressed, the signed (document) will be returned to you within five business days. If there are any further concerns regarding the
(document), we will contact you by (date).
Thank you for your continued trust in our company and we look forward to doing business with you in the future.
Respectfully yours.
(Name of sender)
(Position in company, company name)
12.7 Return Item Acknowledgment Letter
Retail companies usually go out of their way to ensure that the products they sell are of the highest quality. Unfortunately, sometimes
customers are dissatisfied with their purchases for various reasons and they want to return them to the shop. In this case, after they
return the product in question, you have to send them a letter acknowledging the return of an item for a refund, credit or exchange.
These letters are intended to inform the customer that the product they returned has been received and that their concerns are being
addressed. Its aim is to soothe any ill feelings the customer may have about the product and, by extension, the service of the company.
The letter should begin with an apology to the customer addressing the specific problem regarding the product (i.e. the wrong product
was shipped, it was damaged in transit) and should name the specific product the customer ordered. It then goes on to reassure them
that the problem is being addressed to avoid future recurrences and tells them what action the company is taking (i.e. they are being
sent a replacement unit or a credit voucher) and within what specific time frame (it will arrive within four business days). It should
end by reiterating the apology and expressing the hope that the company can continue to serve the customer in the future.
This letter may also be an acknowledgment of the customer’s problem with the product, in response to a complaint letter or call. In
this case, the letter may provide instructions as to what the customer should do to get satisfaction (please return the product in its
original packaging and we will provide you with a replacement).
Here is a sample of a letter acknowledging the return of an item.
12.8 Sample Acknowledgment Letter
Dear (name of customer),
We have received the (product name) that you have returned to our store. The (product) is one of a small batch that was damaged
during shipping and we have already issued recall notices to other customers who have purchased the product.
We are sending a replacement (product name) to you by courier and it should arrive within five business days. Please accept once
again our apologies for any inconvenience the product has caused you and we hope to continue being of service to you in the future.
Respectfully yours,
(Name of sender)
(Position)
12.9 Acknowledge Receipt of Resume
Letters acknowledging the receipt of a resume are usually written in the context of a company advertising a vacancy for a particular
position and requesting those interested to send in resumes and cover letters. It tells applicants that their applications have been
received and assures them that the company will contact them once their resumes have been processed. They are usually sent by
members of a company’s human resources department. Although sending a letter acknowledging the receipt of a resume is not strictly
necessary, it is a way for a company to show consideration towards applicants and build goodwill.
Apart from acknowledging the receipt of a resume, the letter should also give the applicant a time frame within which they will be
contacted by the company (i.e. we will contact you within two weeks or by this date). Although it does not encourage the applicant to
follow up their application, it may provide the name of a contact person along with contact information in case the applicant has some
concerns that need to be addressed.
While the acknowledgment letter is ideally sent a few days after receiving the resume, sometimes the letter is not sent at once. In this
case, the letter may open with an apology to the applicant for not replying promptly to their application; make sure that the tone of the
letter is courteous since the delay may have inconvenienced the applicant.
The tone of the letter should be formal. The opening salutation should be ‘Dear’ and the closing salutation should be ‘Respectfully
Yours’ or ‘Yours Truly’. The signatory to the letter should also include their position underneath their name.
The letter may also assure the applicant that even if they do not pass the initial screening, the company will keep their resume on file
for a certain period of time in case an opening becomes available that suits their qualifications.
Below is a sample of a letter acknowledging the receipt of a resume.
12.10 SAMPLE ACKNOWLEDGMENT LETTER
Dear (name of applicant)
Greetings!
Thank you for your interest in our company. We have received your resume and are currently reviewing it.
We will be in touch with you shortly to update you on the status of your application. We will keep your resume on file for twelve
months in the event another suitable position opens up and we will contact you again.
Respectfully yours,
(Name of sender)
(Position in company)
12.11Receipt of Business Document Acknowledgment Letter
A letter acknowledging the receipt of a resume, letter or other business document is a way of assuring the sender that you have
received the documents in question and will act on them as quickly as possible. The letter should be sent or e-mailed as quickly
as possible, preferably as soon as the document is received, but no more than one or two days after receipt. If the letter of
acknowledgment is delayed, then it should begin with an apology for the delay. If some action on the document is expected, then the
letter must assure the recipient that the sender will act on them as soon as possible.
The purpose of the acknowledgment letter is simply to tell the recipient that the document has been received and should not offer
any information beyond that. For example, if the letter is sent to acknowledge that an office has received a resume in reply to an
advertisement, it should not contain any information about the status of the sender’s job application or whether the position remains
open or not. If it is sent to acknowledge the receipt of a document requiring some sort of action, it should not include statements on the
status of the action requested. But the letter should give the time frame within which the action will be performed (i.e. we will act on
your request within two weeks; we will contact you by (date) about your application).
If the letter is in acknowledgment of receipt of a business document, the letter should be addressed to a specific person rather than
to the company in general. The name and position of the recipient should be on top of the letter. The tone of the letter should also be
friendly while still maintaining a formal and professional tone. This should be reflected in the opening and closing salutation, with the
letter opening with ‘Dear’ and closing with ‘Yours Truly’ or ‘Sincerely Yours’.
Here is a sample of a letter acknowledging receipt of a resume and cover letter.
12.12 SAMPLE ACKNOWLEDGMENT LETTER
(Name of sender)
(Position in company)
(Company name)
Dear (name of recipient)
We have received your resume in response to our advertisement for (position). We are currently reviewing your application and we
will be in touch with you within three to four working days.
Respectfully yours,
(Name of sender)
(Position)
12.13 Acknowledge Payment of Overdue Balance
In businesses, there are instances wherein clients fail to comply on the due deadline of their payments. This in turn may cause some
other complications in the business transactions. However, you should still be warm and accommodating when you acknowledge
payment of an overdue balance. An acknowledgment letter would be helpful to give your customers the assurance that you’ve
already received their payments. A well-constructed acknowledgment letter can be the key to winning your client’s trust and loyalty.
Aside from acknowledging the payment received, it is also used to remind the customer of the terms and agreement of the business
transaction. This would be helpful for credits that will be made in the future. Always be courteous and sincere in your letter. And,
never blame your customer even though they weren’t able to settle their accounts on the right time. Remember, there must be some
reason behind this. So be considerate and think of others as well. Be considerate but strict. Business is still business. Below is an
example of a letter on how to acknowledge payment of an overdue balance.
12.14 SAMPLE ACKNOWLEDGMENT LETTER
May 28, 2012
John Smith
405 Shaw Boulevard
New York, USA 4260
Re: Overdue Balance Payment Acknowledgment for Account # 22124
Dear Mr. Smith,
Good day! I am writing to inform you that we have received your payment that was due last month. Thank you for remitting this
payment to us. However, please make sure that you settle your credit accounts every first week of the month. Customers who cannot
comply with this will be penalized and charged with 3% of the bill.
We have now removed all the restrictions of your account and you can now make transactions again. Please adhere to the terms and
condition of your contract to avoid penalty charges. If the client exceeded the given time for payment, we will be forced to block their
accounts.
We appreciate doing business with you. Should you have any other concerns that you would like to address us, please feel free to
contact us at 380-0014. We are more than willing to address your needs.
We are looking forward to serving you again in the future. Thank you very much and have a good day.
Sincerely,
Susan Bourne
Branch Manager
CDB Credits
12.15 Acknowledge an Order Received
To write a confirmation letter that you have received an order, it would be useful to write acknowledgment letters. This would help
you inform the recipient of important details. But more importantly, you give your client the assurance that you’ve received his/her
order. You can always win your clients’ trust and loyalty if you are attentive of their needs and preferences.
Not all business transactions require you to acknowledge an order or subscription placed. But there’s no harm done in making one.
This can serve as a written proof of compliance for important documentations. Your letter should include all the important details
regarding your customer’s order or subscription. Don’t forget to include in your letter the following details:
1. The products that were ordered/subscription
2. Quantity
3. Quality
4. Amount of the purchase order
5. The date when the products will be delivered
6. Promos, other products and services if there are any
Make sure that you double check the details before you send your letter. Maintain a professional business tone with your letter.
You should send your letter immediately after you receive the letter of order or subscription. Thank your customer for continuous
patronage. Leave your contact details so they can easily reach you if they have other concerns. Below is an example of a letter on how
to acknowledge an order or subscription placed.
12.16 SAMPLE ACKNOWLEDGMENT LETTER
May 28, 2012
Mr Kabir Ahsan
63, Dilkusha
Dilkusha, Dhaka
Dear Mr. Smith,
Good day. We are writing to acknowledge the order that you sent us the other day. We are confirming your orders.
We have received your order for the following merchandise:
1. Thirty pairs of fashion boots at Tk.80.00 per pair
2. Fifty pieces of signature sun glasses at Tk.100.00 each
3. Sixty pieces of assorted ladies’ tees at Tk.50.00 each.
Total amount of the order: Tk.10, 400.00.
Please note that we will be adding an extra Tk.50 for the shipping fee. Your orders will arrive on June 1, 2012
Please feel free to contact us if there are clarifications regarding your order. You can reach us at 938-2323. Thank you very much for
your continued patronage. We are looking forward to serving you again.
Sincerely,
Jenna Curke
Branch Manager
Curke’s Fashion Merchandise
12.17 Sample Adjustment Letter – Broken Amplifier Tubes
January 21, 2012
Mr. Ohidur,
33, Kawran Bazar, Dhaka.
Dear Mr. Ohidur,
Five VT-248 Amplifier Tubes have been sent to you by prepaid express to replace those broken in transit on your order No. 4572.
We appreciate your letter of January 5, 2012 bringing this mishap to our attention, also your thoughtfulness in having the damage
noted on the express receipt.
Doubtless the new tubes will arrive promptly to take their place on your shelves. We are always happy to hear that our merchandise is
in such good demand, and you can be sure that we will do everything possible to enable you to keep it in stock.
Sincerely,
A K M Delwar Hossain
12.18 Adjustment Letter – Delay Delivery
August 1, 2012
Jops Simpson
Sta. Cruz, Lubao
Pampanga
Dear Mr. Simpson:
Thank you very much for writing us as you did in your letter of July 15, concerning the teaspoons which you sent us about a month
ago for exchange.
Surely, there is no excuse whatever for our keeping five teaspoons for one month for the simple matter of changing the finish. We
are frank in confessing that a mistake in our repair department is responsible for this delay, and that we have accordingly taken this
department to task.
We are sending you today five teaspoons, French finish, no charge to replace the five teaspoons, bright finish which you sent us.
We are mighty sorry that this delay occurred. You may be sure that we shall make every effort to see that it does not occur again.
Very truly yours,
Mike Mouse
General Manager
12.19 Sample Adjustment Letter
Picture Frame Corporation
1458 West Africa Building
Libis Quezon City
June 19, 2012
Mrs. Ange
Dear Mrs. Everest Angelia
We regret very much that you were troubled to write your letter of June 15 regarding the proofs of your daughter’s portrait.
After careful examination of the five proofs, I am convinced that they are not worthy of so good a subject as your young daughter.
That these proofs, Mrs. Everest, do not measure up your expectations of our service is explained by the illness of Mr. Roth at the time
of our sittings. When you made the appointment, he was not ill. After an absence of four weeks, he is again with us.
Mr. Roth specializes in children’s portraits. During his enforced absence, however, a colleague did his best with children, but I assure
you that we can now make a better portrait of your daughter.
Under the circumstances we are glad to suspend our regulation of one set of proofs for each patron. We invite you to call at our studios
again. By visiting us on or before Friday, June 20, you will be assured of an artistic portrait for her birthday.
Robert Galilio
Cordially yours,
Manager
12.20 Adjustment Letter – mistake order
Sample Adjustment Letter
ENIGMA CORPORATION
Angeles City
Pampanga
April 5, 2012
Ms. Merecel Navarro
Manager
Save and Delete Computer Center
Samal, Bataan
Dear Ms. Navarro,
We would like to apologize for the problem we have caused because of our mistake regarding your order last March 28, 2012.
Immediately upon receiving your letter, I made the necessary adjustments.
I have instructed our person in-charge to pick up at your office the monitor and to replace them with the right ones. Again, I would
like to apologize for mistake.
Very truly yours,
(Signed)
Eric Santos
Sales Manager
12.21 Adjustment Letter – Damaged Shipment
Sample Adjustment letter – damaged shipment
Redfox Corporation
Columbus, Ohio 45453
(315) 895-5692
April 25, 2005
Mrs. Trisha Anne Banzon
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703
Subj.: April 20 letter about damaged shipment
Dear Mrs. Hughes:
I have just received your April 20 letter about the damaged shipment you received through Redfox Corporation and regret the
inconvenience that it has caused you. From your account of the problem, I am quite sure that your request for the Tk.20,00,000
adjustment on the damage to the 2 computer processor will be granted. A certain amount of breakage of this sort does unavoidably
occur in cross-country shipping; I am sorry that it was your company that had to be the one to suffer the delay.
I must remind you to keep the damaged computer processor in the same condition in which you received them until one of our
representatives can inspect them. That inspection should take place within 2 weeks.
If all is in order, as it sounds to be in your letter, you can expect the full reimbursement within 2 weeks after our representative’s
inspection. I hope this unfortunate accident will not keep you from having merchandise shipped by Redfox Corporation in the future.
Sincerely,
David F. Morgan, Customer Relations
Redfox Corporation
Columbus, Ohio 45433
12.22 Announcement Letter
Information about Company Savings Plan:
One of the most popular benefits offered by many companies to their employees is a company savings plan that helps them save for
their retirement. When companies set up such savings plans, they usually send employees a letter informing them of the plan. Such
letters are short and to the point, since they are mainly informative in nature.
A brochure may also be included with the letter that would go into the plan in greater detail. They are usually form letters not
addressed to individual employees, although the name of a particular employee may be typed next to the opening salutation.
The important elements of a letter informing employees of a company savings plan are the details of the plan and the date when it will
start to be implemented. The letter should also state if participation in the plan is mandatory or on a voluntary basis.
Below is a sample of a letter announcing a company savings plan that can easily be adapted to a writer’s particular needs?
Sample Letter
June 25, 2012
Subject: Company Savings Plan
To everyone concerned,
Greetings!
As you may know, our company has been searching for a way to help our employees save money for their retirement. In line with this,
we have signed up with Savings Plans, Inc. to implement a company savings plan, which will begin starting July 15. Employees can
contribute as much as 50% of their annual compensation on a before-tax basis, which will be matched by the company on a 25% basis.
However, this is not necessarily fixed and an employee can adjust the amount of their contributions by notifying the accounting
department a month in advance. The full amount of an employee’s savings can be withdrawn upon their retirement from the company,
or when they reach 65. They can also take out loans against the amount of their contributions to the plan.
Statements will be provided on a monthly basis to allow them to monitor the status of their savings. Participation in the plan is
mandatory.
For further details on the plan, please read the accompanying brochure. If you have any further questions, you can consult with
Rhonda Johnson at the Accounting Department.
Respectfully yours,
Jason Houseman
Vice President, SBJ Inc.
12.23 Announce New Product or Service
Letters introducing a new product or service are among the most essential pieces of correspondence a company can issue, since
they can spell the difference between the success and failure of the new product. They can be sent to retail outlets or directly to
individual prospective users of the product or service. These letters usually begin by introducing the product or service and identifying
the features that make it distinct from similar products in the marketplace. It can also offer a promotional rate to users who will
immediately avail of the service or a discount to early buyers of the product.
The essential features of the letter are the name of the product or service and its distinguishing features, as well as any promotions
attached to launch of the product. If sent to individual clients, it may come with a sample of the product and enumerate retail outlets
where the product is available or how they can avail of the service. It may also come with contact information if the client is interested
in learning more about the product and service and if they want to immediately subscribe to the service.
Below is a sample of a letter introducing a product or service.
Sample Letter
August 31, 2012
Cablecast Services
Los Angeles, California
email@server.com
www.address.com
Harry Cliff
25 Wilson Avenue
Los Angeles, California
Dear Mr. Cliff,
Greetings!
As one of the pioneers in cable TV, we strive to give our clients the most innovative range of services available in the market. In line
with our mission to offer only the most up-to-date services to our subscribers, we are very pleased to inform you that we are now
offering digital video recording through your cable box. This feature allows you to record multiple programs airing at the same time,
ensuring that you never have to miss a show that you want to watch. You can also program the recorder to record even when you’re
not at home, as well as setting it to record for as long as two weeks in advance.
Best of all, the service is available to old subscribers for just an additional $5 per month on your current cable bill. New subscribers
are entitled to try the service for the first two months for free. If you would like to avail of this service, or learn more about it, please
call John Smith at 090-823-7263 or visit our website www.cabletv.com.
Thank you for your continued patronage and we hope to hear from you soon.
Respectfully yours,
GordonLarson
President, Cablecast Services
In the course of doing business, companies occasionally need to convene special meetings to discuss matters of urgency. To inform
staff of such meetings, a letter is written and issued containing the vital details of the meeting. The letters can be sent to staff
individually or e-mailed. For smaller companies, the letter might simply be posted on the company bulletin board with employees
required to sign at the bottom to certify that they have read the letter.
The essential elements of a letter informing staff about a special meeting are the subject of the meeting and the date, time and
venue. If necessary, the letter may also include the agenda of the meeting to ensure that staff members are adequately prepared. The
letter should also mention if staff members are required to prepare anything in advance for the meeting, such as particular data or
reports. Finally, the letter should mention if attendance is mandatory or just highly encouraged, and if employees are required to give
notice if for any reason they cannot attend.
The tone should be formal, as the purpose of the letter is purely informative. However, if the circumstances surrounding the convening
of the meeting are particularly urgent, the letter should be written in such a way as not to worry the staff or affect their morale.
Here is a sample of a letter informing employees about a special meeting.
Sample Letter
December 5, 2012
Photocell Corporation
Irving, Texas
email@server.com
www.website.com
Subject: Special Meeting
Dear [name of employee]
Greetings!
As you all know, times have been hard lately for our country. There have been many recent developments in the economic and
financial situation that are seen to impact the operations of our company. In light of these developments, we have decided to convene a
special meeting of the staff to discuss measures we should take to deal with them. Please see the enclosed attachment for the agenda of
the meeting.
The meeting will be held on December 10, 2 pm at Meeting Room C. If there is any information generated by your work that you feel
could contribute significantly to our discussion, please feel free to bring it to the meeting.
Attendance is mandatory. However, if there are pending matters that prevent you from attending, please inform your supervisor
beforehand.
Sincerely yours,
Thomas Nash
Executive Vice President, Photocell Corporation
12.24 Announce New Product or Service
Letters introducing a new product or service are among the most essential pieces of correspondence a company can issue, since
they can spell the difference between the success and failure of the new product. They can be sent to retail outlets or directly to
individual prospective users of the product or service. These letters usually begin by introducing the product or service and identifying
the features that make it distinct from similar products in the marketplace. It can also offer a promotional rate to users who will
immediately avail of the service or a discount to early buyers of the product.
The essential features of the letter are the name of the product or service and its distinguishing features, as well as any promotions
attached to launch of the product. If sent to individual clients, it may come with a sample of the product and enumerate retail outlets
where the product is available or how they can avail of the service. It may also come with contact information if the client is interested
in learning more about the product and service and if they want to immediately subscribe to the service.
Below is a sample of a letter introducing a product or service.
Sample Letter
August 31, 2012
Cablecast Services
Los Angeles, California
email@server.com
www.address.com
Harry Cliff
25 Wilson Avenue
Los Angeles, California
Dear Mr. Cliff,
Greetings!
As one of the pioneers in cable TV, we strive to give our clients the most innovative range of services available in the market. In line
with our mission to offer only the most up-to-date services to our subscribers, we are very pleased to inform you that we are now
offering digital video recording through your cable box. This feature allows you to record multiple programs airing at the same time,
ensuring that you never have to miss a show that you want to watch. You can also program the recorder to record even when you’re
not at home, as well as setting it to record for as long as two weeks in advance.
Best of all, the service is available to old subscribers for just an additional $5 per month on your current cable bill. New subscribers
are entitled to try the service for the first two months for free. If you would like to avail of this service, or learn more about it, please
call John Smith at 090-823-7263 or visit our website www.cabletv.com.
Thank you for your continued patronage and we hope to hear from you soon.
Respectfully yours,
Gordon Larson
President, Cablecast Services
12.25 Announcement for Special Meeting
In the course of doing business, companies occasionally need to convene special meetings to discuss matters of urgency. To inform
staff of such meetings, a letter is written and issued containing the vital details of the meeting. The letters can be sent to staff
individually or e-mailed. For smaller companies, the letter might simply be posted on the company bulletin board with employees
required to sign at the bottom to certify that they have read the letter.
The essential elements of a letter informing staff about a special meeting are the subject of the meeting and the date, time and
venue. If necessary, the letter may also include the agenda of the meeting to ensure that staff members are adequately prepared. The
letter should also mention if staff members are required to prepare anything in advance for the meeting, such as particular data or
reports. Finally, the letter should mention if attendance is mandatory or just highly encouraged, and if employees are required to give
notice if for any reason they cannot attend.
The tone should be formal, as the purpose of the letter is purely informative. However, if the circumstances surrounding the convening
of the meeting are particularly urgent, the letter should be written in such a way as not to worry the staff or affect their morale.
Here is a sample of a letter informing employees about a special meeting.
Sample Letter
December 5, 2012
Photocell Corporation
Irving, Texas
email@server.com
www.website.com
Subject: Special Meeting
Dear [name of employee]
Greetings!
As you all know, times have been hard lately for our country. There have been many recent developments in the economic and
financial situation that are seen to impact the operations of our company. In light of these developments, we have decided to convene a
special meeting of the staff to discuss measures we should take to deal with them. Please see the enclosed attachment for the agenda of
the meeting.
The meeting will be held on December 10, 2 pm at Meeting Room C. If there is any information generated by your work that you feel
could contribute significantly to our discussion, please feel free to bring it to the meeting.
Attendance is mandatory. However, if there are pending matters that prevent you from attending, please inform your supervisor
beforehand.
Sincerely yours,
Thomas Nash
Executive Vice President, Photocell Corporation
12.26 Announce Appointment of Employee
Wondering who are the people that the key executives of your firm have brought on board? You can always refer to the memorandum
announcing the appointment of a new employee. This kind of correspondence serves as a way of urging the employee force to
welcome a new employee who has decided to join a firm.
Since it is for company-wide dissemination, it is important to ensure that there is no spelling, punctuation, or grammatical errors.
Readability is likewise important. A correspondence announcing the appointment of a new employee recommends some action to the
targeted audience, so the message must be clear and the details complete and accurate.
Closely related to this kind of announcement is an internal memorandum announcing the promotion of an employee. The tone is
congratulatory, and expresses enthusiasm and confidence in the employee’s abilities. Giving the salient details is essential. By
informing everyone about the appointed person’s qualifications, a dual purpose is accomplished: all employees will learn just how
qualified for the job the person is, while the new employee is given due recognition and support.
In both the letter announcing a new employee to a new post or a promotion of an existing employee, the previous position and key
accomplishments are highlighted in the correspondence. Here is a sample memorandum announcing the appointment of a new
employee:
Sample Memorandum
28 May 2012
TO : ALL EMPLOYEES
FROM : MR. IVELISSE M. SALCE
Supervising Officer – Administrative Services
Lincoln Medical and Mental Health Center
SUBJECT: New Business Development Manager
====================================================================
We are pleased to share with you that we have recruited a new Business Development Manager for our Business Development Group.
Mr. Glenn Gerald Pantig has accepted the position effective May 31, 2012. Glenn comes to us with a wealth of experience. He was
previously the Business Development Head of St. Luke’s Medical Hospital, where he oversaw the performance of the Business
Development Managers/Supervisors. He also handled the preparation of hospital financial projections and profitability reports,
reviewed and analyzed market trends, and helped conceptualize sales and marketing concepts.
We are excited about his decision to join the hospital’s managerial team. Please join us in welcoming him to the Center in his new
12.27 Death of an Employee Announcement
A quick, formal announcement of the death of an employee or an employee’s immediate family member is an expression of
sympathy. It informs and encourages employees to lend some support to the bereaved family, notably the affected employee. This
piece of announcement should be posted on the bulletin board and/or emailed immediately because time is of the essence. Employees
and higher-ups reading the announcement will be able to pay their last respects to the family in mourning.
Basic details including the location of the wake and funeral arrangements are therefore important. A solemn yet sympathetic tone is
necessary for such a correspondence. As with other types of announcements of bad news, the approach may be straight to the point but
the manner of phrasing must show respect, understanding, and consideration for the affected employee.
If it is an employee who died, the co-workers, managers, and even customers that the employee constantly touched base with while
alive may be quite affected, so the bereavement announcement must be properly phrased. If the employee has long been with the
company and widely known in the organization, the opening line may state begin with the phrase, “It is with great sadness that we
announce the passing of…” Make sure that the information in the body of the announcement letter is clear and accurate. That way,
numerous or repeated queries are avoided.
Nonetheless, the announcement, even if brief, must show some compassion. Communications of this type vary from company to
company, but it’s best not to use so many flowery words. The right approach is to be objective and direct yet sensitive enough to
express heartfelt sorrow. Here is a sample internal memorandum informing everyone in the organization of the death of an immediate
family member of an employee.
Sample Announcement Letter
MEMORANDUM
Date : May 28, 2012
HR. Ref. No. 10-137
To : ALL EMPLOYEES
From : HUMAN RESOURCES & ADMIN DEPARTMENT
______________________________________________________________________________
Please be informed that Mr. Sabas Tumao, father of Ronald G. Tumao, Vice President of SM Prime Holdings Inc., passed away today,
May 28, 2012.
His body lies in state at Room Baltazar, Funeraria Paz, Manila Memorial Park, Sucat, Parañaque.
Let us pray for the eternal repose of his soul and for his family who is in deep sorrow and grief.
MONINA S. LASALA
Vice President
12.28 Obituary for Family Member Announcement
An obituary is the last word to be written about a person who passed away. Usually short death notices run for free in newspapers. On
the other hand, longer obituaries are with a fee. The most important thing to do is for the family to get the accurate information out
there about the deceased.
Newspapers consider if the person or his life story can be of great interest to the public before the story can be published. You have to
remember that there are limited spaces for obituaries in newspapers. This is the reason why online obituaries can be a great alternative
for those dispersed families.
The information that you need to include are as follows: name, age, occupation and city of deceased, his time and place of death,
cause of death, his birth date and place, member in a national or local organization, if he was in military service and lastly the funeral,
memorial and burial details. If you paid for a bigger space in the newspaper, then you can add a profile of the deceased.
Sample Obituary Announcement
John Davis, a 75-year old man, of Orange County, Boston died last 28th of May 2012. He died of heart attack. He is the eldest son Mr.
and Mrs. Davis, both were professors. He was educated in Boston High School and later on went to Harvard to study Law.
He married a pre-school teacher by the name of Kristina Marie Bradshaw. They were blessed with twins.
Aside from practicing and teaching Law, Mr. Davis was kept busy by his Church activities. Because of his long experience in the
Church and Biblical studies, he became a full-pledged Pastor and at the same time, elected as the Dean of Law in Harvard.
The funeral and burial are reserved for the family and closest friends. A memorial service will be celebrated in his honor in the
morning of the burial, 10 a.m., on the 1st of June. His remains will be buried at the Boston Memorial Park. The family and Mr. Davis
appreciate donations more for Red Cross International instead of flowers.
Divorce Announcement Letter
There comes a point in a couple’s life where they come to a decision to live separately and move on to their new lives as individuals.
This is a sad situation for the rest of the family members and their friends, but all they can do is to accept and respect the decision.
Definitely, the time to announce it will surely come. You need to inform people that you are going to resume using your maiden name.
If left unannounced, you can get into some legal trouble. Anyway, divorce is something you cannot keep private for a long time.
At this time, divorce announcements are packaged along with divorce showers, a slowly growing tradition. In announcing a divorce,
it is pertinent for couples to both decide on the date and time when to announce to family and friends of your plans to separate. You
have to make sure that neither one of you will announce it unexpectedly as a sign of respect for each other. More importantly, do not
announce a divorce in any public forum without your soon-to-be-ex knowing that you are about to file a divorce.
Second, you need to make a list of the most important people you need to inform about the separation. Your children and parents
should be on the top of your list and make sure you inform all of them on the same day, either one-on-one or in an intimate dinner.
Never announce the divorce in public without letting these people know first. In case your friends and colleagues have known about
it, you may supply the information via blog posts or Facebook update. Lastly, maintain at all cost, civility in public places and forums.
The last thing you need is more problems just because there was some story about how you announce the divorce.
Here is a sample of wordings you can use in your divorce announcement:
Sample Announcement Letter
Mr. Theodore Johnson and Ms. Theresa Bradshaw jointly announce that the court has already granted their Divorce effective on July
21, 2012.
Theresa Bradshaw will be reverting back to her maiden name beginning on the date mentioned. At that time, she will be known again
as Theresa Sanders.
Please be guided accordingly.
Class Reunion Invitation Announcement Letter
Class reunions can be a very interesting yet the most challenging event in one’s life. What more organizing it? For anyone who is
assigned to organize one should have the ability to make the event interesting since he/she will be convincing classmates of years back
– and this can be quite a challenge.
You see your classmates are now executives in the corporate world and they run busy lives. Most of the time, reunions are the least
of events they will spend time to go to unless it proves to be worthwhile. Therefore, you have to peak into their interests for you to
convince them. An announcement including the invitation should show that the event is interesting. Aside from convincing them to
come to the reunion, you are also convincing them to contribute financially. So your invitations should resemble like a sales letter.
You may use the wordings of the sample letter below:
Sample Announcement Letter
Dear Alumni of 1998
Greetings!
On August 12, 2012 is our 44th Reunion. We have more than enough time to plan ahead. I have convinced some of our classmates to
help in the initial preparations.
Currently, we have planned out a fun-filled itinerary for all of us in a beach resort in California. This is the best time for you to meet
former classmates and renew friendships. We promise you a very memorable weekend.
Below are some of the activities we have initially put up:
Dinner cruise registration at Long Beach on Thursday night.
On Friday, we will have some water sports competitions and island tours.
On Saturday, our alumni association will be holding an informal meeting to catch up.
On Sunday, we will be sending you off with a perfect beach breakfast.
We are encouraging everyone to book their stay at the Hyatt Regency Hotel in Long Beach so that we can all be together and for
easy coordination. Make your reservations two weeks in advance at 562-491-1234 begin_of_the_skype_highlighting 562-491-
1234 end_of_the_skype_highlighting. Please send in too your updated contact details and profile.
We hope to hear from you soon.
Sincerely,
Mary Smith
Class of ‘65 Reunion Chair
588-345-1788
Broken Engagement Announcement Letter
Announcing a broken engagement can be the most embarrassing moment in anyone’s life. But many say that this is better than a
broken marriage in the end. However, if the announcement about the engagement has already been sent out, then the process becomes
more complicated and hurting. The couple or even the family has no choice but to inform the confirmed guests about the broken
engagement. This is necessary because some of the guests may need to cancel their flights and book other appointments.
In writing announcements such as this, the only thing present should be the news informing people that the engagement is off. There is
no need for explanations. The relatives and friends should also not expect this from the couple. If in case no announcement about the
engagements has been sent out yet, then a few words or handwritten notes can be given to the closest friends and family members.
They can be the ones to inform the rest of the guests about the recent news. Remember not to prod the couple for explanations. It is
important that privacy should be maintained well when passing very sensitive information.
There are times too that broken engagements are caused by a death in the family. If this is the case, then the couple can send an
announcement about the postponement and the new date of the engagement so that guests can make the necessary adjustments.
Announcements of these kinds must be simple and direct to the point and wordings such as below can be used:
Sample Announcement Letter
For a broken engagement
Mr. Gerald Philips and Mrs. Joanne Philips are sorry to announce that the engagement of their daughter Mary Jane to Mr. Mark
Morris has been ended by mutual consent.
For postponement of the wedding/engagement due to a family member’s death
Mr. Jake Smith and Mrs. Lorinda Smith are sorry to inform everyone about the recall of the reception invitations of their daughter’s
wedding on the 14th of June 2012 due to a death in the family. However, the marriage ceremony will be held in private in the presence
of the immediate family.
12.29 Employment Application to a Foreign Country
The letter applying for temporary or permanent employment in a foreign country is a correspondence that seeks to facilitate a legal
way of carrying on gainful employment. Most work positions abroad require individuals with a related degree. Non-citizens of the
host country, though, usually end up taking on jobs outside their professional fields. Whichever the situation, a person seeking to find
work in a foreign country needs to write a good letter of application for temporary or permanent employment.
Most countries pay keen attention to the resume, so make sure yours is completely updated and lists good character and work
references. Notable work accomplishments must be highlighted, and use positive language throughout the application letter. Don’t
overlook your academic background and include the acquired skills that your potential employer may find desirable for the available
post within the company. It will also be wise to conduct some online research on the specific company you are interested to work for.
A simple but professionally written cover letter is ideal. Delete phrases that have been done to death and which are obvious, like “I
wish to gain international exposure.” Incorporate, instead, country- and company-specific arguments, such as “high economic growth
across many industries” or something to that effect in pertaining to the company or industry you are considering to be a part of. Here
is a sample letter applying for temporary (contractual) employment in a foreign country:
Sample Application Letter
May 28, 2012
THE HUMAN RESOURCES & ADMINISTRATION HEAD
Inara Lightings, Ltd.
Abu Dhabi
United Arab Emirates
Dear Sir or Madam:
I am writing to explore the possibility of employment as Document Controller in your reputable firm. I am a Computer Science
graduate of the University of the Philippines, Diliman, Quezon City. I bring with me several years of experience as information
systems analyst of leading companies that include Nissan Motor Philippines, Inc.
My strong computer skills, knowledge of modern word processing software, and project management tools are but some of the things
that make me an asset to your company.
Attached is my resume for your perusal. Should you require any further information, I can be reached at 632-555-1234 (during regular
business hours), or at 632-555-6789 (during regular business hours).
Sincerely,
(signed)
ANGELA TANAMA
12.30 Schedule Appointment with A Potential Employee
If you are looking for applicants to fill an open position with your company, and there are several candidates that you are interested
in, schedule a job interview with them by sending a letter. Contacting them by letter ensures that all the details of the scheduled
appointment are clearly stated, including the time and place where the interview will be held, as well as any other requirements that
the applicant is required to bring with him or her. Using letters also gives a sense of formality to the appointment.
Letters scheduling an appointment for a job interview should be concise, to-the-point and should avoid extraneous details. Essential
elements are the date, time and place of the interview and the name of the person to be contacted if the applicant has to reschedule for
any reason. If the applicant is required to bring any documents such as their resume or letters of recommendation, these should also be
mentioned in the letter. The letter should be sent using the company letterhead. If e-mailed, the letter should include the address of the
company either as a header or in the body of the letter to ensure that the candidate knows where to go for the interview.
Below is a sample letter scheduling an appointment for a job interview, which can serve as a model that can be adapted by other
Sample Letter
January 20, 2012
Richard Stark
Head, Human Resources Department
Red Box Advertising
84 Lafayette Drive,
Dallas, Texas
e-mail: rbox@server.net
Julian Scott
35 Penny Avenue,
Boston, Massachusetts
Dear Mr. Scott,
Greetings!
As you know, our company is currently looking for talented, dynamic and motivated individuals to become part of our creative team.
After assessing your application for a position in our organization, we are pleased to inform you that we are considering you for the
position of copywriter. As part of the initial screening process, we would like you to come to our offices on January 25, 2012 at 2 pm
for testing and a preliminary interview. Look for Mr. Sam Richman at Suite 452. Please bring your resume and a portfolio of your past
work with you to the interview.
If you cannot make it on the above dates, please call Ms. Sheila Johnson at 050-862-1458 to reschedule the interview.
We look forward to meeting you!
Respectfully yours,
[position]
In hiring employees for a certain job position, offers regarding the vacant slots are sent out first. After you have reviewed all the
applications sent to you, you will have to choose the best ones and schedule an appointment to meet up with them. This is one way to
learn about your prospective employee. Job interviews are done to assess the applicant’s skills, dedication, and qualifications for the
In scheduling an appointment, you have to be polite and maintain a positive tone. Extend your gratitude for his interest in applying for
the job position as well. This is the perfect opportunity for you to discuss the details of the job position. At this phase, you can also
evaluate the applicant’s dedication and desire to get the job.
Be warm and accommodating to the applicant. The letter need not be lengthy at all. Be brief and concise as possible. However,
provide the important details – when the appointment will be, where will it be held, and what time will it be. However, if your
applicant is not available on the dates that you’ve stated, tell him to settle the arrangements immediately. Always make him feel free
to contact you in case he has other question or concerns. Below is an example letter on how to schedule an appointment for a job
interview.
12.31 SAMPLE APPOINTMENT LETTER
May 28, 2012
Harry Potter
123 Shaw Boulevard
New York, NY
Dear Mr. Potter
Good day! I have received your application on the job position as an Assistant Manager. I am very impressed with your resume,
especially your writing experiences. I hope we can meet personally. I will be available on June 2, 3 and 4. You can call my secretary,
Jenny Smith to schedule your appointment. You can reach her at 444-3322. Should you have any other date preferences she will try to
accommodate you.
Please be ready to further discuss your resume. Should you have any question or concerns, please feel free to contact us anytime.
I look forward to meeting you. Thank you very much and have a good day.
Sincerely,
Brenda Burke
Branch Manager
Gray Scale Writers
12.32 Make an Appointment Letter
People in the field of business are one of the busiest people in the world. Most of the time, you have to set up an appointment just to
meet up with these people. So once an employer has grant an appointment to you, make sure that you give it utmost importance.
When an employer grants an appointment, it is usually to confirm the details of a job position and the employment itself. You will be
discussing the terms and conditions attached to the job position that you have applied for.
As for those employers themselves, there are some points that should be remembered when writing a letter to grant an appointment.
Some of these are:
1. Always be polite when you write your letter. Your tone should be business-like, but you have to be respectful as well.
2. Be warm and accommodating to the person so that he will not be hesitant and intimidated.
3. Thank the person for showing his interest in applying for the job. Show your appreciation for the effort that he has done.
4. Give a brief rundown of all the details of the job position and employment (the nature of the work, salary, privileges, etc.).
However, this is optional. There are employers who still prefer to discuss these details in person.
5. Let him confirm the appointment by asking him to return the letter in a specific date.
6. Lastly, end your letter by showing again your appreciation for his application. Make him feel free to address his concerns if
ever he has any.
SAMPLE APPOINTMENT LETTER
May 28, 2012
Michael Bridge
Shaw Boulevard St.
San Francisco, California
Dear Mr. Bridge,
It is our honor to confirm your appointment with Mrs. Melanie Brette to discuss the terms and conditions of your contract employment
with Web Connect Internet Services. We’ve scheduled the appointment on June 5, 2012 at the Convention Hall. The appointment is at
9:00 am.
It is recommended that you familiarize yourself with the needed documents and papers for the presentation.
Please confirm your acceptance to this appointment by signing below and returning this letter to us on or before June 3, 2012.
We are looking forward for your response.
Yours truly,
Shannah Martinez
Human Resource Manager
Accept & Express Appreciation for a Suggestion
Not all people have the guts to express their suggestions, especially their bosses. In light of this, you have to have a positive attitude in
acknowledging people’s suggestions and feedback. If you show your customers your openness to recommendations, they will not be
hesitant anymore.
Start your letter by expressing your appreciation for their suggestion. After this, explain to the person how you plan to implement their
suggestion. Through this, they will feel that their suggestions are given importance too. Assure them that you will be discussing the
idea to your colleagues and give it full consideration.
You should also include the possible upsides that will result from the implementation of their suggestion. Make them feel free to
address their concerns and suggestion in the future. And lastly, end your letter expressing your appreciation again. Below is an
example letter on how to accept and express appreciation for a suggestion.
12.33 SAMPLE ACCEPTANCE LETTER
May 28, 2012
Michael Patrickson
Brown Street Boulevard
San Antonio, California 4038
Dear Mr. Patrickson,
Good day! In behalf of the Smith Hotel and Lodge, I would like to thank you for your valuable suggestion that you left in our
suggestion box. As the manager of this hotel, my colleagues and I have decided to implement your suggestion as immediately as
possible. We believe that this would be of great help to everyone in the hotel. This would help us provide better services for our
customers.
By the next time that you stay in our hotel, rest assured that your suggestions have already been implemented. We only want the best
for our customers. We aim to make your stay in our hotel comfortable and special.
Again, we would like to thank you for the suggestion that you sent us. We hope to see more of your feedbacks in the future, as these
will help us in improving our services. If you have any other concerns that you would like to address, please feel free to contact us at
883-84-39. Again, thank you very much and have a good day!
Sincerely,
Brenda Smith
Hotel Manager
Smith Hotel and Lodge
12.34 Credit Approval Letter for A Grant
In the event that the profile of a debtor has already been reviewed and has passed the qualifications for a loan approval, a letter of
credit approval must be prepared in the manner to be discussed.
The sender must always start the letter with the entire basic format then hit the first lines straight to the point. A summary of the
agreement may be stated in the body of the letter. If the terms and conditions are attached there with, the letter need not be too lengthy
unless there are provisions not touched by the loan terms and agreement.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your
request has been approved and is currently being processed.
Having a minimum tangible asset of (amount) and a minimum owner’s equity of (percentage as per total asset), our company has
decided to grant you the loan. Under suitably executed security documents you shall provide us with the following collateral as
security for the credit:
Accounts receivable amounting to (value), equipment with a carrying value of (amount), and (others that you wish to specify).
Your written expression of agreement must be secured, as we shall do business as bounded by the terms contained therein.
We are happy to be doing business with you. Thank you and God bless your dealings.
Sincerely,
Your name
# 2 Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your
request has been approved and is currently being processed.
A file has been sent to you in your email that outlines the terms and conditions binding the credit rules. We would like to hear from
you as soon as you receive this message to schedule a meeting with the finance officer of the company for clarifications that you
might want to discuss.
We are happy to be doing business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
12.35 Loan Approval Letter
Writing a loan approval letter must include important details (what particular loan was approved, the amount approved, and payment
terms). The letter opens with a confirmation of the approval.
It must also restate dates that must be noted, like when the first monthly amortization must be settled, and include the next steps that
the borrower must take.
The loan approval letter serves as primary instrument or evidence that the consumer has received approval for a loan and it may be
released upon submission of final requirements.
Here is a sample loan approval letter that requests for proof of identity and current residential address documents as part of the final
phase of the loan processing.
Sample Letter
18 June 2012
Ms. Jessica Smith
Executive Office
TPG-AXON Capital
57/F, Two International Finance Centre
8 Finance Street, Central, Hong Kong
Account number: 000-0000
Reference number: 0000000
Dear Ms. Smith,
Hong Kong and Shanghai Banking Corporation is delighted to confirm that your application for a personal loan of $5,000 has
been approved subject to the completion of formalities. In brief, the first payment of $154 is due 30 days after disbursement of the
principal. The term of the loan is three years. Our 10.9% interest rate is good for the entire term of the loan. Please drop by our main
office located at the HSBC International Banking Centre, L6, 1 Queen’s Road Central, Hong Kong anytime during banking hours,
within 21 days with the following documents:
* Original copy of pay slips for one month, photocopy of which was faxed to the bank
* Your last 2 months credit card or bank statements, showing your current address.
* Two pieces of valid identification cards (company ID, passport or other government-issued ID with photo and signature)
Subject to everything being in order, the check for your loan will be issued to you.
If you have any questions please contact Direct Loan Customer Services at telephone number (02) 89-100 from 8am to 5pm Monday
to Friday. We look forward to the completion of your loan.
Yours sincerely,
(Signed)
Martha Moffatt
Consumer Loans Head
12.36 Approval Letter for Vacation or LOA Request
One of the more pleasant duties of a company manager or officer is writing a letter approving an employee’s request for a leave of
absence or a vacation. Such requests can be taken for a variety of reasons, ranging from the necessity to consume accumulated leave
to unexpected family emergencies that require the staff member to take some time off to deal with them. Most organizations require
the employee to make a formal request that they are taking a leave. Once management has approved the request, a letter is written
formalizing that approval. Copies of the letter are usually sent to the employee concerned, their immediate supervisor and the human
resources department of the company.
The essential aspects of the letter are the statement of the approval, the start and end dates of the leave and any conditions attached it,
such as the requirement to coordinate with their immediate superior as to who will take over their regular duties and the disposition of
any urgent and pending tasks. The tone of the letter is formal but congratulatory, as the writer is delivering good news. However, if the
leave is being taken for unhappy reasons, such as a death or illness in the family, the writer may also express their condolences or their
hopes for a speedy recovery of the family member.
Below is a model letter approving a vacation leave that the writer can adopt to fit their own particular needs.
Sample Letter
March 10, 2012
Fisher Associates
Dallas, Texas
Email@server.net
www.company.net
Michael Goldsborough
Legal Department
Dear Mr. Goldsborough,
Greetings!
We have considered your request for a leave of absence to deal with certain personal matters, and we are pleased to inform you that it
has been approved. Your leave is set to begin on March 15 and you are expected to return to the office by April 1. During the period in
question, you will continue to receive your regular salary through direct deposit and be covered by the company health plan, subject to
the terms and conditions set forth by our provider.
Please coordinate with your immediate supervisor regarding any pending work which has yet to be completed, as well as the handling
of your regular responsibilities.
Best wishes for the speedy resolution of your family problems.
Sincerely yours,
Robert McNeill
Personnel Manager, Fisher Associates
12.37 Expense & Budget Approval Letter
A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an
employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the
point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide
information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or
itemized estimates to the accounting office).
The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the
employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending
on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was
approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement
may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be
provided to other concerned parties such as the accounting department and other company officials.
The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the
employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter
should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient
will know what to do.
Here is a sample of a letter approving payment for incurred expenses.
Sample Approval Letter
Dear [name]
In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your
initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be
Respectfully yours,
[Position]
Expense & Budget Approval Letter
A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an
employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the
point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide
information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or
itemized estimates to the accounting office).
The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the
employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending
on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was
approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement
may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be
provided to other concerned parties such as the accounting department and other company officials.
The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the
employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter
should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient
will know what to do.
Here is a sample of a letter approving payment for incurred expenses.
Sample Approval Letter
Dear [name]
In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your
initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be
Respectfully yours,
[Position]
12.38 Seminar Attendance Approval Letter
A letter giving approval for attendance at a seminar or conference is sent by a company official to the employee making the request.
The letter should include any important dates such as when the conference will be held as well as any further actions the employee
should take. The tone of the letter should be formal and professional and should be clear as to what is expected from the employee.
Copies of the letter should also be provided to other concerned individuals such as the employee’s immediate supervisor and the
human resources department.
An authorization letter should be as brief as possible, while still being clear as to what is expected from the employee. It should
include all vital information on the event, such as dates and venues. It should tell the employee what actions they need to take in the
light of the authorization, such as making sure any pending work is either completed before the employee leaves or is assigned to a
colleague. No explanation as to the reasons behind the approval need to be given, although the letter writer may opt to do so if they
believe it is appropriate.
Below is a sample of a letter giving approval for attendance at a seminar.
Sample Approval Letter
Dear [name]
Please be advised that management has decided to grant your request to attend the [conference] on [subject matter] that will be
held from [date] to [date] at [venue]. Please coordinate with [name of department/contact person] for your travel and other relevant
expenses. Coordinate as well with your immediate supervisor regarding the completion of any pending work and the temporary
designation of your responsibilities for the duration of your attendance.
Upon your return, you will be expected to write a report regarding the conference to be submitted to your supervisor. You must also
provide an accounting of your expenses for liquidation purposes within five working days of your return to the office. Be advised that
failure to comply with these requirements may expose you to sanctions from management.
If you have any other questions, please coordinate with [name].
Respectfully yours,
[Name of sender]
[Position]
12.38 Vacation or Leave of Absence Request Approval Letter
A letter of approval for a vacation leave or leave of absence is usually written by a manager or other high company official in
response to a request by an employee. They are usually short and to the point and simply serve to inform the employee that their
request has been approved, as well as defining the terms under which the leave is granted. They should also include any important
dates such as the start and end of the leave. The tone of the letter may be formal or cordial but should still remain professional.
This type of approval letter should begin by informing the recipient that their request has been approved. It then gives the date when
the leave is to commence and the date when the employee is expected to return to work, as well any other considerations. It may also
request the employee to coordinate with their immediate supervisor regarding the disposal of any pending work before they take their
leave. Unless specifically required, the letter should not include any lengthy explanations for the approval of the request.
If there are any other requirements that need to be fulfilled before the employee can take their leave, they should also be stated
clearly in the letter. Copies of the letter should be sent to other concerned parties such as department heads and the human resources
department.
Below is a sample of a letter for approval of vacation leave or leave of absence.
12.39 Sample Approval Letter
Dear [name]
This is to inform you that your request for [vacation/leave] for [purpose] has been approved by management. Said [leave/vacation] is
scheduled to begin on [date] and you are expected to return to work on [date].
Before taking your leave, please coordinate with your manager regarding the completion of any pending work and the temporary
assignment of your responsibilities to other staff. During your leave, you will continue to enjoy coverage under the company’s health
plan subject to the terms and conditions set by the provider.
If there are any further questions, please refer them to the Human Resources department.
We hope that you will enjoy your leave.
Respectfully yours,
[Name of sender]
[Position]
12.40 Request Approval Letter
A letter approving a request is usually written by a manager to an employee in response to a particular request they are making. The
letter is intended to inform the recipient that their request has been approved and what steps they need to take next. It should be brief
and to the point, and should be formal and professional in tone. It must also clearly state what else the recipient needs to do in light of
his request. Copies of the letter should also be provided to other concerned parties such as supervisors.
But a letter approving a request can also be written outside of the context of the workplace by any person in a position of authority.
For example, the head of a library can write a letter of approval to a researcher’s request for access to books in a restricted collection.
A city official may also write a letter of approval for a filmmaker’s request to film at a certain location. The letter of approval for a
request is versatile enough to be used in a wide variety of settings.
When writing a letter of approval for a request, make sure that the first sentence states clearly that the request is being approved, as
well as exactly what is being approved. If there are any qualifications or conditions attached to the approval, these should also be
stated clearly so that there is no misunderstanding on the part of the recipient as to what is required of them. The letter writer should
also take special care to be polite, particularly if the request is not granted in its entirety, in order to soften the blow and avoid hurt
feelings on the part of the person making the request.
Below is a sample letter of approval for a request.
12.41 SAMPLE APPROVAL LETTER
[Name of recipient]
[Title/position if relevant]
[Address or company name]
Dear [name],
We are pleased to inform you that your request for [give details of request] has been approved. However, [give conditions attached to
request]. If you have any questions or other concerns, you may direct them to [name of contract person/ contact information].
Respectfully yours,
[Name of sender]
[Position]
[Position]
12.42 Project Proposal Approval Letter
A project proposal approval letter is sent in reply to a proposal submitted by a project proponent. It is intended to inform the
proponent that their proposal has been approved and what, if any, further steps that they need to take, such as meetings to finalize
details of the project. The letter may also give a time frame for completion of the project and may include enclosures that the
proponent has to sign, such as a memoranda of agreement. The tone of the letter should be cordial but formal and should not
congratulate the recipient for their successful proposal.
The letter should begin with a statement informing the recipient that their proposal has been approved. If the proposal is in response
to a solicitation or bidding, then the letter may begin by thanking the proponent for their interest in the project before informing
them of their success. It will then tell them what they have to do next, such as contacting the office to set an appointment for further
discussions on the project or may directly set a date for the proponent to come in. It may then define a schedule or time frame for the
project, including a proposed start and end date.
The letter could end with a reiteration of thanks for the proponent’s interest in the project.
The approval letter should go straight to the point without seeming brusque. It should clearly inform the recipient what is being
approved and state what are the important dates or other vital information associated with the project, as well as other special
provisions.
Here is a sample of an approval letter for a project proposal.
12.43 Sample Approval Letter
Dear [name of recipient]
Thank you for your interest in [project]. After thorough evaluation of your proposal, we have decided to approve it, effective [date].
Before you start work, please contact our office to set an appointment by [date] so we can discuss the details of the project. You can
contact us at [contact number] during office hours.
We hope to hear from you soon as we are hoping to complete [project] by [date]. Thank you again for your proposal and we look
forward to working with you.
Respectfully yours,
[Name of sender]
12.44 Loan Approval Letter
Loan approval letters are written by bank loan officers to inform clients that their loan application has been approved. It then tells
them what actions that they have to take to before loan proceeds will be released to their account (i.e. prepare documents such as bank
statements that will be submitted). It also gives them a contact person that they can get in touch with if they have any questions or
concerns that have to be addressed.
1. The tone of the letter can be more informal than regular business correspondence. Start the letter by informing the recipient
what is being approved. If applicable, you can give the reasons for the approval.
2. The letter should then tell them the specific next steps they have to take before they can receive the loan money.
3. If there is a time line related to the release of the money, it should also be enumerated in the letter. And despite the relative
informality of the letter, it should still be carefully proofread to avoid typographical errors.
Here is a sample of a loan approval letter.
12.45 SAMPLE APPROVAL LETTER
Dear (name of recipient),
We are happy to inform you that your application for a loan from our bank has been approved subject to the completion of the
following formalities. Please submit the following documents to our office by (date).
A signed and dated copy of the enclosed agreement. The remaining copies are for your personal files.
Statements from your main account dating back three months and showing your current address. If these statements don’t reflect your
salary being deposited into the account, however, please submit copies of your most recent pay slips. These are for reference purposes
only and will be destroyed after loan proceeds have been released.
A completed, signed and dated copy of the enclosed standing order mandate. However, if you have chosen to repay your loan by
direct debit from your current account with us, we will set it up and you don’t have to submit the mandate.
Once all these requirements have been submitted, the money can then be transferred to your named account. Until then, please do not
enter into any transactions regarding the loan proceeds.
If you have any questions or concerns, please contact our Loan Consumer Services department at (telephone number). Operators are
available from 9am to 5pm from Mondays to Fridays and from 9am to 2pm on Saturdays.
We look forward to receiving the documents and completing your loan.
Respectfully yours,
(Name of sender)
(Position)
12.46 Assignment of Additional Duties
This letter is intended for employees who have been showing competency in their work and are likely to be eyed by the company to be
given additional duties that would help them grow as part of the company. These additional or new tasks given to the employees may
cause a raise from their current financial status or possibly even a promotion.
Employees will be encouraged when they receive a letter as such because it may not be far off into the future that they may be
awarded something better than what they already have.
SAMPLE LETTER
Seattle Grace Hospital
7569 Middletown Avenue cor. St. Paul’s Road
Ferry River, Seattle 900913
October 17, 2012
Dr. Daniel Sheppard
Good day!
As you have been aware, Seattle Grace hospital has been expanding its services for the benefit of our clients and patients. Recently,
a donation was given to the board and this was used to create the Seattle Grace Free Clinic. The Seattle Grace Free Clinic will be
used for patients who cannot afford the facilities and services offered in the main Seattle Grace hospital, but will also ensure the same
amount of attention from competent doctors and nurses.
With this, we would like to inform you that we are giving you the opportunity to take part in this wonderful hospital endeavor.
Because the Seattle Grace Free Clinic is a new wing of the hospital, we would like to ask for your assistance in helping with the
doctoral needs of the new institution. We feel that with your medical background and experience, you would be an excellent addition
to the new division. This will also be another event wherein we will be able to live out the values this hospital is founded on.
Apart from the rounds you make in the hospital and with the surgical assignments you are tasked with, you will devote a certain
amount of your work hours to the clinic and be of assistance to our patients. This won’t happen everyday but per schedule. You may
be allowed to choose the days you would like to visit the clinic, otherwise the hospital will deem it necessary to schedule you and let
you know afterward.
While this is another bold step in our hospital’s honor, we feel that this would also help us gather more attention and recognition, and
you being a part of this would be a great contribution. This should be an exciting experience for you as you will not just practice your
knowledge in medicine but also be able to extend help to our unfortunate brothers who need medical assistance.
We hope that you will be able to agree to this new setup and help us build a hospital that is truly for the people.
Respectfully,
Dr. Madison Greene
Chief of Surgery
12.47 Authorize Work To Be Done at Your Home
Oftentimes, authorization letters are used for business purposes. These authorization letters are commonly used to authorize someone
to act on your behalf, to grant someone permission, or to designate responsibility. However, it can also be used for practical reasons or
to authorize work to be done for your office or home.
Just like in any authorization letter, be polite and write in a positive tone. You don’t have to write a lengthy one. Just make sure that
you don’t miss important details on your letter. Especially when you authorize work to be done for your office or home, you have to
be very specific in what you want. This should be done to avoid confusion and misunderstandings in the transaction to be made.
Clarify all the things that have to be settled before you allow them to start. And lastly, extend your gratitude to the person who’s going
to perform the work. Show your sincere appreciation for their services. Below is an example letter on how to authorize work to be
done for your office or home.
12.48 SAMPLE AUTHORIZATION LETTER
Michael Brooke
I Net Solutions
123 Channel Street
New York, USA 40231
Dear Mr. Brooke,
Good day! I am writing to you regarding the internet connection plan that I have subscribed to just the other day. I am giving you the
authority to work on my home to install the plan.
I understand that it will take you at least seven days to fully install my internet connection. I am hoping that my I could start using the
plan by then.
I have enclosed here my first down payment amounting to $100.00, which will serve as the fee for installation. You are welcome to
start setting up the connection anytime. I will just be waiting for your arrival. I hope you can get started right away so that my children
won’t have to pay for internet rental services anymore.
Please call if there are any changes or questions you may have at my contact number 987-6543
Sincerely Yours,
Jenna Smith
12.49 Medical Treatment Authorization Letter
An severe medical cases, surgeries and other operations need to be performed. However, to be able to do this, the guardians of a
patient are asked for permission to perform the said surgery, operation, or any part of a medical treatment.
Authorization letters are often used for business purposes. You can also use authorization letters to allow someone to act your behalf,
to grant a request, or to delegate specific responsibilities. But it can also be used to authorize medical treatment. Patients that need
to undergo a sensitive medical treatment, need to give an authorization to their legal guardians. It is not just for legal purposes, but it is
also for the benefit of the physician assigned to the patient. It can also be used to release the results of medical treatment or to finalize
all transactions.
The authorization letter should contain all the important details of both the legal guardian and the patient. In some cases, signatures are
not enough. Sometimes, notarization is required to process the authorization letter. Contact information of the legal guardians should
be stated. But most importantly, it includes personal information and medical background of the patient. In most cases, consulting a
legal professional is needed. Below is an example letter to authorize medical treatment.
12.50 SAMPLE AUTHORIZATION LETTER
Medical Treatment Authorization Letter
TO WHOM IT MAY CONCERN:
As the guardians of Mr. John Smith, we authorize the bearer of this letter to approve medical treatment for our father. We entrust our
father’s condition to the physician assigned to our father’s medical treatment.
Guardian 1
Jenny Smith
Work Phone: 592-0323
Mobile Phone: 0903420-4234
Guardian 2
Bryan Smith
Work Phone: 893-9323
Mobile Phone: 0903-410-4234
Insurance Carrier
& Policy Number Fortune Teller Insurance Company
84901-39842-9424
PATIENT’S PERSONAL INFORMATION
Date of Birth: October 16, 1943
Blood Type: Type AB
Known Allergies: Oily and fatty foods
Being Treated For
These Chronic Conditions: High blood pressure, consecutive heart attack events, other complications such as inflammation in the
Doctor: Dr. Jenna Smith
Doctor’s Contact number: 542-3242
Thank you,
_________________________________________
Guardian 1’s signature
Guardian 1’s Full Name
_________________________________________
Guardian 2’s signature
Guardian 2’s Full Name
Subscribed and sworn to before me this 29th Day of May 2012.
_______________________________________________ Notary Public
__________________________________________ County, New York
Doctor’s Hospital Incorporation
2482-942-424
Writing letters to allow someone to act on your behalf is not an easy task to. However, being unable to attend an event may be
unavoidable. So it would be best if you know how to make one. When you allow someone to act on your behalf, it has to be formal
and legal. This is commonly used in emergency situations. But it can also be used in trials in court cases.
Make sure to send some who could represent you well. Choose the person who can easily understand and cope up with the situation.
Also, he/she has to be someone you really know and trust. He has to know all the details and matters regarding the situation.
In your letter, always use a positive tone. Be courteous to your recipient. The letter does not need to be lengthy. However, make sure
to include all the important details. And be concise with the things that you write. Be clear and specific on the conditions that you
would like to happen. Never assume anything that is not explicitly written. Below is an example letter on how to write a letter to
authorize a legal representation.
12.51 SAMPLE AUTHORIZATION LETTER
May 28, 2012
Jenny Smith
455 Shaw Boulevard
New York, USA 04230
Dear Ms. Smith,
Good day! I am writing to inform you that I am giving you the authority to act as my attorney on the case that I filed against the
Brown Suits Company. I understand that your rate is at $300 per hour. I have enclosed a $3000 check that serves as my first payment.
Please send me the billings if ever it exceeded 100 hours. I will have to approve them first. You recall that you assured me that this
case should not cost me more than $30,000.
Please sign in the space provided at the bottom if you agree with the terms stated in this letter. However, if you have other preferences,
please contact me as soon as possible so we can settle our arrangements. You can reach me at 232-9493.
Thank you very much and have a nice day.
Sincerely
Susan Bourne
Branch Manager
CDB Credits
12.52 Authorization Letter for a Project Study
Grant a request or proposal, authorization letters. These letters are made for different purposes. Some of this may be a letter for giving
permission or allowing someone to act in behalf of you. It could also be a letter to delegating responsibilities or a letter to authorize a
medical treatment. For business or organization purposes, authorization letters are given to make the action official.
However, you have to be very careful in writing your letter to avoid confusion. State exactly and clearly what you want so that
limitations will not be crossed. It should state the important details very clearly – when to conduct the study or report, what are the
means that can be utilized, etc. Your letter should be brief and your tone should be businesslike. Clarify the time frame so that there
will be no confusions or misunderstandings to the bounds or extent of the authorization. Below is an example letter to authorize a
study or report.
SAMPLE AUTHORIZATION LETTER
May 28, 2012
Jenny Smith
4505 Shaw Boulevard
New York, USA 04234
Dear Ms. Smith,
We have received your proposal to conduct a case study on our students here at NY Student Academy. We understand that you are
doing this study for your undergraduate thesis. You are given the authority to conduct your study provided that you give us a copy of
your project report in a weekly basis.
Please remember that only the college students are allowed participate in your study. You can not include those in the lower level to
be a part of your respondents as their guardians may not approve.
Please proceed as you have outlined in your proposal. You can start your study on Monday. I have informed the staff and students
about this study. I look forward to receiving your first progress report on Friday, next week. It is our pleasure to be a part of your
Should you have any other concerns that you’d like to address us, please call us at 234-1242. Thank you very much and have a good
Sincerely,
Jenna Smith
Principal
12.53 Change Billing Statement Authorization Letter
April 23, 2012
Rich Town Realty
Morayta St. Manila
To Whom It May Concern:
My name is Rhey Reyes and currently in Malaysia and unable to be present to request the change of billing statement to my name. In
my absence, I hereby authorize my mother, Patricia Reyes to act in all matters relating to my newly bought home in Manila, including
the changing of billing statement to my name and signing of all documents relating to these matter.
I am enclosing a copy of my SSS ID and company ID for your further reference.
If you have any questions about these changes, you can contact me by mail or by telephone at (02) 2357581.
Thank you very much.
Sincerely,
Rhey Reyes
12.54 Authorization Letter – Insurance Payment
September 12, 2012
Prudential Life Inc.
Ayala Avenue
Makati City
Dear Sir/Madam:
I, the undersigned, authorized my brother, Rodel Rosario, to claim my payments from your company on my behalf. He hereby
presents at least two (2) cards for identification purposes.
This authorization is applies to all payments dated from July 2008 up to August 2008. It does not include past August 31, 2008
without my written authorization.
If you have any questions, you may contact me at (047) 791-2911.
Sincerely,
Ericson Rosario
October 12, 2003
Social Security System
Balanga City, Bataan
To Whom It May Concern:
I hereby authorize the bearer of this letter, Engr. Emerson Navarro of Bataan Heroes Memorial College to act on my behalf in all
manners relating to my SSS loan application, including signing of all documents relating to this matter.
Also, I have enclosed my SSS ID and company ID for your further reference.
Thank you.
Sincerely,
Merly Soriano
September 15, 2001
Social Security System
Cubao, Quezon City
To Whom It May Concern:
Greetings!
I hereby authorize my wife, Mercedes Soriano, to claim my check from your good office in my behalf and hereby presenting my two
(2) cards for identification purposes.
Thank you very much.
Respectfully yours,
(Signed)
Martin Soriano
Cancellation Letter
In business transactions, there are certain terms and agreements that have to be followed. However, there are instances wherein clients
fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy the problem. Having
knowledge on how to properly cancel or suspend a customer’s credit account is very important.
First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to them
the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always offer them
other possible options regarding their credit accounts.
Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to you
when you will have to cancel or withdraw a customer’s credit account.
SAMPLE LETTER
Sender’s Address
Address
Customers name
Customer Address
Dear (Insert name of addressee),
This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We have
reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months. According to our
policy, any client who cannot follow the terms shall be subject to deactivated accounts.
We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming that
you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward to
doing more business transactions with you.
Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We will offer
you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our association with you.
We are looking forward to solving this problem and continuing the good business relationship.
We hope to hear from you soon. Thank you very much and have a good day.
Sincerely Yours,
Writer’s Signature
Writer’s Name
Writer’s Title
Department.
12.55 Letter Certification – PhilHealth Contribution
To Whom It May Concern:
This is to certify that Emerson M Navarro is a member of PhilHealth with a number 02-17324655-8.
This further certifies that he has the following contribution for six months to wit:
• April to May 2005 – 203842612- P225.00
June to July 2005 – 207692880- P225.00
This certification is issued upon the request of Mr. Navarro and valid for whatever legal purposes it may serve.
Done this 21th day of October 2005 at Bataan Heroess Memorial College, Highway Balanga City, Bataan.
Melanie A. Rodriguez
Assessment Officer
12.56 Sample Certificate of Recognition
HUGH WILSON HALL
hereby presents this
CERTIFICATE OF RECOGNITION
KRISTEL C. CASTILLO of Pilar, Bataan
as one of the most Responsible Residents of THE HUGH WILSON HALL Ladies Dormitory having contributed much to the well-
being and personal upliftment of each and every residents by being trustworthy and dependable for the whole duration of her stay.
Given this 8th day of March, 1996 in the year of Our Lord.
Rose Mary Zabala
Chairman, Board of Trustees
Pricilla Albelda
Executive Director.
12.57 Sample Certificate of Participation – Echo Training
CERTIFICATE OF PARTICIPATION
is presented to
MS. ANALYN A. GOPEZ
for having actively participated in the District Echo Training on Capacity Building For Teachers/BEI’s to Safeguard the Electroral
Process held on April 12, 2004 at Tomas Pinpin Memorial Elementary School, Abucay, Bataan
Given this 12th day of April in the Year of Our Lord Two Thousand and Four.
CONSORCIA E. GATDULA
District Supervisor
Complaint Letter About A Manager
An official letter of complaint about a superior should be formatted in formal business letter style. An employee pointing out an area
of dissatisfaction may worry that such a letter may create negative repercussions to his/her career. Nonetheless, writing and sending
such a letter when it is appropriate serves as official documentation of a genuine complaint.
It is usually given only after initial discussion with the person occupying the higher position has failed. The letter of complaint
for a superior must be short, factual, courteous and professional, and may be coursed to the head of the Human Resources and
Administration Department.
A letter of complaint for a superior must state the details of the complaint but should stick to the facts and avoid being emotional.
Sample Letter
17 June 2012
Mr. David McKenna
Human Resources and Development Manager
Norfolk International, Inc.
555 Anton Blvd., Suite 900
Costa Mesa, CA
Dear Mr. McKenna:
As per Norfolk International, Inc.’s policies, please consider this letter a formal complaint against Mr. Santi Picornell for Verbal
Harassment.
On several occasions that included January 15, 2012 and May 20, 2012, scenes at the Executive Boardroom included Mr. Picornell
repeatedly telling everyone present sexually-oriented jokes and using degrading words while referring to parts of the female anatomy.
In both of these occasions, he would direct his comments at me. These instances of using of sexually explicit language to ridicule me
were made within hearing distance of others.
Throughout this event, Mr. Picornell also repeatedly told everyone within earshot that he would have his way with me in no time
at all. Mr. Thomas Albrecht and Ms. Mae Torres also witnessed this incident. The aforementioned incident has brought me mental
anxiety.
It is my opinion that such behavior does not conform to Norfolk International, Inc.’s policies of appropriate workplace behavior as set
out in Chapter Five of the Employee Handbook. I feel violated by Mr. Picornell’s behavior and believe that I have been harassed. I
am aware that lodging a complaint against Mr. Santi Picornell will require a formal investigation and I am prepared to participate as
Sincerely,
Lesley Seymour
12.58 Complaint Letter Given To A Subordinate
A letter of complaint intended for a subordinate can be a sensitive matter. As a superior, you may be unfairly judged. Written
carefully and respectfully, though, the letter of complaint to a subordinate may produce a positive outcome. As a higher-up, you can
do this by not treating the subordinate in a condescending manner.
Try not to keep alluding to your position. The subject of your letter of complaint may be the sloppy work execution, habitual
tardiness or absenteeism, or misbehavior of the employee under you. In any case, you can use the letter of complaint as a clear way of
effectively giving orders that can help correct the situation or spur positive change/compliance on the part of the subordinate.
Here’s a sample memorandum from a head of a Human Resources and Administration to his immediate staff member:
Sample Memorandum
MEMORANDUM
Date : June 14, 2012
From : Chris Duncan-Webb, Human Resources and Administration VP
To: James Doherty, Executive Assistant
Subject: Notice of Habitual Tardiness
This is to officially bring to your attention that you have been late for work more than four times over the last two weeks. You have
been previously notified of your habitual tardiness, but you showed little interest for improvement. Instead, you have shown overall
negligence of company policy on attendance.
While you may have the potential to become an excellent administrator, your disregard for company policy on attendance can be a
major setback.
Because you have been constantly late, I must warn you that I have noticed the behavior and expect it to stop. It is important that you
arrive on time to respond to official telephone calls by 9 a.m. and attend to project updates and other administrative functions.
Please organize your morning routine so you can arrive five minutes before the official workday begins. When you arrive, check in
with me at my office. I am sure you will be able to rectify this problem with a little more effort.
Any further violations of company policy or failure to perform in accordance with company standards shall result in a six-day
suspension without further warning.
12.59 Faulty Product Complaint Letter
It’s true that anyone can write a complaint letter for the mere reason that it is built into our make up. However, most people do not
know how to write an effective complaint letter. An effective complaint letter is one that will get immediate action from the other
Complains are usually sent out when a customer or individual is not satisfied with the goods or services they received. Most people do
not know how to properly address their concerns. A fairly written complaint letter which you can follow is shown below:
SAMPLE LETTER
April 25, 2012
Michael Jones, Sales Manager
ABC Enterprise
186 South East Rosewood Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
If you will recall, I recently purchased a hair dryer from your shop on April12, 2012. In fact, you assisted me during my visit at your
store. I shopped for the Ultra-Drying Series with a model number UDS-8744. The product was shipped to my home April 16, 2012
with a transaction number is 8755124.
Since then, it has failed to power up three times. After operating for an hour, it would just shut down. The air it blows isn’t hot, as
stated in the product description. This item is integral to my business and I haven’t been able to properly use because of this obvious
defect. This is not good, and has cost me a substantial amount of money.
I would like to have this product immediately replaced with a working unit of the same brand or model within 3 days. If you cannot
provide me with a replacement, I would like to return the unit I have and for you to refund my payment.
If you need to discuss more with me regarding this issue, please contact me anytime at 872-7777.
Thank you very much!
Sincerely Yours,
Matilde Thomas
12.60 Complaint Letter about A Neighbor
When you’re tired and fed up with talking to your neighbor so he or she can settle the issues you have, then maybe it’s time for you to
write a complaint letter. If it is about a neighbor, the letter should be addressed to your landlord or to the Home Owners Association
The letter needs to be polite specially since you are dealing with people unless you move out. Make sure you clearly identify and
explain plainly what the issue is. You can name witnesses if they agree, cite a date on which the latest infraction took place.
Here is an example letter:
SAMPLE LETTER
April 25, 2012
Michael Jones, President
Rosewood Home Owners Association
17 South East Rosewood Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
I would like to express my dismay with the constant distraction that I and my family are getting from our neighbor’s dog. Mr. Kelly
Finn lives at 128 North East Rosewood Street, across our home. I often see Mr. Finn’s dog running around our area. From my
personal experience, I know how hard it is to keep a dog within your yard. However, it has been causing a very considerable amount
of difficulty not just to me but to our fellow neighbors as well. Whenever the dog gets loose, he constantly digs up on trash cans, eat
the delivered newspapers, and leave dog mess in our gardens and yards.
I have already communicated with the Finns regarding my concern last month but it seemed like they did nothing about the issue.
That’s why I am writing and would like to your assistance to resolve this issue.
Although it is okay for us that pets are allowed in our own area, I would like to request for you to make it necessary for dogs be
confined inside the house or yard to avoid disturbances.
Please let me know if there’s something we can help you with in dealing with this issue. I look forward to hearing from you regarding
the resolution of this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.61 Complaint about a TV or Radio Program
While we all enjoy watching TV or listening to the radio, there are times when we find that the content of the broadcast is offensive or
inappropriately presented. There are a variety of reasons which may drive you to write a letter of complaint regarding a certain radio
or TV program. Carefully and respectfully explain your reasons.
The purpose of writing such a letter is to inform the station that airing offensive content leads you to turn off the programming. If
applicable, encourage the broadcast company to make the necessary, apology, corrections, or retractions. The following serves as an
example of this type of letter:
SAMPLE LETTER
John McKay
Broadcaster
XYZ TV
328 Harold Ave
Leonia, NJ 07605
April 27, 2012
Dear Sir:
I am writing this letter to inform you of my utter disappointment with your television show aired on April 20 at 4 p.m. entitled
“Today’s the Day.” The show came out without any form of warning, although it was apparent after the first 10 minutes of the show
that it was not suitable for young audiences.
The guests in your show continuously used foul and discriminatory language. Swear words used by the guests were not even edited
as the show was broadcast. Pardon the language, but I distinctly remember the words faggot, nigger and shit being mentioned in the
My five-year-old daughter was watching the show as I cooked at that time, and you can imagine my horror at letting my child watch
such a program. It was far too late when I switched to another channel. I hope that you would consider putting an appropriate warning
or restriction for the show, and perhaps editing it more properly too.
Thank you and I look forward to your immediate and appropriate response to this matter.
Yours sincerely,
Catherine Diaz
12.62 Receiving Damaged Goods Complaint Letter
When you receive a faulty or damaged product, it is important for you to immediately send out a complaint letter to let the other
party know what had happened and so that it can be immediately addressed. For this type of letter, it is necessary that you provide
information such as the product name, product code, and the model number. An example of a well-written complaint letter about
receiving damaged goods is shown below:
SAMPLE LETTER:
April 25, 2012
To: Saturn Company
456 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Re: PO# 65479290; 8.1MP Saturn Digital Camera Model #S562
Dear Customer Service Manager,
For the past 8 years, I have been purchasing and using your digital camera products and I have been satisfied with the results.
However, I recently received a digital camera manufactured by your company.
This letter is to complain about the unsatisfactory service I received when I purchased the 8.1MP Saturn Digital Camera Model #
S562 from your local branch at the ABC Mall. Upon the delivery of the product, I found that it was damaged upon opening it. It was
missing the lens cap and the memory card slot in the digital camera is heavily scratched even before I used it.
I was expecting a higher level of service from your company, and I am disappointed with how things turned out. This is why I am
returning the 8.1MP Saturn Digital Camera Model # S562 for a full refund or a proper exchange for a new one since the product is still
within its warranty period.
I have been using many of your products in the past without any trouble. I hope to continue to have a good relationship with your
company. I look forward to hearing from you with a resolution to this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.63 Order Delay Complaint Letter
Although it may vary, the standard time frame to complete a delivery is around six to eight weeks. When a company you purchased
items from, has not made a delivery within that time frame, nor provided you with the tracking number, you may need to send a
complaint letter regarding the delay.
For this kind of letter, you’re not supposed to argue unless you have made calls to follow up on your order. Instead, send a friendly
reminder regarding your order and ask for an explanation. Here is a sample letter:
SAMPLE LETTER:
April 25, 2012
To: ABC Clothing Company
459 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Sales Manager,
On the morning of February 19, 2012, I browsed your website and found some items I decided to make a purchase.
In your policy and billing conditions, there is a statement that there will be a prompt delivery of orders upon successful purchase.
I checked out the items I chose. After a day, my credit card firm confirmed that the total amount of the items I purchased had been
billed to my account, yet I have not received the items yet.
The items are comprised of two pieces of medium-sized tunic tops and a pair of gladiators in size 7. I have requested for these items to
be delivered by parcel post to my office address at 175 Tulip St. Garden, KS 47588
All of my previous transactions with your firm have been more than satisfactory, and sincerely hope that future transactions will
improve.
This is the first time I am encountering this issue with your company. I look forward to hearing from you regarding a resolution to this
matter. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.64 Billing Error Complaint Letter
When you compose a complaint letter about a billing error, it is important that you keep in mind that these errors or mistakes made
may not have been intentional.
Do you know of a business that wants to send out erroneous billing to their customers? Probably not, and because most of these
businesses want to address their customer’s complaints, it is necessary that you come up with a polite yet firm complaint letter. Here is
an example:
SAMPLE LETTER
April 25, 2012
To: ABC Clothing Company
459 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Sales Manager,
On the morning of April 11, 2012, I browsed thru your website and found items I decided to purchase via the Internet.
The total amount of the discounted items I purchased was $127.00 and I settled the payment using my credit card. It was just two
days ago when I received my latest credit card bill which shows that I was charged $204 for the items. It is obvious that an error has
occurred while processing my bill.
The reference number for the said transaction is 57784200014 and is comprised of the following items:
1. 2 pcs. of medium-sized tunic tops (Model # 11457)
2. 1 pc. of gladiator sandals in size 7 (Model# 58741)
These items were billed to my account on April 11. I have attached a copy of my recent credit card statement, as well as the copy of
the transaction report. It can serve as your reference as I require you to immediately make a refund for the erroneous billing.
I look forward to hearing from you regarding the resolution of this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.65 Poor Customer Service Complaint Letter
Writing complaint letters that are both straight-forward and respectful can be difficult to do especially when you’re complaining about
is poor customer service. For this type of letter, you should not let your emotions rule over the facts that you need to communicate. It
is important that you state the reasons why you are filing a complaint. You should also explain what you want the company to do for
you to compensate for the poor customer service you received. Expressing confidence without sounding too arrogant is the key behind
writing a successful complaint letter. Below is a sample complaint letter which you can follow:
SAMPLE LETTER:
April 25, 2012
To: Saturn Company
456 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Re: Account Number 8636-876-8001 (Broadband Internet)
Dear Mr. Jones,
On February 19, 2012, I subscribed to your company’s Broadband Internet offer at the ABC Mall.
I am disappointed because the service I have been receiving is unsatisfactory. As indicated in the ad, I was supposed to get 24/7
connection but up until this day, I cannot remember a day when I did not get connection interruption. I’ve been trying to contact
your customer support representatives to help me regarding this issue, but it seems that my complaint continue to be unresolved and
neglected until this day.
To resolve this issue, I ask that you to deactivate my subscription and refund the payments I have made for the past two months as this
is clearly a breach of the contract I signed with your company.
I look forward to hearing from you regarding a resolution of this problem. I will be waiting for a resolution, if I do not hear from you
in two weeks, I will be filing a complaint to a higher office. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.66 Poor Facilities Complaint Letter
Writing complaint letters can be an effective means for resolving an issue you have with someone or something. While there are really
no ground rules to follow when writing a complaint letter, you should always remember to be respectful. This is important especially
in the case of writing a complaint letter about poor facilities or equipment. Just keep in mind that it is possible that the person who
might read you letter is not the one responsible for the problem. An example of an effective yet politely composed complaint letter is
as follows:
SAMPLE LETTER:
April 25, 2012
To: Healthy Living Wellness Center
457 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
I have been a member of your Healthy Living wellness center for more than three years now. But I recently found some areas of
the wellness center that I will no longer visit because of its poor maintenance. I have noticed that the cleaning of the facilities and
equipment in the gym has drastically gone down in standards over the past couple of months. There are days when the floors are not
swept and the restrooms are not clean. Upon a recent visit to the locker room, I found cockroaches in the lockers which leads me to
write this letter.
During the past years, I have been happy with the clean facilities and well-managed equipment in the center. But now, I am
considering leaving for another wellness center.
I look forward to hearing from you regarding the resolution to this problem. It is my hope that you will address this matter
immediately. My membership dues will be up in a few weeks, at which time I will decide whether to leave your facility if no
improvement is evident. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.67 Write A Collection Letter
Writing collection letters is an uncomfortable task for many managers because you have to strike a balance between gently reminding
the customer of their overdue payment while still being firm enough to achieve the desired result – the settling of the late account. The
secret behind writing a good collection letter is to always take a positive stance and not to automatically assume malice on the part
of the customer when they are late with their payments. The tone of the letter should be professional, direct and to-the-point without
being accusatory, since the implicit assumption is that the customer is willing to pay. If the initial letter fails to elicit the desired
response, subsequent letters can be more firm and direct.
The initial collection letter should begin with a reminder to the recipient that they have an overdue account that they need to settle.
You should mention the amount of the unpaid bill and the date by which you would like it to be settled. The letter should also state
that the receiver should ignore the notice if they have already sent the payment. You may end by thanking the customer for their
prompt action in resolving the problem.
If initial notices do not work, in subsequent letters you can state that you may have to take legal action for redress if the bill is not
settled by the soonest possible date, or that you will cut off the service that is being provided if payment is not given by a certain date.
But this should be used only as a last resort, when the customer is already several months behind with their payments.
Below is a sample of a collection letter that you can adapt for your own use.
Sample Letter
July 20, 2012
Gold Times Savings and Loan Corporation
Jacksontown, New Orleans
companyemail@server.com
www.url.com
Mr. Richard Prentiss
325 Privet Avenue
Smithville, New Orleans
Re: customer number 10-100
Dear Mr. Prentiss,
Greetings!
According to our records, you have an unpaid balance with us of $8,256.23 for the billing period June 15 to July 14, 2012. As this may
be an oversight on your part, we urge you to settle your account with us by July 30 in order to avoid the inconvenience of legal action
being taken against you. If you have any questions, you may contact Dean Driver at 025-314-5302.
If you have already paid your overdue balance, please ignore this notice.
Thank you for your prompt action on this matter.
Respectfully yours,
Branson Smith
Head, Collections Department
Gold Times Savings and Loan Corporation
12.68 Confirmation Letter
Confirm an Appointment, Meeting or Interview
Writing a reply to a request for an interview or meeting appointment may come in the form of an e-mail or actual letter. This kind
of letter, which acknowledges the sender’s request for a meeting, finalizes the date, venue, and attendees to the meeting requested for.
It must be succinct yet complete in details. If the correspondence is to be given to people outside the company where one belongs, it
should come in letter format, even if it is sent through email. The sample letter of reply below is written in formal, straightforward
manner.
Writing in formal style does not mean using legalese or very academic words like ergo. Cut the fluff and delete unnecessary details.
Nonetheless, strive to cultivate a professional image by using correct grammar, spelling and punctuation. A professional business
correspondence may begin by properly addressing the letter recipient based on familiarity or unfamiliarity with the concerned party. A
business associate or friend may be greeted using first-name basis.
For a casual letter confirming an appointment between friends, or between a professional such as a hair stylist and a long-time
client, there may be casual greetings, banter, or a short personal experience update or comment incorporated in the letter. For letters
confirming a meeting or appointment sent through e-mail, the contact information of sender including telephone numbers and office
address are indicated underneath sender’s name and designation.
Sample Confirmation Letter
28 May 2012
MR.MARK KINER
Principal
Kiner Design Group
17992 Mitchell South, Suite 110
Irvine, CA
Dear Mark:
Further to our telephone conversation, I am writing to confirm our meeting on June 6, at 10:30 a.m. at the SM Corporate Office
located at the 10th Floor of SM One E-comCenter, Harbor Drive, Mall of Asia Complex, Honolulu, HI. Elena Tronco, our Senior
Manager, will be joining us.
Until then, please call Jenny, our administrative assistant, at 632-857-0106 if you need more information, or if there is a need to
change the date and/or time or our meeting. I am optimistic about what we can accomplish together.
Sincerely,
JESS C. LUCAS
Executive Vice President
SM Group of Companies
12.69 Confirm an Order Letter
Perhaps you have placed an order through the phone or online, and after a couple of hours or days of waiting, you still have not
received any confirmation of your order. When this happens, you may find the need to write a letter which confirms your order. This
will also serve as a reminder to company about your business transaction.
The purpose of writing a confirmation letter for an order you have placed is also to clarify details or specifications which are integral
in the product that you need. This becomes useful when you are ordering different kinds of customized products. Also, when you are
ordering products or materials using promotions or discounts, you, too, have to indicate them in your confirmation letter. Take a look
at this example:
SAMPLE LETTER
Camille Jones
Store Manager
DEF Toy Store
47 Poplar St
Oakland, NJ 07436
April 27, 2012
Dear Ma’am:
I would like to confirm the placement of my order for 3 sets of the Nala Talking Dino Dolls which are priced at $50 each, my bill
having a total sum of $150. I placed the order by making a phone call through your Customer Hotline (201) 888-8888. The sales agent
who took my order is named Melissa Jeans and the transaction was made yesterday, April 26 with transaction number 479099912.
I am expecting to have the toys delivered to my address at 57 Henry St. Hasbrouck Heights, NJ 07604 within seven days through your
speed delivery promo, which states that failure to deliver the products on time would translate to a twenty-dollar discount on my next
purchase from your store.
Thank you for taking time to read my letter. Should you need more information my number is (201) 555-5821. You may also email
me at clairehopkins@excite.com
Yours sincerely,
Claire Hopkins
12.70 Confirm a Meeting or Appointment
Appointment, meeting and interview invitations may be given to you verbally through a phone call, but they may also be given to
you in written form like emails, memos or letters. As a rule of thumb, confirm your attendance by using confirmation letters as they
provide a formal response. It is specifically important to use letters when the invitation was sent to you through posted mail, unless the
invitation states that you confirm attendance by other means.
Confirmation letters for interviews and meetings in general serve the purpose of letting the other party know that you are attending
the event and reviews the details of the information that was given to you. By recalling the details of the meeting, such as the date,
the place and the agenda, you are giving the person you’re meeting with a confirmation of the information you received. Here is an
example of this confirmation letter:
SAMPLE LETTER
Emily Haven
Store Manager
XYZ Company
50 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear Ms. Haven:
I would like to confirm our meeting on Monday, May 3, 2012 at 1:00 p.m. in your office in Unit 201 on the 3rd floor of XYZ
Company Building regarding my application as Sales Executive for your company.
Your secretary, Miles Green called me yesterday regarding your request for an interview, and asked me to confirm my attendance by
sending you this letter.
I was also informed to send in a copy of my transcript and my resume for your reference, and I have attached these files in this letter.
I look forward to meeting you. You may contact me at (201) 262-5477 if there are changes on our meeting.
Thank you for your interest in my application.
Yours sincerely,
Jill Jackson
12.71 Confirm Transfer or Promotion Letter
At times when transfers, promotions or relocation assignments are given without memos or formal ceremonies, letters may be used
to confirm such actions. Some individuals who are unsure of a certain promotion may request such a confirmation letter, while other
officials may simply write a memo to their subordinates to ensure that instructions are clear. Having a clear understanding between
the staff and the management is vital in the operation of business. Aside from reviewing the particulars of the assignment, such a letter
serves as authorization or affirmation that can inspire confidence and certainty in an individual.
A confirmation letter does not need to be long, but it has to be accurate. It needs to contain essential information that the recipient
needs to know. Note that its primary purpose however, is not to inform the individual of a certain transfer or promotion, but rather to
remind him or her about it. Here is a sample of this type of confirmation letter:
SAMPLE LETTER
Chris Lauren
50 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear Chris:
This is to confirm your promotion to the position as Store Manager effective on June 1, 2012. You will also receive an increase of
$11,000 to your annual salary. Your total annual salary from the date of your promotion will now be at $36,000.
In line with your promotion, please read the new set of tasks, responsibilities, compensation and benefits in the manual attached in this
letter of confirmation. Note that you will also be relocated to the XYZ Company Corporate Building Office at Jersey City.
If you have questions, clarifications and inquiries as regards the whole process of your promotion, please do not hesitate to email me
at gracelee@xyz.com. You may also call me at (201) 262-7788.
Thank you and congratulations on your promotion!
Yours sincerely,
Grace Lee
Human Resources Department
XYZ Company
12.72 Confirm a Directive or Decision
Confirmation letters are important since they formalize and ensure that your understanding of a certain directive is clear and correct.
Some critical decisions people make are sometimes delivered orally, and in such a case, it is possible that such decisions will be
forgotten over time. Thus, it is best to put these things into writing, especially if they involve the accomplishment of certain tasks or
procedures.
A letter that confirms a directive or decision has the purpose of communicating the approval, agreement or understanding of a person
in authority or a party involved in the decision or agreement. Read the sample letter below:
SAMPLE LETTER
John Doe
47 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear John:
I am writing this letter to confirm your decision to resign as Senior Assistant Manager of DEF Corporation effective June 15, 2012.
You recently expressed during the Corporate Executive Meeting last April 21 that you are planning to migrate to Australia with your
family, and thus, will be unable to accomplish the tasks and responsibilities that come with your position as Assistant Manager.
Attached in this letter is a document that stipulates your separation pay and an evaluation sheet for your current Junior Assistant
Managers, namely Alex Ford, Susan Bliss and Taylor Swan. Your evaluation shall serve as a guide for the Executive committee in
making decisions as to which junior assistant manager will be promoted to your position.
I would like to take this opportunity to express our pride and gratitude in having you as one of our most diligent employees in the
company. In behalf of DEF Corporation, I wish you the best of luck in your new career as well as all your future endeavors.
If you have further inquiries regarding the matter, please give me a call at (201) 262-5698.
Yours sincerely,
July Summers
Human Resources Department
DEF Corporation
12.73 Confirm an Legal Authorization Letter
In writing a letter that requests confirmation of an authorization to take action, the purpose usually has something to do with
following-up on a certain conversation that approves one’s authority on a task which lacks formal written consent. Such letter
therefore seeks another’s written approval and confirms a previously discussed agreement, which often has to be shown to a third
party involved in the task at hand.
This kind of letter is not only used for third parties, but may also be used for the purpose of reminding someone about the
authorization he or she has given you. For instance, if your boss asked you to withdraw money in his behalf, then you would need to
request for him to confirm the authorization he has recently bestowed on you. This type of letter is particularly important when your
boss did not give you an authorization letter. Below is an example:
SAMPLE LETTER
Alan Gabriel
Director
XYZ Home Insurance
415 Lafayette Ave
River Edge, NJ 07661
April 27, 2012
Dear Sir:
You have previously stated in our discussion yesterday that I, Anne Hailey, your personal secretary at XYZ Home Insurance am
hereby authorized to withdraw the total sum of $2,000 from your account at the Bank of America named after yourself, with Savings
Account Number 21678999045. The transaction is supposed to take effect tomorrow, April 28, 2012, to serve as payment for some of
our building’s bills on interior repairs in the amounts of $1999.75.
In line with this, may I request that you sign this document below to confirm your authorization of this request, and to send therein
your passbook together with a copy of your ID for the bank’s reference.
Thank you.
Yours sincerely,
Anne Hailey
Secretary
APPROVED BY:
Alan Gabriel
Director
XYZ Home Insurance
Noted by:
June Mayers
Finance Manager
XYZ Home Insurance
12.74 Confirm Authorization Letter
Sometimes, you may find yourself in a situation wherein you need another person to act in your behalf. From claiming important
documents and certificates or even checks to filing certain reports and committing yourself to certain actions, authorization letters
let your relatives or friends do things which you cannot do at the moment. If you are for instance, sick, or on vacation, then having
someone act in your behalf for errands is necessary.
The purpose of an authorization letter therefore, is to enable someone to do things for you. You would normally ask the person you are
authorizing to bring your own ID as well as his or her own for verification. This letter does not need to be long; it simply has to state
who’s acting on your behalf and what you are authorizing this person to do for you. Take a look at this sample letter:
SAMPLE LETTER
Ross Dim
Director
Social Security System
413 Lafayette Ave
River Edge, NJ 07661
April 27, 2012
Dear Sir:
I am writing this letter to authorize my husband, Jim Dawn, to claim my check from your office on my behalf from the month of May
to September 2012. This is due to the fact that I will be attending several international conferences during this period in Malaysia,
Cambodia, France, Italy, Netherlands and Canada. Thus, I will be unable to get the checks from your office myself. Nevertheless, I
will be back by October and will personally get my checks from you at that time.
Attached in this letter are my two IDs for verification purposes, as well as a copy of my husband’s passport. Should you have other
concerns regarding this matter, you may reach me at (201) 262-5742. You may also email me at amydawn@academics.com.
Thank you very much for your consideration.
Respectfully yours,
Amy Dawn
12.75 Confirm an Oral Agreement
The problem with oral agreements is that they are not taken as seriously as those that are written. Oral agreements can be easily
forgotten, and there could be no proof to back up one’s claims when agreements are only delivered orally. It is for this reason that it
makes sense for you to confirm an oral agreement by writing a letter.
The purpose of writing this type of letter is not only to review the details of the agreement or remind the person you talked to about his
or her responsibility, but also to ensure that both parties have the same understanding of whatever it is that has been agreed upon. Here
is an example of a letter of this type:
SAMPLE LETTER
Ronald Ray
440 Linwood Ave
Ridgewood, NJ 07450
April 27, 2012
Dear Sir:
Welcome to XYZ Company. I am writing this letter to confirm the oral agreement we had in our meeting last Tuesday, April 20, in
which you agreed to work for our company as Senior Account Manager starting on June 1, 2012. As discussed in the meeting, your
salary will start at $ 32,000 per annum. Promotions and incentives thereafter will be made on the basis of your performance, for which
you will be receiving quarterly evaluations.
Attached in this letter is a comprehensive Employee Manual for your reference. Please submit the requested documents as stated in
the manual on or before May 15, 2012. Note that you will be on a probationary status for the first six months, after which you will
hopefully be invited to become a full-time permanent employee of the company.
Should you have other questions regarding your employment, please feel free to contact me at jennwit@xyz.com or (201) 262-5541.
Thank you and we all look forward to working with you soon.
Yours sincerely,
Jennifer Wit
Human Resources Director
XYZ Company
12.76 Confirm your Attendance
If you have been invited to be a speaker or special guest on any event, it is advisable that you make follow-ups through
correspondence. However, writing a letter to confirm your own attendance as a speaker or special guest helps you to repeat the details
of the event as you understand them. The importance of repeating the information in your own words is that if you misunderstood
something, your reader can respond and clarify them right away.
Your letter should be straight-forward. You may opt to be less formal with the tone of your letter since this is already a response to a
previous correspondence.
For this type of letter, be sure to write with enthusiasm, and show it in your letter. Express your appreciation at having been invited as
a speaker or special guest. This is also the time to raise your questions, clarifications, and requests.
SAMPLE LETTER
Name of Addressee
Address
Dear (Sir/Madame):
I am writing to confirm my attendance to your event, (Title of Event). I understand that this will be on (date of event) and will be held
on the (place of event). From our previous meeting, you have scheduled me to present my cooking demo at (time of event). As I have
requested, please include the following ingredients, equipment and kitchen utensils for my demo:
(List of ingredients, equipment and kitchen utensils)
I have attached all the recipes that I will use in the cooking demo as per your request. Please feel free to make copies for the
participants.
I would also like to request for your team to please thoroughly wash the ingredients and utensils beforehand. Also, if there are any
problems with the procurement of ingredients, please contact me as soon as possible.
I cannot express how deeply honored I am that you have chosen me as one of your guests in your event. I look forward to cooking my
specialties for all of you.
Sincerely,
Name of Sender
12.77 Confirm Travel Arrangements or Itinerary
The sender of this letter can either be the traveler or the arranger of the travel package or itinerary. This letter aims to confirm travel
arrangements or itinerary made by a customer. All the details of the travel plan should be specifically written in the letter.
The tone should be business-like and concise. Include in your letter any request or clarifications that you may have. Samples included
below are those you would send to the travel agent and a sample of what the travel agent would send you.
Sample Letter from Traveler:
Name of Addressee
Address
Dear (Sir/Madame):
This is in response to the reservation made last month. I am confirming my booking for a 5-day cruise vacation to the Caribbean.
Please note that we prefer to start traveling early in the morning because of the children.
I would also like to clarify the itinerary you have sent us. May I request that you change a few things and include in the itinerary for a
local restaurant tour while we stop on one of the cities?
Please proceed with final bookings and confirm as soon as possible with my additional requests.
Thank you very much for your assistance.
Sincerely,
Name of Sender
12.78 Sample Letter from Travel Agent:
Name of Addressee
Address
Dear (Sir/Madame):
This is to confirm your reservations to a 5-day cruise vacation in the Caribbean. We are delighted that you have chosen our company
to arrange your travel package.
As you have requested, we made the necessary changes in the itinerary to include a restaurant tour while you are touring the city on
the third day.
However, we cannot accommodate your request to leave by early morning since the only available schedule will leave after lunchtime.
Attached in this letter are the copies of the itinerary and details of your cruise accommodation.
Thank you very much for your continued patronage. If you need any more assistance, please feel free to contact me.
Sincerely,
Name of Sender
12.79 Contract of Employment
Sample Contract of Employment – Faculty Contract
COLLEGE DEPARTMENT
PART TIME FACULTY CONTRACT
I, ___________ of legal age and resident of ________________ hereby fully (for probationary 1,2,3) after which this Contract will
automatically lapse unless expressly renewed in writing. I further bind myself to abide by the following terms and conditions.
1. I hereby accept as part of this Contract all terms and conditions of the laws, faculty manual, school policies, standards,
rules and regulations, and memorandums and directives of the school administration that have been or hereafter be
promulgated.
2. I agree and understand that according to existing College plantilla as per my qualifications and teaching experience, I am
ranked as __________.
3. I agree that I will comply with all policies, rules and regulations written in the appendices attached in this contract.
4. I recognize that my primary obligations under this contract is to render work/service in accordance with the number of
hours, and at the places as provided in the Faculty Manual or as may be designated by the School head. In consonance
therewith, all other activities (such as graduate studies, research, consultation, etc.) irrespective of their nature, shall be
secondary. As a consequence thereof, the School shall have the sole exclusive right to assign the times and places of work
within the prescribed load, considering only the preferences of the School as to time and place. Any change in assignments
of time and place can be made upon the expressed written authority of the School and a violation of this condition shall be
considered as breach of the entire contract.
5. I will be aid and hereby accept _________________ per month as my basic during the period of this Contract and will
receive half of the said salary every 5th and 30th of each month.
6. I will meet the deadlines set for the submission of required reports in the department.
7. I will attend all faculty meetings, academic convocations, and such other official school activities at which my employment
will be required by the School Head and/or his representatives.
8. I agree and understand that I shall not resign from, abandon or otherwise leave, in whatever manner that can be construed
as breach of contract, my employment with the school especially under the following circumstances. a.) After the
school year ______ – _______ / _______ semester has started up to the end of this contract; (from ______________ to
______________).
b.) After having undergone masteral studies and/or training relative to my job at the expense of the School throughout the
period that may be specified in the study/training contract; and
c.) subject to (a) and (b) and without prejudice to my being made liable for whatever damages the School may suffer in
case of breach thereof, I commit not to resign within the period of this contract.
9. The School shall, at the expiration of the Contract, have the right to renew or let the Contract expire. However, even prior
to the expiration of the contract, I agree and understand that I may be dismissed for any violation of the Faculty Manual,
memoranda and directives of the School Administration for failure to meet the Standards required by the School and/or for
other just and lawful cause.
10. It is an expressed condition hereof that, this Contract shall have a prospective, and not a retroactive effect and shall become
effective between the parties only from the time it is signed by the School Head and the Faculty Member herein.
_____________________
HR Supervisor
APPROVED
_____________________
President
Conforme:
_____________________
Signature / Date Signed
12.80 To Whom It May Concern:
This is to certify that Ms. Lorraine Gonzales was a bona fide Instructor of this college.
This further certifies that Ms. Gonzales was employed and taught in this school from June 2000 up to March 2005.
This certification is issued to Ms. Gonzales upon her request for whatever legal purposes it may serve.
Issued this 26th of May 2012 at Western University Pasig City.
(signed)
Allan Rodrigo
College Administrator
Sample Employment Letter – Status of Employment
Re-Confirmation of Tenured Employment of Faculty Members
Engr. Joseph Alva
Instructor
This College
Dear Engr. Alva:
This is to re-confirm your employment status as Regular-Tenured member of the Faculty of Instruction of this college.
As Regular Employee of the Mechanical Engineering department you are assigned to teach 24 hrs/units per week regular load for a
monthly salary of Tk.25,000.00. Loads assigned in excess of this standard loads shall be considered extra loads which shall be paid
P250.00 lecture hour and/or P150.00 per laboratory hour which are standard rates for your level as per the latest contract (SY 2007-
2008) which consultation services to your students of 2 hours per week.
This re-confirmation shall continue in full force and effect starting this SY 2008-2009 unless amended in writing, or unless terminated
under existing policies, regulations and pertinent laws or upon mutual agreement of the parties.
Very truly yours,
Western College
Recommending Approval:
Dennis Herbert Cabiling
College Administrator
Approved:
Imelda Valera
President
Contract of Employment – Instructor / Professor
Sample Job Contact
North Asia College
Hi-way, Balanga, Bataan
August 15, 2000
Personnel Form No. 2
(Probationary Full-Time Faculty)
MS. ELIZA RODRIGUEZ
THIS COLLEGE
We are pleased to inform you of your appointment as a FULL-TIME FACULTY member of the CE-Comp Science Department of
this college on PROBATIONARY STATUS with a rank of instructor 1 and a monthly compensation of $8,000.00 teaching load of
teaching load of 24 units/hours per week.
Teaching loads assignments in excess of the maximum load shall be considered EXTRA-LOADS, and shall be paid at the rate of
$100.00 per lecture hour and $70.00 per laboratory hour which are the standard hourly rate for your level.
This appointment shall be valid and effective for a period of 2 semesters commencing on August 15, 2000 and ending on March 31,
The renewal of this appointment or its change to permanent or tenured status shall depend on the quality of your performance based
on established and published guidelines which you are fully aware of your professional and academic growth such as the acquisition
of graduate and post graduate degrees, and your compliance with existing and valid school policies, standards and regulations and
pertinent laws.
The PROBATION PERIOD shall be for THREE (3) CONSECUTIVE YEARS and is conditioned by the SATISFACTORY
SERVICE within the period, the quality of such service to be determined by the College Administration.
The THREE-YEAR probationary period may be shortened upon the discretion of the administration if your performance is warrants.
CONGRRATULATONS!
Very truly yours,
NORTH ASIA COLLEGE
12.81 Sample Employment Letter – Status of Employment
Re-Confirmation of Tenured Employment of Faculty Members
Engr. Joseph Alva
Instructor
This College
Dear Engr. Alva:
This is to re-confirm your employment status as Regular-Tenured member of the Faculty of Instruction of this college.
As Regular Employee of the Mechanical Engineering department you are assigned to teach 24 hrs/units per week regular load for
a monthly salary of P25,000.00. Loads assigned in excess of this standard loads shall be considered extra loads which shall be paid
P250.00 lecture hour and/or P150.00 per laboratory hour which are standard rates for your level as per the latest contract (SY 2007-
2008) which consultation services to your students of 2 hours per week.
This re-confirmation shall continue in full force and effect starting this SY 2008-2009 unless amended in writing, or unless terminated
under existing policies, regulations and pertinent laws or upon mutual agreement of the parties.
Very truly yours,
Western College
Recommending Approval:
Dennis Herbert Cabiling
College Administrator
Approved:
Imelda Valera
President
12.82 Contract of Employment – Instructor / Professor
Sample Job Contact
North Asia College
Hi-way, Balanga, Bataan
August 15, 2000
Personnel Form No. 2
(Probationary Full-Time Faculty)
MS. ELIZA RODRIGUEZ
THIS COLLEGE
We are pleased to inform you of your appointment as a FULL-TIME FACULTY member of the CE-Comp Science Department of
this college on PROBATIONARY STATUS with a rank of instructor 1 and a monthly compensation of $8,000.00 teaching load of
teaching load of 24 units/hours per week.
Teaching loads assignments in excess of the maximum load shall be considered EXTRA-LOADS, and shall be paid at the rate of
$100.00 per lecture hour and $70.00 per laboratory hour which are the standard hourly rate for your level.
This appointment shall be valid and effective for a period of 2 semesters commencing on August 15, 2000 and ending on March 31,
The renewal of this appointment or its change to permanent or tenured status shall depend on the quality of your performance based
on established and published guidelines which you are fully aware of your professional and academic growth such as the acquisition
of graduate and post graduate degrees, and your compliance with existing and valid school policies, standards and regulations and
pertinent laws.
The PROBATION PERIOD shall be for THREE (3) CONSECUTIVE YEARS and is conditioned by the SATISFACTORY
SERVICE within the period, the quality of such service to be determined by the College Administration.
The THREE-YEAR probationary period may be shortened upon the discretion of the administration if your performance is warrants.
CONGRRATULATONS!
Very truly yours,
NORTH ASIA COLLEGE
12.83 Business Transaction Correction Letter
In business transactions, mistakes and errors are unavoidable. Sometimes, these are caused by technical problems and sometimes, it
is human error. At times like this, you have to admit your slip-ups and take full responsibility. Remember that a sincere apology can
easily win back an unsatisfied customer.
Write your letter while the incident is still fresh. You should be humble and bear in mind that customers are always right. Be
considerate and respectful with the way you put your words into your letter. Be concise yet lay out all the details in a clear way. The
words “oversight” and “error” lessens the impact of the issue. Always be polite to your customer.
If the error involved more than one person, assure the customer that you are taking steps to make corrections. Offer compensation for
the dissatisfaction and tell them that you’re looking forward to serving them in the future. Finally, assure them the same incident will
never happen again. Below is an example letter on how to correct your own error in a business transaction.
Sample Letter
May 26, 2012
Molly Burke
157 St. Anne Lane
San Antonio, California 8080
Dear Ms. Burke,
We would like to thank you for informing us about our transaction error. We would like to ask you to please disregard the credit card
bill that we sent you last week. Unfortunately, three copies per customer were accidentally sent by our computer. We are already
taking further steps on resolving this issue. Our technical assistant has now created software which will ensure that no error like that
will happen again. Sending out bills is a crucial part of our business and we should be very careful with it.
Again, we would like to thank you for taking your time to tell us about your concern. To make up for this error, we are offering you
a one-month free subscription of our service. We aim to win back your trust and confidence to our company. We assure you that this
will never happen again. We are looking forward to serving you again in the future.
Please feel free to contact me at petersmith@cscomplex.com if you have any other concerns. You can also reach me at 222-983-8493.
Again, thank you very much and have a good day!
Sincerely,
Peter Smith
General Manager
Avian Center Shopping Complex
12.84 Correction Request on Your Taxes
Everyone wants to get things right when it comes to taxes, yet, although the Tax Office and its officials do its best to compute
people’s taxes as accurately as possible, sometimes, they still do commit mistakes. Whether it has something to do with the percentage
you’re being taxed for, or a mere typographical error in relation to the amount of your salary, you have every right to set things right
as quickly as possible, and this is something you can do by writing a letter to the Tax Credit Office about the errors made on the
computation of your taxes.
The purpose of this letter is of course, to get an accurate computation of your tax. Be careful though, because sometimes you may be
the one who has committed errors, particularly in the declaration of your assets and liabilities. Here is an example of a letter that asks
for the correction of errors made on one’s taxes:
SAMPLE LETTER
April Evans
Complaints Manager
Tax Credit Office
41 Poplar St
Oakland, NJ 07436
April 27, 2012
Dear Ma’am:
Upon checking my tax forms for this year, I saw that there was an error in the computation of my taxes, such that your office failed
to consider that I am a single mother with two children. I believe that there is a certain tax exemption applicable to my case, and the
current tax being imposed on my total gross income shows no such exemption. My TIN by the way is 235-00-0000. In line with this, I
would like to request your office to recheck my forms and present a more accurate computation of my taxes.
Attached in this letter are pertinent documents which you may need to consider, including the birth certificates of my children and my
employment certification and salary. I also made corrections to the forms you have sent me, and these corrections are also attached in
this letter for you to review. In case I am at fault in this error or you have further inquiries as regards my status, please contact me at
melissawilliams@gmail.com or (201) 262-5968 as soon as possible. I look forward to hearing from you and I would appreciate your
immediate response to my request.
Yours sincerely,
Melissa Williams
12.85 Customer Service Letter
Inform Customer Payment Not In Envelope
Business transactions nowadays are done personally, through email or via snail mail. For convenience purposes, some companies also
allow payments to be sent via snail mail. This will lessen the hassle to their customers because they will no longer have to go to the
business establishments themselves for the payment. However, there are cases when the customers forget to include the payment in
the envelope.
Thus, you will have the need to inform a customer that the payment was not in the envelope.
In making a letter to inform a customer that the payment was not in the envelope, you have to be very careful. There is a tendency that
the customer will not believe you, so you have to build good will and trust. Assure them that the transaction will then be processed
right after they send their payment.
Show your appreciation for their business with your company. Tell them that you are looking forward to doing more to serve them.
And leave your contact details should they have questions or concerns. Below is an example letter on how you can inform a customer
that the payment was not in the envelope.
SAMPLE LETTER
Sender’s Address
Department
Company Name
Address
Customer
Address
City, State Zip
Dear (Name of customer),
Good day. This letter is to inform you that we have received the letter that you sent us regarding your payment for your last month’s
credit bill. However, I am afraid to inform you that the payment was not in the envelope so we haven’t processed your payment yet.
We assume that you may have just forgotten to include the money, so we are giving you until next week to send us your payment. For
faster processing of your payment, you can also go to our office personally to have your account processed in real time. As a part of
our terms and agreement, we will be forced to charge you with penalty fee if you exceed our one-week deadline.
We appreciate doing business with you. We are looking forward to serving you in the future. Please feel free to contact us at 123-4567
should you have any concerns.
Thank you very much and have a nice day.
Sincerely,
John Smith
CS Representative
CooLio Industrial Company
12.86 Inform Customer of Unsigned Check
In businesses, clients sometimes don’t have the luxury of time to personally give their payment to business transactions. Thus, they
end up sending you checks that will serve as their payment. However, there are instances wherein you will have to inform a customer
that the check you received was not signed. You have to be very careful when you make these kinds of letter, as this is a sensitive
case. You can always send the check back to the customer, but it has to have a well-written letter with it.
Be polite and courteous when you make your letter. Be as conversational as possible, but still maintain the professional relationship
with your client. Remind your client how he or she could be of big help to the business transaction. Always tell them that you
appreciate the relationship between the two of you and that you are looking forward to transacting with them again.
Provide information on how they can contact you should they have concerns and questions. Below is a sample letter on how to inform
a customer that the check you received was not signed. This sample letter can be of great help to you when you will have to inform a
customer that the check you received was not signed.
SAMPLE LETTER
Company Name
Company Address
Recipients Name
Recipients Address
City, State Zip
Dear (Name of Addressee),
Good day. We would like to thank you for your payment for you last month’s credit card bill. We’ve already received the check that
you sent us. However, I am afraid to tell you that the check you sent us was not signed and that we could not process it yet without
your signature in it.
We understand that it may have just been due to urgency or emergency reasons. That’s why we are sending back the check to have it
signed by you. As soon as we receive the signed check, your payment will be ready for processing.
Should you have any other concerns or questions, please feel free to contact me at 123-45-67. You can also call our customer service
at 342-3232. We appreciate the business and we are looking forward to doing more transactions with you.
Thank you very much and have a nice day.
Sincerely,
Writer’s Signature
Writer’s Name
Writer’s Title
Department
Delegate
12.87 Delegation of A Special Project
A letter for delegation of a special project is intended to be addressed for employees who could possibly be eyed for managing or
being a part of a team that will handle a special job. The employer or administrative head will address this letter to employees who
will handle tasks that are not necessarily in line with their usual job description but will be able to extend help through ideas and
manpower.
These letters are often delivered two weeks prior to the implementation of the assignment. Employees who get these notices are most
likely offered a new task because of the excellent work they have done throughout their stay at the company. They should feel blessed
to be given such an opportunity.
SAMPLE LETTER
Summit Publishing
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
(Address)
June 7, 2007
Ms. Lorelei Garcia
(Name of Addressee)
Greetings!
Summit Publishing, in its 19 years of existence, has taken pride in quality magazines that promote healthy living, women
empowerment, business education and life appreciation. The company has put forth the values that would make life easier and better
for the readers.
Since we are nearing our 20th year, a celebration is indeed necessary. For our 20th year celebration, the management has decided to
create a team that will spearhead the week-long celebration we have in mind, specifically the awards ceremony and grand party that
will be attended by our company’s board of trustees and other important personalities.
This party will honor the people who have been a part of the company in its earlier years and the ones who have stayed the longest.
The company will also be willing to shell out a grand amount of money to make this event a success. But we also need people who
will make the grand celebration possible.
With that being said, we would like to invite you to become a part of this innovative and enthusiastic team. The management feels that
with your creativity and leadership skills, you will be able to contribute much to the 20th celebration that is considered to be the most
important event of the year, especially for the company. We will need your support and cooperation to make this dream celebration a
reality. A meeting will be held for those who have been invited to take part in this monumental event in your company’s history, and
we assure you that it would be great honor to become a part of this team.
Although this event will require more work and time from you, this will also help in your individual evaluation for future promotions.
For questions and inquiries, you may contact Anne Morris through her email annemorris@summitpub.com.uk or visit her office at the
HR building.
Thank you and we hope for your positive response to this invitation.
Sincerely,
Anne Morris
Human Resource Manager
12.88 Delegation of a Specific Task
This letter is addressed to an employee or employees to inform them of special tasks that the management wishes for them to do.
These tasks may have not been part of their job description but because of the probable urgency or lack of people who can do it, some
employees are asked to do this.
This type of letter is usually given to properly address the situation, and also for proper recording and compilation. This may also be
used as reference for future employee evaluation.
SAMPLE LETTER
Summit Publishing
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
June 7, 2007
Ms. Sari Jane Thomas
Projects Division
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
Greetings!
Summit Publishing is celebrating its 20th anniversary on August 15, 2007. We are currently in the process of building a team of
young individuals who are already part of Summit Publishing to partake in the celebration that we are going to have in honor of the
company’s 20th anniversary. The administration alongside the company’s stockholders has decided to celebrate with a big awards
ceremony and grand party that will be attended by business professionals, partners and famous personalities.
We have evaluated the performance of each employee and we have found that your record is quite outstanding. With your own brand
of creativity and enthusiasm, we are confident that you will be a great addition to the team that we are building. We have seen your
passion for work and love for this company, and being part of the team should only bring forth more for the company’s much-awaited
celebration.
With this, we would like to formally invite you to become part of Summit Publishing’s 20 Team, the managing team for the entire
week long activities that will happen in honor the company. We will need your help in attaining our goals and objectives – which is to
create a monumental event that will mark the wonderful 20 years Summit Publishing has had. As part of the Summit Publishing’s 20
Team, you will be tasked for the following:
• Conceptualization of the grand awards ceremony and celebration to cap off the weeklong events;
• Management of logistics such as venue, food services, people to be invited and program schedule;
• Over-all management of the grand awards ceremony and celebration.
We hope that you will be able to take part in this special occasion. Thank you and we hope for your positive response.
Sincerely,
Mr. Victor Perry
Manager Projects Division
Summit Publishing’s 20 Team
12.89 Disagreement Letter
Disagreement Letter for Person in Authority
Writing a letter of disagreement can be hard because such a letter sometimes results in a negative outcome. But writing a letter
to disagree with a subordinate, or superior, or a person in authority can be the best way to express concern over something that the
person you’re writing to has done. It is expressing your concern or opinion in a constructive, but assertive way. You write such a letter
to recognize and state a problem while explaining what you want the recipient to do about it.
Letters of disagreement can be a perfect tool to correct a misunderstanding. An effective letter of disagreement clearly states the issues
and reasons for disagreeing with the recipient’s point of view, as well as your proposed course of action. It is not, however, a medium
to hurl accusations. The main purpose of writing such letter is to resolve a conflict or problem. The tone of this letter should still be
courteous, and the format should be clear, concise and direct. Please be reminded to avoid threatening the recipient. Be direct, yet
respectful.
Below is a sample of a letter of disagreement:
SAMPLE LETTER
June 11, 2012
Julienne Rogers
213 Anyplace Lane
Austin, TX 78750
Abby Campton
Business Development Manager
Project Management Department
Wrightway Systems
1810 Kramer Lane
Suite C-201
Austin, TX 78758
Dear Ms. Abby Campton,
First of all, I would like to say how much I admire you for being a good Business Manager, but I must disagree with the direction we
are taking with the AT&T account. I have been doing a lot of research about the company and what their requirements are for this
particular project. I can say that the way we are looking at handling this particular project will not meet the client’s needs. The work
that has been outlined will both be a waste of time and money, since it is not what the client requires.
I just feel I have to put this into writing, but I would be willing to meet with you at your most convenient time to go through the
aspects of the project to explain my position.
Being the excellent manager that you are, I am positive that you will welcome what I have to say and act appropriately.
Thank you for time.
Respectfully yours,
Julienne Rogers
12.90 Letter of Disagreement
In a workplace setting, disagreements between staff members are inevitable. In order to ensure that differences of opinion are
expressed in a constructive manner, one of the parties should write a letter of disagreement to the other.
A letter of disagreement expresses the writer’s position on a certain issue in a positive manner without being confrontational. It is
addressed to the particular individual with whom you have a difference of opinion. It should begin with the writer identifying the issue
with which they disagree with the other party. They should then go straight into the reasons why they do not agree with it.
The tone of the letter should be professional and courteous, without any anger, name calling or uncalled-for accusations. The letter
should also get straight to the point, and not include discussions of anything extraneous to the main issue. The letter could end with the
hope that the two parties learn to respect the other’s positions on the matter at hand. Below is a sample disagreement letter that can be
adopted to meet a writer’s particular needs.
SAMPLE LETTER
August 14, 2012
Max J. Carver
Head, Human Resources Department
Bill Jackson
Vice President for Operations
Subject: Daycare for Employees
Dear Bill,
I am writing this with regard to your position on the issue of the office providing daycare services to its staff, which was discussed
at the last staff meeting on August 12. While I respect your opinion, I believe it to be mistaken. I think that the office should offer
daycare to employees at a nominal cost because it would help them to be more productive, since they could focus on their work rather
than having to be concerned about the welfare of their children. In the long run, this increased productivity could offset the initial
expense of providing this service.
While it’s true that offering such a service is not the direct responsibility of the company, it is only right and proper that we do so for
our hard-working employees who are contributing to the profitability of our company. It would also do wonders in helping improve
the overall morale of the office.
I hope that this letter has given you a deeper understanding of my position on this issue.
Respectfully yours,
Max J. Carver
VP Operations
12.91 Dispute Letter
Dispute Letter to False Accusation
The main purpose of writing a letter of dispute is to make known a concern that you may have about a specific matter. Disagreement
letters can be used to correct possible factual errors and misunderstanding to resolve a problem. In order for a disagreement letter to be
effective, you should clearly state the problem or concern and explain what you want your reader to do to resolve it.
If you are writing a disagreement letter, like a response to a false accusation from a government agency; you should state the issue or
concern clearly, give an explanation of why you didn’t agree, and then make recommendations or plan of action. You should strive to
arrive at a resolution when you are composing your response. Avoid making threats.
The general intention of this letter is to resolve a particular issue or problem, and not just to disagree. It is wise to keep your cool and
be professional. Maintain courtesy and be respectful. Keep in mind that most errors are unintentional so be patient and stick to the
facts. Always remember to be clear, direct to the point and concise. Address your letter to a specific government person, not to the
organization as a whole. Do not generalize.
Find below a sample of a disagreement letter:
SAMPLE LETTER
June 11, 2012
Stanley Johnson
123 Anyplace Lane
Austin, TX 78751
Mike Smith
County Tax Officer
Travis County Tax Office
Airport Boulevard
Austin, TX 78751-1410
Dear Mr. Mike Smith,
My name is Stanley Johnson and my Tax ID is 123-45-6789. I just received the county tax letter from your office, and I was surprised
to see that I have been taxed based on my house being worth $400,000. I believe there was a mistake in the computation. Just a couple
of months ago, I had my house revalued because I was hoping to apply for a second mortgage. During that time the house was just
valued at $250,000, and I cannot believe that the value of the house increased by a whopping $150,000 in a matter of two months.
I have enclosed copies of the recent mortgage valuation of the house and I have added some other valuations of the houses on our
street. I would like to ask your good office to have your records amended and send me another county tax letter based on the correct
value of my property. If you will need additional supporting documents or any other information, please inform me the soonest
possible time.
Thank you for your time.
Respectfully yours,
_______________
Stanley Johnson
12.91Dispute Letter on Billing Error
Mistakes will be made and occasionally you will be overcharged by your utility company or landlord. If this happens, formalize your
request for correction of the error by writing a letter disputing the error. This would ensure that there is a record of your request, so
that if no action is taken, you can later use the letter as evidence in any civil action you might have to take.
To be effective, the letter should be addressed to the specific person who can address your problem rather than to the company in
general. It should begin with the writer identifying him/herself and giving any relevant identifying information such as their billing
address and subscriber number.
The body of the letter should describe where the error lies and what correction you would like the company to make, or what action
you want taken. If there are any documents to support your claim, you should also mention them in the letter and include copies as an
enclosure.
The tone should be civil and non-confrontational, keeping the stress on the problem that you want to be corrected. Avoid accusatory
statements.
Here is a sample of a letter disagreeing with a bill that you can adapt for your own uses.
SAMPLE LETTER
February 21, 2012
Jake Jones
345 3rd Avenue
Irvine, Illinois
Chris Conroy
Division Head
Billing Department
Illinois Electric Utility
25 North St.
Irvine, Illinois
Dear Mr. Conroy,
I am Jake Jones, residing at 345 3rd Avenue with subscriber no. 789-654-222. I am writing to discuss the bill I received from your
company, dated February 20, in which I am charged $5,498.25 for the period February 15 to March 14.
I believe that I have been overcharged by the amount of $525.86, based on my consumption for the period. To support my claims, I
am enclosing copies of my billings for the past six months, showing that my average consumption is less than what was reflected in
the current bill.
In light of the above, I would like to request for an adjustment in my current billing, to be reflected in the following month’s bill. If
there is anything you need clarified, you may reach me at my daytime contact number, 050-999-5621.
Thank you for your kind attention on this matter.
Jake Jones
12.92 Benefits Dispute Letter
There are times when we are not being given the fair amount of benefits we are entitled to. When this happens, we should formalize
our complaint by writing a letter disputing the benefits and asking for a correction. Writing a letter would also help us if we ever
have to dispute the benefits in more formal legal proceedings.
This letter can begin with the writer identifying himself and providing any relevant identifying information such as their social
security number. They will then describe the benefit whose amount they would like to dispute and the reasons why they believe
what they are being given is incorrect. If there are any supporting documents that would help settle the matter, they should also be
mentioned in the letter and copies enclosed along with it.
Finally, they can end by setting a date for a follow-up on the matter. They can also give their contact number so that the person they
are writing can reach them if they want to clarify certain matters. The tone of the letter should be professional and straightforward,
without being angry or accusatory.
Below is a sample of a disagreement letter disputing the amount of benefits being given that you can adapt to your particular use.
SAMPLE LETTER
June 23, 2012
John Purcell
23 Richter Drive
Maxwell, Texas
James London
Claims Department
Social Security Authority
55 Privet St.
Maxwell, Texas
Dear Mr. London,
I am John Purcell with social security number 000-456-080. I am writing this letter in regard to the amount of pension benefits I am
receiving from Social Security. I recently received a check from your office in the amount of $16,457.65, a photocopy of which I am
enclosing with my letter.
I believe that your office is mistaken and the monthly pension I should be receiving is $20,386 based on the amount of my
contributions that I have faithfully paid for over twenty years. To support my claims, I am also enclosing my contribution records
from 1978 to 2012.
In line with this, may I schedule a follow-up call or meeting with you to discuss my situation? I can get in touch with you on June 25
at 10 a.m. If you have any questions, you can also reach me at 090-245-6666.
Thank you for your kind attention on this matter.
Respectfully yours,
John Purcell
12.93 Endorsement Letter
Endorse Existing or New Policy
All companies have their own policies and rules when it comes to their workplace. These policies serve as the employees’ guidelines
for the job-related matters. These policies are made to clarify matters regarding compensation, benefits, vacations and holidays. They
may also institute the house rules of the company. When the management decides to endorse an existing or new company policy, it
has to be communicated to everyone so that they will be aware of the changes.
Letters that endorse an existing or new company policy must be well-written. It does not have to be that formal but make sure that
your employees will understand them well. You should also address and direct the letter to all of the employees that will be affected
by the policy. Include the effective date of the revised or new policy. If you are implementing a revised policy, include a description of
the old policy.
Explain to them the need to revise the existing policy. Should there be any questions from the employees; make sure you provide a
means for them to communicate their concerns. And lastly, make sure that your letter has been approved by the Human Resources
head. Below is a sample letter on how to endorse an existing or new company policy:
Sample Letter
June 20, 2012
Mr. Gale Forceberg
R & D Manager
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555
Production Department
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555
Dear Team,
Effective June 10, 2012, the company will impose a 10% daily salary deduction from all employees that come to work late. The
company used to impose only a 5% daily salary deduction. However, we’ve noticed that within the past few months, the number of
employees coming to work late has increased.
If an employee is tardy, the company’s overall productivity is also affected since less work is accomplished in a day. If employees
come on time, we could reach our quota for the day, or may even exceed it.
As a part of our rules and regulations, everybody is required to abide by this new policy. Failure to follow this will result to breach of
company policy.
We are looking forward to the employee’s improvement. Let us all work cooperatively for our company’s success. Should you have
any other questions or concerns, please feel free to contact me at 123-45-67. Thank you very much.
Sincerely,
Gale Forceberg
12.94 Endorse a Previous Employee’s Performance
There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee.
Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way you
advertise or endorse a previous employee’s performance.
If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or her accomplishments.
This will serve as a guide when you compose your letter. State in the letter how long you’ve known the person. Also, don’t forget to
write the dates of employment and the details of the work. Include positive characteristics of the person and the reason why he or she
is a good candidate for the job position.
SAMPLE LETTER
June 2, 2012
Joanna Tabor
ABS Engineering Company
4321 Sundance Street
Athens, CO 88823
XYZ Performance Parts Company
Production Department
9876 Starlight Drive
Ephesus, CO 88821
To Whom It May Concern:
I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company for
almost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that she submits
good outputs that even exceed the requirements’ necessitated quality.
Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of a leader
than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she is working. She
has a reliable working habit that gives you the assurance that you can always count on her.
Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willing to learn
new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. She could be an asset to
your team and the whole organization as well. In cases of emergency, she is always willing to help.
Should you need more information, please feel free to contact me. Thank you very much and have a nice day.
Sincerely,
Joanna Tabor
Projects Supervisor
ABS Engineering
12.95 Endorse A Company Activity
A company is not only confined to its office or workplace. It could also start projects and business activities to promote the company
or even extend its help to the community. A letter to endorse a company activity is a professional means of making other people aware
of what the company is planning, which could be related to business strategies or a fund raising project.
A letter of endorsement about a business activity should be concise and direct to the point. You should remember that you write this
kind of letter to those who are linked to your company such as your clients or other business groups in the same industry. You address
your receiver with his full name so that he will feel that the letter is specially addressed to him.
Do not forget to state the name of the activity that you are inviting the person to, the venue, and the time that it will start. You can also
state the reason for holding that kind of event and what could be its benefits. You can end your letter by showing appreciation for his
support and your eagerness for him to attend the event.
Sample Letter
March 5, 2012
ABC Insurance Company
1234 Edgewood Street
New York City, New York, 123456
James Anderson
765 Beverly Street
Hollywood Hills, VA 12345
Dear Mr. Anderson,
We truly appreciate your support for ABC Insurance Company. We are very much pleased that you have chosen our company to meet
your insurance needs.
We are honored to invite you to the Lend a Helping Hand fund raising program of our company to be held at the ABC Building on
March 25, 2012 at 9 in the morning.
We invite business groups and people from the community to join this activity. This is our way of endorsing the company as well as
its Lend a Helping Hand project. We would appreciate anyone whom you could refer that would help this program.
Thank you for your continued support. We are looking forward to your presence on the said event.
Yours truly,
(Signed)
Charles Smith
ABC Promotions Manager
12.96 Endorse an Employee for A Promotion
Getting a promotion is the best reward you can get when working for a company. An employer gives it to the deserving employees.
An organizational hierarchical structure is shown to an employee when he is initially accepted. This will help him become aware of
the professional growth he could achieve later on.
When you work hard and abide by company’s policies, your position will be elevated to a higher level. This reward comes with a
promotional letter. It should include who are you endorsing and why are you endorsing him. You should include how long you have
known the person and what are the positive qualities that make him or her suitable for the position.
Even if you are in the same company, take note that you should put your name and contact information as well as an offer to give
further details upon request. A co-worker can endorse an employee for a promotion as long as he knows that the person can manage
to take bigger responsibilities.
SAMPLE LETTER
February 10,2012
James Miller
146 Wisconsin Street
Chicago, IL 65432
Dear Mr. Miller,
On behalf of the training team of GHY Company, I am much honored to endorse to you Dana Wilson, our Training Assistant Head as
a Marketing Assistant Manager. Dana Wilson has been working in our department for 3 years. She has shown excellence in handling a
team. She has shown dedication in gaining background on the marketing strategies of our company as she trains the marketing staff.
She would be an asset to the Marketing Department since she can generate creative ideas and can work effectively even under
pressure.
Please contact me if I can provide any further details. I can be reached at 456-458-723.
Sincerely,
(Signed)
James Jackson
Head of Training Department- GHY Company
12.97 Follow up Letter
Follow Up on Customer Complaint
The follow-up on a complaint from a customer letter is a very sensitive process since it addresses the trouble between the consumer
and the institution. This follow up letter should be carefully written since it could elicit a negative response, which could affect
customer relations. Many institutions have a high regard for the saying “The customer is always right.”
This is completely true since the consumer is the lifeline of a business. The letter should be written without taking sides. The issue
should be tackled on neutral grounds to prevent favoritism. Companies usually discuss the issue by first stating the facts while taking
consideration the feelings of the consumer. The consumer should be given utmost respect when writing the letter.
The process of conducting business with consumers is more complicated that one would think. It is important that a complimentary
relationship be established. This would prevent misconceptions from both sides.
Most follow up letters contain offers, which are given to the consumer. It serves as an incentive for the troubles caused. It is important
that the consumer feels that he is the main priority. If the consumer is mistreated, bad word regarding the institution could spread.
This should be contained and changed by establishing a better relationship with the troubled client. It would be a great help for the
institution if bad feedback regarding their products and services were reversed. This would allow them to attract more customers and
maintain their previous ones.
Sample Letter
Jan 29, 2012
Henry’s Steak
#34 St. Dominique Drive
New York City
Mr. James William
Chairman
Dept. of Research and Development
University of New York
#2334 St. Carlos St
New York City
Dr. Mr. William,
As delegate of this dining institution, I want to express my deepest apologies for all the troubles you have experienced in our
restaurant. We regret that you have encountered trouble with one of our staff who has violated your privacy and rights. In order to
make up for this, we would like to offer you a free dining option with your family and friends. You could reach us anytime at the
numbers included below. We hope for your kind consideration in this matter.
Sincerely yours,
James Bryant
Restaurant Manager
12.98 Follow Up Letter With A Reminder
Follow up letters play an important role in business correspondence. It shows your dedication and interest towards a particular matter.
It also serves as a reminder when correspondence is taking too much time.
Basic purposes of follow-up letters are the following:
• Recall points and agenda from previous meetings
• Reminder for meetings, tasks, and other events
• Demonstrate continued interest to clients
• Request for correspondence on some matters
In sending follow-up letters, make sure to include all necessary information for the recipients. Recap previous details and remind them
with the agreed issues that need correspondence. Online references, if needed for the follow up, should have working hyperlinks. You
can also indicate your expected actions from the recipient but do so in a courteous manner.
Here are additional tips in writing an effective follow-up letter:
1. Never send a follow up letter if the agreed deadline is not yet over.
2. When used as a reminder, send the follow up letter in advance to give your recipient enough preparation time.
3. If sent to a potential customer, you can include product highlights and be subtle in urging them to choose you as their
provider.
4. Include a copy of the first follow up letter if you need to resend the first letter.
5. Make it short and concise.
Here is an example of a follow up letter. In this example, the letter was sent through email. It was used to remind Mr. Smith of the
upcoming meeting and to follow up the pending document that will be used for the meeting.
Sample Letter
June 18, 2016
Mr. Zach Smith
Senior Project Coordinator
Business Applications Department
Infiniti Solutions Ltd.
Unit 1201 Pendleton Suites,
C6-6 District, Midtown, Manhattan
Daniel Klutz
Project Manager
Innovative Software Solutions Department
Dream Software Factory Incorporated
Unit 1906, 900 North Michigan, Streeterville, Chicago
CC: All concerned parties
SUBJECT: Project Agile Closing Meeting Follow-Up
Good day.
As scheduled, closing meeting for our project will be held on:
Date: 2012-07-11
Time: 1500 – 1600 (American standard time)
Venue: Meeting room #10
Please refer to this path for the closing meeting documents:
Path: ftp://172.16.65.66/public/ProjectAgile/ClosingMeeting
We would also like to follow up the project confirmation sheet. We were informed that the software has already been tested and
approved and confirmation sheet is supposed to be sent last week. But we were not able to receive it as of now. Confirmation sheet
will be needed for the closing meeting so please send it before the agreed schedule.
Thank you for the continuous support and we are looking forward to working with you in future projects.
My best regards.
Daniel Klutz
12.99 Sales Interview Follow Up Letter
By this time, the prospective client has already expressed his interest towards your business. Take this opportunity to urge your
client to continue the negotiating process you had started. However, it is important that you must be very gentle and will not insist on
quicker decision-making.
Business people have different ways of making decisions toward a certain proposal, and pushing them to decide quickly on this matter
would insult them. Hence, it would make the situation worse. This letter would give you the opportunity to tell your potential client
the benefits of your proposal to his company.
Briefly state the advantages of continuing the negotiation process. Another thing, ask for the response in a modest way.
Sample Letter
June 1, 2012
The Baby Steps Company
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Samantha Sander
Marketing Manager
Marketing Department
Babies’ House
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Samantha,
Greetings!
We are informed that your company, Babies’ House, is looking for a supplier of baby’s merchandises. With regards to this, The Baby
Steps Company would like to encourage you on the business proposal we would like to discuss with you.
On our earlier letter, we have sent to you our company profiles, product lines and designs, and the suggested retail pricing on each
item. However, we would like to ask for a meeting with your company for a presentation and exhibits. This way, we could discuss
thoroughly any matter concerning our partnership towards growth and advancement. We guarantee you that you will be happy with
the quality of our products, which cater the needs of the baby from clothing lines, to gears, equipments, and toys as well. With the
result of sales from some of our outlets, we assure you of the positive response of target niche to our products.
If you have any questions regarding this matter, please do feel free to communicate with us. Also, we welcome any suggestions and
comments to our product so that we can improve it. Please inform us your availability for us to prepare everything.
Enclosed are lists of latest products imported from United States and other references. We are looking forward to hear a positive
response from you soon.
Thank you very much and God Bless!
Truly yours,
Ms. Louise Brown
General Manager
The Baby Steps Company
12.100 Sales Offer Follow Up Letter
Usually, a follow up letter on a sales offer is sent when time has passed without a response from the other company. If you believe
a reasonable time has passed, writing a follow up letter enables you to remind the customer of the continuing negotiation process.
In a subtle way, it will urge him to decide on your proposals and offers. It allows him to refresh on your previous meetings and
agreements.
This letter should summarize the discussions you have had during previous meetings, interview, presentations, and exhibit. Briefly
state the benefits both your company and your potential client can get from the business proposal. Discuss shortly the need for an
immediate response without pushing him too hard. Using this letter, you get the opportunity to inform the prospect of new products
you offer, promos, and special discounts.
You can also express your gratitude for their purchasing your product if that is the case. Using a follow up letter, you can win the
preference of the potential customer as you build connection and relationship with them.
Sample Letter
June 15, 2012
The Home Despot
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Ashley Jones
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Ashley,
We, The Home Desspot, would like to thank you for choosing our product, the lighting fixtures along with some repair tools. We are
confident that you will be satisfied with your purchase. However, in any case of dissatisfaction, please feel free to discuss it with us so
we could immediately attend to your concerns.
The Home Depot would like to inform you about the incoming product presentation along with the 5-day sale we’re holding on
Wednesday, July 7, 2012. We invited you to this event because we believe it will be of great advantage to you because we are offering
50% discounts on selected items, mostly repair tools and other home equipment.
Because we aim to serve the customers, we have included a warranty for every purchase you make on the exclusive 5-day sale. There
will also be free gift items for the first 100 people who will purchase and make reservations.
If you have any questions, please feel free to call us. We have enlisted you as our prime client and with this, we are anxious to serve
you better.
We are looking forward to hearing from you soon. Please don’t miss this opportunity.
Thank you very much and God Bless!
Sincerely your,
Ms. Sue Copper
Store Manager
The Home Despot
12.101 Follow Up Letter After A Job Interview
Follow up letter after a job interview is important to keep the attention of the employer towards you as their future employee.
Immediately, send a letter to show gratitude for the time they allotted during your interview. You can include this as part of your
follow up letter. Likewise, this kind of letter shows the future employer your eagerness to become part of their company.
As much as possible, include here new information to strengthen your application. So, after the interview, you may now know the
interviewer’s expectation. This letter will inform the prospect employers of your past work experiences that exceed his expectations.
Show him that you love to work for his company. A short letter with brief and concise explanation is enough and the likelihood to hire
you is higher.
Sample Letter
May 29, 2012
Christine Samson
165 Block, Brooklyn Avenue,
Thornville, Ontario
Mr. Allan Peter
Human Resources Manager
Human Resources Department
The Baby First Company
101 Block, Creekview Avenue
Vancouver, Canada
Dear Mr. Peter,
Good day!
I would like to thank you for your time spent during the interview. It was a wonderful experience for me because I learned so many
things from you. After our interview, I believe I was not able to discuss with you some matters with regards to the benefits for both of
us having me as the Marketing Assistant in your company.
For many years, I worked with a multinational company that manufactures baby products. I received outstanding awards from the
company; some came from the Marketing Department. With my achievements as marketing staff of my previous company, I believe
my expertise in this field would be an asset to your company. Additionally, we can get into partnership of excelling in this department
to contribute to the company’s success.
Also, I would like to know my status regarding my application in your prestigious company. I hope you can give me chance to prove
my ability and expertise. I would love to work in your company because I know it has much room for its employees’ growth and
improvement.
If in any case, I have not answered your queries, I welcome any call from you at anytime that is convenient to you.
I hope to hear from you soon.
Thank you so much and God Bless!
Respectfully yours,
Christine Samson
12.102 Follow Up Letter for Non Response
A follow up letter aims to renew the relationship with your prospective clients. There are many reasons why after the letter you do
not receive any response from your clients. Aside from hectic schedules, it maybe because the need to response is not clearly stated,
so, it is essential to ask for their response in a gentlest manner as you can.
Never insist a response from them as it gives the impression of being impolite and demanding, which is a major turn down for future
clients. Rather than complaining, the letter must be positive and encouraging. On the second letter, include the first follow up letter or
you may want to repeat the message but in a shorter way.
This will allow your client to refresh the business you mentioned. On the last part, you can simply state that you are looking forward
to his response. Make it more casual and not too harsh and judgmental. The purpose is to remind him of your proposal.
Sample Letter
May 29, 2012
Jade Shoe Company
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Sarah Walter
Creative Stylist
Marketing Department
Shapes and Style Boutique
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Sarah,
Good day!
Jade Shoe Company would like to offer you a deal of supplying branded women’s shoes as well as fashionable and elegant sandals
to your company’s outlets. We hope to continue the partnership, as we believe it will benefit both our company’s success in terms of
growth and development.
We hope your busy schedule does not deter our continued negotiation on this project. Together, our company caters to the same target
market, the ladies, and with our partnership, we can serve our customers better. We are grateful to give details on how the project
becomes an advantage for both of us. If in any case, we have not answered your queries; please feel free to be in touch with us at
anytime that is convenient to you. We welcome and appreciate any suggestion and comments for any improvements that need to
undertake on our proposal.
Enclosed here are the project proposal, sales reports, quality measurements, product designs, and other data we believe you might
need to help you decide on our proposal.
We hope to hear from you soon. God Bless and Thank you very much!
Truly yours,
Ms. Summer Cape
General Manager
12.103 Follow Up Letter After Sales Presentation
To win a prospective client, you need to show them that you are willing to serve him at all costs. This is the aim of writing a follow up
letter after a sales presentation or demonstration. It is important to hold on and not quit until you get the big yes from the prospect.
However, you need to make sure that you would not repeat your presentation, as this will be dull and unexciting for your client.
The follow up letter after the sales presentation must contain new ideas and reports to wow the prospective client. It may include a
new promo, discounts, and other special offers. Business people are busy people so you need to be brief and concise. Writing a short
letter is a good strategy as long as the gist of your thoughts is very well explained. Showing the eagerness in a modest, not desperate
way can be a great help to build a good impression from your prospect client. Another thing, you can send the first letter until day
three, then follow up after two weeks to refresh the ideas you talked about with your client.
Sample Letter
May 15, 2012
Knight Company
174 St., Stone Avenue,
Thornhill, Ontario
Mr. Hunter Black
General Manager
Shapes Printing Enterprises
Walter Avenue, Vancouver
Dear Mr. Black,
Good day!
We at the Knight Company, had a great meeting with your team. We believe in our continued success as we help each other taking
leaps towards growth and development. Together, we aim to serve the customers better.
With this, we would like to remind you regarding our company’s activity. The Knights Company is holding a three-day sale which
would start on Friday. It would be five days from now to the big day. Furthermore, the Knights Company have exciting promos and
special discounts up to 40% on selected items, most are correlated to the products we are endorsing to you. In addition, we have a
showroom for our new arrival of the latest printing technology that we believe is worth of your time.
In case of queries, please do feel free to ask questions from us. We welcome any comments and suggestions because we would like to
establish a more satisfying service to make our customers happy. We hope a long term relationship with your business.
God Bless and Thank you very much!
Truly Yours,
Ms. Michel Porter
Marketing Director
12.104 Follow-Up Letter for Alternative Payment Plan
In these hard economic times, people and companies sometimes have trouble making their monthly payments. In these situations, the
debtor may opt to offer the company or individual an alternative payment schedule or plan, in order to make it easier for them to
settle their obligations and minimize the risk of default.
These letters should be addressed to specific individuals, even if the creditor is a company, and copies may be sent to other concerned
parties. The tone of the letter should be straightforward and non-accusatory in order to avoid the appearance of recrimination on the
part of the creditor. It should also be businesslike and to-the-point.
The letter could begin with the creditor pointing out that the client is having some difficulty in making their monthly payments.
They will then introduce the alternative payment plan as a way of helping their clients, giving specific details so that the customer
has an idea of what the new repayment schedule entails and how they will benefit from it. The letter then ends by giving the contact
information of a particular person with whom the client can discuss the plan if they are interested.
Below is a model letter offering debtors an alternative payment plan, which can be adopted for your specific needs.
Sample Letter
November 10, 2012
Second United Bank
Austin, Texas
companyname@server.com
www.server.com
Brian Epps
36 Nickelback Drive
Austin, Texas
Dear Mr. Epps,
Greetings!
We know that hard economic times have impacted on everybody. In line with our stated mission of helping our clients manage their
finances properly, we are introducing an alternative payment plan that could make it easier for you to service your obligations with
us. The plan would extend repayment of your debt by three years in order to lower your monthly payments. We estimate that with our
new plan, monthly payments could be reduced by as much as 20%, which would free up money that you could use to meet your other
expenses.
If you are interested in learning more about the new plan, please refer to the enclosed brochure. If you are interested in availing of the
plan, or if you have any further questions, you may also contact Frank Sinise at 060-5802481 during office hours, or send us an email
at companyname@server.com. You may also visit our website at companyname.com. We look forward to hearing from you soon.
Respectfully yours,
Phil Samuels
Head, Accounts Department
Second United Bank
12.105 Follow-Up Letter After An Appointment
Follow-up letters after an important appointment or phone-call should be sent as a matter of courtesy to the other party in order to
show your appreciation for their time. The letter should be sent as soon as possible after the appointment or phone call, and should be
addressed directly to the other party.
The most important elements of the letter are a reiteration of the details of the appointment or phone call and your expression of
gratitude to the other party. If there are any follow-up meetings or discussions necessary, the details of these should also be included in
the letter. If the letter was not sent a short time after the appointment or phone call, the writer should begin with a brief apology for not
writing sooner. Avoid making the letter too long and remove any extraneous details; you should be concise and to-the-point so as not
to waste the recipient’s precious time.
It should be addressed to the specific person with whom you spoke on the phone or had your appointment. Most importantly, it should
focus purely on thanking the person to whom the letter is addressed.
Below is a model follow-up letter after an appointment or phone conversation that can be adapted for the writer’s specific needs.
Sample Letter
January 7, 2012
Daniel Fredricksen
President, LXS Company
Cleveland, Illinois
Barbara Bowman
Executive Vice President
First Construction, Inc.
Cleveland, Illinois
Dear Ms. Bowman,
Greetings!
I would just like to express my appreciation for giving me so much of your precious time during our appointment last Jan 5, to discuss
the possibility of my company doing business with yours. It was a very fruitful discussion, and I’m glad we were able to come to
terms on the Bakersfield building project.
In line with what we discussed, our in-house attorney, Mr. Clark George, will be in touch with your office to set a follow-up
appointment in order to thresh out the details of our agreement. We are also sending over the relevant paperwork for you to look over
before the meeting.
Thank you again for the very informative meeting, and please feel free to contact my office at 060-1007604 if you have any further
concerns. I look forward to working with you on this and other projects.
Respectfully yours,
Daniel Fredricksen
President, LXS Company
12.106 Follow-Up Letter To Thank A Customer
As a matter of courtesy, if a customer has made a big order with your company, you should express your appreciation by sending them
a thank you follow-up letter, in order to make them feel appreciated and more amenable to dealing with your company in the future.
Letters are a more concrete expression of appreciation as opposed to a follow-up call, and are less intrusive as the client can read the
letter during their free time.
The tone of the letter should be professional and cordial, but should also be concise and to the point, you don’t want to take up too
much of the customer’s time. The main elements of this follow-up letter are a reminder of the order that the customer placed and your
expression of gratitude for it. The letter can end with the writer expressing the hope that they would be able to continue serving the
client in the future.
It should always be addressed to a specific individual even if the order was made by a company. If this is the case, then the letter could
be addressed to the purchasing manager, for example, or one of the company’s senior managers. You may also mention a contact
person and number, in case the client has any further concerns regarding their order.
Below is a sample of a basic follow-up letter thanking a customer that you can adapt for your specific need.
Sample Letter
July 23, 2012
Olivia Harrelson
President, Christos Foods
San Francisco, California
Maureen Summersberg
Purchasing Manager
The Mykonos Restaurant
San Francisco, California
Dear Ms. Summersberg,
Greetings!
As you know, our company, Cristos Foods, has been in existence for 25 years, offering customers the finest foods from Greece and the
Mediterranean. We are suppliers of ingredients to some of the most acclaimed gourmet restaurants in the San Francisco Bay area.
On behalf of the company, we would like to express our appreciation for the six cases of olives and the ten crates of pita bread you
purchased from us last July 21, 2012. By now, you should already have received your order. We hope it meets your needs and, if you
have any further concerns, please feel free to contact us at 060-182-5254. We are also enclosing our latest catalog of products that may
be of interest to you.
Thank you again and we hope to continue being of service to you in the future.
Respectfully yours,
Olivia Harrelson
President, Christos Foods
Inquiry Letter
12.107 Inquiry letter – Training Program
Letter of Inquiry – Training Program
July 2, 2008
Mr. Rodrigo Rivera
Personnel Director
Technote Corporation
3152 Bridge Avenue
Boston, MA 02154
Dear Mr. Rivera:
May I ask a favor of you? Randy del Rosario, a representative of the Leverage Company, recently told me of your success in
managing Technote’s training program for the hardcore unemployed. Our firm is presently planning such a program, and we would
appreciate information about the mind-set section of your program.
We expect to begin our training sessions on approximately August 1. I believe we are prepared for the remedial-education and job-
skills portion of the program, but we need help with mind-set section. Specifically, we would appreciate knowing who you employed
to teach that section, the major emphasis in the section, and the length of the section in relation to the entire programs.
I congratulate you on your success in managing Technote’s program, and I believe your ideas would help us solve this long-neglected
problem, also. I look forward to hearing from you.
Very truly yours,
Francisco Fortaleza
Managing Director
12.108 Invitation Letter
Invitation to an Engagement Party Announcement Letter
An engagement is the start of two people’s journey towards marriage. However, bear in mind that an engagement is not the grand
event, the wedding is. In writing an engagement announcement, it is recommended to make it less formal. Since the moment is an
announcement of the couple’s intention of tying that knot, make the invitation as exciting as it can be. It is best to be creative.
Think of the things that can best describe the couple’s relationship and use this as a focal point in the invitation. For example, if both
are travelers, why not craft a passport-type invitation.
For this type of example, use travel words. Of course, never to forget the most important information you need in the invitation such
as date, time and location. In this example, include the itinerary. In case guests are not familiar with the location, please provide a map
with the invitation.
Included as well in the invite are the parents’ names, host, if there is a separate one, the theme or dress code and personalized invite
with a quote.
Here is a sample engagement letter invite using travel as the theme:
Sample Invitation Announcement
Come and fly with us as we share our love with the world!
The John Lindsay and Jane Smith Travel Engagement Party
Flight is on the 31st of May 2012 and departing at exactly 7:00 in the evening.
Please be at the Harrisburg International Airport at least two hours before the scheduled flight.
Flight itinerary is from Pennsylvania, the bride’s hometown, to Boston, the groom’s hometown.
The bride’s parents, Mr. Ben Smith and Jackie Smith, are hosting the engagement party in the air. While Mr. Jake Lindsay and Mrs.
Wynona Lindsay, are hosting a cocktail party once all the guests and the couple arrive in their Boston home.
With this invitation letter is your airline ticket. We are encouraging everyone to be at their best travel attire.
R.S.V.P. by the 28th of May. Call Lauren Welsh, 814-956-8791
12.109 Credit Account Invitation Letter
April 25, 2012
Mr. Lorenzo Inez
125 Royale St.
Paranaque City, Pasay
Dear Mr. Inez:
Please permit us to extend to you a hearty welcome to our city and a cordial invitation to make the EME Company your trading home.
We shall be very glad to have you come in and open a charge account; or, if you prefer, fill out the enclosed application and return it
to us. We are pleased to open and continue charge accounts with responsible people, and it will save you a lot of time and bother to
say “charge it.”
Today, more than ever, the integrity of the merchant you deal with should be the most important consideration in your purchasing.
We have never lowered our established standards of quality nor lessened our efforts in the search for the best that money can buy in
smart new merchandise.
Right now, this fine old store is filled with electric appliances, men and women clothes and accessories, beauty shop accessories and
kiddie accessories as well as gift merchandise.
We hope we shall hear from you and wish to assure you that we shall always serve you acceptably.
Sincerely,
Hazelle Ann Mendoza
Store Manager
Invitation Letter – Open Charge Account
January 12, 2012
Mr. Rolando Robles
Bataan Christian Bookstore
Orani, Bataan
Dear Mr. Robles:
You will appreciate the convenience of a charge account in our store – which offers splendid assortments of the best and newest
merchandise for every member of the family.
You know, of course, from experience, the convenience of shopping on a charge account. For you to open one, no formality is
necessary, but we should appreciate the return of the enclosed card for the completion of our records.
We sincerely hope for the privilege of serving you.
Very truly yours,
Kyla France Cruz
Store Manager
12.110 Sample Invitation Letter – Furniture Sale
August 02, 2012
Ms. Rosemary Santos
123 Villa Rica
Orion, Bataan
Dear Ms. Santos:
In looking over our accounts, we are pleased to find the promptness and regularity of your payments. This condition is a source of
great satisfaction to us, and we assure you that your credit relations with us are very satisfactory.
A great furniture sale is now in progress, and, as an indispensable patron of our store, we write to extend to you our invitation to call
and select such articles as you may be in need of at the present time. We shall be pleased to deliver to you with or without any initial
payment, and on terms which suit your convenience.
Regardless of whether or not you are in the market at the present time, it will be to your interest to call and inspect the exceptional
values offered during this sale.
We wish to assure you that it is our one effort to please our patrons and to give them the best value we possibly can, consistent with
first class merchandise.
Again, we thank you for your patronage, and await your next orders.
Sincerely,
Marina Penna
Account Manager
12.111 Sample Letter of Invitation – Foundation Anniversary
November 29, 2012
Mr. & Mrs. Resty Navarro
Gabon, Abucay, Bataan
Dear Mr & Mrs. Navarro:
Greetings of Peace and Good Will.
We are pleased to inform you that BATAAN HEROES MEMORIAL COLLEGE is celebrating her 30th (Pearl) Foundation
Anniversary on December 7-11, 2012
For the steadfast confidence and unwavering loyalty you and your family have reposed to BATAAN HEROES MEMORIAL
COLLEGE by entrusting to her the education of at least three (3) of your children and who are now successful practitioners in their
respective fields, the college administration deems it proper and fitting to award you with a Plaque of Recognition.
In this regard, may we cordially invite you together with your professional alumni children to receive your award in a program for the
alumni and parents on December 7, 2008 at 3:00 pm at Joyous Resort and Restaurant? (Please present this letter to the Registration
Officials when you come to Joyous Resort and Restaurant on December 7, 2012 at 3:00 pm).
We hope to deserve your attendance. BHMC shall be deeply honored with your presence in this once-in-a-lifetime affair.
CONGRATULATIONS ! WELCOME HOME TO BHMC!
Very truly yours,
WILFREDO C. AGUILA
College Administrator
12.112 Sample Invitation Letter – Grand Alumni Homecoming
December 1, 2012
Dear Alumni,
Western University College (WUC) will be having a Grand Alumni Homecoming on December 7, 2008 at 2:00 pm at Joyous Resort
and Restaurant as the celebration of 30th Foundation Anniversary of WUC.
On this regard, we are cordially inviting you to attend the said affair to meet your old friends, classmates, acquaintances and teachers,
reminiscing memorable experiences and sharing stories of success and most specially to renew our commitment to the noble ideals of
our beloved Alma Mater.
The registration charges are Php 500.00 per person payable at the venue. These charges include Alumni T-shirt, Alumni ID, Alumni
souvenir, dinner, live band and raffle draws.
For further inquiries, please contact our Alumni Secretariat at (047) 237-2383 or text us at 09173445631.
We look forward to your presence in this once a year celebration.
Thanks you very much.
Truly yours,
Michael Reyes
School Director
12.113 Sample Invitation Letter – Guest Speaker
September 20, 2012
Dear Prof. Lissette Rubiano,
The role of your Department in increasing membership is really to be appreciated. This was shown at the last professional meeting of
the Teachers Club of the Pilar Elementary School, a neighboring school. After the enlightening talk of one of your representatives,
several teachers there applied for optional insurance.
Our teacher’s club would like to listen to a similar talk since some of our members have some questions about their own insurance
policy. Specifically, we want to know what benefits are available to government employee members in terms of financing for
investment. We also want more enlightment about optional insurance.
Will you please be our guest speaker at our next professional meeting on October 15, 2005 at the school auditorium? By accepting
this invitation, you will acquaint our teachers with the various opportunities for improving their lot through insurance, and this will
encourage the new teachers to become members, too.
We will look forward to your being with us at 9:00 a.m. on said date.
Cecille Morgan
President, Faculty Club
12.114 Invitation Letter – Fashion Show
August 12, 2012
Dear Ms. Merecel Banzon:
The Celeste Trend announces with pleasure that Mrs. Celeste Navarro will conduct a fashion show of her new summer designs at the
Rose Ballroom of the Midnight Hotel on Saturday, September 2, 2002 at 8:00 p.m. You are cordially invited.
The fashion show will be graced by the country’s top fashion models and beauty queens such as Anne Curtiz, Bea Alonzo, and
Melanie Marquez.
Since seating is limited, reservations are requested. Please make your reservation now by calling up 491-2911 to make sure that you
can be present at this lovely and exciting event.
The stunning Celeste Trend originals will include dresses for all occasions such as evening wear, office wear and sportswear.
Come and enjoy a delightful evening with the country’s loveliest fashion models.
Very truly yours,
Riaflor Dominquez
Marketing Director
12.115 Advice to Subordinates Memo
A letter from a company officer giving advice to a staff member is usually written when the officer sees that a particular employee
needs more guidance from their superiors in the performance of their duties. It can either offer corrective advice to staff members
doing a certain task or give suggestions on how a particular job can be performed in a better manner. The most important thing to
remember about this type of letter is that its ultimate intention is to help the employee improve their work performance, not to scold
them or take them to task for perceived shortcomings.
The essential elements of this type of letter are the identification of the particular duty or task that needs improvement and the
advice being given by the letter writer. It can begin with the writer assuring the employee that they are generally satisfied with their
performance, and then continue by saying that however, they have noticed the following areas that could use some improvement. The
rest of the letter then gives their advice on how to effect the improvements. The tone of the letter should be professional but not too
formal, as the writer does not want to make the employee feel bad.
Below is a sample of a letter in which a supervisor gives advice to an employee.
Sample Letter
April 10, 2012
Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace.
However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have
to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by
rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely
offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
12.116 Memo Documenting Employee Reprimand
Any organization has policies on different aspects pertaining to office actuations. Part of a newly hired employee’s company
orientation is the presentation of company house rules. All companies have policies on absenteeism, tardiness, proper office decorum,
among others.
It is a requirement, with Human Resources Department taking the lead, to keep track of every employee’s performance record. This is
considered as one of the basis for an employee’s promotion or termination. The immediate superior is tasked to document employee
reprimands. As a supervisor, you monitor your subordinate’s performance and there are times that you will need to correct their
behavior. Employees are given notification or citation of a wrongdoing. There are offenses that are considered cumulative; first
offense – written warning, second offense – 3-day suspension, and so forth. The reprimand must indicate the signatures of both the
recipient and the immediate superior.
Here is a sample of a reprimand letter.
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Final Warning
In our previous discussion dated (indicate date), we reviewed your attendance records. Please take note that you have been issued a
written warning for poor attendance record on (indicate period) and a 3-day suspension on (indicate dates). Since the suspension, you
have been absent on the following occasions:
Date Reasons
_____ _________
_____ _________
_____ _________
Once again, you have exceeded the allowable number of absences in a month, warranting this last step before termination. You have
been given enough time and opportunity to effect improvements on your attendance.
You are suspended for (indicate number of days) ____ days starting on (indicate date). To avoid any misunderstanding on your part
about how serious this matter is, consider this your final warning. If in case you are to miss going to work, you are to notify me
directly and you will not be allowed to report back to work without presenting a valid medical certificate. Any further violation of this
policy will result to termination.
A copy of this final warning will be placed in your personnel file.
_______________
Name of Immediate Superior – Position
I acknowledge that I have read and understood this memorandum.
______________
Name of Employee – Position
12.117 Policy Change Directive Letter
A company’s policies are never set in stone, and occasionally changes need to be made to them to respond to particular situations,
or new ones may need to be created. Employees may also have to be reminded of particular procedures, for example ones regarding
safety, that they may have begun to neglect. To address this need, company officials may issue a directive establishing or changing
company policies, or reaffirming existing ones. These letters may be sent to the particular employees concerned, to all staff members
or be posted on a bulletin board for staff to read.
The essential parts of this letter include identifying the particular policy or procedure to be changed, reaffirmed or introduced, the
rationale behind the changes, and the date when the policies will become effective. The tone of the letter is straightforward and
informative, as well as being concise and to-the-point. It does not begin with a salutation, as it is not addressed to any particular
Below is an example of a letter issuing a directive to change, reaffirm or establish a policy or a procedure.
SAMPLE LETTER
Subject: Cost Saving Measures
To all Concerned Employees,
As you know, the country has been undergoing an economic recession that has also affected our company’s financial performance. In
light of this, we are constrained to implement the following cost-cutting measures in order to reduce our operating costs.
• Air conditioners must only be operated from nine to five, after which they must be shut down. It is the responsibility of
sub-department heads to ensure that this procedure is followed strictly.
• Except in cases where there is urgent work to be completed, all workers must be out of the office by nine at the latest. If
they need to stay beyond this time, they must inform their immediate supervisors.
• The use of office supplies is also to be restricted. Employees must inform their supervisors if they need to avail of any new
supplies and sign in the logbook for monitoring purposes.
We hope that all employees appreciate the need for these and any other cost-cutting measures the company deems necessary, and will
cooperate fully with company officials in helping to implement them.
Respectfully yours,
Ted Farmer
President, Sigma Corporation
12.118 Office Policy Change Memo
A company’s policies are never set in stone, and occasionally changes are made to them to respond to particular situations, or new
ones may need to be created. Employees may also have to be reminded of particular procedures, for example ones regarding safety,
that they may have begun to neglect. To address this need, company officials may issue a directive establishing or changing company
policies, or reaffirming existing ones. These letters may be sent to specific employees, or just to be posted on a bulletin board for all
the staff to read.
The essential parts of this letter include identifying the particular policy or procedure being changed, reaffirmed or introduced, the
rationale behind the changes, and the date when changes take effect. The tone of the letter is straightforward and informative, as well
as being concise and to-the-point. It does not begin with a salutation, as it is not addressed to any particular person.
Below is an example of a letter issuing a directive to change, reaffirm or establish a policy or a procedure.
SAMPLE LETTER
Subject: Cost Saving Measures
To all Concerned Employees,
As you know, the country has been undergoing an economic recession that has also affected our company’s financial performance. In
light of this, we are constrained to implement the following cost-cutting measures in order to reduce our operating costs.
1. Air conditioners must only be operated from nine to five, after which they must be shut down. It is the responsibility of
sub-department heads to ensure that this procedure is followed strictly.
2. Except in cases where there is urgent work to be completed, all workers must be out of the office by nine at the latest. If
they need to stay beyond this time, they must inform their immediate supervisors.
3. The use of office supplies is also to be restricted. Employees must inform their supervisors if they need to avail of any new
supplies and sign in the logbook for monitoring purposes.
We hope that all employees appreciate the need for these and any other cost-cutting measures the company deems necessary, and will
cooperate fully with company officials in helping to implement them.
Respectfully yours,
Ted Farmer
President, Sigma Corporation
Special Projects Memo
This letter is intended for employees who will be tasked to focus on reports and paperwork that need to be done immediately. This
could be addressed to secretaries for additional administrative work that has not been tackled. This letter may also be used to inform
the staff or subordinates about a new requirement for status reports.
SAMPLE LETTER
June 18, 2012
Ms. Olivia Devon
Communication Department
Westford University
2716 Mayfield St. cor. Westchester Ave.
Deerfield, Detroit 12345
Re: Logistics Paperwork for University Observation Routine
Dear Ms. Devon,
Greetings!
The Communication Department of Westford University has been the premier educational arm in media studies. The department has
been awarded for excellence by the government and has produced world-class competent individuals who have made their mark in the
world of journalism and media.
Very recently, the state of Detroit and the Department of Education has tied up in a project that would help strengthen the educational
background of each community college and university in the state. They have decided to set a two-week observation period for
members of the Department of Education and some Detroit-based university professors to go around our campus and witness how
we use our curriculum. They will be staying in our grounds for two weeks, namely the first two weeks of September. They will be
observing classroom lectures, laboratory periods and pre and post class time. This is to help them evaluate our school’s performance,
especially our department. They will be taking notes and hopefully gather information they can adapt in their own colleges and
universities.
With this, a number of paperwork has been requested for the department to comply with. These will include school permits for the
entrance of the academic visitors, logistical requirements needed during their stay at the University and other administrative work that
needs to be done prior, during and after the observation tour. The Department of Education also has requested for status reports after
each day’s events, recording important occurrences that have happened in the day.
We need you to handle the conceptualization, processing and compilation of the reports and papers. You will also be responsible for
the logistics of the entire academic activity. This is a very important period for the department so we want only the best from you.
Thank you and we hope for your cooperation in this exciting endeavor.
Respectfully,
Dr. Soledad Garcia
Department of Communication
12.119 Memorandum
Memorandum Issuing Directives
A memorandum or letter that aims to issue a directive should be written in a professional, simple, yet courteous manner. The
directives contained in the letter/memorandum should be clear and precise. Whether it’s in letter or memorandum format, the
correspondence should clearly state the subject matter. Bullets may be used to highlight key points.
A ranking officer issuing the directives need not discuss so many details in the letter. It may be good, though, to clearly indicate any
foreseen problem and how it may be solved. A memo or letter issuing directives specifically states how you expect the reader to
proceed in order to accomplish certain tasks.
A memorandum or email message may suffice for subordinates coordinating with each other to carry out tasks as part of an activity, or
to get updates on routine tasks or assignments.
Here is a memorandum issuing directives, citing specific tasks that need to be undertaken:
Sample Letter
Memorandum on Sales Department’s Participation at FIABCI World Congress
DATE : 18 June 2012
TO : Mr. Lim Meng Wee
FROM : Mr. Victor Wong
SUBJECT : FIABCI World Congress
=====================================================================
The FIABCI (Federacion Internationale Administrateurs de Bien Conselis Immobilieres) is staging the FIABCI World Congress on
July 19-23, 2012 in Beijing, China. Kindly inform every member of the sales force to mark the date, since we have signed up as one of
the participating firms. I would appreciate it if you would encourage everyone to go, and provide me with the names of those who will
be attending no later than the 30th of June. We will, of course, pay the entrance fees for all those attending.
In connection with said event, please handle the following:
• Set up reception table with brochures at the Congress venue
• Coordinate with advertising agency and reserve for advertising space in two major daily newspapers; include an advertorial about
our company participation at the National Advertising Congress
• Order new banners and pop-up displays for the aforementioned event
If you have any questions, please don’t hesitate to call me up or bring it up at the next management meeting
Thank you for your prompt attention to this matter.
Advice to Subordinates Memo
A letter from a company officer giving advice to a staff member is usually written when the officer sees that a particular employee
needs more guidance from their superiors in the performance of their duties. It can either offer corrective advice to staff members
doing a certain task or give suggestions on how a particular job can be performed in a better manner. The most important thing to
remember about this type of letter is that its ultimate intention is to help the employee improve their work performance, not to scold
them or take them to task for perceived shortcomings.
The essential elements of this type of letter are the identification of the particular duty or task that needs improvement and the
advice being given by the letter writer. It can begin with the writer assuring the employee that they are generally satisfied with their
performance, and then continue by saying that however, they have noticed the following areas that could use some improvement. The
rest of the letter then gives their advice on how to effect the improvements. The tone of the letter should be professional but not too
formal, as the writer does not want to make the employee feel bad.
Below is a sample of a letter in which a supervisor gives advice to an employee.
Sample Letter
April 10, 2012
Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace.
However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have
to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by
rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely
offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
12.120 Policy Change Memorandum Letter
Dynamic businesses will revisit and review its objectives to foster continuous improvement, thus greatly impacting efficiency of the
employee’s jobs and clarity of job roles. These inner workings are reflected in the company’s policies and procedures, which serve
as the backbone of the organization, in order to maintain internal standards and quality.
Changes to policies are periodically made to achieve a positive impact on the workforce, and more specifically, curb company
expenses. Change, a constant factor in the business world, must be communicated to those who are impacted by it. More often
than not, this is communicated through meetings or through a memo, and in this electronic age, this usually translates into e-mail
communication.
This short article lists general guidelines on how to communicate a change in policy to employees. The same is the limitation on this
article, in that this does not cover how to communicate the change in policy to its external stakeholders.
Guideline #1: Minor changes in a company policy may be communicated in an e-mail, addressed to those directly affected by the
change. The information may be cascaded to the downline/departments/teams through a regular meeting. A memorandum is the most
common means of communicating such information.
Guideline #2: Major changes to a company policy must be communicated to the majority of the company through a widespread form
of announcement such as an e-mail blast, a town hall meeting or a general assembly. Again, a memorandum is the most common
means of communicating such information.
Guideline #3: Always state the section and the content of the policy being changed vis-Ã -vis the modification or the modified version
of the document. For this guideline, it will be helpful to provide visual aids, such as a slide presentation or handouts.
Guideline #4: Allow ample time for the information to be spread prior to setting a date for implementation.
Sample Memorandum (Minor Policy Change)
Please be informed that effective 1 July 2012, all vacation leaves and sick leaves must be filed through the company intranet site.
Social responsibility is part of the mission vision of Company X, and this is one way to enjoin all our employees in our promotion of a
paperless environment, thus giving back to society.
All paper forms being previously used shall be collected by all Supervisors and Managers for recycling and disposal.
12.121 Company Name Change Memorandum Letter
A change in company name equals to a change in identity. Like any major or minor change in the company that directly or indirectly
affects all its employees, this must be communicated efficiently and immediately. A change in company name would definitely qualify
under major news, so the announcement must be widespread in order to ensure the awareness of all employees. Communication
vehicles such as meetings, printed materials, events, and correspondence may be used for this purpose.
There are a few things that need to be considered in composing this particular business announcement. First, always provide a brief
summary of the cause of change of name. Second, provide the effective date of the said change. Third, provide means of support
should there be any questions. Finally, reassure employees that a change as major as this will not affect their employment negatively.
The last thing we want is for our employees to start panicking over a change in company name.
Below is a sample memorandum, which serves as the primary announcement for the change in company name.
Sample Memorandum
To: All Employees
Fr: The Executive Director
Re: Company X Branding
Many of you have been involved in our most recent campaign to create a new, fresh, and modern logo for our organization that
reflects the direction that we are taking in the next 10 years. We are looking forward to taking this giant leap with you as we venture
forward into the future of Company X!
As part of the new direction that the company is taking, we are also bidding farewell to our previous company name, Company X. We
have launched several successful and ground breaking projects as Company X, but alongside our effort to move forward is to move
away from our traditional brand, and giving way to the modern and innovative products of Company Y!
Effective 01 July 2012, we shall transition to the name “Company Y”. You will be briefed by Human Resources and your immediate
superiors as to the department-level changes that need to be immediately implemented.
Also, all employees are invited to join the launch of Company Y on at . Let us join hands and be together as we move forward to our
company’s success!
12.122 Office Memo – Submission of List Needed Faculty
UBMISSION OF LIST OF NEEDED FACULTY
FOR FIRST SEMESTER, AY 2001-2002
May 12, 2001
To: Vice President of Academic Affairs (Abucay Campus)
Campus Directors
Associate Directors Academic Affairs
Dean of Various Institutes / Institute Coordinators
In preparation for the opening of the First Semester come on June 19, 2001, the undersigned is requesting you to submit the list of
needed instructors in your respective institutes on or before June 03, 2001. Kindly specify the nature of the possible appointment (Full
time/Part time) and the subjects to be taught by each instructor.
For your information, guidance and compliance.
Rebecca H. Manansala
Vice-President
12.123 Memorandum Sample – Daily Time Record
June 30, 2008
TO: All Members of the Faculty
THRU: The Deans
RE: Daily Time Record
1. To maintain regular attendance of the faculty in their respective classes, the Accounting Office has pasted on your
respective DTR’s a copy of your class schedule.
2. The faculty member is under obligation to time-in based on his/her first period of the day and time-out on the last period
effective July 1, 2008.
3. The consultation hour of 2 hours a week may be spread, thus: 30 minutes MTWTh from 4:00-4:30 pm or 1 hour MT 4:00-
5:00 pm or 2 hours Mondays – 3:00-5:00 pm or to whatever schedule is convenient. In any case the room or office should
be indicated and the cashier should be given due copy of the consultation period preferred.
For information and compliance.
EDUARDO SANTOS
College Administrator
12.124 Memorandum – Maintenance of College Standards
TO: All Instructors
THRU: The Deans/Heads
RE: Maintenance of College Standards
1. “BHMC strives to improve her integrity, reputation and track record in delivering quality education thru a highly motivated,
strong professionally dedicated, efficient and effective members of her faculty of instruction”, to quote from the opening statement of
this representation used in the General Faculty Meeting last June 13, 2008.
2. In this regard, all members of the faculty especially those assigned to teach in the First Year level are hereby reminded to:
a. Take advantage of the momentum of enthusiasm the freshmen have (and all students for that matter) in their college life by giving
all their best to fill in the academic, social and moral needs of these highly motivated students;
b. Treat these students as their children or younger brothers/sisters whose thirst for knowledge, skills, values and attitudes are
unquenchable, therefore the responsibility of the faculty to satiate them;
c. Consider that no students are exactly alike, their capacity and rate of learning are of different degrees, hence the responsibility of
the faculty to adjust the lessons and strategies in such a way that at least 90% of the class is effectively served at the end of the day;
d. Exert utmost effort to keep the teaching-learning situation a challenging but enjoyable one, so the faculty must develop the
classroom into a learner-friendly environment, and:
e. Provide avenues where lesson difficulties are converted into “play” by reinforcing it with assignments and other self-activity
exercises.
3. Let us take care of the few hundred students we have. These same students, once satisfied with our services, concern and love
shall return to us under the principle of multiplier-effect. Let us answer point-blank the needs of our students for they are God-given
to us thru their parents who believe that we can give them only the best.
4. We owe our students and their parents the best of what we can give; we owe our college the perpetuity of her standards of service,
quality education, enviable track record and tradition of excellence. Everyone in this academic family is counted in this gigantic
endeavor for the betterment of our wards
June 1, 2007
MARK RONALD SANTOS
College Administrator
12.125 Minutes
Taking Minutes of a Meeting
Taking the minutes of a meeting requires good listening and writing skills. The minutes serves as a written record of what transpired
in a meeting. It should be checked for accuracy and conciseness and disseminated to attendees before the next meeting. Well-written
minutes of a meeting should not have grammatical and spelling errors.
Apart from the time, date, meeting venue and attendees, the minutes should list the key agenda, main points discussed, and the people
responsible for carrying out certain actions. Because the minutes encapsulates business and operational decisions, it may be frequently
referred to.
Here’s a sample minutes of a meeting:
Sample of Minutes
Minutes of Meeting
Company: Banyan Tree Holdings Limited
Date : 9 June 2012
Time : 10 AM
Venue : Executive Boardroom
Attendees:
Present : Mr. Dharmali C. Kusumadi – Chairperson
Ms. Nathalia M. Barazal
Mr. Hector G. Bal – Treasurer
Mr. John R. Battersby
Mr. Andrew S. Tan
Mr. Streisand C. Tuason
I. Introduction
The management meeting was presided by DCK, who called the meeting to order at 10 a.m. and welcomed the members.
II. Approval of minutes of the last meeting
Minutes of the last meeting were approved as an accurate record.
III. Discussion
Topic Key Points Action Item Person Responsible
1. Finance Update The treasurer presented the latest report on the Beach Club’s financial standing. Next report to be presented a
succeeding meeting. HGB
2. Special Event The chairperson informed the members that there will be a special exhibit to be held at the Beach Club lobby and
there will be a broker’s event that will run simultaneously at the main function room. For implementation NMB, SCT
3. Construction Matters The chairperson asked project team heads to explain the causes of delays in the construction of the Jacana
condominium units For monitoring AST, SCT, JRB
4. Other Matters NMB brought up plan to bring in a consultant for well-planned and tested way finding signs for the beach &
country club. NMB suggested a budget and several names of suppliers to be approached. NMB
5. Close The chairperson thanked all members for their participation and adjourned the meeting at 10:45 a.m.
Call up Christine Palafox at local 1101 if you have additions or corrections to these minutes.
12.126 Notification Letter
Notify Creditor of Cancelled Check
A notification letter regarding cancellation of check payment in transit can be caused by several reasons. It can be due to sudden
change of creditor’s location. It can also be caused by:
1. Undelivered goods after the expiration of the contract date.
2. Goods delivered but are not in accordance with the agreement signed by the parties.
3. Services that are not rendered after the completion date has already lapsed.
4. Rendered services but are not of good quality or incomplete performance of obligation.
5. Others of the same nature.
Despite the circumstances, this letter must maintain politeness, as the sender must keep good relationship to outside parties.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number)
amounting to (value) dated (issuance) with account number (no.) has been stopped due to goods that were delivered, which are not in
accordance with our agreement.
We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do
business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
Sample Letter # 2
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number)
amounting to (value) dated (issuance) with account number (no.) has been stopped due to partially fulfilled performance of service to
our company
It is based on our stipulation that there be completed service first before payment is made. I have signed a check with the knowledge
that your workers have finished the installation of wirings in our currently renovated building at (address) since the contract time of
(expected completion) has already lapsed.
We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do
business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
12.127 Notify Customer of Returned Check
There are different kinds of returned checks:
1. Checks returned if the issuer has no sufficient fund amounting to the value stated in the face of the check;
2. Checks and drafts returned with a Frozen Account or Blocked Account stamp (theses are not valid for redeposit);
3. Checks returned with ‘Stale Dated’ stamps that are past the outstanding expiration date set by the issuer;
4. Checks returned for ‘Post Dated’ issue, which means the date on the check was for a future date;
5. Signature missing returns that are the most common fault where the signature on a check is lacking;
6. Check returned stamped ‘Altered’, which means the check does not match the account holder’s records or the bank’s records, and
others with the same nature as the ones mentioned.
Whatever the reason is, since the sender still needs to convert the check into cash, the letter to inform the debtor that the check has
been returned must maintain a demanding but polite tone.
Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to kindly notify you that we are returning the check issued by your company as a payment to the goods we have delivered
to you. The return is due to insufficient fund deposited in your account.
Upon the delivery of the goods (type of goods, quantity), Freight on Board-Destination (specify the shipping agreement,) our
collection department called up to your office to check for the payment status. We were informed that immediately after you have
inspected the package and signed the delivery report, your department has issued a check with the account number (no.) amounting
to (value), control number (no.). Truly, our officer was able to receive the check and 3 days hence, cashed the same and learned the
account has an NSF status.
We understand that you are in good faith regarding this issue, reason why we would like to hear from you as soon as possible so we
can discuss how to settle our transaction. It is our pleasure to be doing business with you. God bless and thank you.
Sincerely,
Your Name
Notify Customer of Suspended Account
In a company, writing a business letter plays two important roles. It tells outside parties what is being said, and it leaves a lasting
impression about the company by how the message has been said.
These main points must be taken into consideration when writing to a debtor or a creditor with the aim of maintaining a good
relationship in the long run. Below is a sample of polite way of cancelling a customer’s credit.
A finance officer may find it appropriate to cancel a customer’s credit account for several reasons. The client may have defaulted in
one of his installments, to name one. The tone of this letter should be feel-sensitive and concerned to ensure a positive feedback from
the customer.
Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We are writing to inform you that your credit account has been suspended due to default in payment of several installments. For the
month of (scope), we have confirmed that your payments have been delayed and that up to present date, our company hasn’t received
any settlement yet.
Upon noticing that for several months your payments were irregular, we have contacted you with the best of our ability and with all
the available information you have provided us. Since it is our duty to keep good customers informed and taken cared of, we made
several attempts to call your attention but despite series of calls to reach you, we received no response from you, sir/ma’am. As
stipulated, upon facing this event, we are temporarily calling off your account assuming that you are undergoing restructuring and
financial constraints.
In this regard, we are requesting a call from you through the customer service lines provided in your copy of our contact information.
We would like to discuss with you available ways of payment so that you can settle things with the company. Your dealing is crucial
to us and we desire that you be recovering from this difficulty any time soon.
Sincerely,
Your Name
Notify Customer of Incorrect Payment
It is important to inform a customer of an incorrect payment amount and ask for the balance to clarify the condition of the payment.
The letter used to clarify the incorrect payment should be clear and concise. The problem with most letters is that they discuss
many things that do not matter.
The letter should be simply laid out. This should include the statement of the payment and the amount that is required. The letter
should also include the possible penalties. This is very important so that the consumer be aware of the consequences of having a
wrong amount paid.
The bank should also present the actual receipt containing the time, date and amount of money that has been transferred. This would
eliminate any misconception and errors that could arise later on.
The incorrect payment letter should be sent to all the possible addresses of the customer including his home, job and business spots.
This would assure the bank that the letter would be received. A rapid response from the consumer involved can also be attained.
The time and date that the payment is required is very important. The means and options to pay should also be indicated. The details
would give the costumer an idea on how to respond to the inquiries. An example of the letter can be viewed as:
Sample Letter
May 19, 2012
Bank of America, Chicago Division
#67 Black Street Drive
Chicago, IL
Mr. Tony Jackson
Manager
Dept. of Accounting
Wal-Mart Chain Stores
#24 Mary St. cor. Molly St
Chicago City, IL
Dr. Mr. Jackson,
We regret to inform you that the latest payment forwarded to us dated May 15, 2012 appears to have a discrepancy. The amount paid
is not matching the balance required. It lacks two thousand dollars to finish the payment terms. The total bill was seven thousand
dollars while you only sent five thousand dollars.
The additional payment can be sent using credit card, remittance or PayPal. The payment should be done on or before May 24, 2012.
Failure would lead to penalties and legal action. We hop to hear from you soon.
Truly Yours,
Tony Williams
Bank Manager
Chicago Division
Notify Customer of an Overpayment
The letter used to inform a customer of an overpayment is a financial letter. Like most financial letters, it needs to have a summary
of the financial statement to make things clearer. A lot of Banks are releasing the letter to inform a customer of an overpayment when
the amount paid is greater than the balance. The letter should be sent immediately so that the customer can act accordingly.
The letter can also be sent digitally using the internet and other electronic messaging system. By using the internet, the banks and
payment institution can receive a faster reply. This is cheaper and more practical.
The letter is formatted in a very simple way. The date the payment was received and the amount should be stated clearly or in bold
letters. The letter should also contain the options on how the excess amount is to be reimbursed. This is very important since the
money of the client is on the line.
Since a human error on the side of the client is responsible for the mistake, penalties can be placed if the date required for the response
is not complied. That is why constant communication should be established. The letter should be resent in case no response from the
client is received after weeks. The format and basic contents of the letter can be seen below:
Sample Letter
June 7, 2012
Trump Lending Institution
#5663 Black Diamond St.,
New York City, NY
Mr. Joe Molly
Security Personnel
New York District High School
New York School Security System
#2431 Kids Drive
New York City, NY
Dr. Mr. Molly,
We are writing to inform you that the payment made is greater than the amount required to establish the balance. The payment was
made last week, June 4, 2012. It is the policy of our company to assist you in any way possible to return the overpayment.
The amount due is 3000 dollars. We received your payment of 5000.00 dollars. Please contact us regarding the overpayment. We
can apply the amount to your next bill or return the overpayment of 2000.00 dollars. Please contact us immediately. We hope to get a
response from you soon.
Yours truly,
Carlos Hendricks
Head, Lending Dept.
Notify Customers of A Misprint
The letter to inform customers of a misprint is very important to clarify details about important information. This letter is usually
sent for legal and financial clarifications to serve as actual records of the error or wrong information.
The letter can be used in legal issues. Legal processes such as affidavit and statement release is very sensitive. One error could lead to
legal ramifications that could get someone in trouble. In order to prevent this, both sides should have clear communication of which
information is correct. The letters sent should be copied and kept in a safe place.
The court recognizes the letter to inform customers of a misprint as a legitimate legal document. This is very useful for cases where in
there is an argument between two sides. The letter could be used to support the statement of one person.
The format of the letter is simple. The statements made should be compared to the correct information. This would show the
discrepancy clearly. The letter should also contain the time and date the statements were made.
This should be a reference in case the truth is being investigated. For simple purposes, the letter does not need the signature of a
lawyer and other legal personnel. A sample of the letter is written below:
Sample Letter
June 29, 2012
State Law Offices of Atlanta
#3314 St. Justin Drive
Atlanta City, CA
Mr. Perry Childs
Sales Executive
Sales Division
Atlanta Real Estate Company
#124 White Road Drive
Atlanta City, CA
Subject: Speculation on the Fraud Case Against Mr. Chris Franklin
Dr. Mr. Childs,
This letter is to certify that an error has occurred in the processing of sensitive information. The time and date previously stated is not
in accordance with the initial statement released.
According to the initial statement, the time and date the money was received was at around 5:00 pm of June 23, 2012.
The later statement listed the time and date as 6:00 pm of June 24, 2012. There is clearly a misprint of details. It is important that you
get back to us as soon as possible so that we can resolve the conflict.
Respectfully yours,
Mr. Martin Bull
Legal Counsel
12.128 Notify Employee of Promotion and a Raise
Writing a letter informing an employee that they have received a raise and/or a promotion is one duty a company officer can
performs with a big smile on their face, since they are basically rewarding the employee for the outstanding performance of their
duties. Copies of the letter are usually sent to the staff member concerned, their immediate supervisor and the human resources
department. If necessary, a copy of the letter may also be posted on the company bulletin board to inform other staff members of the
promotion.
This type of letter usually begins with the writer informing the recipient of their promotion or raise. If the recipient has received a
raise, the letter informs them of the amount of their new salary as well as any other benefits that go with it and the date when it will
become effective. If they have received a promotion, the letter will inform them of their new position and what additional duties
and responsibilities are expected of them, as well as the additional compensation they will be receiving. The letter can end with
congratulations and the hope that the employee would continue performing at the same high level as they have been demonstrating.
Below is a model of a letter to an employee informing them that they have received a promotion or a raise.
Sample Letter
May 30, 2012
Agri-Foods Ltd.
Nashville, Tennessee
email@server.com
www.website.com
Waylon Cash
Accounting Department
Dear Mr. Cash,
Greetings!
We are pleased to inform you that due to your exemplary performance, you have been promoted to the rank of Senior Supervisor in
your department. This means that you will now be supervising staff members working in one of the department’s sub-divisions, and
will be reporting directly to the head of the department. You have also been promoted two additional salary tiers and will now be
receiving a salary of $52,492 a month, as well as other benefits commensurate with your new position.
Please consult with your immediate supervisor regarding the turnover of your duties to other staff and schedule a meeting with the
department head before the end of the week regarding your new responsibilities.
Congratulations on your new position and we hope that you will continue performing at the same exemplary level that you have
demonstrated in the past.
Sincerely yours,
Christopher Jennings,
Head, Human Resources Department
12.129 Notification of A Business Anniversary
Business anniversaries are important occasions for a company, since they provide officers and staff an occasion to celebrate its
achievements. This is particularly vital if the company has reached a significant milestone, such as its 20th anniversary. These
occasions are usually commemorated by a company event such as a special dinner or a barbecue.
While it is more convenient to send out invitations to such an event, it might be better for the company to mark such a milestone by
sending out a letter reminding employees of this special occasion, which could be written and/or signed by the company president.
Using a letter would highlight the importance of the occasion in the minds of staff members.
The important elements of a letter informing recipients of a business anniversary are a reminder of the exact date of the anniversary,
the importance of the occasion and the date, time and venue of any celebrations held to mark the event.
Ideally, the letter should be no more than one page in length, although it does not necessarily have to be short. The tone should be
cordial but not too informal. The opening salutation is not addressed to one particular individual but is a general salutation directed in
general to all the employees of the company.
Below is a model of a letter informing staff members of a business anniversary that writers can adapt for their own use.
Sample Letter
September 10, 2012
Subject: Anniversary Event
To all staff members of Generic Company,
Ten years ago I, along with my partners, founded Generic. When we started, we had only four workers and a single delivery van.
Today, we have already established factories in five states and are marketing our products abroad.
We are also providing over 5,000 jobs in the local community. These are not inconsiderable achievements at a time when the majority
of companies fail within their first year. To mark this very special occasion, we are holding a company barbecue at the Hot Steers
Grill on 21st Avenue starting at 4 pm on September 21. There will also be a live band performing starting at 8pm for those who would
like to go dancing after dinner.
Attire is semi-formal and friends and family are welcome. If possible, however, please inform your supervisors beforehand of how
many guests you intend to invite.
We hope to see you all there.
Sincerely yours,
John Smith
President, Generic Company
12.130 Notification of Scheduled Meeting
Regular meetings are a way of life at most companies, as departments constantly need to meet to set goals and review targets.
Unfortunately, busy employees may forget about these routine meetings, requiring supervisors to remind them by writing a letter.
These letters are purely formal in tone, and should be terse and to-the-point. They should also not include any extraneous details.
The most important elements of a letter informing staff members about a meeting are the date, time and place, which department
members are expected to participate and the agenda of the meeting. The letter should also state what documents or reports staff
members are required to prepare for the meeting.
The letter need not have a personalized opening salutation, since they are not addressed to individual staff members, although if
desired, the printed letter can have the name of an employee typed beside the salutation. It also does not need to have a closing
salutation although one can be included if desired.
Below is a sample letter reminding employees of a routine meeting that writers can adapt for their own use.
Sample Letter
May 10, 2012
Subject: Regular Monthly Meeting
Dear [name of employee],
Greetings!
As you know, our department holds regular monthly meetings to review our accomplishments for the past month and set new targets
for the coming month. However, we have noticed lately that not all members of the department have been attending such meetings
due to the pressure of work as well as prior commitments; thus we are sending this notice to remind you of the upcoming department
meeting so that you can rearrange your schedule in advance.
This month’s meeting will be held on January 6, 10 a.m. at the mini-conference room. The agenda of the meeting is to assess sales
of our recently-introduced product as well as to set new sales targets for our existing product line in the short and long-term. A more
detailed agenda is enclosed with this letter.
In line with this, we request that concerned staff members prepare sales reports for the months of November and December, as well as
any other relevant data. Attendance at the meeting is mandatory for all department staff. See you there.
Jim Jones
Head, Sales Department
Rockwell Company
12.131 Notify Shipper of Return of Unwanted Merchandise
In the course of business, shipments will sometimes be incomplete or incorrect. If this happens, formalize your request for a
correction by writing a letter to the shipper. The tone of the letter should be professional and civil, and avoid being accusatory or
making angry statements that you may later regret.
The essential elements of a letter notifying a shipper of an error are the identification of the mistake and the request for a correction.
If there are any documents, such as a shipping manifest, which could help in clearing up the situation, they should also be mentioned
in the letter and copies enclosed with it.
Always address the letter to the specific individual who can resolve the problem. Make the letter concise and to-the-point and avoid
including extraneous details in order to avoid muddling the issue.
End the letter with an expression of hope that the situation could be resolved promptly. Also, you should include the name and number
of a contact person in case the shipper has any clarifications or other concerns.
Below is a model letter notifying the shipper of an erroneous shipment, which the writer can adapt for their own needs.
Sample Letter
September 21, 2012
Paul Smith
Orders Manager
Soundtimes Group
Chicago, Illinois
George McAvity
Head, Shipments Department
Audiophiles Inc.
Chicago, Illinois
Dear Mr. McAvity,
Greetings!
This letter is in regard to your September 20, 2012 shipment to us, which we ordered from you on September 5. If you will recall, the
order we made was for 250,000 units of Bosch earphones and 60,000 units of Denker speakers. However, upon examination at our
warehouse, the shipment of earphones was found to be in excess of 50,000 units. The brand of speakers sent to us was also not the
brand that we request.
We assume this is merely an oversight on your part; however, we are returning the erroneous shipment. Please send us the correct
brand of speakers we ordered by the soonest time possible, as our client is already waiting for his order. We are also enclosing, for
your information, a copy of the original sales invoice showing our correct order.
We would appreciate receiving the corrected order by September 25 at the latest. If there are any other concerns or clarifications, you
may contact John Franken at 010-506-1010.
Thank you for your prompt action,
Respectfully yours,
Paul Smith
Shipments Manager
Soundtimes Group
12.132 Order Letter
Order Letter Sample from Advertisement
August 6, 2012
Mr. Joey Yasuke
#415 Greenhills Street
San Fernando, Pampanga
Dear Mr. Yasuke:
Will you kindly send me two of the portable lunch boxes – order number 2b36 – as advertised in Daily Inquirer of yesterday, August
5. Please charge this purchase to my account.
I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxes to my daughter, who is leaving on
a vacation within three days. One is to be delivered to me at my address, above, and the other to 124 Meadow Street, San Juan,
Pampanga.
Very truly yours,
Abelina dela Cruz
Order Letter Sample
August 3, 2012
Mrs. Erlinda Ramos
MGT Marketing
Abucay, Bataan
Dear Mrs. Ramos:
Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post:
1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
Please send these articles within five days.
Very truly yours,
Mr. Roderick Santos
Order Letter Sample
August 15, 2005
Ms. Vicky Reezel
SM Store
Dear Ms. Reezel:
Please enter our order No. 2459 for the following:
3 Mecca, G-23, size 24”26” @ $150 – $ 450
2 Mecca, G-25, size 22”23” @ $70 – $ 140
2 Merced, G-45, size 45”size 47” @ 100 – $ 200
We shall appreciate your shipping these goods so that they will reach us not later than August 25, billing them f.o.b. San Fernando,
Pampanga, at 2/30, n/60 – your usual term.
Very truly yours,
Harry Glenn
12.133 Sample Order Letter – Individual Customer Order
Order Letter written by individual
R & R Company
Room 5, Nicanor Building
Binondo, Manila
Gentlemen:
Please send me immediately by parcel post the following goods selected from your January catalogue:
2 Pair of shoes, black satin No. 30 D248, size 5.5 – $120.00
1 Blanket Cloth, No. 25 B471, Copenhagen blue, size 35 – $50.00
Postage — $5.00
Total Amount — $175.00
I enclose money order for $175.00 in payment of this order.
Your truly,
Eleonor Smike
Sample Order Letter
SAVE AND DELETE COMPUTER CENTER
East Daan Bago
Samal, Bataan
March 28, 2006
Mr. Eric Ramos
Sales Manager
Enigma Corporation
Angeles City
Dear Mr. Ramos,
Please send us one (1) box of 3.5 sony diskettes and (1) 17” red fox monitor, color black. Terms of payment will be the same as those
of our previous orders.
We would appreciate it very much if you could send these items immediately.
Very truly yours,
Merecel Navarro
Manager
12.134 Personal Letter
Promise to Pay Creditor Letter
There are those times when a debtor cannot immediately pay for his debt. The tendency of this debtor is to create a letter that describes
his financial situation and that asks his creditor to still give him the chance and the time to accumulate his finances in order to pay for
his debt. Individuals and companies alike do write these letters.
They promise that they are surely going to pay their debt, though delayed and not on their initially agreed date and terms. You just
might be given the favor if you send an effective letter containing your promise of delayed payment to a creditor.
Just state a valid reason and be able to give a specified time when you can already pay your debt from them.
SAMPLE LETTER
Mark McGregor
891 South Harpeth, Nashville
Tennessee 37125, USA
(e-mail address)
333-4545
June 11, 2012
PERSONAL
Mr. Alexander Hobbs
C&B Finance Company, Inc.
123 North Stamford, Fairfield County,
Connecticut 09602, USA
Dear Mr. Hobbs:
This letter would like to notify your good company of a delayed payment of my personal debt. I would also like to request your
company to give me a grace period of two to three weeks before the payment. This could certainly help me pay you the full amount,
which includes the interest and principal. I would also like to assure you that you are going to receive the full payment within this
additional time.
As additional assurance, I, Mark McGregor, am promising to pay C&B Finance Company, Inc. in full after two to three weeks. The
delay is caused by a hospital emergency involving my wife. I need to pay for a certain amount of hospital bills though she is already
secured with an insurance. This is temporary, and after two to three weeks, I have already accumulated the money I need to be able
to pay my debt from your company. This is simply a delay in payment, I promise to pay you in full after I am able to recover my
finances.
Thank you for your consideration and I am sorry for the inconvenience that I might be causing your company. I hope I am still worthy
of the trust of your company.
Sincerely,
Mark McGregor
12.135 Progress Report
Progress Report on Project
A good way to keep a customer up to date on the progress of a project is to send a letter to the client. This is very important during
projects since the consumer is the recipient of the work. The letter should be concise and should contain all the information about the
project. A time line or a Gantt chart should be included in order to show the progress much more clearly. This is a good indicator of
the direction and accomplishments done for the purpose of the consumer. The letter is used in the field of engineering, construction
and other fields where long and short-term projects are done.
The letter should include graphical representations of the actual results in order to better show the consumers the accomplishments
done. Many letters would include a compilation of photos and pictures showing the product from its initial appearance up to the latest
results. Everything done should also be included such as the tools and materials used. Aside from that, the methodology and procedure
should be enumerated.
People in construction firms use this kind of letter to show the progress of the structures currently being built. This is a way of
communication between the builders and the client seeking their services. The letter is sent on a regular interval as a form of update.
With the request of the client, the contents of the past letters can be included. Here is an example of the letter:
Sample Letter
May 3, 2012
Bob’s Construction
#42 St. Dylan Drive,
Utah City, Utah
Mr. Robert Bates
Owner and Developer
Property Development
Bates Construction Company
#2334 St. Carlos St,
New York City, NY
Dr. Mr. Bates,
We are now entering the final phase of the construction and we have finished cementing all the floors. Also, the windows are currently
being installed. All the electrical and plumbing aspects of the structure has been installed and rechecked for mistakes and damage.
The photographs of all the rooms and stairs are included below the letter. We are currently on schedule since we still have a month left
to finish painting and installing wallpapers.
Respectfully Yours,
Liza Masters
Overall Project Head
12.136 Recommendation Letter – Marketing Supervisor
November 15, 2012
First Vision Enterprise
Subic, Zambales
To Whom It May Concern:
Mr. Edgardo Darren is a good friend and associate. During the five years that he has worked under my supervision at San Miguel
Corporation, Philippines, he has always exhibited resourcefulness and dynamism expected of a marketing man. Mr. Darren is a very
effective salesman who not only handled old accounts well but also succeeded in bringing in more than his share of new customers.
Mr. Darren is an honest, hard-working employee who has gained the respect and friendship of all those who worked with him. I am
glad that your company has offered him the position of Marketing Supervisor. I am sure he will be most effective in this position.
Sincerely yours,
Rhey Santiago
12.137 Reference Letter
Write a Credit Reference
Credit reference letters are used by companies to check and inform other companies regarding the credit history of the consumer
under investigation. The credit letter is usually concise and brief. The content of a credit reference letter is a comprehensive list or
enumeration of all the transactions done by the consumer. It seeks to inform other institutions if the prospective consumer is a liability
or a viable prospect.
The law allows institutions to divulge financial information of a private citizen. This is for the sake of security and background
checking. There are people who have been using fake names and identities in order to extract cash and money from lending
institutions and banks. This led to a comprehensive form of credit reference.
This can be requested if a lending agent detects something wrong with the record of a consumer. Together with the credit reference,
records such as educational background and job connections are also included. This would assure banks that the identity of the
consumer is genuine.
The credit reference letter is presented in a very easy to read format. The only significant part of the letter is the enumeration of
payment information and the approval of the bank. Example of the letter would show:
Sample Letter
January 28, 2012
American Bank
#3434 Union St.
New York City
Mr. Carlo Cameron
Account Inspector
Quality Assurance Section
Hong Kong International Bank
#2454 Backdrop Drive, Atlanta City
Subject: Negative Credit of Mr. James Stevenson
Dr. Mr. Cameron,
Mr. James Stevenson has not been cleared by the bank due to records of late payments and negligence of completing contractual
obligations. Just last year, he was late paying the monthly mortgage for an average of three weeks. Aside from that, he declared paying
with collateral instead of cash.
Our institution has been very lenient in allowing him to have an extension. But it seems he have abused our consideration and ceased
contacting us regarding his unpaid debt. We are sending all the records to other banks to bar Mr. James Stevenson from borrowing
money and availing credit. His record has shown irresponsible and improper handling of debts and credit responsibilities.
Our managers and lending agents have recommended that Mr. James Stevenson be marked as a liability and unqualified to be
admitted at any lending program.
Yours Truly,
Carl Duffman
Credit Inspector
12.138 Reminder Letter
Member Dues or Fees Reminder Letter
Being an officer in an organization can be stressful especially when you need to collect a membership fee or any other fees, duties
or pledges. You cannot deny the fact that there are still those organization members who do forget to pay for their fees. There are also
those organization members who are not even willing to pay for their share.
So, as much as you do not want the extra work, you still need to send reminders to your members of their scheduled dues. Usually,
what organization officers do is send them a reminder through a letter.
Through this letter, you can remind your members who have forgotten that they have an obligation in your organization. To guide you
on what to say to your members in your letter, here is a sample.
SAMPLE LETTER
Incognito Digital Photography
789 North Stamford, Fairfield County
Connecticut 09602, USA
123-456-7890
Incognito.photography@gmail.com
June 11, 2012
Michael McGregor
345 South Harpeth, Nashville
Tennessee, USA
Dear Mr. McGregor:
The organization would like to remind you to pay for the fees for the upcoming photo shoot on Sunday, June 13, 2012. The fees
included are the:
Membership fee $ 50
Organization t-shirt 10
T-shirt printing 10
Photo shoot studio 100
Total $170
These fees are needed for the success of our upcoming photo shoot. With these fees, you can be assured to have an excellent
experience in this photo shoot practice. The best photography equipments are already available in the photo studio. There are also
hired experienced models present on the said date. And for the identification of the members of the organization, the officers have
decided to create a design and logo for the t-shirts, which resulted to related fees.
As a member of the Incognito Digital Photography, you are required to pay for these fees. Failure to do so is considered as not joining
for the photo shoot practice on June 13, 2012. Again, you are reminded that the deadline for the payment of the fees is tomorrow,
Saturday, June 12, 2012.
We appreciate your participation and cooperation regarding the said event. Thank you.
Sincerely,
Jeff McPaul
President
12.139 Reprimand Letter
Reprimand Letter for Absenteeism & Tardiness
Attendance of employees is an issue for all companies. A company should have an attendance policy that must be known by all the
employees. Employers have the right to correct behavioral deficiencies of their employees such as habitual tardiness or absenteeism.
They are also responsible in making sure that the company’s rules are strictly implemented and followed.
Imposing discipline on your employees should not be through changing work schedules or rejecting their leave requests. It is advisable
that a positive or constructive approach is utilized. Refrain from writing down your personal issues with the employee. You should
directly state the purpose of your letter. It is a way of correcting a behavior not a means of punishing or making your employee feel
embarrassed.
To reprimand an employee for poor attendance or tardiness, a letter could be written to the employee. You should state your
observations based on the records. You should also state the consequences if the employee would not be able to improve that
unwanted behavior. On the other hand, you should also place a positive remark that you have the confidence in him or her that it
would be solved immediately. You should use the appropriate words so as to provide the correct message to your employee.
SAMPLE LETTER
March 1, 2012
Ashley Smith
789 Arkansas Street
Maryland, CA 90000
Dear Ms. Smith,
Promptness is essential at work. We make allowances and grace period for the unexpected circumstances that cause tardiness.
However, consistently being tardy is not acceptable.
I have noticed that in your records that you have been late for an average of 30 minutes for 3 days last week and this has been the
situation in previous months. We encourage that you come to the office 30 minutes early before doors open for our customers.
I understand that you have a long drive to the office, please make sure that you allow enough time to reach our offices on time. If there
is an unexpected circumstance that prevents you from arriving to work on time, please contact me to address the problem accordingly.
Any further attendance issues in the future may result in disciplinary action.
I hope that you will improve your punctuality when arriving at work.
Sincerely,
(Signed)
David Cooper
Manager
12.140 Reprimand Letter for Poor Performance
In a company, situations arise wherein the employer should address issues such as poor performance immediately. Companies have
rules and policies that you have to follow. These should be strictly adhered to by the employers with enough flexibility applied on a
case to case basis.
Receiving and writing a reprimand letter may not be as simple as it sounds. The employer may feel uneasy in disciplining an
employee. At the same time, the person who receives the letter feels embarrassed because a warning has been issued. Employers have
the responsibility in addressing issues pertaining to company’s policies being followed in a professional manner.
In writing a letter to reprimand an employee for poor performance, you should make sure that the information and details
regarding the employee’s performance are accurate and reliable. You should write it directly about the issue and not about any other
irrelevant comments. You do not need to be harsh instead be polite.
You can highlight areas that need to be improved as well as the possible consequences if the employee fails to act in accordance to the
instructions. Always leave a positive note on the last part of your letter to show confidence that the person will improve.
SAMPLE LETTER
February 10, 2012
David Johnson
143 Washington Street
Dear Mr. Johnson,
This is with regard to your performance for the past 6 months that you are employed with ABG Company. The management has
already informed you four times during the evaluation sessions that your performance is not within the standards set for your position.
You were also advised on what areas you should show improvement on.
We regret to inform you that your performance has not been satisfactory. We will be putting you on retraining for three weeks and
this will serve as your probationary period as per the policy of the company. Your immediate manager and a training officer will be
monitoring you.
Improvement as reported by the training team will serve as a condition for the company to decide if you will be taken back to
production. Otherwise, the management has the right and authority to terminate you from your office with immediate effect.
It is advised that you take the three-week training period seriously. If you have any concerns about this retraining program, you can
visit my office. I am confident that you will put your best efforts in proving your work again.
Best regards,
(Signed)
Simon Richardson
General Manager
12.141 Reprimand Letter for Breach of Policy
Companies have office house rules and regulations that are implemented. This house rules presentation is often part of the company
orientation for each new hire. This is to create awareness for all employees on the different company policies and regulations
implemented. The company requires all employees to observe these house rules at all times to ensure the smooth flow of their daily
operations.
As the immediate superior, you are usually the bearer of good and bad news to your subordinates. You are the one who monitors your
employee’s performance and give them reprimands or warnings when necessary.
To reprimand an employee for breach of policy needs to be undertaken with utmost care. It has to be objective. It needs to focus on
the employees’ actions not on the employees themselves.
Find below a sample of a letter of reprimand:
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Written Reprimand for (state policy violation)
You have failed to report your absence from work yesterday. (Cite specific company policy that was violated.) Company policy states
that you need to notify your immediate supervisor of your absence at least two hours before your tour of duty. Failure to do so would
mean that an employee will be declared AWOL (Absent without Leave).
Please note that this is not the first time you incurred this particular offense. On several occasions, we had formal discussions
regarding this policy. (List previous dates and details of counseling sessions.) I have not seen improvements from you despite repeated
counseling sessions. I am giving you this Written Reprimand for violation of (state company policy.)
You are a vital part of the department. There are client requirements that our department need to achieve. The company relies on our
department, and you as front line Customer Service Representative, are expected to deliver what the client needs.
With this memorandum, I expect you to make this as a serious matter. Further violation will merit further action and might lead to
termination from this company.
__________
Name of Immediate Superior – Position
Affixing my signature denotes my acknowledgement and understanding of this memorandum.
_____________
Name of Employee – Position
12.142 Warning Letter to Employee
As a supervisor, you monitor the performance of employees who directly reports to you. You will need to conduct coaching sessions
with your subordinates and you need to make sure that goals and client requirements are met. There will also be a time when you have
to correct your subordinate’s behavior. Most supervisors/managers try to avoid this sometimes unpleasant task of giving a reprimand.
However, you have a responsibility to your company, as well as to your team, to achieve productivity requirements set by your clients
or company. Dismissing unproductive behavior often undermines not only the employee’s effectiveness, but also the success of the
whole team.
In specific instances, you will have to give a warning to an employee when he or she intentionally disregards established office
policy and procedures. Office reprimands or citations are placed in the employee’s personnel file serving as documentation of an
unacceptable performance.
Here is a sample of warning citation:
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Written Warning
During our previous coaching sessions (list down dates of previous counseling sessions), I reviewed with you job performance
concerns that you need to focus on to improve your productivity. Since that time, I have yet to see improvement in those areas and
these problems continue to exist:
1. Low productivity
2. List down other areas noted
You are not meeting performance requirements that are expected from you by the company. You, as a Customer Service
Representative, are a vital part of our office operations. (Indicate company requirement.) Your position requires you to achieve 95%
productivity at all times to meet our client’s requirements.
Failure on giving improved performance may warrant further action which may lead up to dismissal.
I will closely monitor your performance and assess your progress over the next (specify time frame) to determine if your
improvements have been satisfactory. We will sit down again to make my assessment of your progress and we will decide your status
in this office. If there are concerns and questions that you may have, please do not hesitate to discuss them with me.
____________
Name of Immediate Superior – Position
My signature acknowledges that I have read and understood this memorandum.
_____________
Name of Employee – Position
12.143 Request Letter
Request Cancellation of Credit Account
Should you find practical reasons to cancel your own credit account, say your financial management team found other capital source
cheaper, or you have considered liquidating non-cash assets rather than outsourcing from a creditor, a withdrawal letter must be
written straight to the point.
Keep the whole letter as polite as possible for the cancellation is a loss incurred by the creditor or financing institution to where you
have initially engaged yourself with. A letter addressed to the bank needs no reason for the withdrawal.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly notify you that we are requesting the bank to close our account at your (branch), (account holders name, account type).
Stated herein is the number of my unused check bearing a sum of (amount) with a check number of (control number). We extend our
apology for the sudden cancellation.
We thank you for your prompt attention regarding this matter.
Sincerely,
Your Name
On the other hand, a non-financing company or an individual to whom you’ve requested the credit may opt to know the reason why
the unexpected cancellation happened. You may have future dealings with the same company so it is best to keep a grateful impression
about the help they have approved to extend prior to your notice of cancellation.
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We are in deep gratitude about the approval of the loan we have proposed to you/your company. This letter is to kindly notify you that
we are requesting the cancellation of our credit.
Upon receiving a current report from our accounting department we were able to come up with the findings that our company has
enough assets that can be liquidated above its book value that is quite sufficient in meeting our financial demand. The management
thought of utilizing the remaining alternative so that we spare your company from the loss you might incur upon lending your idle
money with less a normal rate instead of yielding high pay back by investing to the market.
12.144 Request Additonal Information to Fill An Order
Most companies usually request additional money or information before they can fill an order. The purpose of this request is
to ensure that a buyer is really serious in purchasing your products. You can use this additional money for the improvement of your
product and services.
On the other end, the information, normally personal, can be considered as a means of getting through to the customer. You can use
this information to send the order, or as a means of contact in case something goes wrong while filling the order.
This request can be made by a company to its clients through a letter. This letter is one of the best ways to request for additional
money and information. Here is a sample letter of request in which you can pattern your own.
Sample Letter
Incognito Digital Photography
789 North Stamford, Fairfield County
Connecticut 09602, USA
Incognito.photography@gmail.com
June 11, 2012
Greg Michaels
657 South Harpeth, Nashville
Tennessee, USA
Dear Mr. Michaels:
You are requested by the company to pay for an additional fee of $20 so that we can fill your order. This is due to the new company
policy which requires each of our clients to pay for an additional fee. This policy is implemented in order to make sure that you
receive the best from our company. You are definitely going to experience the difference this additional fee can make once you have
already received your processed and filled your order.
In addition to the fee, you are also requested to fill out this information sheet before we can fill your order. This is for the new system
that the company has just recently operated on. This can further help our company to improve our products and services. We can also
accommodate you better with the information you can provide in case you encounter any problem. We assure you that the information
you give us is private and solely used for these purposes.
Telephone number:
Shipping address:
Ship-to name:
Credit card number:
Credit card expiration date:
Purchase order number:
We hope that you understand our new company policy and system. These measures are done to better serve you. We greatly salute
you for your cooperation.
Sincerely,
Paul Rimes
Head of the Management
12.145 Request for Payment Letter on Personal Loan
Financial institutions are usually the ones that offer personal loans to individuals. Typically, these personal loans expose financial
institutions to a higher risk since they are unsecured loans. This means that the financial institution cannot go after the borrower’s
assets in case he cannot pay for the personal loan.
The only remedy that these financial institutions have is to request payment of a personal loan. This request is usually in the form of
a letter to be sent to the borrower. A request for payment must still be polite despite the borrower’s unpaid accounts. This can help a
financial institution establish a good reputation, which can even lead to the immediate payment of the personal loan.
Here is a sample letter of request for payment of a personal loan. This might give you the idea on what to include in your own letter.
Sample Letter
Golden Finance Company
908 North Stamford, Fairfield County
Connecticut 09602, USA
Golden.finance@qmail.com
June 11, 2012
Glenda Miles
675 South Harpeth, Nashville
Tennessee, USA
Dear Ms. Miles:
Our company would like to request for the payment of the personal loan you have made 8 months ago, on October 2, 2009. The
terms of this personal loan, in which you and our company have agreed upon, include monthly payment of an interest of 5% and the
payment of principal last April 2, 2012. You have only complied with this agreement for three months that includes the payment of
5% interest rate compounded monthly.
Please be informed that the remaining three months, from January to March, are not yet paid. In addition to that, you are also now
required to pay for the principal. We have granted your request to give you two months grace period before you pay for the three
months’ interest and the principal. However, we still have not heard from you since then.
The company has already given you two months grace period. We can still modify the terms for this loan to help you pay for it.
You are still in our best interests. We want to hear from you soon regarding this personal loan. The company really appreciates an
immediate reply to this letter. Thank you.
Sincerely,
Mary Gold
President
12.146 Request Letter Sample for Computer Equipment
November 12, 2001
Loiue Herrera
Manager
ACE Computer Corp.
Angeles, Pampanga
Dear Mr. Herrera,
We would like to appeal to your kind assistance in providing one (1) set of computer equipment, software, and supplies to one of our
public high school situated in a depressed area in Sapa, Samal, Bataan.
The students in this high school have not seen what a PC looks like and how it can transform their lives as a digital tool for education.
Although the public high school system is supported by the national government, due to a awful budget shortfall no funds are
available to supply even one set of computer equipment to all public high schools.
It will make a substantial difference in bridging the digital gap between high schools in developed countries that have computers for
each student as against one computer for an entire high school in a developing country such as ours.
We are attaching below a profile of our local public high school to give you an idea of the numbers of beneficiary that will be served
by providing us with one set of computer equipment, monitor, software, printer and supplies.
We will provide the counterpart funds for training the teacher in the use of the computer as a teaching tool to the high school classes
together with a one year donation of DSL connectivity through one of the major telecommunication company operating in the area of
We look forward to your favorable answer to our request. If in case you have questions that need to be clarified, please don’t hesitate
Thank you and with our heartfelt regards.
Very truly yours,
Erlinda Bonifacio
School Principal
12.147 Request for Opening of Account
anuary 12, 2001
Mr. Lito Manzano
EBE Compshop Corporation
Makati City
Dear Mr. Manzano:
This is to request that I be allowed to open a credit account with your organization.
No doubt, you will recall that I have been buying computer parts from you for some time now, in a COD basis, but I should like the
decided convenience of charging my purchases. What I want is an arrangement whereby I can pay my bills within thirty days from
the date I receive my invoice.
My business has grown materially during the past year, and I have recently added to my lists such substantial customers as Save and
Delete Inc., Dataware Corporation, Datacom Inc., PC Compshop and Compdel Marketing.
I have my account in China Bank and Trust Company and gladly refer you to their Vice Presidet, Mr. Meynard Hipolito.
I am certain that the references given herewith will prove entirely satisfactory, and I therefore hope to hear favorably from you in the
very near future.
Yours truly,
Ella dela Riva
12.148 Sample Request Letter – Credit Report
August 25, 2002
Ronald H. Santos
# 143 Matalino St.
Rizal, Antipolo City
ABC National Credit Bureau
Morayta St.
Divisoria, Manila
Dear Sir/Madam:
This is to request for a free copy of my credit report maintained in your credit database.
Please use the following personal information to trace and forward the report to me:
Full name: Ronald Herrera Santos
Birthday: October 21, 1971
Social Security Number: 01454781
Address: #143 Matalino St. Rizal, Antipolo City
I have enclosed herewith a copy of my driver’s license as a proof of my address and a photocopy of my Social Security Card. If you
have any questions concerning this request I can be reached at (02) 791-2911.
Thank you for your prompt attention to my request.
Sincerely,
Ronald H. Santos
12.149 Sample Request Letter – Credit Report
August 25, 2002
Ronald H. Santos
# 143 Matalino St.
Rizal, Antipolo City
ABC National Credit Bureau
Morayta St.
Divisoria, Manila
Dear Sir/Madam:
This is to request for a free copy of my credit report maintained in your credit database.
Please use the following personal information to trace and forward the report to me:
Full name: Ronald Herrera Santos
Birthday: October 21, 1971
Social Security Number: 01454781
Address: #143 Matalino St. Rizal, Antipolo City
I have enclosed herewith a copy of my driver’s license as a proof of my address and a photocopy of my Social Security Card. If you
have any questions concerning this request I can be reached at (02) 791-2911.
Thank you for your prompt attention to my request.
Sincerely,
Ronald H. Santos
12.150 Resignation Letter – Call Center Agent
August 28, 2001
Marina Stanley
HRM Manager
Celcon Telecommunication Inc.
Ayala, Makati City
Please accept this letter as notification that I am leaving my position as Call Center Agent with Celcon Telecommunication Inc. on
September 15.
I have appreciated both being part of your staff and the opportunities that have been provided to me during my stay.
I will be happy to train my replacement – do anything else you feel will help make the transition smoother.
Thank you and more power!
Sincerely yours,
Valeria Santos
Resignation Letter – Executive Secretary
December 12, 1984
Mr. Billy Cortez
Sponge Bob Corporation
Baclaran, Paranaque
Dear Mr. Cortez:
This is to inform you that I am resigning from the company effective June 15, 2005. I shall be transferring to Goodwill Corporation
where I have been offered the position of Executive Secretary. I am sure you will agree that this position is a good advancement from
office secretary.
I would like to thank the company for the work experience I have received which has equipped me with the necessary skills and
attitudes that will stand me in good stead in my new job. It has been a good and educational relationship.
Respectfully yours,
Ms. Anna Lea dela Cruz
Resignation Letter – Software Engineer
July 15, 2008
Mr. Herbert Carlos
Personnel Manager
Macro Enterprise
#145 Royal St.
Angeles City
Dear Mr. Carlos:
The purpose of this resignation letter is to inform you that I will be leaving my position as Software Engineer with the Macro
Enterprise effective August 15. I will be relocating to the Cavite City area in the near future.
Thank you for the support and the opportunities that you have provided me during the last several years. I have enjoyed my tenure
with the company.
If I can be of any assistance during this transition, please let me know. I would be glad to help however I can.
Very truly yours,
Melvin Herrera
Resignation Letter – Company Photographer
75 E. Rodriguez St.
Quezon City
July 15, 2006
Ms. Angel Locsin
Personnel Manager
Company Photographer
Greenhills, Makati
Dear Ms. Locsin
I wish to resign from my position as Company Photographer at Photogenic Center effective August 15, 2006.
I have accepted the position of Manager of Creative Division with ABC Marketing in Makati City.
My four years at Photogenic Center have been gratifying and I will always remember them fondly. Please inform me if I can be of
any assistance to you, now or in the future. You may call on me anytime.
Thank you for all your support and guidance over the years. I will miss you.
Sincerely yours,
Piolo Pascual
Resignation Letter – as Manager of Fast Food
5426 Villa Amanda
Rocky Road St.
Ayala Makati
July 10, 2008
Ms. Rita Cruz
Michelle Fast Food
Libis, Quezon City
Dear Ms. Cruz:
I am writing to let you know that I will be resigning from my position as Manager for Michelle Fast Food effective July 30.
I have enjoyed the experience of working for Michelle Fast Food over the past three years and I especially appreciate your guidance
and understanding while I completed my college degree. It has been a privilege to be associated with such a great team of employees.
Thank you for your support.
Sincerely yours,
Mr. Glenn Cliford
Resignation Letter – Quality Assurance
Resignation Letter
Yolanda Herrera
Del Rosario St.
Pilar, Bataan
June 15, 2008
Ms. Eliza Santos
Personnel Manager
HR Department
Telcom Corporation
Dear Ms. Santos,
I would like to inform you that I am resigning from my position as Quality Assurance Personnel for the Telcom Corporaton. My last
day will be Friday, July 15th.
Thank you for the opportunities and experience that have been provided to me during my two years of service for the Telcom
Corporation.
Please call on me if there is anything I can do to be assistance during the transition.
Sincerely,
Ms. Yolanda Herrera
Resignation Letter as Tax Information Staff
Sample Resignation Letter
Loren Santiago
San Jose St.
Balanga City, Bataan
loren_santiago@gmail.com
June 13, 2008
Ms. Adelina Santos
Accounting Manager
Dinalupihan, Bataan
Dear Ms. Santos:
I would like to inform you that I am resigning from my position as Tax Information Staff for Columbia Agency, effective July 13,
It is a great opportunity working in your company considering the fact that I have no job experience and have no enough knowledge
regarding my position and still giving me the chance to work in your company. I enjoyed with your company with great people around
me but things wouldn’t workout the way I want it to be. That is why I’m leaving my post because of some personal reasons.
Thank you for the opportunity for the personal advances as well as the knowledge that you provided me during the last two years.
Please let me know if I can be of help during the transition.
Sincerely,
(signed)
Loren Santiago
12.151 Response Letter
Unsatisfied Customer Response Letter
From time to time, businesses may not be able to live up to the expectations of their customers. There will always come a time when a
manager will have to respond to a complaint letter while admitting fault and making a correction. Remember that satisfied customers
are the key to a successful business. So it is good practice if you know how to deal with complaints. If you have a properly constructed
letter, you can easily win back your customer’s trust and loyalty.
Never forget that the customer is always right. Start your letter by thanking the customer for taking the time to inform you about their
concern. Admit your mistake and take responsibility for what happened.
Address your concern directly. Assure the customer that you are going to resolve the problem by indicating the steps you are about to
do. Be respectful and careful with the words that you use. And lastly, offer the customer compensation or privileges to make up for the
unsatisfied expectations. Also, let the customer know that you are always willing to receive feedbacks or concerns from them. Below
is an example of a respond to a complaint letter while admitting fault and making a correction.
Sample Letter
May 25, 2012
Molly Burke
45 St. Paul Street
Baton Rouge, USA 8909
Dear Miss Burke,
Good day. We would like to thank you for spending your time to inform us that our service didn’t meet your expectations. We will
take every step and measure to assure you that we will find a solution to this issue immediately.
The management failed to inform you that the internet connection will reach its maximum speed after 7 days. This is why you have
been experiencing a slow internet connection for the past two days; because your connection was installed just three days ago. This is
our fault for not letting you know, and we sincerely apologize.
We will do our best to make sure that you will trust our company again and be confident with our products and services again.
Satisfied customers are our biggest achievement. To make up for this, we would like offer you a 20% discount offer on our plans and
some other privileges.
We hope that this can somehow compensate for your unsatisfied expectation.
Again, we would like to thank you for your feedback as it will help us provide better services. It is our company’s aim to satisfy our
customers. We would like to regain your trust and hope to serve you again in the future.
Please feel free to contact me at 411-990-2009 or email me at jennysmith@wbc.com if you have any other concerns which you would
like us to take action on. Thank you very much and have a good day.
Sincerely,
Jenny Smith
General Manager
Web Connect Internet Services
411-990-2009
12.152 Resume Cover Letter
How to Write a Nursing Cover Letter
It is important to know that although the resume of a person applying for a nursing job gives information about their education and job
experience, a nursing cover letter can make a big difference in getting the resume past the initial review. And hence, a nursing cover
letter essentially incorporates a brief description of how the applicant’s skills can be best used by the company to fulfill its vacancy.
This letter should contain information that clearly defines the applicant’s level of education and nursing certification. Specifying the
qualification of a ‘Registered Nurse’ cannot qualify the applicant for various nursing positions. It could mean a nurse with a degree
(Doctoral, Master, Bachelor, or Associate) or a nurse with a diploma (without formal education).
Sample:
Renee Smith
251 Park Avenue South
Carlisle, MA 01741
(201)-333 4444
Date: April 21, 2012
Mr. John Anderson
Administrator
City General Hospital
9876 West 69 Street
Carlisle, MA 12345-6789
Dear Mr. Anderson,
In response to your job posting on ABC.com, I would like to apply for the position of a ‘Medical Surgical Nurse’ at your esteemed
hospital. Last summer, I completed my Bachelor of Science in Nursing from State University and am planning to give the NCLEX-
RN exam the coming week.
Currently, I am working in one of the clinical rotations in Unit 10 BC of your hospital. I have learned that the nursing team in your
hospital provide excellent care to patients. The work and administration environment is exemplary. I wish to become a part of the
conscientious staff of nurses I have worked with.
I respectfully request for you to review my resume enclosed with this cover letter. I look forward to discuss my experience and
education with you. You can contact me at (201) 222-3333. Thank you for your kind consideration.
Sincerely,
Renee Smith
How to Write a Customer Service Cover Letter
A customer service cover letter is intended for those who apply for a customer service position. The structure and format of this letter
is not different from the conventional cover letters. In fact, it is the most typical example of a cover letter. It is in the writing technique
employed in a customer service letter that makes it unique from other cover letters and adds to its appeal. The type of cover letter
should be tailored for the position being applied for by the applicant. A customer service cover letter is addressed to the HR (Human
Resource) Department of an organization.
Sample:
Neo Smith
251 Park Avenue South
Carlisle, MA 01741
(012)-555 4444
Date: April 21, 2012
Mr. John Anderson, Personnel Manager
Human Resources Department
People First Services
123 West 69 Street
Countryside, MA 12345-6789
Dear Mr. Anderson,
I am firstly thankful to you for advertising the opening of this wonderful opportunity on ABC.com. I have been hunting for the
position of a customer service clerk since several weeks and the opening in your company for this post seems a perfect prospect for
my skills, interests, and career.
Presently, I am a part of the Regional Warehouse with more than four years of experience in the same capacity. I soon realized that I
had all the skills required for being an efficient customer service clerk. And therefore, I also feel that my qualifications will meet your
expectations and make me a good candidate for this post. I have good communication skills, proficiency at handling retail tasks, an
interest in assisting people, and most significantly, willingness to put in all my sincere efforts to achieve high customer satisfaction.
My resume is enclosed with this cover letter. It gives my overall expertise and experience in the field. If you consider my application
for the vacancy, then please contact me at (111) 222-3333. Thank you for your attention and consideration.
Sincerely,
Neo Smith
How to Write an Accountant Cover Letter
An accountant cover letter is a cover letter that includes the job application of the accountant who sends it to a specific company. This
cover letter expresses interest from the accountant to apply for a vacant post in that company.
Next, the accountant cover letter gives the employer a brief description of the skill set of the accountant including his expertise in
the accounting field, his past achievements, and his distinguishing qualities. Ideally, the letter must include a list of companies the
applicant has worked with in the past, especially if the companies are recognized in the industry.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 0174
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
National School of Accounting
123, West 69 Street
Countryside, MA 12345-6789
Dear Mr. Anderson,
In response to your posting in the Times regarding the vacancy for a Senior Accountant in the accounts department of your firm, I
would like to introduce myself.
I am a graduate from the State University of Commerce. As you will realize from my resume enclosed with this cover letter, I have a
strong academic foundation in accounting along with over six years of experience in the field of accounting and bookkeeping.
I am skilled at working on Peachtree and MS Office as well as packages such as Accounts Receivable and Accounts Payable. I,
therefore, believe that I can be a valuable candidate for the aforementioned post. This enthusiasm to work in your firm has been
further motivated by my frequent encounters in my research work with the priceless contributions of your organization to the entire
arena of finance and accounts.
Please consider my application for the vacancy and contact me at (111) 222-3444. Thank you for your time and consideration.
Sincerely,
Richard Smith.
12.153 How to Write an Administrative Assistant Cover Letter
An administrative assistant cover letter can be considered a proposal that gives additional information about the person applying
for the job. In addition, the letter also highlights the applicant’s interest in that field. An administrative assistant cover letter should
include a resume that provides the employer with the unique background of the applicant.
This type of resume ensures the company that the applicant is fit to meet its needs of the position. Since a significant part of the job of
an administrative assistant requires writing letters, the cover letter becomes the best way to showcase his or her abilities.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 12, 2012
Mr. John Anderson
National School of Dentistry
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
This letter is to inform you of my interest in joining your highly esteemed organization in the capacity of an administrative assistant.
Your advertisement of the current opening in your company on ABC.com has generated great excitement in me and assured me that
the post is a perfect match for my field of interest and expertise.
My enthusiasm to work with a creative, cutting edge company like yours motivates me to apply for this position of an administrative
assistant in the field of graphic designing. You will learn from my resume that my experience in this profession dates back to several
years, thanks to which, my proficiency and knowledge in the area has improved tremendously.
I am requesting for you to consider me for this position. Please review my enclosed resume. I appreciate your kind consideration and
look forward to meeting you in person.
Sincerely,
Richard Smith.
12.154 How to Write a Teacher Cover Letter
A teacher cover letter introduces to the prospective employer general information about the candidate. This cover letter must include
education level and the personality of the teacher. It acts as a preface for the complete resume of the teacher. Since this letter is
intended for a job that calls for a responsible person, first impression is important. For this reason, a teacher cover letter should not
only excel in its content and language, but must be flawless in format and structure.
Sample:
Richard Smith
251, Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 01, 2012
Mr. John Anderson, Principal
National City Schools
123, West 69 Street
Carnival, MA 12345-6789
Dear Mr. Anderson,
I am writing this letter to you to reveal my interest in becoming a part of your prestigious school in the capacity as a teacher for your
4th and 5th grade. I have completed my BA in Social Science with Honors from the Manhattan University.
Over the past three years, I have worked as teacher in an elementary school where my responsibility entailed educating eight/nine
year-olds. During this period, I fulfilled many duties that included curriculum enhancement, grading students, and course assessment.
This experience helped me appreciate the nature of the job and increased my interest in attaining a full-time position. I am organized,
enthusiastic, fast at building rapport with my colleagues, and believe in work ethics.
I thank you for the time you have devoted to reviewing my resume and assure you about my complete realization of the
responsibilities involved in the job. Please feel free to contact me or leave a message on the contact number provided above.
Sincerely,
Richard Smith.
12.155 How to Write a Secretary Cover Letter
A secretary cover letter is also regarded as an application for secretarial job in a company to which the letter is being sent. A resume
highlighting the applicant’s unique skills for the job of a secretary usually accompanies a secretary cover letter. This cover letter
works best in instances when impressing the company’s hiring manager. It consists of clear, direct, and short sentences offering the
applicant’s profile details in brief. A perfect secretary cover letter must include the specific qualifications and skills associated with
the job of a secretary such as excellent presentation and communication skills and realization of one’s organizational and administerial
responsibilities.
Sample:
Jane Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 12, 2012
Mr. John Anderson
National Medical Supplies
123 West 69 Street
Antioch, MI 12345-6789
Dear Mr. Anderson,
I am writing this letter to you in response to the opening listed in the advertisement of your company in XYZ.com. This letter will
give you a brief introduction about my profile, experience, and expertise in the secretarial area as well as inform you of my interest in
applying in your company for the post of secretary to the general manager, Mr. Alan Schimdt.
My previous secretarial job with the Regional Medical Company involved assuming responsibilities for two professionals – sign
maker and dentist. I soon realized that the requirements of the job matched with both my interests and capabilities. Within a short time
span, I became familiar with and in fact, proficient at making reports, filing and tracking information as it flowed in the office, writing
letters, and using the computer, copier, and fax machine with efficiency. During my pregnancy, however, I had to leave my post as
secretary.
Today, with both my kids settled in a boarding school, I want to resume my work again in the capacity as a full-time secretary for the
post mentioned above. I ask for you to consider this application and allow me to meet with you in person so as to discuss my abilities
for this job.
Sincerely,
Jane Smith.
How to Write a Receptionist Cover Letter
A receptionist cover letter tells the employer about the distinct qualities of an applicant that make him/her suitable for the post. For
instance, it tells the company that the applicant has good communication skills, can handle large volumes of calls at its front desk,
will greet its clients or visitors with a warm smile, visit the customers and vendors regularly while they are waiting for their respective
appointments, and maintain a very professional atmosphere in the office. Since skills, training, and personality play an important role
in qualifying a person as a suitable receptionist, all such qualities must be incorporated in the cover letter.
Sample:
Kelly Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
National School of the West
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am writing this letter to you in response to your advertisement in the Carlisle Times on 10th April 2012 for an opening for the
position of a Senior Receptionist. The resume enclosed in this cover letter will give you what my qualifications and skills are. I am
confident that I meet the requirements outlined in your advertisement.
I keep myself updated with the local newspapers and am, therefore, familiar with the environment services offered to manufacturers
by your company. It will be a privilege to join a company that has an excellent reputation such as yours.
Please review my resume and consider my application for the job. It would be a pleasure to receive your call for an interview and meet
you in person to give you a more detailed account of my qualifications. You can contact me at the number provided above.
Sincerely,
Kelly Smith.
12.156 How to Write a Project Manager Cover Letter
A project manager cover letter contains an introduction of the resume of the sender that tells the employer about the applicant’s
expertise in the field of project management. In order to maximize its impact, an ideal cover letter must draw the reader’s attention to
the qualities of the applicant that make him or her the best qualified person for job. This letter is applicable for other positions such as
project coordinator and project executive.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
IDIGU Construction Company
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am pleased to apply for the position of Project Coordinator/Project Manager with your company in response to your advertisement in
the newspaper.
I have completed my P.G. Certification Course in Project Management along with a degree in HR management planning and
scheduling from the XYZ College. Thus, I have obtained proper knowledge and understanding of various project management
applications, tools, and related issues/problems. In addition, my four years of experience in a manufacturing industry as a project
executive enhanced my ability to help my team members accomplish all objectives in a synchronized manner and complete all the
projects within allotted time and budget.
My intent is to join your prestigious company/firm and work with your team to help realize company goals through mutual and
coordinated work. Please consider my application for the position at your convenience. You may call me at (123) 456-7890, or
email me at rsmith@abcxyz.com. It would be a pleasure to come for an interview and discuss my skills, qualifications, and the job
requirements with you.
Sincerely,
Richard Smith.
12.157 How to Write a Consultant Cover Letter
A cover letter for a Consultant Position should be unique from other cover letters. One reason is that a consulting job is an extremely
specialized field that requires specific experiences that are associated with a specific industry. In addition, it is a high-profile
profession and a specialized field. When applying for a consulting position, using it is best to stress your experience in a given or a
variety of topics. In fact, a majority of consulting firms use it as a barometer on an applicants’ ability to communicate effectively.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson, Business Manager
Acme Idea Corporation
123 West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am majoring in Economics from the State University this year. It is for this reason that I am applying for the Consultant Position in
Acme Idea Corporation after graduation.
Consulting is undoubtedly my dream profession. My dissertation work till now has involved hypotheses formation, extensive research,
hours of thorough analysis, and team cooperation. I have been engaged with these activities during a course of my studies, which
resemble the requirements in a consulting project. In addition, I have also had a series of insightful conversations with consultants at
several organizations. I believe the Acme Idea Corporation position is a good fit for me.
The well-built community environment of your company and its strength in the telecom and life sciences industries especially appeal
me. I would, therefore, like to apply for the opening of a consultant in your prestigious company.
I request you to review my resume enclosed along with this cover letter. You can contact me at the number provided above at a time
most suitable to you. I appreciate the time and consideration you have devoted to my application and hope to hear from you in near
Sincerely,
Richard Smith
12.158 Resume Cover Letter
How to Write a Nursing Cover Letter
It is important to know that although the resume of a person applying for a nursing job gives information about their education and job
experience, a nursing cover letter can make a big difference in getting the resume past the initial review. And hence, a nursing cover
letter essentially incorporates a brief description of how the applicant’s skills can be best used by the company to fulfill its vacancy.
This letter should contain information that clearly defines the applicant’s level of education and nursing certification. Specifying the
qualification of a ‘Registered Nurse’ cannot qualify the applicant for various nursing positions. It could mean a nurse with a degree
(Doctoral, Master, Bachelor, or Associate) or a nurse with a diploma (without formal education).
Sample:
Renee Smith
251 Park Avenue South
Carlisle, MA 01741
(201)-333 4444
Date: April 21, 2012
Mr. John Anderson
Administrator
City General Hospital
9876 West 69 Street
Carlisle, MA 12345-6789
Dear Mr. Anderson,
In response to your job posting on ABC.com, I would like to apply for the position of a ‘Medical Surgical Nurse’ at your esteemed
hospital. Last summer, I completed my Bachelor of Science in Nursing from State University and am planning to give the NCLEX-
RN exam the coming week.
Currently, I am working in one of the clinical rotations in Unit 10 BC of your hospital. I have learned that the nursing team in your
hospital provide excellent care to patients. The work and administration environment is exemplary. I wish to become a part of the
conscientious staff of nurses I have worked with.
I respectfully request for you to review my resume enclosed with this cover letter. I look forward to discuss my experience and
education with you. You can contact me at (201) 222-3333. Thank you for your kind consideration.
Sincerely,
Renee Smith
12.159 How to Write a Consultant Cover Letter
A cover letter for a Consultant Position should be unique from other cover letters. One reason is that a consulting job is an extremely
specialized field that requires specific experiences that are associated with a specific industry. In addition, it is a high-profile
profession and a specialized field. When applying for a consulting position, using it is best to stress your experience in a given or a
variety of topics. In fact, a majority of consulting firms use it as a barometer on an applicants’ ability to communicate effectively.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson, Business Manager
Acme Idea Corporation
123 West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am majoring in Economics from the State University this year. It is for this reason that I am applying for the Consultant Position in
Acme Idea Corporation after graduation.
Consulting is undoubtedly my dream profession. My dissertation work till now has involved hypotheses formation, extensive research,
hours of thorough analysis, and team cooperation. I have been engaged with these activities during a course of my studies, which
resemble the requirements in a consulting project. In addition, I have also had a series of insightful conversations with consultants at
several organizations. I believe the Acme Idea Corporation position is a good fit for me.
The well-built community environment of your company and its strength in the telecom and life sciences industries especially appeal
me. I would, therefore, like to apply for the opening of a consultant in your prestigious company.
I request you to review my resume enclosed along with this cover letter. You can contact me at the number provided above at a time
most suitable to you. I appreciate the time and consideration you have devoted to my application and hope to hear from you in near
Sincerely,
Richard Smith
Sales Letter
December 05, 2005
Dear Reader:
Did you know that FRH Magazine was also involved in music? This might surprise you, but your favorite magazine actually has
CARE FOR YOU, a music especially made for you.
We call the album CARE FOR YOU because whenever you need music to calm you, to lift your spirits, or just to enjoy, here’s where
it will be. Here’s music that offers hours and hours of pure listening pleasures… music to unwind with at the end of a busy day Here’s
music for those quieter times when you’re with someone special, in a reflective mood, sipping cocktails at twilight, having intimate
dinner or entertaining a small group of friends Here are 25 exquisitely melodic songs from the sentimental to the soothing including:
Because of You, It Might be You, Save the Last Dance for me, Hello it’s Me, Stand by Me, I’ve Been Loving You Too Long, When I
Need You…. all superb performances and arrangements that are smoother than you’ve ever heard before.
FRH Magazine recordings are products of precise craftsmanship and the finest materials available. The latest advance in high fidelity
sound production has been used in their manufacture. And FRH Magazine offers you this guarantee if, in spite of strict quality –
control inspections, a defective record or cassette slips through, you only have to return it within a month of receipt and you get an
immediate replacement.
Think about it: CARE FOR YOU offers you popular music in a romantic vein on 5 stereo records or cassettes – 25 bestselling songs,
freshly performed by top orchestras and vocal groups! The price is even a bigger, pleasanter surprise: Only $150!
This offer, however, cannot last long enough for all FRH Magazine subscribers to avail themselves of because the expiry date is June
15, 2006. Our advice, therefore, is easier followed than forgotten. ACT NOW by filling out the enclosed order card.
Sincerely yours,
Sara May Santos
Sales Manager
12.160 Sales Letter – Digital Products
Digital Product
# 457 Ayala St.
Makati City
July 15, 2007
Dr. Angel Aquino
School Administrator
West Link College
Pasay City
Dear Dr. Aquino:
Busy executives stay ahead of paperwork even when they are out of the office. They do with Digital Product’s remarkable new vest
pocket secretary.
It’s so small and light you can slip it in your pocket and take it anywhere. Yet it packs full-hour ideas, letters, memos and reports on a
Single Micro-Cassette. You can hear the recording with astonishing clarity – all with a touch of a single button.
Digital Products are sold just about everywhere.
See your Digital Product dealer for additional information or a demonstration.
Sincerely yours,
Jose dela Cruz
Marketing Director
12.161 Termination Letter
Employee Termination Letter
A company has its own rules and policies that the employees should adhere to. If not followed, the employers have the right to
implement disciplinary measures and termination if needed. Firing an employee is one of the hardest responsibilities of any employee.
It is also very uncomfortable to both parties. On the other hand, you should be able to handle the issue professionally.
A termination letter should contain the exact reason for firing the employee. It should also include the disciplinary measures
undertaken to solve the problem. This will show that actions were done before using termination as a final resort. It should also state
the arrangements made by the company, such as assistance from the Human Resources Department as well as the date of termination.
You can also place the severance packages that the company may provide. You can attach any documents that are related to the
discussed matters in the letter such as nondisclosure agreements and final paycheck if possible.
You should be polite in writing a letter to terminate an employee for breaking company policy. You should not be hostile, instead
show that you are concerned with your employee’s future endeavors and well-being. Remember that a carefully written letter of
termination can ease the pain of losing a job.
Sample Letter
January 10, 2012
(Company Letterhead Information)
Personal and Confidential
Anne Hall
765 Madison Street
New York, 00099
Re: Employee Code #1236789
Dear Ms. Hall,
We regret to inform you that your employment with XYZ Company is terminated effective as of February 15,2012.
The reasons for your termination are as follows:
1. Conduct
2. Absenteeism
3. Below standard work performance
Disciplinary measures and warnings were given but we have observed that there were no improvements. The company also provided
retraining program but your work performance has not able to reach the company standards.
We recommend that you start planning for your next career opportunity. Please arrange to return all company documents and property.
For details regarding the termination, Ms. Cassie Jones, HR Manager can assist you.
XYZ Company wishes the best for your future career and employment endeavors.
Respectfully,
(Signed)
Richard Smith
General Manager
Cc: C.Jones, Human Resources Department
Thank you letter
Acknowledge Order but Good cannot be Furnished
April 30, 2001
Mr. John Castro
White Plains
Paranaque, Pasay City
Dear Mr. Castro:
Thank you for your order of April 22.
We should like very much to fill your order for the superior ABC Boots, but careful and thoughtful buyers like yourself, quickly
realizing their exceptional value, swamped us with orders, and it is now impossible to secure an additional supply. Therefore, our
stock, which we thought would last several months, is now completely sold. We are unable to state just when this merchandise can be
furnished.
Fortunately, we have in stock a shoe lower in price, but of the same excellent quality, and similar in style and appearance, the Natasha
Boots, illustrated and described on page twelve of our latest catalogue, under a number NTEL324. They are all ready to be sent to you
at once, but we decided that it was best to take the matter up with you before shipping.
Just write the catalogue number of the shoes and the size you wear on the special order blank enclosed, and mail it to us. A pair of this
ultra-fashionable shoes will be rushed to you at once. In case you should want to make another selection, or order other goods, write
the catalogue number, size, and price on the order blank, and we will give it the same personal attention.
Remember, of course, you are fully protected by our guarantee of “money back if not satisfied,” so that if your new selection should
not be just what you want, simply returns it for a refund or exchange.
Sincerely,
Letty Ramos
12.162.Sample Letter of Appreciation
June 02, 1995
Bato Balani Staff
Gil Puyat Avenue
Makati City
Dear Sir/Madam:
I really appreciate Bato Balani magazine because it enhances my interest in studying more about Science and Technology. It helps me
become aware of the new information about our fast-changing world.
Answering Crossword Puzzles and Mind Games add more in my vocabulary. It also informs me about the life and works of every
new Filipino scientist.
Keep on exploring the knowledge of science and keep up the good work.
Respectfully yours,
Jesssica Malaran
Bohol Agricultural College
Thank you Letter – Debt No More
May 11, 2001
Panorama Magazine
Rajah St. Cubao
Quezon City
To Whom It May Concern:
Thank you for the article “Debt No More” (April 2001). I am 32 years old and a mother of two, a plain housewife and a full time
mother. Though I am not that deep in debt, the article heightened my awareness of different money issues. I know that since my
husband is the only one working, I really have to budget. Now, I think twice before borrowing money from anybody.
Again, thanks a lot for sharing those real-life solutions.
Sincerely,
Regina Banzon
Transmittal Letter
October 4, 2008
Dr. Corazon C. Obnamia
University Research and Development Office
Technological University of the Philippines
Ayala Boulevard Ermita, Manila
Dear Dr. Obnamia:
In compliance with the fulfillment of the requirements on the subject “Technical Communication”, the proponents would like to
present the proposal entitled “Proposed Mechanical Flash Dryer”, in accordance with your instructions.
The main purpose of the document is to propose a Mechanical Flash Dryer for small holder farmers. This will help reduce post harvest
losses and therefore increase farmer’s productivity.
We hope that this proposal will meet your approval.
Very truly yours,
Mechanical Engineering Group
12.163 Transmittal Letter – Proposal / Report
August 21, 2000
Dr. Rachelle Smith
Professor, Graduate School
College of Engineering
East West College – Manila
Dear Dr. Smith:
We are submitting herewith our report entitled Installation of Power Generator as partial fulfillment of the Technical Communication
course requirement.
The main purpose of this report is to master a set of concepts on how to make an effective proposal. The proposal shows a detail
scope of works, approaches, and methodologies, work plan, breakdown of prices, commercial provision and contractual condition.
We hope that this report will merit your approval.
Respectfully yours,
Charlene Mendoza
Transmittal Letter – Survey of Scheduling Class
Bataan Heroes University
Hi- way, Balanga Bataan
March 03, 2007
Dr. Manuel Cruz
President for Academic Affairs
This University
Dear Dr. Cruz:
Subject: Report on the second semester survey of scheduling classes
I have the honor to present to you the survey result of the M-W-F one-hour scheduling of classes votes from the samples you gave us
for study last March 02, 2007
I started the analysis last 12 February 2007 and finished it on March 01, 2007. This survey consists of opinions of 100 professors and
350 students out of the 15,000 population of the Bataan Heroes University.
This was made through the help of student assistants in the College of Business Management.
I hope this survey will be of value to you.
Respectfully yours,
Mariano dela Paz
Dean, College of Business Management
Sample Letter – Approaching a Prospective Customer
August 12, 2001
Mr. Ramon Ferria
Blk. 02, Samal Town Subd.
Samal, Bataan
Dear Mr. Ferria:
May we bid you a sincere welcome as a new resident of Samal Town?
We are certain that you are going to like this community, and that you will find the business people just as much friends of yours as
the neighbors who live on your block.
When you are downtown, shopping, won’t you make Cel’s Restaurant a regular stopping place for luncheon? You will find here not
only delicious food at moderate prices, but quick, efficient service and a restful, homey atmosphere that will make every call a real
pleasure.
I shall look forward to welcoming you personally, and soon, I hope.
Sincerely,
Michael Santos
General Manager
Letter Sample – Welcome New Customer
August 10, 201
Mr. Armando Solis
Ecomoda Agency
Makati City
Dear Mr. Solis:
We would like to welcome you as a new client to our company. We know that you will be extremely satisfied with our line of
products and the services we provide to our clients.
Please feel free to purchase our products on our regular open account terms. Our marketing manager, Rose Ann Santos, will be
happy to discuss any aspect of our credit policy with you at your convenience.
We also offer frequent discounts as an incentive and as showing of appreciation to our clients. Please see our enclosed catalog and
price for your review.
We do hope that we will give us the opportunity to serve you in the near future.
Very truly yours,
Arnold Rosales
Manager
Welcome Letter – Customer
Real World Corporation
Mountain View
Camarines City
July 31, 2012
Marian Rivera
# 471 Leyte St.
Camarines Norte
Dear Ms. Rivera
When a new customer places an order with us, we like to give a more formal welcome than the “thanks” that courtesy demands and
which you have already received. I am writing, therefore, to express our pleasure in adding your name to our list of friends and to
assure you that we want to serve you in every way we can.
Furthermore, I want to say for myself and the other members of our company that we shall be very glad to have you call on us and
consult with us at any time you think we can be of help, as it is always a real pleasure to meet our customers personally.
Very truly yours,
Aurora Isidro
Marketing Director
12.164 Welcome Letter – New Customer
Welcome Letter – New Customer
Data Software Inc.
Shaw Boulevard
Pasig City
July 15, 2012
Mr. Albert Ramsey
Purchasing Manager
Abet Grocery Store
East Daan Bago
Samal, Bataan
Dear Mr. Ramsey
They say old friends are the best friends, and we agree with them, but one must get acquainted with new folks to grow and increase
the number of old friends. That’s right, isn’t it?
This is a personal thank you for your recent purchase of Inventory System, which we believe is the first you have placed with us.
You will find, we are sure, the quality of the product and the advantages of the system exactly as presented by our representatives.
We hope the service which we are prepared to render will be so satisfactory that we shall often have the privilege of meeting your
requirements, thus allowing us to add your name to our long and growing list of old friends.
Yours truly,
John Lily
Managing Director
WRITTEN COMMUNICATION: WRITING LETTERS AND MEMOS
Sl. No. Topics Page No.
12.1 Technical Writing:
12.2 Importance of a Resume
12.3 How to Write a Business Letter
12.3.1 Business Letter Writing Checklist
12.4 Offer Discount for Early Payment Letter
12.5 Business Agreement Acknowledgment Letter
12.6 Sample Acknowledgment Letter
12.7 Return Item Acknowledgment Letter
12.8 Sample Acknowledgment Letter
12.9 Acknowledge Receipt of Resume
12.10 SAMPLE ACKNOWLEDGMENT LETTER
12.11Receipt of Business Document Acknowledgment Letter
12.12 SAMPLE ACKNOWLEDGMENT LETTER
12.13 Acknowledge Payment of Overdue Balance
12.14 SAMPLE ACKNOWLEDGMENT LETTER
12.15 Acknowledge an Order Received
12.16 SAMPLE ACKNOWLEDGMENT LETTER
12.17 Sample Adjustment Letter – Broken Amplifier Tubes
12.18 Adjustment Letter – Delay Delivery
12.19 Sample Adjustment Letter
12.20 Adjustment Letter – mistake order
12.21 Adjustment Letter – Damaged Shipment
12.22 Announcement Letter
12.23 Announce New Product or Service
12.24 Announce New Product or Service
12.25 Announcement for Special Meeting
12.26 Announce Appointment of Employee
12.27 Death of an Employee Announcement
12.28 Obituary for Family Member Announcement
12.29 Employment Application to a Foreign Country
12.30 Schedule Appointment with A Potential Employee
12.31 SAMPLE APPOINTMENT LETTER
12.32 Make an Appointment Letter
12.33 SAMPLE ACCEPTANCE LETTER
12.34 Credit Approval Letter for A Grant
12.35 Loan Approval Letter
12.36 Approval Letter for Vacation or LOA Request
12.37 Expense & Budget Approval Letter
12.38 Vacation or Leave of Absence Request Approval Letter
12.39 Sample Approval Letter
12.40 Request Approval Letter
12.41 SAMPLE APPROVAL LETTER
12.42 Project Proposal Approval Letter
12.43 Sample Approval Letter
12.44 Loan Approval Letter
12.45 SAMPLE APPROVAL LETTER
12.46 Assignment of Additional Duties
12.47 Authorize Work To Be Done at Your Home
12.48 SAMPLE AUTHORIZATION LETTER
12.49 Medical Treatment Authorization Letter
12.50 SAMPLE AUTHORIZATION LETTER
12.51 SAMPLE AUTHORIZATION LETTER
12.52 Authorization Letter for a Project Study
12.53 Change Billing Statement Authorization Letter
12.54 Authorization Letter – Insurance Payment
12.55 Letter Certification – PhilHealth Contribution
12.56 Sample Certificate of Recognition
12.57 Sample Certificate of Participation – Echo Training
12.58 Complaint Letter Given To A Subordinate
12.59 Faulty Product Complaint Letter
12.60 Complaint Letter about A Neighbor
12.61 Complaint about a TV or Radio Program
12.62 Receiving Damaged Goods Complaint Letter
12.63 Order Delay Complaint Letter
12.64 Billing Error Complaint Letter
12.65 Poor Customer Service Complaint Letter
12.66 Poor Facilities Complaint Letter
12.67 Write A Collection Letter
12.68 Confirmation Letter
12.69 Confirm an Order Letter
12.70 Confirm a Meeting or Appointment
12.71 Confirm Transfer or Promotion Letter
12.72 Confirm a Directive or Decision
12.73 Confirm an Legal Authorization Letter
12.74 Confirm Authorization Letter
12.75 Confirm an Oral Agreement
12.76 Confirm your Attendance
12.77 Confirm Travel Arrangements or Itinerary
12.78 Sample Letter from Travel Agent:
12.79 Contract of Employment
12.80 To Whom It May Concern:
12.81 Sample Employment Letter – Status of Employment
12.82 Contract of Employment – Instructor / Professor
12.83 Business Transaction Correction Letter
12.84 Correction Request on Your Taxes
12.85 Customer Service Letter
12.86 Inform Customer of Unsigned Check
12.87 Delegation of A Special Project
12.88 Delegation of a Specific Task
12.89 Disagreement Letter
12.90 Letter of Disagreement
12.91 Dispute Letter
12.92 Benefits Dispute Letter
12.93 Endorsement Letter
12.94 Endorse a Previous Employee’s Performance
12.95 Endorse A Company Activity
12.96 Endorse an Employee for A Promotion
12.97 Follow up Letter
12.98 Follow Up Letter With A Reminder
12.99 Sales Interview Follow Up Letter
12.100 Sales Offer Follow Up Letter
12.101 Follow Up Letter After A Job Interview
12.102 Follow Up Letter for Non Response
12.103 Follow Up Letter After Sales Presentation
12.104 Follow-Up Letter for Alternative Payment Plan
12.105 Follow-Up Letter After An Appointment
12.106 Follow-Up Letter To Thank A Customer
12.107 Inquiry letter – Training Program
12.108 Invitation Letter
12.109 Credit Account Invitation Letter
12.110 Sample Invitation Letter – Furniture Sale
12.111 Sample Letter of Invitation – Foundation Anniversary
12.112 Sample Invitation Letter – Grand Alumni Homecoming
12.113 Sample Invitation Letter – Guest Speaker
12.114 Invitation Letter – Fashion Show
12.115 Advice to Subordinates Memo
12.116 Memo Documenting Employee Reprimand
12.117 Policy Change Directive Letter
12.118 Office Policy Change Memo
12.118 Office Policy Change Memo
12.119 Memorandum
12.120 Policy Change Memorandum Letter
12.121 Company Name Change Memorandum Letter
12.122 Office Memo – Submission of List Needed Faculty
12.123 Memorandum Sample – Daily Time Record
12.124 Memorandum – Maintenance of College Standards
12.125 Minutes
12.126 Notification Letter
12.127 Notify Customer of Returned Check
12.128 Notify Employee of Promotion and a Raise
12.129 Notification of A Business Anniversary
12.130 Notification of Scheduled Meeting
12.131 Notify Shipper of Return of Unwanted Merchandise
12.132 Order Letter
12.133 Sample Order Letter – Individual Customer Order
12.134 Personal Letter
12.135 Progress Report
12.136 Recommendation Letter – Marketing Supervisor
12.137 Reference Letter
12.138 Reminder Letter
12.139 Reprimand Letter
12.140 Reprimand Letter for Poor Performance
12.141 Reprimand Letter for Breach of Policy
12.142 Warning Letter to Employee
12.143 Request Letter
12.144 Request Additonal Information to Fill An Order
12.145 Request for Payment Letter on Personal Loan
12.146 Request Letter Sample for Computer Equipment
12.147 Request for Opening of Account
12.148 Sample Request Letter – Credit Report
12.149 Sample Request Letter – Credit Report
12.150 Resignation Letter – Call Center Agent
12.151 Response Letter
12.152 Resume Cover Letter
12.153 How to Write an Administrative Assistant Cover Letter
12.154 How to Write a Teacher Cover Letter
12.155 How to Write a Secretary Cover Letter
12.156 How to Write a Project Manager Cover Letter
12.157 How to Write a Consultant Cover Letter
12.158 Resume Cover Letter
12.159 How to Write a Consultant Cover Letter
12.160 Sales Letter – Digital Products
12.161 Termination Letter
12.162.Sample Letter of Appreciation
12.163 Transmittal Letter – Proposal / Report
12.164 Welcome Letter – New Customer
12.1 Technical Writing:
Technical writing is a process by which technical information is presented through written documents that is ‘user friendly’. The
scope of technical documentation is vast and includes everything from business email to business reports, through the help of a user
guide. Most people read the documented manuals only when other sources of help do not work. This may be the reason that some of
the documentation are poorly prepared.
Software companies are of the opinion that their software is user friendly that calls no need for any manual documentation. However,
creating technical documentation is less expensive compared to technical support.
As we begin, it is good to know that the preparation of an effective technical document is not an easy job, it requires planning with
proper execution. The following are some steps to follow in order to create an effective documentation.
The first step is to identify the purpose of creating the documentation and the audience for whom it is being prepared. You must be
clear in your objective behind creating the documentation and the person or persons who is going to rely on it. Your documentation
will be different if a general car mechanic is going to be the audience rather than an software engineer.
Collect information. The person who is responsible for creating the documentation is generally a writer and not an expert in that
field. It is necessary to collect all the types of information and facts about the subject to document it. Gathering information means
conducting your own research, having a word with an expert, and experimenting with the product.
Organize the information and create an outline. To help you start, you can use an existing document. Consider using a predefined
template. Fill in the information as you need and leave the other areas blank as you move forward. Continue to jot down the related
topics which allow you to go back in fill in the blanks as you go and lets you compare to the current information you have. This will
help you keep a track of all the topics that are covered and even those that are yet to be covered.
After your outline is complete, start preparing a draft. While creating the draft, start filling in the blanks and any other information
that needs to be filled. While preparing the draft, it is recommended to allow your ideas to flow freely. You must avoid interrupting or
attempting to manipulate the ideas that are flowing or to revise any fact provided.
After you have completed the first draft, take a rest. Allow your mind to relax for a short period of time and then give the draft a
glance with a fresh mind. Advisably, pay more attention to things that are important. You may shorten or extend various sections of
the draft. You may also rearrange the sentences, paragraphs or even an entire topic if you feel that something is not right in the logical
flow of ideas. You may also try to improve your grammar, word usage, or even the styling of the document.
The role of a technical writer is a important. To execute your role in a competent manner, you must be both knowledgeable and skilled
in your area of expertise. As a good writer it is important to be aware of the rules of writing, the subject, and the optimum usage of
writing tools. Being knowledgeable and skilled are aspects that is beneficial to posses.
Having knowledge means that you are familiar about various writing techniques, about the subject, and the different writing tools.
You may have gained this knowledge in your schooling and most of it comes through experience.
If you are skilled, then it means that you can write effectively and use the writing tools to good effect. In other words, skill is your
application of your knowledge.
We can understand that it is important to have the knowledge about writing skills in order to deliver the writing project on a successful
note. This increases your overall confidence which is important to perform any kind of job. This way, you give more value to your
employer and increase your chances of receiving a raise and a promotion.
To gain knowledge in technical writing, it is important to observe, read, and study. It is an established fact that good writers are good
readers. There are many books available today that teach good practices for technical writing. There are books available even for
learning the use of software programs used for technical writing. With the advent of the Internet, it is not difficult to find the study
material on any subject. You can search for study material over the Internet or you can also try out some books in the library closest to
In addition to books, you can attend classes or seminars for the same topic. Seminars can be beneficial and you can learn from them.
It’s a jungle out there with number of job seekers applying for the limited number of jobs. Competition is fierce and many people are
looking for a job. Each day thousands of job seekers submit their resumes that find its way to the shredder. The vacancies are not filled
because most of the deserving people do not reach the interview stage. Often, the reason for this is the mediocre resume that reaches
the hiring desk, a resume is frequently the basis of first impression.
12.2 Importance of a Resume
The importance of a well written, concise and relevant resume cannot be taken for granted. Time is money, a hiring manager will only
have enough time to glance at a resume. If the resume presented is enough to make an impression, the job seeker might get a call for
an interview. The job seeker might possess the required skills for the job but if his resume isn’t impressive enough, that reduces the
chance of being called. A resume is like an advertisement of the person applying for the job.
To understand the importance of a resume, one has to get into the shoes of a manager that has been assigned the task of recruiting.
They know that many applicants will be vying for a single vacancy. It is not possible to meet them individually, interview all of
them, conduct background checks on each, or call previous employers. Resources and time constraints make this impossible. The
recruiter devises a system to go through the applicants. This is where a resume plays an important role. A poorly written resume with
many errors whether will likely find its way to the trash bin. Those that survive have crossed the initial hurdle. The few that remain
are thoroughly checked for experience, qualification, work attitude, and accomplishments. These resumes are more likely to get the
interview call. This is just one step to getting a job.
It is important that the resume submitted should be made to impress the hiring manager at first glance. The manager may view that the
person is responsible enough, at least on paper. With the world getting hooked to the internet, even companies looking to fill up their
vacancies accept online resumes. But whether on paper or online, you still need to make a good and professionally written resume.
Resume writing
A great resume is the first step towards getting a job. There are a few things that are essential for any resume and must always be
included. The first of these is the contact information which includes your name, address, phone number and email address. Having
this information in your resume gives the recruiter a way to contact you and an idea of your organizing ability. Here are some
guidelines to be aware of. These are as follows:
1. Qualifications: If a company advertises for an opening that requires someone who has a degree in engineering, ten years of
experience and the knowledge of certain software tools, then these are the things a hiring manager would be looking for in a resume.
A brief description of the qualifications must be mentioned right at the beginning of the resume. Any other qualifications that might
add weight to the resume, can be added.
2. Experience: The next thing that a recruiter looks for is the experience of the applicant. Work experience should be included when
submitting a resume. This section can include major accomplishments received from previous jobs. These accomplishments could be
related to giving a consistent performance with regard to increasing sales, reducing expenses or even providing outstanding service.
The accolades may not be related to the industry being applied, but it presents a valuable impression in the mind of the recruiter.
3. Education: Another essential element of any resume is the educational background. This section contains the schooling
background of the candidate. Any other additional courses done with the basic education should also be mentioned here.
Layout of a resume
As mentioned before, the importance of a resume cannot be taken for granted. It is the first opportunity of any candidate to make a
first impression. Caution needs to be exercised when you write a good and professional looking resume. There are certain guidelines
that can be followed while writing a resume. These guidelines are as follows:
Style of writing
1. The objective: It is important to state your objective statement in the resume. This objective defines the work perspective of the
applicant and also portrays his mindset. The objective statement however should not be too elaborate.
2. Quality writing: Good quality writing is essential to make an impression. A candidate might be qualified for the job, but an
irrelevant and improperly written resume can ruin his chances of being selected for the interview. Moreover, the resume should not be
ambiguous and disoriented.
3. Check for errors: Grammatical or spelling mistakes are a doom for the candidate as this shows his callousness. It is very important
to double or even triple check the resume to weed out any such errors.
4. Appropriate categories: One should remember that the manager just has seconds to glance over the resumes. If there is information
that attracts the recruiter will move forward to reading the rest of your resume. Specific skills should be placed under appropriate
categories and at the appropriate place. Skills and experience should be placed higher on another page.
5. Reverse order: The information presented in a resume should ideally be made in the reverse chronological order starting with the
most recent one.
Format of the resume
1. Consistency: It is important to maintain consistency in your writing style and the formatting style throughout the resume.
2. Job titles and skill headings: The skill headings and the job titles should coincide with the job being applied for. This is because
quick judgments are made when the resumes. Unrelated skills or job titles create the impression that the applicant is not qualified.
3. Design and appearance: A professional looking resume is concise and provides the relevant information omitting unnecessary
information. The design and appearance of the resume does matter, more important is the content.
4. Appropriate formatting: To highlight the credentials bullets can be used. It is prudent to stick to one or two pages of resume. It
should be reader friendly.
Content
As mentioned content is what actually matters. This ensures that whatever information has been provided in the resume is accurate
and honest. There should be a mention of any personality traits that the candidate possesses such as leadership, independence,
confidence and inter personal communication skills etc. One should always avoid writing irrelevant information as this could irk the
manager. It is not prudent to list any references on the resume. One should make them available on request. This is precisely due to
two reasons, the first being the time needed to inform the person that he has been named as a reference and he might get a call from
the office. Secondly the applicant can ensure whether the reference is still contactable or not.
Final edit
When all things seem in place, there is the need to do a final proof reading. For this the applicant can take the help of someone as
another person can find out mistakes much faster than oneself.
A resume is not just one’s qualification or experience on paper. It is also his only opportunity to make a first impression. A good
resume may be the one thing that determines success in getting a job. Today, with the internet seeking an entry in a variety of
industries, writing a professional looking resume has become quite easy with the guidance that is available on the internet. The use of
other resources is available. The making of a concise and professional resume has become easy. Many firms provide resume writing
services. Therefore professional help can be taken to create a good and impressive resume.
How to Write a Cover Letter for a Resume
If you are hunting for a new job you may have a good resume prepared. You have a list of good companies you have targeted to
submit them to. However, the question remains to be answered is that how will you make a notable impression while introducing
yourself to the employer?
Many people think that a cover letter is not required, while others are confused about what should be included in the cover letter. If
you have doubts regarding the cover letter then the following article will help you clear those doubts and help you write a great cover
letter giving you that an edge!
Is a cover letter required to go along with the resume? The answer is ‘YES’. Whether you are applying for a job by yourself or through
a recruiter, the cover letter is one of the most essential prerequisites for a job application. In most cases, big companies recruit people
in the hundreds every few months and they have to go through thousands of applications and resumes. Also, there will be openings for
different positions. So, it is important to mention the position that you are applying for. This can be achieved through a ‘Cover Letter’.
A ‘Cover Letter’ can be described as a statement of purpose. One objective of the cover letter is to highlight your strengths that are
described in your resume.
What does the job require? In addition to your specialized qualifications and skills, your work experience in different environments,
coordination with different teams, and your experience in handling critical are qualities you ought to mention. All these capabilities
can be mentioned in your cover letter. Your resume will list your educational background and your experience. Why you are
successful in your given filled is presented through your cover letter. For example, you have mentioned about handling the sales teams
across the Asian subcontinent in your cover letter, and then the recruiter will automatically search for that experience in your resume
and spend more time reading it keenly. Thus you can describe your important role more briefly in your cover letter.
Recognize your prospective employer. This is one aspect which is important that most people are unaware of it. Individuals tend to
focus too much on themselves. A recruiter is going to hire not because you posses specific qualities, they also look for character. One
manner to exhibit that is to focus on the requirements of the employer. A good rule of thumb is to acknowledge them in your resume.
Using’ You’ means to recognize the requirements of the employer and then moving gradually to ‘I’.
Mention their requirements, and describe your strengths and experience relevant to the position they are looking for. Let them know
that you see yourself as a part of their team. You must describe that the combination of their company and your skills can bring great
success to the company. You can stress on how your skills can bring change or improvement in their process and products. You
must describe in brief your skills and experience combined with the company’s resources can bring out a turnaround or benefit them.
Remember to do a thorough research about the company, their operations, their main line of business and the role you will be playing
in their company.
Who is the cover letter addressed to? Whenever you write a cover letter, it should be addressed to a specific individual. In case
you don’t know the person, make time to find out to address it to the correct person. Ensure that the name of the concerned person is
spelled correctly and his designation is mentioned appropriately.
Does it match your resume? This information may be in your resume, the cover letter highlights important achievements or skills
you possess. The other benefit of the cover letter is it provides personal insight about your competency and personality.
Can I use the same cover letter again for another company? This may take you less time and effort, but it is certainly not the
right thing to do. As mentioned above, the fact that you posses some skills is not the only thing, but they should also match with the
requirements of the company. So, it is recommended to highlight those skills which are relevant to the company you applying with
and modify your cover letter accordingly. It should not take a lot of time tailoring your cover letter correctly. A well written cover
letter shows your discipline and genuine interest in being associated with the company.
How to conclude? A cover letter is a call to action, whether from your side or theirs. For example, you can write that you would be
looking forward to their positive response or you may also ask them for a reply over the phone. However, you may write anything that
you may like, but don’t forget this part of the letter.
REVIEW You have to go through the entire letter once again. There should be no room for error in your resume; it should be
the same with your cover letter. You may ask someone else to take a read through the entire letter, and a spell check is a must is
recommended.
Email Cover Letters: Though you have to include all the above points, but in such a way that it remains short. All the highlights and
key points of your skills must be completed in 2 to 3 sentences. But you must always make sure that you are writing the cover letter in
the context of the job opening. Don’t be too creative with the font size and font style. Just keep the font size simply to 10 and the font
style as ‘Arial’.
You may break the content in 2 or 3 paragraphs depending upon the content. In an email cover letter, the subject line becomes very
important. So, try to write a good subject line which highlights your profile and makes it very clear about the position that you are
applying for. If you can keep the subject line short and simple, that will be an added advantage.
Maintaining a certain image: Although it is important to highlight your abilities and showcase your skills, but at the same time it is
also very important that the letter depicts your personality. Don’t try to sound more aggressive of a person if you are more of a simple
and soft natured. Also make sure that you are not sounding like a salesman who is desperate to sell his wares. Be enthusiastic but don’t
over do it!
Just remember, if your cover letter is not up to the mark then there are more chances that the recruiter may not open the much
important attachment, i.e. your resume. This means you may not even get a chance to demonstrate your skills to the recruiter even
though you are fit for the opening. If you don’t include a cover letter in the first place itself, then the chances of not opening the
attachment increases further. The cover letter has one added benefit.
If by the time your resume reached the recruiter, they had already short listed someone else, then while sending the reply “Thank you
for the interest but the vacancy is filled”, your application will get saved in their minds and your resume in their database and they will
surely consider your resume in the future openings of the company. This gives you an extra chance that you will need while searching
for a new job in the future.
12.3 How to Write a Business Letter
A business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons.
Business letters are different from personal letters because they are written within a set of rules and guidelines that have to be followed
very strictly.
People panic with the prospect of writing a letter adhering to set guidelines, but to write business letters is not that hard and there is no
reason to fear.
Before you start writing a business letter, ask these questions:
1. What is your purpose of writing a business letter?
2. What does the reader want and how will they understand the message you want to convey?
3. Have you answered all the important questions and the needed information has been provided to the reader?
4. Has your purpose been accomplished?
5. Have you included distracting, boring, or confusing information?
6. How do you want your reader to react to your letter?
7. Has your message been clearly conveyed?
8. Have you provided the reader with all the important information to take the necessary action?
The main purpose of a business letter is formally communicating within your company or with another company. The main purpose
of business letters is to convey to the people information that you want them to know and if possible persuade them to act in a given
manner.
The Important 7 C’s of written Communication:
The main problem with most business letters is that either they are difficult to understand or are drawn out and too long. There is
one solution to this problem that many writers follow. They double check the document and its contents to ensure that it is written
according to the golden rule of 7 C’s:
• Clear
• Correct
• Concise
• Conversational
• Convincing
• Courteous
• Complete
If you follow these 7 guidelines of business letter writing, then it will help convey your message.
Be Direct
The first thing you must keep in your mind while writing a business letter, is to ensure that the time of the reader is not wasted because
of a long letter. Keep in mind the following two questions to ensure yourself this, ‘why are you writing’ and ‘what do you want to
accomplish’. The answer to these questions will enable you to write the letter in a straightforward manner. If you take these two
questions under consideration before you start writing, your letter will be short and will convey your message to the reader in a better
Types of Business Letters
Business letters vary with one common purpose or a common format. People handle different types of businesses, so business letters
are written in different ways to achieve different purposes. The answer to coming up with an efficient letter is to be aware of the type
of business letter you wish to write. The various types of business letters are adjustment, complaint, order, acknowledgement, and
response and inquiry letter.
Adjustment Letter: The adjustment letter is a letter that is to be written as a reply to a complaint letter against something or someone.
It serves the purpose of informing its reader that suitable measures are being implemented against the previously specified wrong
doing. Besides this, the adjustment letter also operates as an official document to acknowledge the complaint.
Complaint Letter: This letter is quite similar to the adjustment letter. The only difference is that it is not essentially written in response
to a wrong doing. Its purpose is to notify its reader about some error that had been detected and requires immediate attention and
correction. This letter too acts as an official document informing its reader that actions are being taken to solve the problem.
Order Letter: As the name suggests, an order letter is written for ordering materials that are in short supply and hence, will be required
soon. Order letters are commonly also known as POs (Purchase Orders). Once again, this is an official document specifying the
transaction between the vendor and the business organization.
Acknowledgement Letter: Main aim of an acknowledgement letter is to show gratitude to its reader for something s/he had done for
you in office. It could be simply expressing your thankfulness with respect to some help that had been rendered by its reader or with
regards to something you had received from the reader. Although acknowledge letters are not mandatory in a business setting, they are
appreciated.
Response Letter: Again, the name ‘Response letter’ is quite self-explanatory. This letter is written as a reply to some other letter that
was received by the person. The main idea of writing such a letter is to perform adequate actions in response to a favor that was asked
for by the person receiving the letter.
Inquiry Letter: This is a letter written with the objective of conveying a certain request to its reader or as a reply to the request made
by its reader in his/her initial letter. Thus, the main purpose of inquiry letters is to get across your request for a certain material or
object to the reader.
12.3.1 Business Letter Writing Checklist
Once the business letter you are writing is over, check it with the checklist to ensure that your letter has accomplished the rules set in
the checklist. The main fundamental use of the checklist is to ensure that the business letter is: simple, strong, sincere and the most
important rule ‘short’. After finishing the letter if you find out that your business letter is at par to all such qualities then congratulate
your self for having accomplished just the ideal business letter.
Business Writing – How to Write Effectively for Business
Whether you are a writer, or a manager in a business, one question hovers often, “Have I presented my question clearly”? If you want
to be a good writer, learning to communicate effectively is a place to start. If you want to be in a manager’s shoes then nothing in this
world will be more important for you than being properly understood and being informed.
So, what is the secret of writing effective letters, emails, proposals and reports? The four Cs will do all the explanation for you. They
Be clear, considerate, concise and correct.
Whether you are in the process of writing a 1-2 line email or a big 10 page report, understand the readers’ needs and follow the four
Cs. These four Cs will never let you down and you will find that you are able to send your message in a very appropriate manner.
A message that is easy to comprehend is informative. ‘Easy’ doesn’t necessarily mean ‘readable’. It doesn’t necessarily mean that it
is easy to read. For the past some years there has been much discussion about readability. All these discussions have stressed simple
solutions to solve common problems faced in writing. This includes the use of simple and everyday words, brief paragraphs and short
sentences, and avoiding usage of foreign expressions.
Using these techniques may appear simple but cannot be considered to be the solution to all the problems faced while writing. The
intent of this article is to help you write clearly and concisely. It can be applied to a variety of situations that include: Memo’s,
Reporting, Reprimands, and many other business correspondences. Informative writing can be done in a better way if words are
selected with proper attention Focus should be given to the formation of sentences, and that ideas and thoughts are presented in a
logical manner.
Denotation and connotation are the two ways of giving meaning to any word. Denotation is the idea or the meaning which is
conveyed by the word when it is used in day-to-day language. Connotation means the thought (whether emotional or personal) that is
assigned to that word. For example; the word “Democracy” denotes a type of government. On the other hand, injury connotes pain.
If we want to communicate effectively, speaking or writing, we run the risk of being misunderstood. We often assume that we know
the meaning of the words that are most commonly used (denotative characteristics). But you will be surprised to know that though it
may seem to be a simple task but it is not always the case. A writer should know the uniqueness of the word whenever he chooses that
word when you communicate. The words must be selected very wisely and this fact has been accepted since biblical times. A short
sentence with appropriate words is considered to be the best sentence.
Steps to be followed for Developing Effective Business Writing Skills
Effective writing may seem to be a very simple and effortless task but actually it involves a lot of preparation, analysis, selection and
a good organization of ideas. It is very important to follow this process as this forms the very foundation for the work that will follow.
Arrange all the ideas in your thoughts in the very beginning itself. After this, try to implement the following six steps while preparing
a business report, a staff paper, or an article for a publication.
1. Establish the basic objective of message:
Before starting, just divide the objectives into general and specific (special) purposes. The general or basic purpose may include
informing, question, direct or persuading. If you are unable to define the purpose clearly then it will be very difficult to deliver the
message clearly to the intended recipient. You must always keep in mind about the person/s that is going to read, understand or
possibly answer the message.
2. Collect all the information and facts that are required:
Always collect all the possible information and facts ready at your disposal. Make sure that the information is up-to-date and correct in
every sense. Make recommendations or conclusions in a line with these facts.
3. Organize and separate the matter into main topics:
Always arrange the entire matter or material into various important heads and arrange them sequentially and in a logical chain.
Understand carefully the logic exhibited by the outline. Always keep a check that the topics that are related to each other are grouped
logically and sequentially. Consider the outline very carefully and alter it to simple or reduced or extended as the situation demands.
4. Prepare a draft of the message in conversational style:
In the beginning, prepare a draft of the matter. While preparing the draft, always try to use a conversational format. Making it a
good conversational letter will help you improve it. Keep focus on one point of the message at a time. Don’t try to improve the
draft while preparing it. After preparing the draft, keep it aside for some time. Then go through the entire draft with fresh mind and
critically. Reason yourself to check whether you have been logical and objective in your understanding. Are there any fall outs in your
interpretation? Have you put across your ideas precisely? Is the material enough to satisfy the informational needs of the concerned
receiver? Do the ideas flow systematically- in a logical and clear format? Can there be any other meaning derived from the words that
have been used?
5. Consider the concerned receiver:
Always ask yourself whether you have kept the background of the receiver in mind. Will he be able to understand the message as you
would like him to? Is your message complete in all sense?
Evaluate the text for the practices that are commonly accepted such as capitalizing, punctuating, numbering, and abbreviating. The
most important is the words you have chosen are right or not.
12.4 Offer Discount for Early Payment Letter
The best tool for enticing and encouraging your customers to pay early for the products and services you have sold and rendered
to them is a discount. Most of the time, companies offer discounts for early payment on products and services to be able to
immediately collect their accounts receivable. Every now and then, your company might want to remind your customers or clients
about these discounts through the use of a financial business letter.
This letter must be concise, clear and accurate so your client can easily comprehend about the benefit and opportunity you are giving
them by offering discounts. And particularly, you must provide the specific discount rate and the discount terms in the body of your
Here is a sample letter that can guide you to an efficient financial business letter.
SAMPLE LETTER
C&L Company, Ltd.
345 North Stamford
Connecticut 0997, USA
cnlcompany@gmail.com
June 11, 2012
Glenn Lim
234 South Harpeth
Nashville, Tennessee 3712
Dear Mr. Limon:
Good day! Our company is glad that you have chosen our product software among other brands from the internet. For this very reason,
our company has decided to give you a special discount offer of 2% from the total amount of your purchases if you pay within 15 days
from the date of your purchase.
This special discount offer is limited so it is recommended that you immediately settle your accounts after your purchase. Through this
discount offer, we are able to express our appreciation to our valued customers like you. You easily gain from this benefit by saving
an amount of money which you can use for your future purchases from our company. There are surely several offers that you can avail
in the future if you stay with us. This is done to comply with our mission of providing quality products, services and special offers to
our customers.
You are assured that we care for you, as we do with our other customers, through the quality of our products and other special offers
which can help you save your money. Just pay within 15 days from the date of your purchase and avail of this 2% limited discount
Thank you for availing our company’s products.
Sincerely,
Charles Binerds
Management Head
12.5 Business Agreement Acknowledgment Letter
Whenever your company receives a business document such as a contract, you should send an acknowledgment letter. While the
letter essentially serves as a receipt, it also tells the recipient the actions to be taken regarding the contract. It should be sent as soon as
the document has been received in order to assuage any concerns on the part of the sender. Since the recipient of the letter is a client of
the company, the tone of the letter should be courteous and sincere.
The letter should begin with an acknowledgment of the receipt of the document in question (i.e. we have received the contract). Then,
the letter should tell the recipient what action will be taken on the document (i.e. the contract should be signed and returned to you by
courier within five business days).
The acknowledgment letter should communicate to the recipient that the document is being taken seriously and being acted on with all
due urgency. The deeper aim of the letter is to build goodwill and trust for the company on the part of the client. So that the recipient
feels that the document is being taken seriously, the letter should be signed by a high company official even if they are not the ones
who directly write the letter.
Since this is an official letter, the tone should be formal even to the opening and closing salutations. Suggested closing salutations
include Sincerely, Yours Truly or Respectfully Yours. In the opening salutation, the recipient should also be addressed either as Dear
Mr. or Mrs. or by their formal title if they have one (i.e. Dr. or Prof.).
Here is a sample of a letter acknowledging the receipt of a business agreement.
12.6 Sample Acknowledgment Letter
(Name of recipient)
(Position)
Dear (name of recipient)
We would like to acknowledge that we have received (document). We are currently examining it and if there are no issues to be
addressed, the signed (document) will be returned to you within five business days. If there are any further concerns regarding the
(document), we will contact you by (date).
Thank you for your continued trust in our company and we look forward to doing business with you in the future.
Respectfully yours.
(Name of sender)
(Position in company, company name)
12.7 Return Item Acknowledgment Letter
Retail companies usually go out of their way to ensure that the products they sell are of the highest quality. Unfortunately, sometimes
customers are dissatisfied with their purchases for various reasons and they want to return them to the shop. In this case, after they
return the product in question, you have to send them a letter acknowledging the return of an item for a refund, credit or exchange.
These letters are intended to inform the customer that the product they returned has been received and that their concerns are being
addressed. Its aim is to soothe any ill feelings the customer may have about the product and, by extension, the service of the company.
The letter should begin with an apology to the customer addressing the specific problem regarding the product (i.e. the wrong product
was shipped, it was damaged in transit) and should name the specific product the customer ordered. It then goes on to reassure them
that the problem is being addressed to avoid future recurrences and tells them what action the company is taking (i.e. they are being
sent a replacement unit or a credit voucher) and within what specific time frame (it will arrive within four business days). It should
end by reiterating the apology and expressing the hope that the company can continue to serve the customer in the future.
This letter may also be an acknowledgment of the customer’s problem with the product, in response to a complaint letter or call. In
this case, the letter may provide instructions as to what the customer should do to get satisfaction (please return the product in its
original packaging and we will provide you with a replacement).
Here is a sample of a letter acknowledging the return of an item.
12.8 Sample Acknowledgment Letter
Dear (name of customer),
We have received the (product name) that you have returned to our store. The (product) is one of a small batch that was damaged
during shipping and we have already issued recall notices to other customers who have purchased the product.
We are sending a replacement (product name) to you by courier and it should arrive within five business days. Please accept once
again our apologies for any inconvenience the product has caused you and we hope to continue being of service to you in the future.
Respectfully yours,
(Name of sender)
(Position)
12.9 Acknowledge Receipt of Resume
Letters acknowledging the receipt of a resume are usually written in the context of a company advertising a vacancy for a particular
position and requesting those interested to send in resumes and cover letters. It tells applicants that their applications have been
received and assures them that the company will contact them once their resumes have been processed. They are usually sent by
members of a company’s human resources department. Although sending a letter acknowledging the receipt of a resume is not strictly
necessary, it is a way for a company to show consideration towards applicants and build goodwill.
Apart from acknowledging the receipt of a resume, the letter should also give the applicant a time frame within which they will be
contacted by the company (i.e. we will contact you within two weeks or by this date). Although it does not encourage the applicant to
follow up their application, it may provide the name of a contact person along with contact information in case the applicant has some
concerns that need to be addressed.
While the acknowledgment letter is ideally sent a few days after receiving the resume, sometimes the letter is not sent at once. In this
case, the letter may open with an apology to the applicant for not replying promptly to their application; make sure that the tone of the
letter is courteous since the delay may have inconvenienced the applicant.
The tone of the letter should be formal. The opening salutation should be ‘Dear’ and the closing salutation should be ‘Respectfully
Yours’ or ‘Yours Truly’. The signatory to the letter should also include their position underneath their name.
The letter may also assure the applicant that even if they do not pass the initial screening, the company will keep their resume on file
for a certain period of time in case an opening becomes available that suits their qualifications.
Below is a sample of a letter acknowledging the receipt of a resume.
12.10 SAMPLE ACKNOWLEDGMENT LETTER
Dear (name of applicant)
Greetings!
Thank you for your interest in our company. We have received your resume and are currently reviewing it.
We will be in touch with you shortly to update you on the status of your application. We will keep your resume on file for twelve
months in the event another suitable position opens up and we will contact you again.
Respectfully yours,
(Name of sender)
(Position in company)
12.11Receipt of Business Document Acknowledgment Letter
A letter acknowledging the receipt of a resume, letter or other business document is a way of assuring the sender that you have
received the documents in question and will act on them as quickly as possible. The letter should be sent or e-mailed as quickly
as possible, preferably as soon as the document is received, but no more than one or two days after receipt. If the letter of
acknowledgment is delayed, then it should begin with an apology for the delay. If some action on the document is expected, then the
letter must assure the recipient that the sender will act on them as soon as possible.
The purpose of the acknowledgment letter is simply to tell the recipient that the document has been received and should not offer
any information beyond that. For example, if the letter is sent to acknowledge that an office has received a resume in reply to an
advertisement, it should not contain any information about the status of the sender’s job application or whether the position remains
open or not. If it is sent to acknowledge the receipt of a document requiring some sort of action, it should not include statements on the
status of the action requested. But the letter should give the time frame within which the action will be performed (i.e. we will act on
your request within two weeks; we will contact you by (date) about your application).
If the letter is in acknowledgment of receipt of a business document, the letter should be addressed to a specific person rather than
to the company in general. The name and position of the recipient should be on top of the letter. The tone of the letter should also be
friendly while still maintaining a formal and professional tone. This should be reflected in the opening and closing salutation, with the
letter opening with ‘Dear’ and closing with ‘Yours Truly’ or ‘Sincerely Yours’.
Here is a sample of a letter acknowledging receipt of a resume and cover letter.
12.12 SAMPLE ACKNOWLEDGMENT LETTER
(Name of sender)
(Position in company)
(Company name)
Dear (name of recipient)
We have received your resume in response to our advertisement for (position). We are currently reviewing your application and we
will be in touch with you within three to four working days.
Respectfully yours,
(Name of sender)
(Position)
12.13 Acknowledge Payment of Overdue Balance
In businesses, there are instances wherein clients fail to comply on the due deadline of their payments. This in turn may cause some
other complications in the business transactions. However, you should still be warm and accommodating when you acknowledge
payment of an overdue balance. An acknowledgment letter would be helpful to give your customers the assurance that you’ve
already received their payments. A well-constructed acknowledgment letter can be the key to winning your client’s trust and loyalty.
Aside from acknowledging the payment received, it is also used to remind the customer of the terms and agreement of the business
transaction. This would be helpful for credits that will be made in the future. Always be courteous and sincere in your letter. And,
never blame your customer even though they weren’t able to settle their accounts on the right time. Remember, there must be some
reason behind this. So be considerate and think of others as well. Be considerate but strict. Business is still business. Below is an
example of a letter on how to acknowledge payment of an overdue balance.
12.14 SAMPLE ACKNOWLEDGMENT LETTER
May 28, 2012
John Smith
405 Shaw Boulevard
New York, USA 4260
Re: Overdue Balance Payment Acknowledgment for Account # 22124
Dear Mr. Smith,
Good day! I am writing to inform you that we have received your payment that was due last month. Thank you for remitting this
payment to us. However, please make sure that you settle your credit accounts every first week of the month. Customers who cannot
comply with this will be penalized and charged with 3% of the bill.
We have now removed all the restrictions of your account and you can now make transactions again. Please adhere to the terms and
condition of your contract to avoid penalty charges. If the client exceeded the given time for payment, we will be forced to block their
accounts.
We appreciate doing business with you. Should you have any other concerns that you would like to address us, please feel free to
contact us at 380-0014. We are more than willing to address your needs.
We are looking forward to serving you again in the future. Thank you very much and have a good day.
Sincerely,
Susan Bourne
Branch Manager
CDB Credits
12.15 Acknowledge an Order Received
To write a confirmation letter that you have received an order, it would be useful to write acknowledgment letters. This would help
you inform the recipient of important details. But more importantly, you give your client the assurance that you’ve received his/her
order. You can always win your clients’ trust and loyalty if you are attentive of their needs and preferences.
Not all business transactions require you to acknowledge an order or subscription placed. But there’s no harm done in making one.
This can serve as a written proof of compliance for important documentations. Your letter should include all the important details
regarding your customer’s order or subscription. Don’t forget to include in your letter the following details:
1. The products that were ordered/subscription
2. Quantity
3. Quality
4. Amount of the purchase order
5. The date when the products will be delivered
6. Promos, other products and services if there are any
Make sure that you double check the details before you send your letter. Maintain a professional business tone with your letter.
You should send your letter immediately after you receive the letter of order or subscription. Thank your customer for continuous
patronage. Leave your contact details so they can easily reach you if they have other concerns. Below is an example of a letter on how
to acknowledge an order or subscription placed.
12.16 SAMPLE ACKNOWLEDGMENT LETTER
May 28, 2012
Mr Kabir Ahsan
63, Dilkusha
Dilkusha, Dhaka
Dear Mr. Smith,
Good day. We are writing to acknowledge the order that you sent us the other day. We are confirming your orders.
We have received your order for the following merchandise:
1. Thirty pairs of fashion boots at Tk.80.00 per pair
2. Fifty pieces of signature sun glasses at Tk.100.00 each
3. Sixty pieces of assorted ladies’ tees at Tk.50.00 each.
Total amount of the order: Tk.10, 400.00.
Please note that we will be adding an extra Tk.50 for the shipping fee. Your orders will arrive on June 1, 2012
Please feel free to contact us if there are clarifications regarding your order. You can reach us at 938-2323. Thank you very much for
your continued patronage. We are looking forward to serving you again.
Sincerely,
Jenna Curke
Branch Manager
Curke’s Fashion Merchandise
12.17 Sample Adjustment Letter – Broken Amplifier Tubes
January 21, 2012
Mr. Ohidur,
33, Kawran Bazar, Dhaka.
Dear Mr. Ohidur,
Five VT-248 Amplifier Tubes have been sent to you by prepaid express to replace those broken in transit on your order No. 4572.
We appreciate your letter of January 5, 2012 bringing this mishap to our attention, also your thoughtfulness in having the damage
noted on the express receipt.
Doubtless the new tubes will arrive promptly to take their place on your shelves. We are always happy to hear that our merchandise is
in such good demand, and you can be sure that we will do everything possible to enable you to keep it in stock.
Sincerely,
A K M Delwar Hossain
12.18 Adjustment Letter – Delay Delivery
August 1, 2012
Jops Simpson
Sta. Cruz, Lubao
Pampanga
Dear Mr. Simpson:
Thank you very much for writing us as you did in your letter of July 15, concerning the teaspoons which you sent us about a month
ago for exchange.
Surely, there is no excuse whatever for our keeping five teaspoons for one month for the simple matter of changing the finish. We
are frank in confessing that a mistake in our repair department is responsible for this delay, and that we have accordingly taken this
department to task.
We are sending you today five teaspoons, French finish, no charge to replace the five teaspoons, bright finish which you sent us.
We are mighty sorry that this delay occurred. You may be sure that we shall make every effort to see that it does not occur again.
Very truly yours,
Mike Mouse
General Manager
12.19 Sample Adjustment Letter
Picture Frame Corporation
1458 West Africa Building
Libis Quezon City
June 19, 2012
Mrs. Ange
Dear Mrs. Everest Angelia
We regret very much that you were troubled to write your letter of June 15 regarding the proofs of your daughter’s portrait.
After careful examination of the five proofs, I am convinced that they are not worthy of so good a subject as your young daughter.
That these proofs, Mrs. Everest, do not measure up your expectations of our service is explained by the illness of Mr. Roth at the time
of our sittings. When you made the appointment, he was not ill. After an absence of four weeks, he is again with us.
Mr. Roth specializes in children’s portraits. During his enforced absence, however, a colleague did his best with children, but I assure
you that we can now make a better portrait of your daughter.
Under the circumstances we are glad to suspend our regulation of one set of proofs for each patron. We invite you to call at our studios
again. By visiting us on or before Friday, June 20, you will be assured of an artistic portrait for her birthday.
Robert Galilio
Cordially yours,
Manager
12.20 Adjustment Letter – mistake order
Sample Adjustment Letter
ENIGMA CORPORATION
Angeles City
Pampanga
April 5, 2012
Ms. Merecel Navarro
Manager
Save and Delete Computer Center
Samal, Bataan
Dear Ms. Navarro,
We would like to apologize for the problem we have caused because of our mistake regarding your order last March 28, 2012.
Immediately upon receiving your letter, I made the necessary adjustments.
I have instructed our person in-charge to pick up at your office the monitor and to replace them with the right ones. Again, I would
like to apologize for mistake.
Very truly yours,
(Signed)
Eric Santos
Sales Manager
12.21 Adjustment Letter – Damaged Shipment
Sample Adjustment letter – damaged shipment
Redfox Corporation
Columbus, Ohio 45453
(315) 895-5692
April 25, 2005
Mrs. Trisha Anne Banzon
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703
Subj.: April 20 letter about damaged shipment
Dear Mrs. Hughes:
I have just received your April 20 letter about the damaged shipment you received through Redfox Corporation and regret the
inconvenience that it has caused you. From your account of the problem, I am quite sure that your request for the Tk.20,00,000
adjustment on the damage to the 2 computer processor will be granted. A certain amount of breakage of this sort does unavoidably
occur in cross-country shipping; I am sorry that it was your company that had to be the one to suffer the delay.
I must remind you to keep the damaged computer processor in the same condition in which you received them until one of our
representatives can inspect them. That inspection should take place within 2 weeks.
If all is in order, as it sounds to be in your letter, you can expect the full reimbursement within 2 weeks after our representative’s
inspection. I hope this unfortunate accident will not keep you from having merchandise shipped by Redfox Corporation in the future.
Sincerely,
David F. Morgan, Customer Relations
Redfox Corporation
Columbus, Ohio 45433
12.22 Announcement Letter
Information about Company Savings Plan:
One of the most popular benefits offered by many companies to their employees is a company savings plan that helps them save for
their retirement. When companies set up such savings plans, they usually send employees a letter informing them of the plan. Such
letters are short and to the point, since they are mainly informative in nature.
A brochure may also be included with the letter that would go into the plan in greater detail. They are usually form letters not
addressed to individual employees, although the name of a particular employee may be typed next to the opening salutation.
The important elements of a letter informing employees of a company savings plan are the details of the plan and the date when it will
start to be implemented. The letter should also state if participation in the plan is mandatory or on a voluntary basis.
Below is a sample of a letter announcing a company savings plan that can easily be adapted to a writer’s particular needs?
Sample Letter
June 25, 2012
Subject: Company Savings Plan
To everyone concerned,
Greetings!
As you may know, our company has been searching for a way to help our employees save money for their retirement. In line with this,
we have signed up with Savings Plans, Inc. to implement a company savings plan, which will begin starting July 15. Employees can
contribute as much as 50% of their annual compensation on a before-tax basis, which will be matched by the company on a 25% basis.
However, this is not necessarily fixed and an employee can adjust the amount of their contributions by notifying the accounting
department a month in advance. The full amount of an employee’s savings can be withdrawn upon their retirement from the company,
or when they reach 65. They can also take out loans against the amount of their contributions to the plan.
Statements will be provided on a monthly basis to allow them to monitor the status of their savings. Participation in the plan is
mandatory.
For further details on the plan, please read the accompanying brochure. If you have any further questions, you can consult with
Rhonda Johnson at the Accounting Department.
Respectfully yours,
Jason Houseman
Vice President, SBJ Inc.
12.23 Announce New Product or Service
Letters introducing a new product or service are among the most essential pieces of correspondence a company can issue, since
they can spell the difference between the success and failure of the new product. They can be sent to retail outlets or directly to
individual prospective users of the product or service. These letters usually begin by introducing the product or service and identifying
the features that make it distinct from similar products in the marketplace. It can also offer a promotional rate to users who will
immediately avail of the service or a discount to early buyers of the product.
The essential features of the letter are the name of the product or service and its distinguishing features, as well as any promotions
attached to launch of the product. If sent to individual clients, it may come with a sample of the product and enumerate retail outlets
where the product is available or how they can avail of the service. It may also come with contact information if the client is interested
in learning more about the product and service and if they want to immediately subscribe to the service.
Below is a sample of a letter introducing a product or service.
Sample Letter
August 31, 2012
Cablecast Services
Los Angeles, California
email@server.com
www.address.com
Harry Cliff
25 Wilson Avenue
Los Angeles, California
Dear Mr. Cliff,
Greetings!
As one of the pioneers in cable TV, we strive to give our clients the most innovative range of services available in the market. In line
with our mission to offer only the most up-to-date services to our subscribers, we are very pleased to inform you that we are now
offering digital video recording through your cable box. This feature allows you to record multiple programs airing at the same time,
ensuring that you never have to miss a show that you want to watch. You can also program the recorder to record even when you’re
not at home, as well as setting it to record for as long as two weeks in advance.
Best of all, the service is available to old subscribers for just an additional $5 per month on your current cable bill. New subscribers
are entitled to try the service for the first two months for free. If you would like to avail of this service, or learn more about it, please
call John Smith at 090-823-7263 or visit our website www.cabletv.com.
Thank you for your continued patronage and we hope to hear from you soon.
Respectfully yours,
GordonLarson
President, Cablecast Services
In the course of doing business, companies occasionally need to convene special meetings to discuss matters of urgency. To inform
staff of such meetings, a letter is written and issued containing the vital details of the meeting. The letters can be sent to staff
individually or e-mailed. For smaller companies, the letter might simply be posted on the company bulletin board with employees
required to sign at the bottom to certify that they have read the letter.
The essential elements of a letter informing staff about a special meeting are the subject of the meeting and the date, time and
venue. If necessary, the letter may also include the agenda of the meeting to ensure that staff members are adequately prepared. The
letter should also mention if staff members are required to prepare anything in advance for the meeting, such as particular data or
reports. Finally, the letter should mention if attendance is mandatory or just highly encouraged, and if employees are required to give
notice if for any reason they cannot attend.
The tone should be formal, as the purpose of the letter is purely informative. However, if the circumstances surrounding the convening
of the meeting are particularly urgent, the letter should be written in such a way as not to worry the staff or affect their morale.
Here is a sample of a letter informing employees about a special meeting.
Sample Letter
December 5, 2012
Photocell Corporation
Irving, Texas
email@server.com
www.website.com
Subject: Special Meeting
Dear [name of employee]
Greetings!
As you all know, times have been hard lately for our country. There have been many recent developments in the economic and
financial situation that are seen to impact the operations of our company. In light of these developments, we have decided to convene a
special meeting of the staff to discuss measures we should take to deal with them. Please see the enclosed attachment for the agenda of
the meeting.
The meeting will be held on December 10, 2 pm at Meeting Room C. If there is any information generated by your work that you feel
could contribute significantly to our discussion, please feel free to bring it to the meeting.
Attendance is mandatory. However, if there are pending matters that prevent you from attending, please inform your supervisor
beforehand.
Sincerely yours,
Thomas Nash
Executive Vice President, Photocell Corporation
12.24 Announce New Product or Service
Letters introducing a new product or service are among the most essential pieces of correspondence a company can issue, since
they can spell the difference between the success and failure of the new product. They can be sent to retail outlets or directly to
individual prospective users of the product or service. These letters usually begin by introducing the product or service and identifying
the features that make it distinct from similar products in the marketplace. It can also offer a promotional rate to users who will
immediately avail of the service or a discount to early buyers of the product.
The essential features of the letter are the name of the product or service and its distinguishing features, as well as any promotions
attached to launch of the product. If sent to individual clients, it may come with a sample of the product and enumerate retail outlets
where the product is available or how they can avail of the service. It may also come with contact information if the client is interested
in learning more about the product and service and if they want to immediately subscribe to the service.
Below is a sample of a letter introducing a product or service.
Sample Letter
August 31, 2012
Cablecast Services
Los Angeles, California
email@server.com
www.address.com
Harry Cliff
25 Wilson Avenue
Los Angeles, California
Dear Mr. Cliff,
Greetings!
As one of the pioneers in cable TV, we strive to give our clients the most innovative range of services available in the market. In line
with our mission to offer only the most up-to-date services to our subscribers, we are very pleased to inform you that we are now
offering digital video recording through your cable box. This feature allows you to record multiple programs airing at the same time,
ensuring that you never have to miss a show that you want to watch. You can also program the recorder to record even when you’re
not at home, as well as setting it to record for as long as two weeks in advance.
Best of all, the service is available to old subscribers for just an additional $5 per month on your current cable bill. New subscribers
are entitled to try the service for the first two months for free. If you would like to avail of this service, or learn more about it, please
call John Smith at 090-823-7263 or visit our website www.cabletv.com.
Thank you for your continued patronage and we hope to hear from you soon.
Respectfully yours,
Gordon Larson
President, Cablecast Services
12.25 Announcement for Special Meeting
In the course of doing business, companies occasionally need to convene special meetings to discuss matters of urgency. To inform
staff of such meetings, a letter is written and issued containing the vital details of the meeting. The letters can be sent to staff
individually or e-mailed. For smaller companies, the letter might simply be posted on the company bulletin board with employees
required to sign at the bottom to certify that they have read the letter.
The essential elements of a letter informing staff about a special meeting are the subject of the meeting and the date, time and
venue. If necessary, the letter may also include the agenda of the meeting to ensure that staff members are adequately prepared. The
letter should also mention if staff members are required to prepare anything in advance for the meeting, such as particular data or
reports. Finally, the letter should mention if attendance is mandatory or just highly encouraged, and if employees are required to give
notice if for any reason they cannot attend.
The tone should be formal, as the purpose of the letter is purely informative. However, if the circumstances surrounding the convening
of the meeting are particularly urgent, the letter should be written in such a way as not to worry the staff or affect their morale.
Here is a sample of a letter informing employees about a special meeting.
Sample Letter
December 5, 2012
Photocell Corporation
Irving, Texas
email@server.com
www.website.com
Subject: Special Meeting
Dear [name of employee]
Greetings!
As you all know, times have been hard lately for our country. There have been many recent developments in the economic and
financial situation that are seen to impact the operations of our company. In light of these developments, we have decided to convene a
special meeting of the staff to discuss measures we should take to deal with them. Please see the enclosed attachment for the agenda of
the meeting.
The meeting will be held on December 10, 2 pm at Meeting Room C. If there is any information generated by your work that you feel
could contribute significantly to our discussion, please feel free to bring it to the meeting.
Attendance is mandatory. However, if there are pending matters that prevent you from attending, please inform your supervisor
beforehand.
Sincerely yours,
Thomas Nash
Executive Vice President, Photocell Corporation
12.26 Announce Appointment of Employee
Wondering who are the people that the key executives of your firm have brought on board? You can always refer to the memorandum
announcing the appointment of a new employee. This kind of correspondence serves as a way of urging the employee force to
welcome a new employee who has decided to join a firm.
Since it is for company-wide dissemination, it is important to ensure that there is no spelling, punctuation, or grammatical errors.
Readability is likewise important. A correspondence announcing the appointment of a new employee recommends some action to the
targeted audience, so the message must be clear and the details complete and accurate.
Closely related to this kind of announcement is an internal memorandum announcing the promotion of an employee. The tone is
congratulatory, and expresses enthusiasm and confidence in the employee’s abilities. Giving the salient details is essential. By
informing everyone about the appointed person’s qualifications, a dual purpose is accomplished: all employees will learn just how
qualified for the job the person is, while the new employee is given due recognition and support.
In both the letter announcing a new employee to a new post or a promotion of an existing employee, the previous position and key
accomplishments are highlighted in the correspondence. Here is a sample memorandum announcing the appointment of a new
employee:
Sample Memorandum
28 May 2012
TO : ALL EMPLOYEES
FROM : MR. IVELISSE M. SALCE
Supervising Officer – Administrative Services
Lincoln Medical and Mental Health Center
SUBJECT: New Business Development Manager
====================================================================
We are pleased to share with you that we have recruited a new Business Development Manager for our Business Development Group.
Mr. Glenn Gerald Pantig has accepted the position effective May 31, 2012. Glenn comes to us with a wealth of experience. He was
previously the Business Development Head of St. Luke’s Medical Hospital, where he oversaw the performance of the Business
Development Managers/Supervisors. He also handled the preparation of hospital financial projections and profitability reports,
reviewed and analyzed market trends, and helped conceptualize sales and marketing concepts.
We are excited about his decision to join the hospital’s managerial team. Please join us in welcoming him to the Center in his new
12.27 Death of an Employee Announcement
A quick, formal announcement of the death of an employee or an employee’s immediate family member is an expression of
sympathy. It informs and encourages employees to lend some support to the bereaved family, notably the affected employee. This
piece of announcement should be posted on the bulletin board and/or emailed immediately because time is of the essence. Employees
and higher-ups reading the announcement will be able to pay their last respects to the family in mourning.
Basic details including the location of the wake and funeral arrangements are therefore important. A solemn yet sympathetic tone is
necessary for such a correspondence. As with other types of announcements of bad news, the approach may be straight to the point but
the manner of phrasing must show respect, understanding, and consideration for the affected employee.
If it is an employee who died, the co-workers, managers, and even customers that the employee constantly touched base with while
alive may be quite affected, so the bereavement announcement must be properly phrased. If the employee has long been with the
company and widely known in the organization, the opening line may state begin with the phrase, “It is with great sadness that we
announce the passing of…” Make sure that the information in the body of the announcement letter is clear and accurate. That way,
numerous or repeated queries are avoided.
Nonetheless, the announcement, even if brief, must show some compassion. Communications of this type vary from company to
company, but it’s best not to use so many flowery words. The right approach is to be objective and direct yet sensitive enough to
express heartfelt sorrow. Here is a sample internal memorandum informing everyone in the organization of the death of an immediate
family member of an employee.
Sample Announcement Letter
MEMORANDUM
Date : May 28, 2012
HR. Ref. No. 10-137
To : ALL EMPLOYEES
From : HUMAN RESOURCES & ADMIN DEPARTMENT
______________________________________________________________________________
Please be informed that Mr. Sabas Tumao, father of Ronald G. Tumao, Vice President of SM Prime Holdings Inc., passed away today,
May 28, 2012.
His body lies in state at Room Baltazar, Funeraria Paz, Manila Memorial Park, Sucat, Parañaque.
Let us pray for the eternal repose of his soul and for his family who is in deep sorrow and grief.
MONINA S. LASALA
Vice President
12.28 Obituary for Family Member Announcement
An obituary is the last word to be written about a person who passed away. Usually short death notices run for free in newspapers. On
the other hand, longer obituaries are with a fee. The most important thing to do is for the family to get the accurate information out
there about the deceased.
Newspapers consider if the person or his life story can be of great interest to the public before the story can be published. You have to
remember that there are limited spaces for obituaries in newspapers. This is the reason why online obituaries can be a great alternative
for those dispersed families.
The information that you need to include are as follows: name, age, occupation and city of deceased, his time and place of death,
cause of death, his birth date and place, member in a national or local organization, if he was in military service and lastly the funeral,
memorial and burial details. If you paid for a bigger space in the newspaper, then you can add a profile of the deceased.
Sample Obituary Announcement
John Davis, a 75-year old man, of Orange County, Boston died last 28th of May 2012. He died of heart attack. He is the eldest son Mr.
and Mrs. Davis, both were professors. He was educated in Boston High School and later on went to Harvard to study Law.
He married a pre-school teacher by the name of Kristina Marie Bradshaw. They were blessed with twins.
Aside from practicing and teaching Law, Mr. Davis was kept busy by his Church activities. Because of his long experience in the
Church and Biblical studies, he became a full-pledged Pastor and at the same time, elected as the Dean of Law in Harvard.
The funeral and burial are reserved for the family and closest friends. A memorial service will be celebrated in his honor in the
morning of the burial, 10 a.m., on the 1st of June. His remains will be buried at the Boston Memorial Park. The family and Mr. Davis
appreciate donations more for Red Cross International instead of flowers.
Divorce Announcement Letter
There comes a point in a couple’s life where they come to a decision to live separately and move on to their new lives as individuals.
This is a sad situation for the rest of the family members and their friends, but all they can do is to accept and respect the decision.
Definitely, the time to announce it will surely come. You need to inform people that you are going to resume using your maiden name.
If left unannounced, you can get into some legal trouble. Anyway, divorce is something you cannot keep private for a long time.
At this time, divorce announcements are packaged along with divorce showers, a slowly growing tradition. In announcing a divorce,
it is pertinent for couples to both decide on the date and time when to announce to family and friends of your plans to separate. You
have to make sure that neither one of you will announce it unexpectedly as a sign of respect for each other. More importantly, do not
announce a divorce in any public forum without your soon-to-be-ex knowing that you are about to file a divorce.
Second, you need to make a list of the most important people you need to inform about the separation. Your children and parents
should be on the top of your list and make sure you inform all of them on the same day, either one-on-one or in an intimate dinner.
Never announce the divorce in public without letting these people know first. In case your friends and colleagues have known about
it, you may supply the information via blog posts or Facebook update. Lastly, maintain at all cost, civility in public places and forums.
The last thing you need is more problems just because there was some story about how you announce the divorce.
Here is a sample of wordings you can use in your divorce announcement:
Sample Announcement Letter
Mr. Theodore Johnson and Ms. Theresa Bradshaw jointly announce that the court has already granted their Divorce effective on July
21, 2012.
Theresa Bradshaw will be reverting back to her maiden name beginning on the date mentioned. At that time, she will be known again
as Theresa Sanders.
Please be guided accordingly.
Class Reunion Invitation Announcement Letter
Class reunions can be a very interesting yet the most challenging event in one’s life. What more organizing it? For anyone who is
assigned to organize one should have the ability to make the event interesting since he/she will be convincing classmates of years back
– and this can be quite a challenge.
You see your classmates are now executives in the corporate world and they run busy lives. Most of the time, reunions are the least
of events they will spend time to go to unless it proves to be worthwhile. Therefore, you have to peak into their interests for you to
convince them. An announcement including the invitation should show that the event is interesting. Aside from convincing them to
come to the reunion, you are also convincing them to contribute financially. So your invitations should resemble like a sales letter.
You may use the wordings of the sample letter below:
Sample Announcement Letter
Dear Alumni of 1998
Greetings!
On August 12, 2012 is our 44th Reunion. We have more than enough time to plan ahead. I have convinced some of our classmates to
help in the initial preparations.
Currently, we have planned out a fun-filled itinerary for all of us in a beach resort in California. This is the best time for you to meet
former classmates and renew friendships. We promise you a very memorable weekend.
Below are some of the activities we have initially put up:
Dinner cruise registration at Long Beach on Thursday night.
On Friday, we will have some water sports competitions and island tours.
On Saturday, our alumni association will be holding an informal meeting to catch up.
On Sunday, we will be sending you off with a perfect beach breakfast.
We are encouraging everyone to book their stay at the Hyatt Regency Hotel in Long Beach so that we can all be together and for
easy coordination. Make your reservations two weeks in advance at 562-491-1234 begin_of_the_skype_highlighting 562-491-
1234 end_of_the_skype_highlighting. Please send in too your updated contact details and profile.
We hope to hear from you soon.
Sincerely,
Mary Smith
Class of ‘65 Reunion Chair
588-345-1788
Broken Engagement Announcement Letter
Announcing a broken engagement can be the most embarrassing moment in anyone’s life. But many say that this is better than a
broken marriage in the end. However, if the announcement about the engagement has already been sent out, then the process becomes
more complicated and hurting. The couple or even the family has no choice but to inform the confirmed guests about the broken
engagement. This is necessary because some of the guests may need to cancel their flights and book other appointments.
In writing announcements such as this, the only thing present should be the news informing people that the engagement is off. There is
no need for explanations. The relatives and friends should also not expect this from the couple. If in case no announcement about the
engagements has been sent out yet, then a few words or handwritten notes can be given to the closest friends and family members.
They can be the ones to inform the rest of the guests about the recent news. Remember not to prod the couple for explanations. It is
important that privacy should be maintained well when passing very sensitive information.
There are times too that broken engagements are caused by a death in the family. If this is the case, then the couple can send an
announcement about the postponement and the new date of the engagement so that guests can make the necessary adjustments.
Announcements of these kinds must be simple and direct to the point and wordings such as below can be used:
Sample Announcement Letter
For a broken engagement
Mr. Gerald Philips and Mrs. Joanne Philips are sorry to announce that the engagement of their daughter Mary Jane to Mr. Mark
Morris has been ended by mutual consent.
For postponement of the wedding/engagement due to a family member’s death
Mr. Jake Smith and Mrs. Lorinda Smith are sorry to inform everyone about the recall of the reception invitations of their daughter’s
wedding on the 14th of June 2012 due to a death in the family. However, the marriage ceremony will be held in private in the presence
of the immediate family.
12.29 Employment Application to a Foreign Country
The letter applying for temporary or permanent employment in a foreign country is a correspondence that seeks to facilitate a legal
way of carrying on gainful employment. Most work positions abroad require individuals with a related degree. Non-citizens of the
host country, though, usually end up taking on jobs outside their professional fields. Whichever the situation, a person seeking to find
work in a foreign country needs to write a good letter of application for temporary or permanent employment.
Most countries pay keen attention to the resume, so make sure yours is completely updated and lists good character and work
references. Notable work accomplishments must be highlighted, and use positive language throughout the application letter. Don’t
overlook your academic background and include the acquired skills that your potential employer may find desirable for the available
post within the company. It will also be wise to conduct some online research on the specific company you are interested to work for.
A simple but professionally written cover letter is ideal. Delete phrases that have been done to death and which are obvious, like “I
wish to gain international exposure.” Incorporate, instead, country- and company-specific arguments, such as “high economic growth
across many industries” or something to that effect in pertaining to the company or industry you are considering to be a part of. Here
is a sample letter applying for temporary (contractual) employment in a foreign country:
Sample Application Letter
May 28, 2012
THE HUMAN RESOURCES & ADMINISTRATION HEAD
Inara Lightings, Ltd.
Abu Dhabi
United Arab Emirates
Dear Sir or Madam:
I am writing to explore the possibility of employment as Document Controller in your reputable firm. I am a Computer Science
graduate of the University of the Philippines, Diliman, Quezon City. I bring with me several years of experience as information
systems analyst of leading companies that include Nissan Motor Philippines, Inc.
My strong computer skills, knowledge of modern word processing software, and project management tools are but some of the things
that make me an asset to your company.
Attached is my resume for your perusal. Should you require any further information, I can be reached at 632-555-1234 (during regular
business hours), or at 632-555-6789 (during regular business hours).
Sincerely,
(signed)
ANGELA TANAMA
12.30 Schedule Appointment with A Potential Employee
If you are looking for applicants to fill an open position with your company, and there are several candidates that you are interested
in, schedule a job interview with them by sending a letter. Contacting them by letter ensures that all the details of the scheduled
appointment are clearly stated, including the time and place where the interview will be held, as well as any other requirements that
the applicant is required to bring with him or her. Using letters also gives a sense of formality to the appointment.
Letters scheduling an appointment for a job interview should be concise, to-the-point and should avoid extraneous details. Essential
elements are the date, time and place of the interview and the name of the person to be contacted if the applicant has to reschedule for
any reason. If the applicant is required to bring any documents such as their resume or letters of recommendation, these should also be
mentioned in the letter. The letter should be sent using the company letterhead. If e-mailed, the letter should include the address of the
company either as a header or in the body of the letter to ensure that the candidate knows where to go for the interview.
Below is a sample letter scheduling an appointment for a job interview, which can serve as a model that can be adapted by other
Sample Letter
January 20, 2012
Richard Stark
Head, Human Resources Department
Red Box Advertising
84 Lafayette Drive,
Dallas, Texas
e-mail: rbox@server.net
Julian Scott
35 Penny Avenue,
Boston, Massachusetts
Dear Mr. Scott,
Greetings!
As you know, our company is currently looking for talented, dynamic and motivated individuals to become part of our creative team.
After assessing your application for a position in our organization, we are pleased to inform you that we are considering you for the
position of copywriter. As part of the initial screening process, we would like you to come to our offices on January 25, 2012 at 2 pm
for testing and a preliminary interview. Look for Mr. Sam Richman at Suite 452. Please bring your resume and a portfolio of your past
work with you to the interview.
If you cannot make it on the above dates, please call Ms. Sheila Johnson at 050-862-1458 to reschedule the interview.
We look forward to meeting you!
Respectfully yours,
[position]
In hiring employees for a certain job position, offers regarding the vacant slots are sent out first. After you have reviewed all the
applications sent to you, you will have to choose the best ones and schedule an appointment to meet up with them. This is one way to
learn about your prospective employee. Job interviews are done to assess the applicant’s skills, dedication, and qualifications for the
In scheduling an appointment, you have to be polite and maintain a positive tone. Extend your gratitude for his interest in applying for
the job position as well. This is the perfect opportunity for you to discuss the details of the job position. At this phase, you can also
evaluate the applicant’s dedication and desire to get the job.
Be warm and accommodating to the applicant. The letter need not be lengthy at all. Be brief and concise as possible. However,
provide the important details – when the appointment will be, where will it be held, and what time will it be. However, if your
applicant is not available on the dates that you’ve stated, tell him to settle the arrangements immediately. Always make him feel free
to contact you in case he has other question or concerns. Below is an example letter on how to schedule an appointment for a job
interview.
12.31 SAMPLE APPOINTMENT LETTER
May 28, 2012
Harry Potter
123 Shaw Boulevard
New York, NY
Dear Mr. Potter
Good day! I have received your application on the job position as an Assistant Manager. I am very impressed with your resume,
especially your writing experiences. I hope we can meet personally. I will be available on June 2, 3 and 4. You can call my secretary,
Jenny Smith to schedule your appointment. You can reach her at 444-3322. Should you have any other date preferences she will try to
accommodate you.
Please be ready to further discuss your resume. Should you have any question or concerns, please feel free to contact us anytime.
I look forward to meeting you. Thank you very much and have a good day.
Sincerely,
Brenda Burke
Branch Manager
Gray Scale Writers
12.32 Make an Appointment Letter
People in the field of business are one of the busiest people in the world. Most of the time, you have to set up an appointment just to
meet up with these people. So once an employer has grant an appointment to you, make sure that you give it utmost importance.
When an employer grants an appointment, it is usually to confirm the details of a job position and the employment itself. You will be
discussing the terms and conditions attached to the job position that you have applied for.
As for those employers themselves, there are some points that should be remembered when writing a letter to grant an appointment.
Some of these are:
1. Always be polite when you write your letter. Your tone should be business-like, but you have to be respectful as well.
2. Be warm and accommodating to the person so that he will not be hesitant and intimidated.
3. Thank the person for showing his interest in applying for the job. Show your appreciation for the effort that he has done.
4. Give a brief rundown of all the details of the job position and employment (the nature of the work, salary, privileges, etc.).
However, this is optional. There are employers who still prefer to discuss these details in person.
5. Let him confirm the appointment by asking him to return the letter in a specific date.
6. Lastly, end your letter by showing again your appreciation for his application. Make him feel free to address his concerns if
ever he has any.
SAMPLE APPOINTMENT LETTER
May 28, 2012
Michael Bridge
Shaw Boulevard St.
San Francisco, California
Dear Mr. Bridge,
It is our honor to confirm your appointment with Mrs. Melanie Brette to discuss the terms and conditions of your contract employment
with Web Connect Internet Services. We’ve scheduled the appointment on June 5, 2012 at the Convention Hall. The appointment is at
9:00 am.
It is recommended that you familiarize yourself with the needed documents and papers for the presentation.
Please confirm your acceptance to this appointment by signing below and returning this letter to us on or before June 3, 2012.
We are looking forward for your response.
Yours truly,
Shannah Martinez
Human Resource Manager
Accept & Express Appreciation for a Suggestion
Not all people have the guts to express their suggestions, especially their bosses. In light of this, you have to have a positive attitude in
acknowledging people’s suggestions and feedback. If you show your customers your openness to recommendations, they will not be
hesitant anymore.
Start your letter by expressing your appreciation for their suggestion. After this, explain to the person how you plan to implement their
suggestion. Through this, they will feel that their suggestions are given importance too. Assure them that you will be discussing the
idea to your colleagues and give it full consideration.
You should also include the possible upsides that will result from the implementation of their suggestion. Make them feel free to
address their concerns and suggestion in the future. And lastly, end your letter expressing your appreciation again. Below is an
example letter on how to accept and express appreciation for a suggestion.
12.33 SAMPLE ACCEPTANCE LETTER
May 28, 2012
Michael Patrickson
Brown Street Boulevard
San Antonio, California 4038
Dear Mr. Patrickson,
Good day! In behalf of the Smith Hotel and Lodge, I would like to thank you for your valuable suggestion that you left in our
suggestion box. As the manager of this hotel, my colleagues and I have decided to implement your suggestion as immediately as
possible. We believe that this would be of great help to everyone in the hotel. This would help us provide better services for our
customers.
By the next time that you stay in our hotel, rest assured that your suggestions have already been implemented. We only want the best
for our customers. We aim to make your stay in our hotel comfortable and special.
Again, we would like to thank you for the suggestion that you sent us. We hope to see more of your feedbacks in the future, as these
will help us in improving our services. If you have any other concerns that you would like to address, please feel free to contact us at
883-84-39. Again, thank you very much and have a good day!
Sincerely,
Brenda Smith
Hotel Manager
Smith Hotel and Lodge
12.34 Credit Approval Letter for A Grant
In the event that the profile of a debtor has already been reviewed and has passed the qualifications for a loan approval, a letter of
credit approval must be prepared in the manner to be discussed.
The sender must always start the letter with the entire basic format then hit the first lines straight to the point. A summary of the
agreement may be stated in the body of the letter. If the terms and conditions are attached there with, the letter need not be too lengthy
unless there are provisions not touched by the loan terms and agreement.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your
request has been approved and is currently being processed.
Having a minimum tangible asset of (amount) and a minimum owner’s equity of (percentage as per total asset), our company has
decided to grant you the loan. Under suitably executed security documents you shall provide us with the following collateral as
security for the credit:
Accounts receivable amounting to (value), equipment with a carrying value of (amount), and (others that you wish to specify).
Your written expression of agreement must be secured, as we shall do business as bounded by the terms contained therein.
We are happy to be doing business with you. Thank you and God bless your dealings.
Sincerely,
Your name
# 2 Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your
request has been approved and is currently being processed.
A file has been sent to you in your email that outlines the terms and conditions binding the credit rules. We would like to hear from
you as soon as you receive this message to schedule a meeting with the finance officer of the company for clarifications that you
might want to discuss.
We are happy to be doing business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
12.35 Loan Approval Letter
Writing a loan approval letter must include important details (what particular loan was approved, the amount approved, and payment
terms). The letter opens with a confirmation of the approval.
It must also restate dates that must be noted, like when the first monthly amortization must be settled, and include the next steps that
the borrower must take.
The loan approval letter serves as primary instrument or evidence that the consumer has received approval for a loan and it may be
released upon submission of final requirements.
Here is a sample loan approval letter that requests for proof of identity and current residential address documents as part of the final
phase of the loan processing.
Sample Letter
18 June 2012
Ms. Jessica Smith
Executive Office
TPG-AXON Capital
57/F, Two International Finance Centre
8 Finance Street, Central, Hong Kong
Account number: 000-0000
Reference number: 0000000
Dear Ms. Smith,
Hong Kong and Shanghai Banking Corporation is delighted to confirm that your application for a personal loan of $5,000 has
been approved subject to the completion of formalities. In brief, the first payment of $154 is due 30 days after disbursement of the
principal. The term of the loan is three years. Our 10.9% interest rate is good for the entire term of the loan. Please drop by our main
office located at the HSBC International Banking Centre, L6, 1 Queen’s Road Central, Hong Kong anytime during banking hours,
within 21 days with the following documents:
* Original copy of pay slips for one month, photocopy of which was faxed to the bank
* Your last 2 months credit card or bank statements, showing your current address.
* Two pieces of valid identification cards (company ID, passport or other government-issued ID with photo and signature)
Subject to everything being in order, the check for your loan will be issued to you.
If you have any questions please contact Direct Loan Customer Services at telephone number (02) 89-100 from 8am to 5pm Monday
to Friday. We look forward to the completion of your loan.
Yours sincerely,
(Signed)
Martha Moffatt
Consumer Loans Head
12.36 Approval Letter for Vacation or LOA Request
One of the more pleasant duties of a company manager or officer is writing a letter approving an employee’s request for a leave of
absence or a vacation. Such requests can be taken for a variety of reasons, ranging from the necessity to consume accumulated leave
to unexpected family emergencies that require the staff member to take some time off to deal with them. Most organizations require
the employee to make a formal request that they are taking a leave. Once management has approved the request, a letter is written
formalizing that approval. Copies of the letter are usually sent to the employee concerned, their immediate supervisor and the human
resources department of the company.
The essential aspects of the letter are the statement of the approval, the start and end dates of the leave and any conditions attached it,
such as the requirement to coordinate with their immediate superior as to who will take over their regular duties and the disposition of
any urgent and pending tasks. The tone of the letter is formal but congratulatory, as the writer is delivering good news. However, if the
leave is being taken for unhappy reasons, such as a death or illness in the family, the writer may also express their condolences or their
hopes for a speedy recovery of the family member.
Below is a model letter approving a vacation leave that the writer can adopt to fit their own particular needs.
Sample Letter
March 10, 2012
Fisher Associates
Dallas, Texas
Email@server.net
www.company.net
Michael Goldsborough
Legal Department
Dear Mr. Goldsborough,
Greetings!
We have considered your request for a leave of absence to deal with certain personal matters, and we are pleased to inform you that it
has been approved. Your leave is set to begin on March 15 and you are expected to return to the office by April 1. During the period in
question, you will continue to receive your regular salary through direct deposit and be covered by the company health plan, subject to
the terms and conditions set forth by our provider.
Please coordinate with your immediate supervisor regarding any pending work which has yet to be completed, as well as the handling
of your regular responsibilities.
Best wishes for the speedy resolution of your family problems.
Sincerely yours,
Robert McNeill
Personnel Manager, Fisher Associates
12.37 Expense & Budget Approval Letter
A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an
employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the
point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide
information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or
itemized estimates to the accounting office).
The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the
employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending
on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was
approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement
may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be
provided to other concerned parties such as the accounting department and other company officials.
The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the
employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter
should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient
will know what to do.
Here is a sample of a letter approving payment for incurred expenses.
Sample Approval Letter
Dear [name]
In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your
initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be
Respectfully yours,
[Position]
Expense & Budget Approval Letter
A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an
employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the
point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide
information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or
itemized estimates to the accounting office).
The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the
employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending
on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was
approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement
may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be
provided to other concerned parties such as the accounting department and other company officials.
The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the
employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter
should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient
will know what to do.
Here is a sample of a letter approving payment for incurred expenses.
Sample Approval Letter
Dear [name]
In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your
initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be
Respectfully yours,
[Position]
12.38 Seminar Attendance Approval Letter
A letter giving approval for attendance at a seminar or conference is sent by a company official to the employee making the request.
The letter should include any important dates such as when the conference will be held as well as any further actions the employee
should take. The tone of the letter should be formal and professional and should be clear as to what is expected from the employee.
Copies of the letter should also be provided to other concerned individuals such as the employee’s immediate supervisor and the
human resources department.
An authorization letter should be as brief as possible, while still being clear as to what is expected from the employee. It should
include all vital information on the event, such as dates and venues. It should tell the employee what actions they need to take in the
light of the authorization, such as making sure any pending work is either completed before the employee leaves or is assigned to a
colleague. No explanation as to the reasons behind the approval need to be given, although the letter writer may opt to do so if they
believe it is appropriate.
Below is a sample of a letter giving approval for attendance at a seminar.
Sample Approval Letter
Dear [name]
Please be advised that management has decided to grant your request to attend the [conference] on [subject matter] that will be
held from [date] to [date] at [venue]. Please coordinate with [name of department/contact person] for your travel and other relevant
expenses. Coordinate as well with your immediate supervisor regarding the completion of any pending work and the temporary
designation of your responsibilities for the duration of your attendance.
Upon your return, you will be expected to write a report regarding the conference to be submitted to your supervisor. You must also
provide an accounting of your expenses for liquidation purposes within five working days of your return to the office. Be advised that
failure to comply with these requirements may expose you to sanctions from management.
If you have any other questions, please coordinate with [name].
Respectfully yours,
[Name of sender]
[Position]
12.38 Vacation or Leave of Absence Request Approval Letter
A letter of approval for a vacation leave or leave of absence is usually written by a manager or other high company official in
response to a request by an employee. They are usually short and to the point and simply serve to inform the employee that their
request has been approved, as well as defining the terms under which the leave is granted. They should also include any important
dates such as the start and end of the leave. The tone of the letter may be formal or cordial but should still remain professional.
This type of approval letter should begin by informing the recipient that their request has been approved. It then gives the date when
the leave is to commence and the date when the employee is expected to return to work, as well any other considerations. It may also
request the employee to coordinate with their immediate supervisor regarding the disposal of any pending work before they take their
leave. Unless specifically required, the letter should not include any lengthy explanations for the approval of the request.
If there are any other requirements that need to be fulfilled before the employee can take their leave, they should also be stated
clearly in the letter. Copies of the letter should be sent to other concerned parties such as department heads and the human resources
department.
Below is a sample of a letter for approval of vacation leave or leave of absence.
12.39 Sample Approval Letter
Dear [name]
This is to inform you that your request for [vacation/leave] for [purpose] has been approved by management. Said [leave/vacation] is
scheduled to begin on [date] and you are expected to return to work on [date].
Before taking your leave, please coordinate with your manager regarding the completion of any pending work and the temporary
assignment of your responsibilities to other staff. During your leave, you will continue to enjoy coverage under the company’s health
plan subject to the terms and conditions set by the provider.
If there are any further questions, please refer them to the Human Resources department.
We hope that you will enjoy your leave.
Respectfully yours,
[Name of sender]
[Position]
12.40 Request Approval Letter
A letter approving a request is usually written by a manager to an employee in response to a particular request they are making. The
letter is intended to inform the recipient that their request has been approved and what steps they need to take next. It should be brief
and to the point, and should be formal and professional in tone. It must also clearly state what else the recipient needs to do in light of
his request. Copies of the letter should also be provided to other concerned parties such as supervisors.
But a letter approving a request can also be written outside of the context of the workplace by any person in a position of authority.
For example, the head of a library can write a letter of approval to a researcher’s request for access to books in a restricted collection.
A city official may also write a letter of approval for a filmmaker’s request to film at a certain location. The letter of approval for a
request is versatile enough to be used in a wide variety of settings.
When writing a letter of approval for a request, make sure that the first sentence states clearly that the request is being approved, as
well as exactly what is being approved. If there are any qualifications or conditions attached to the approval, these should also be
stated clearly so that there is no misunderstanding on the part of the recipient as to what is required of them. The letter writer should
also take special care to be polite, particularly if the request is not granted in its entirety, in order to soften the blow and avoid hurt
feelings on the part of the person making the request.
Below is a sample letter of approval for a request.
12.41 SAMPLE APPROVAL LETTER
[Name of recipient]
[Title/position if relevant]
[Address or company name]
Dear [name],
We are pleased to inform you that your request for [give details of request] has been approved. However, [give conditions attached to
request]. If you have any questions or other concerns, you may direct them to [name of contract person/ contact information].
Respectfully yours,
[Name of sender]
[Position]
[Position]
12.42 Project Proposal Approval Letter
A project proposal approval letter is sent in reply to a proposal submitted by a project proponent. It is intended to inform the
proponent that their proposal has been approved and what, if any, further steps that they need to take, such as meetings to finalize
details of the project. The letter may also give a time frame for completion of the project and may include enclosures that the
proponent has to sign, such as a memoranda of agreement. The tone of the letter should be cordial but formal and should not
congratulate the recipient for their successful proposal.
The letter should begin with a statement informing the recipient that their proposal has been approved. If the proposal is in response
to a solicitation or bidding, then the letter may begin by thanking the proponent for their interest in the project before informing
them of their success. It will then tell them what they have to do next, such as contacting the office to set an appointment for further
discussions on the project or may directly set a date for the proponent to come in. It may then define a schedule or time frame for the
project, including a proposed start and end date.
The letter could end with a reiteration of thanks for the proponent’s interest in the project.
The approval letter should go straight to the point without seeming brusque. It should clearly inform the recipient what is being
approved and state what are the important dates or other vital information associated with the project, as well as other special
provisions.
Here is a sample of an approval letter for a project proposal.
12.43 Sample Approval Letter
Dear [name of recipient]
Thank you for your interest in [project]. After thorough evaluation of your proposal, we have decided to approve it, effective [date].
Before you start work, please contact our office to set an appointment by [date] so we can discuss the details of the project. You can
contact us at [contact number] during office hours.
We hope to hear from you soon as we are hoping to complete [project] by [date]. Thank you again for your proposal and we look
forward to working with you.
Respectfully yours,
[Name of sender]
12.44 Loan Approval Letter
Loan approval letters are written by bank loan officers to inform clients that their loan application has been approved. It then tells
them what actions that they have to take to before loan proceeds will be released to their account (i.e. prepare documents such as bank
statements that will be submitted). It also gives them a contact person that they can get in touch with if they have any questions or
concerns that have to be addressed.
1. The tone of the letter can be more informal than regular business correspondence. Start the letter by informing the recipient
what is being approved. If applicable, you can give the reasons for the approval.
2. The letter should then tell them the specific next steps they have to take before they can receive the loan money.
3. If there is a time line related to the release of the money, it should also be enumerated in the letter. And despite the relative
informality of the letter, it should still be carefully proofread to avoid typographical errors.
Here is a sample of a loan approval letter.
12.45 SAMPLE APPROVAL LETTER
Dear (name of recipient),
We are happy to inform you that your application for a loan from our bank has been approved subject to the completion of the
following formalities. Please submit the following documents to our office by (date).
A signed and dated copy of the enclosed agreement. The remaining copies are for your personal files.
Statements from your main account dating back three months and showing your current address. If these statements don’t reflect your
salary being deposited into the account, however, please submit copies of your most recent pay slips. These are for reference purposes
only and will be destroyed after loan proceeds have been released.
A completed, signed and dated copy of the enclosed standing order mandate. However, if you have chosen to repay your loan by
direct debit from your current account with us, we will set it up and you don’t have to submit the mandate.
Once all these requirements have been submitted, the money can then be transferred to your named account. Until then, please do not
enter into any transactions regarding the loan proceeds.
If you have any questions or concerns, please contact our Loan Consumer Services department at (telephone number). Operators are
available from 9am to 5pm from Mondays to Fridays and from 9am to 2pm on Saturdays.
We look forward to receiving the documents and completing your loan.
Respectfully yours,
(Name of sender)
(Position)
12.46 Assignment of Additional Duties
This letter is intended for employees who have been showing competency in their work and are likely to be eyed by the company to be
given additional duties that would help them grow as part of the company. These additional or new tasks given to the employees may
cause a raise from their current financial status or possibly even a promotion.
Employees will be encouraged when they receive a letter as such because it may not be far off into the future that they may be
awarded something better than what they already have.
SAMPLE LETTER
Seattle Grace Hospital
7569 Middletown Avenue cor. St. Paul’s Road
Ferry River, Seattle 900913
October 17, 2012
Dr. Daniel Sheppard
Good day!
As you have been aware, Seattle Grace hospital has been expanding its services for the benefit of our clients and patients. Recently,
a donation was given to the board and this was used to create the Seattle Grace Free Clinic. The Seattle Grace Free Clinic will be
used for patients who cannot afford the facilities and services offered in the main Seattle Grace hospital, but will also ensure the same
amount of attention from competent doctors and nurses.
With this, we would like to inform you that we are giving you the opportunity to take part in this wonderful hospital endeavor.
Because the Seattle Grace Free Clinic is a new wing of the hospital, we would like to ask for your assistance in helping with the
doctoral needs of the new institution. We feel that with your medical background and experience, you would be an excellent addition
to the new division. This will also be another event wherein we will be able to live out the values this hospital is founded on.
Apart from the rounds you make in the hospital and with the surgical assignments you are tasked with, you will devote a certain
amount of your work hours to the clinic and be of assistance to our patients. This won’t happen everyday but per schedule. You may
be allowed to choose the days you would like to visit the clinic, otherwise the hospital will deem it necessary to schedule you and let
you know afterward.
While this is another bold step in our hospital’s honor, we feel that this would also help us gather more attention and recognition, and
you being a part of this would be a great contribution. This should be an exciting experience for you as you will not just practice your
knowledge in medicine but also be able to extend help to our unfortunate brothers who need medical assistance.
We hope that you will be able to agree to this new setup and help us build a hospital that is truly for the people.
Respectfully,
Dr. Madison Greene
Chief of Surgery
12.47 Authorize Work To Be Done at Your Home
Oftentimes, authorization letters are used for business purposes. These authorization letters are commonly used to authorize someone
to act on your behalf, to grant someone permission, or to designate responsibility. However, it can also be used for practical reasons or
to authorize work to be done for your office or home.
Just like in any authorization letter, be polite and write in a positive tone. You don’t have to write a lengthy one. Just make sure that
you don’t miss important details on your letter. Especially when you authorize work to be done for your office or home, you have to
be very specific in what you want. This should be done to avoid confusion and misunderstandings in the transaction to be made.
Clarify all the things that have to be settled before you allow them to start. And lastly, extend your gratitude to the person who’s going
to perform the work. Show your sincere appreciation for their services. Below is an example letter on how to authorize work to be
done for your office or home.
12.48 SAMPLE AUTHORIZATION LETTER
Michael Brooke
I Net Solutions
123 Channel Street
New York, USA 40231
Dear Mr. Brooke,
Good day! I am writing to you regarding the internet connection plan that I have subscribed to just the other day. I am giving you the
authority to work on my home to install the plan.
I understand that it will take you at least seven days to fully install my internet connection. I am hoping that my I could start using the
plan by then.
I have enclosed here my first down payment amounting to $100.00, which will serve as the fee for installation. You are welcome to
start setting up the connection anytime. I will just be waiting for your arrival. I hope you can get started right away so that my children
won’t have to pay for internet rental services anymore.
Please call if there are any changes or questions you may have at my contact number 987-6543
Sincerely Yours,
Jenna Smith
12.49 Medical Treatment Authorization Letter
An severe medical cases, surgeries and other operations need to be performed. However, to be able to do this, the guardians of a
patient are asked for permission to perform the said surgery, operation, or any part of a medical treatment.
Authorization letters are often used for business purposes. You can also use authorization letters to allow someone to act your behalf,
to grant a request, or to delegate specific responsibilities. But it can also be used to authorize medical treatment. Patients that need
to undergo a sensitive medical treatment, need to give an authorization to their legal guardians. It is not just for legal purposes, but it is
also for the benefit of the physician assigned to the patient. It can also be used to release the results of medical treatment or to finalize
all transactions.
The authorization letter should contain all the important details of both the legal guardian and the patient. In some cases, signatures are
not enough. Sometimes, notarization is required to process the authorization letter. Contact information of the legal guardians should
be stated. But most importantly, it includes personal information and medical background of the patient. In most cases, consulting a
legal professional is needed. Below is an example letter to authorize medical treatment.
12.50 SAMPLE AUTHORIZATION LETTER
Medical Treatment Authorization Letter
TO WHOM IT MAY CONCERN:
As the guardians of Mr. John Smith, we authorize the bearer of this letter to approve medical treatment for our father. We entrust our
father’s condition to the physician assigned to our father’s medical treatment.
Guardian 1
Jenny Smith
Work Phone: 592-0323
Mobile Phone: 0903420-4234
Guardian 2
Bryan Smith
Work Phone: 893-9323
Mobile Phone: 0903-410-4234
Insurance Carrier
& Policy Number Fortune Teller Insurance Company
84901-39842-9424
PATIENT’S PERSONAL INFORMATION
Date of Birth: October 16, 1943
Blood Type: Type AB
Known Allergies: Oily and fatty foods
Being Treated For
These Chronic Conditions: High blood pressure, consecutive heart attack events, other complications such as inflammation in the
Doctor: Dr. Jenna Smith
Doctor’s Contact number: 542-3242
Thank you,
_________________________________________
Guardian 1’s signature
Guardian 1’s Full Name
_________________________________________
Guardian 2’s signature
Guardian 2’s Full Name
Subscribed and sworn to before me this 29th Day of May 2012.
_______________________________________________ Notary Public
__________________________________________ County, New York
Doctor’s Hospital Incorporation
2482-942-424
Writing letters to allow someone to act on your behalf is not an easy task to. However, being unable to attend an event may be
unavoidable. So it would be best if you know how to make one. When you allow someone to act on your behalf, it has to be formal
and legal. This is commonly used in emergency situations. But it can also be used in trials in court cases.
Make sure to send some who could represent you well. Choose the person who can easily understand and cope up with the situation.
Also, he/she has to be someone you really know and trust. He has to know all the details and matters regarding the situation.
In your letter, always use a positive tone. Be courteous to your recipient. The letter does not need to be lengthy. However, make sure
to include all the important details. And be concise with the things that you write. Be clear and specific on the conditions that you
would like to happen. Never assume anything that is not explicitly written. Below is an example letter on how to write a letter to
authorize a legal representation.
12.51 SAMPLE AUTHORIZATION LETTER
May 28, 2012
Jenny Smith
455 Shaw Boulevard
New York, USA 04230
Dear Ms. Smith,
Good day! I am writing to inform you that I am giving you the authority to act as my attorney on the case that I filed against the
Brown Suits Company. I understand that your rate is at $300 per hour. I have enclosed a $3000 check that serves as my first payment.
Please send me the billings if ever it exceeded 100 hours. I will have to approve them first. You recall that you assured me that this
case should not cost me more than $30,000.
Please sign in the space provided at the bottom if you agree with the terms stated in this letter. However, if you have other preferences,
please contact me as soon as possible so we can settle our arrangements. You can reach me at 232-9493.
Thank you very much and have a nice day.
Sincerely
Susan Bourne
Branch Manager
CDB Credits
12.52 Authorization Letter for a Project Study
Grant a request or proposal, authorization letters. These letters are made for different purposes. Some of this may be a letter for giving
permission or allowing someone to act in behalf of you. It could also be a letter to delegating responsibilities or a letter to authorize a
medical treatment. For business or organization purposes, authorization letters are given to make the action official.
However, you have to be very careful in writing your letter to avoid confusion. State exactly and clearly what you want so that
limitations will not be crossed. It should state the important details very clearly – when to conduct the study or report, what are the
means that can be utilized, etc. Your letter should be brief and your tone should be businesslike. Clarify the time frame so that there
will be no confusions or misunderstandings to the bounds or extent of the authorization. Below is an example letter to authorize a
study or report.
SAMPLE AUTHORIZATION LETTER
May 28, 2012
Jenny Smith
4505 Shaw Boulevard
New York, USA 04234
Dear Ms. Smith,
We have received your proposal to conduct a case study on our students here at NY Student Academy. We understand that you are
doing this study for your undergraduate thesis. You are given the authority to conduct your study provided that you give us a copy of
your project report in a weekly basis.
Please remember that only the college students are allowed participate in your study. You can not include those in the lower level to
be a part of your respondents as their guardians may not approve.
Please proceed as you have outlined in your proposal. You can start your study on Monday. I have informed the staff and students
about this study. I look forward to receiving your first progress report on Friday, next week. It is our pleasure to be a part of your
Should you have any other concerns that you’d like to address us, please call us at 234-1242. Thank you very much and have a good
Sincerely,
Jenna Smith
Principal
12.53 Change Billing Statement Authorization Letter
April 23, 2012
Rich Town Realty
Morayta St. Manila
To Whom It May Concern:
My name is Rhey Reyes and currently in Malaysia and unable to be present to request the change of billing statement to my name. In
my absence, I hereby authorize my mother, Patricia Reyes to act in all matters relating to my newly bought home in Manila, including
the changing of billing statement to my name and signing of all documents relating to these matter.
I am enclosing a copy of my SSS ID and company ID for your further reference.
If you have any questions about these changes, you can contact me by mail or by telephone at (02) 2357581.
Thank you very much.
Sincerely,
Rhey Reyes
12.54 Authorization Letter – Insurance Payment
September 12, 2012
Prudential Life Inc.
Ayala Avenue
Makati City
Dear Sir/Madam:
I, the undersigned, authorized my brother, Rodel Rosario, to claim my payments from your company on my behalf. He hereby
presents at least two (2) cards for identification purposes.
This authorization is applies to all payments dated from July 2008 up to August 2008. It does not include past August 31, 2008
without my written authorization.
If you have any questions, you may contact me at (047) 791-2911.
Sincerely,
Ericson Rosario
October 12, 2003
Social Security System
Balanga City, Bataan
To Whom It May Concern:
I hereby authorize the bearer of this letter, Engr. Emerson Navarro of Bataan Heroes Memorial College to act on my behalf in all
manners relating to my SSS loan application, including signing of all documents relating to this matter.
Also, I have enclosed my SSS ID and company ID for your further reference.
Thank you.
Sincerely,
Merly Soriano
September 15, 2001
Social Security System
Cubao, Quezon City
To Whom It May Concern:
Greetings!
I hereby authorize my wife, Mercedes Soriano, to claim my check from your good office in my behalf and hereby presenting my two
(2) cards for identification purposes.
Thank you very much.
Respectfully yours,
(Signed)
Martin Soriano
Cancellation Letter
In business transactions, there are certain terms and agreements that have to be followed. However, there are instances wherein clients
fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy the problem. Having
knowledge on how to properly cancel or suspend a customer’s credit account is very important.
First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to them
the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always offer them
other possible options regarding their credit accounts.
Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to you
when you will have to cancel or withdraw a customer’s credit account.
SAMPLE LETTER
Sender’s Address
Address
Customers name
Customer Address
Dear (Insert name of addressee),
This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We have
reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months. According to our
policy, any client who cannot follow the terms shall be subject to deactivated accounts.
We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming that
you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward to
doing more business transactions with you.
Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We will offer
you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our association with you.
We are looking forward to solving this problem and continuing the good business relationship.
We hope to hear from you soon. Thank you very much and have a good day.
Sincerely Yours,
Writer’s Signature
Writer’s Name
Writer’s Title
Department.
12.55 Letter Certification – PhilHealth Contribution
To Whom It May Concern:
This is to certify that Emerson M Navarro is a member of PhilHealth with a number 02-17324655-8.
This further certifies that he has the following contribution for six months to wit:
• April to May 2005 – 203842612- P225.00
June to July 2005 – 207692880- P225.00
This certification is issued upon the request of Mr. Navarro and valid for whatever legal purposes it may serve.
Done this 21th day of October 2005 at Bataan Heroess Memorial College, Highway Balanga City, Bataan.
Melanie A. Rodriguez
Assessment Officer
12.56 Sample Certificate of Recognition
HUGH WILSON HALL
hereby presents this
CERTIFICATE OF RECOGNITION
KRISTEL C. CASTILLO of Pilar, Bataan
as one of the most Responsible Residents of THE HUGH WILSON HALL Ladies Dormitory having contributed much to the well-
being and personal upliftment of each and every residents by being trustworthy and dependable for the whole duration of her stay.
Given this 8th day of March, 1996 in the year of Our Lord.
Rose Mary Zabala
Chairman, Board of Trustees
Pricilla Albelda
Executive Director.
12.57 Sample Certificate of Participation – Echo Training
CERTIFICATE OF PARTICIPATION
is presented to
MS. ANALYN A. GOPEZ
for having actively participated in the District Echo Training on Capacity Building For Teachers/BEI’s to Safeguard the Electroral
Process held on April 12, 2004 at Tomas Pinpin Memorial Elementary School, Abucay, Bataan
Given this 12th day of April in the Year of Our Lord Two Thousand and Four.
CONSORCIA E. GATDULA
District Supervisor
Complaint Letter About A Manager
An official letter of complaint about a superior should be formatted in formal business letter style. An employee pointing out an area
of dissatisfaction may worry that such a letter may create negative repercussions to his/her career. Nonetheless, writing and sending
such a letter when it is appropriate serves as official documentation of a genuine complaint.
It is usually given only after initial discussion with the person occupying the higher position has failed. The letter of complaint
for a superior must be short, factual, courteous and professional, and may be coursed to the head of the Human Resources and
Administration Department.
A letter of complaint for a superior must state the details of the complaint but should stick to the facts and avoid being emotional.
Sample Letter
17 June 2012
Mr. David McKenna
Human Resources and Development Manager
Norfolk International, Inc.
555 Anton Blvd., Suite 900
Costa Mesa, CA
Dear Mr. McKenna:
As per Norfolk International, Inc.’s policies, please consider this letter a formal complaint against Mr. Santi Picornell for Verbal
Harassment.
On several occasions that included January 15, 2012 and May 20, 2012, scenes at the Executive Boardroom included Mr. Picornell
repeatedly telling everyone present sexually-oriented jokes and using degrading words while referring to parts of the female anatomy.
In both of these occasions, he would direct his comments at me. These instances of using of sexually explicit language to ridicule me
were made within hearing distance of others.
Throughout this event, Mr. Picornell also repeatedly told everyone within earshot that he would have his way with me in no time
at all. Mr. Thomas Albrecht and Ms. Mae Torres also witnessed this incident. The aforementioned incident has brought me mental
anxiety.
It is my opinion that such behavior does not conform to Norfolk International, Inc.’s policies of appropriate workplace behavior as set
out in Chapter Five of the Employee Handbook. I feel violated by Mr. Picornell’s behavior and believe that I have been harassed. I
am aware that lodging a complaint against Mr. Santi Picornell will require a formal investigation and I am prepared to participate as
Sincerely,
Lesley Seymour
12.58 Complaint Letter Given To A Subordinate
A letter of complaint intended for a subordinate can be a sensitive matter. As a superior, you may be unfairly judged. Written
carefully and respectfully, though, the letter of complaint to a subordinate may produce a positive outcome. As a higher-up, you can
do this by not treating the subordinate in a condescending manner.
Try not to keep alluding to your position. The subject of your letter of complaint may be the sloppy work execution, habitual
tardiness or absenteeism, or misbehavior of the employee under you. In any case, you can use the letter of complaint as a clear way of
effectively giving orders that can help correct the situation or spur positive change/compliance on the part of the subordinate.
Here’s a sample memorandum from a head of a Human Resources and Administration to his immediate staff member:
Sample Memorandum
MEMORANDUM
Date : June 14, 2012
From : Chris Duncan-Webb, Human Resources and Administration VP
To: James Doherty, Executive Assistant
Subject: Notice of Habitual Tardiness
This is to officially bring to your attention that you have been late for work more than four times over the last two weeks. You have
been previously notified of your habitual tardiness, but you showed little interest for improvement. Instead, you have shown overall
negligence of company policy on attendance.
While you may have the potential to become an excellent administrator, your disregard for company policy on attendance can be a
major setback.
Because you have been constantly late, I must warn you that I have noticed the behavior and expect it to stop. It is important that you
arrive on time to respond to official telephone calls by 9 a.m. and attend to project updates and other administrative functions.
Please organize your morning routine so you can arrive five minutes before the official workday begins. When you arrive, check in
with me at my office. I am sure you will be able to rectify this problem with a little more effort.
Any further violations of company policy or failure to perform in accordance with company standards shall result in a six-day
suspension without further warning.
12.59 Faulty Product Complaint Letter
It’s true that anyone can write a complaint letter for the mere reason that it is built into our make up. However, most people do not
know how to write an effective complaint letter. An effective complaint letter is one that will get immediate action from the other
Complains are usually sent out when a customer or individual is not satisfied with the goods or services they received. Most people do
not know how to properly address their concerns. A fairly written complaint letter which you can follow is shown below:
SAMPLE LETTER
April 25, 2012
Michael Jones, Sales Manager
ABC Enterprise
186 South East Rosewood Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
If you will recall, I recently purchased a hair dryer from your shop on April12, 2012. In fact, you assisted me during my visit at your
store. I shopped for the Ultra-Drying Series with a model number UDS-8744. The product was shipped to my home April 16, 2012
with a transaction number is 8755124.
Since then, it has failed to power up three times. After operating for an hour, it would just shut down. The air it blows isn’t hot, as
stated in the product description. This item is integral to my business and I haven’t been able to properly use because of this obvious
defect. This is not good, and has cost me a substantial amount of money.
I would like to have this product immediately replaced with a working unit of the same brand or model within 3 days. If you cannot
provide me with a replacement, I would like to return the unit I have and for you to refund my payment.
If you need to discuss more with me regarding this issue, please contact me anytime at 872-7777.
Thank you very much!
Sincerely Yours,
Matilde Thomas
12.60 Complaint Letter about A Neighbor
When you’re tired and fed up with talking to your neighbor so he or she can settle the issues you have, then maybe it’s time for you to
write a complaint letter. If it is about a neighbor, the letter should be addressed to your landlord or to the Home Owners Association
The letter needs to be polite specially since you are dealing with people unless you move out. Make sure you clearly identify and
explain plainly what the issue is. You can name witnesses if they agree, cite a date on which the latest infraction took place.
Here is an example letter:
SAMPLE LETTER
April 25, 2012
Michael Jones, President
Rosewood Home Owners Association
17 South East Rosewood Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
I would like to express my dismay with the constant distraction that I and my family are getting from our neighbor’s dog. Mr. Kelly
Finn lives at 128 North East Rosewood Street, across our home. I often see Mr. Finn’s dog running around our area. From my
personal experience, I know how hard it is to keep a dog within your yard. However, it has been causing a very considerable amount
of difficulty not just to me but to our fellow neighbors as well. Whenever the dog gets loose, he constantly digs up on trash cans, eat
the delivered newspapers, and leave dog mess in our gardens and yards.
I have already communicated with the Finns regarding my concern last month but it seemed like they did nothing about the issue.
That’s why I am writing and would like to your assistance to resolve this issue.
Although it is okay for us that pets are allowed in our own area, I would like to request for you to make it necessary for dogs be
confined inside the house or yard to avoid disturbances.
Please let me know if there’s something we can help you with in dealing with this issue. I look forward to hearing from you regarding
the resolution of this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.61 Complaint about a TV or Radio Program
While we all enjoy watching TV or listening to the radio, there are times when we find that the content of the broadcast is offensive or
inappropriately presented. There are a variety of reasons which may drive you to write a letter of complaint regarding a certain radio
or TV program. Carefully and respectfully explain your reasons.
The purpose of writing such a letter is to inform the station that airing offensive content leads you to turn off the programming. If
applicable, encourage the broadcast company to make the necessary, apology, corrections, or retractions. The following serves as an
example of this type of letter:
SAMPLE LETTER
John McKay
Broadcaster
XYZ TV
328 Harold Ave
Leonia, NJ 07605
April 27, 2012
Dear Sir:
I am writing this letter to inform you of my utter disappointment with your television show aired on April 20 at 4 p.m. entitled
“Today’s the Day.” The show came out without any form of warning, although it was apparent after the first 10 minutes of the show
that it was not suitable for young audiences.
The guests in your show continuously used foul and discriminatory language. Swear words used by the guests were not even edited
as the show was broadcast. Pardon the language, but I distinctly remember the words faggot, nigger and shit being mentioned in the
My five-year-old daughter was watching the show as I cooked at that time, and you can imagine my horror at letting my child watch
such a program. It was far too late when I switched to another channel. I hope that you would consider putting an appropriate warning
or restriction for the show, and perhaps editing it more properly too.
Thank you and I look forward to your immediate and appropriate response to this matter.
Yours sincerely,
Catherine Diaz
12.62 Receiving Damaged Goods Complaint Letter
When you receive a faulty or damaged product, it is important for you to immediately send out a complaint letter to let the other
party know what had happened and so that it can be immediately addressed. For this type of letter, it is necessary that you provide
information such as the product name, product code, and the model number. An example of a well-written complaint letter about
receiving damaged goods is shown below:
SAMPLE LETTER:
April 25, 2012
To: Saturn Company
456 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Re: PO# 65479290; 8.1MP Saturn Digital Camera Model #S562
Dear Customer Service Manager,
For the past 8 years, I have been purchasing and using your digital camera products and I have been satisfied with the results.
However, I recently received a digital camera manufactured by your company.
This letter is to complain about the unsatisfactory service I received when I purchased the 8.1MP Saturn Digital Camera Model #
S562 from your local branch at the ABC Mall. Upon the delivery of the product, I found that it was damaged upon opening it. It was
missing the lens cap and the memory card slot in the digital camera is heavily scratched even before I used it.
I was expecting a higher level of service from your company, and I am disappointed with how things turned out. This is why I am
returning the 8.1MP Saturn Digital Camera Model # S562 for a full refund or a proper exchange for a new one since the product is still
within its warranty period.
I have been using many of your products in the past without any trouble. I hope to continue to have a good relationship with your
company. I look forward to hearing from you with a resolution to this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.63 Order Delay Complaint Letter
Although it may vary, the standard time frame to complete a delivery is around six to eight weeks. When a company you purchased
items from, has not made a delivery within that time frame, nor provided you with the tracking number, you may need to send a
complaint letter regarding the delay.
For this kind of letter, you’re not supposed to argue unless you have made calls to follow up on your order. Instead, send a friendly
reminder regarding your order and ask for an explanation. Here is a sample letter:
SAMPLE LETTER:
April 25, 2012
To: ABC Clothing Company
459 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Sales Manager,
On the morning of February 19, 2012, I browsed your website and found some items I decided to make a purchase.
In your policy and billing conditions, there is a statement that there will be a prompt delivery of orders upon successful purchase.
I checked out the items I chose. After a day, my credit card firm confirmed that the total amount of the items I purchased had been
billed to my account, yet I have not received the items yet.
The items are comprised of two pieces of medium-sized tunic tops and a pair of gladiators in size 7. I have requested for these items to
be delivered by parcel post to my office address at 175 Tulip St. Garden, KS 47588
All of my previous transactions with your firm have been more than satisfactory, and sincerely hope that future transactions will
improve.
This is the first time I am encountering this issue with your company. I look forward to hearing from you regarding a resolution to this
matter. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.64 Billing Error Complaint Letter
When you compose a complaint letter about a billing error, it is important that you keep in mind that these errors or mistakes made
may not have been intentional.
Do you know of a business that wants to send out erroneous billing to their customers? Probably not, and because most of these
businesses want to address their customer’s complaints, it is necessary that you come up with a polite yet firm complaint letter. Here is
an example:
SAMPLE LETTER
April 25, 2012
To: ABC Clothing Company
459 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Sales Manager,
On the morning of April 11, 2012, I browsed thru your website and found items I decided to purchase via the Internet.
The total amount of the discounted items I purchased was $127.00 and I settled the payment using my credit card. It was just two
days ago when I received my latest credit card bill which shows that I was charged $204 for the items. It is obvious that an error has
occurred while processing my bill.
The reference number for the said transaction is 57784200014 and is comprised of the following items:
1. 2 pcs. of medium-sized tunic tops (Model # 11457)
2. 1 pc. of gladiator sandals in size 7 (Model# 58741)
These items were billed to my account on April 11. I have attached a copy of my recent credit card statement, as well as the copy of
the transaction report. It can serve as your reference as I require you to immediately make a refund for the erroneous billing.
I look forward to hearing from you regarding the resolution of this problem. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.65 Poor Customer Service Complaint Letter
Writing complaint letters that are both straight-forward and respectful can be difficult to do especially when you’re complaining about
is poor customer service. For this type of letter, you should not let your emotions rule over the facts that you need to communicate. It
is important that you state the reasons why you are filing a complaint. You should also explain what you want the company to do for
you to compensate for the poor customer service you received. Expressing confidence without sounding too arrogant is the key behind
writing a successful complaint letter. Below is a sample complaint letter which you can follow:
SAMPLE LETTER:
April 25, 2012
To: Saturn Company
456 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Re: Account Number 8636-876-8001 (Broadband Internet)
Dear Mr. Jones,
On February 19, 2012, I subscribed to your company’s Broadband Internet offer at the ABC Mall.
I am disappointed because the service I have been receiving is unsatisfactory. As indicated in the ad, I was supposed to get 24/7
connection but up until this day, I cannot remember a day when I did not get connection interruption. I’ve been trying to contact
your customer support representatives to help me regarding this issue, but it seems that my complaint continue to be unresolved and
neglected until this day.
To resolve this issue, I ask that you to deactivate my subscription and refund the payments I have made for the past two months as this
is clearly a breach of the contract I signed with your company.
I look forward to hearing from you regarding a resolution of this problem. I will be waiting for a resolution, if I do not hear from you
in two weeks, I will be filing a complaint to a higher office. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.66 Poor Facilities Complaint Letter
Writing complaint letters can be an effective means for resolving an issue you have with someone or something. While there are really
no ground rules to follow when writing a complaint letter, you should always remember to be respectful. This is important especially
in the case of writing a complaint letter about poor facilities or equipment. Just keep in mind that it is possible that the person who
might read you letter is not the one responsible for the problem. An example of an effective yet politely composed complaint letter is
as follows:
SAMPLE LETTER:
April 25, 2012
To: Healthy Living Wellness Center
457 South West Main Street
Chicago, IL 65432
From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432
Dear Mr. Jones,
I have been a member of your Healthy Living wellness center for more than three years now. But I recently found some areas of
the wellness center that I will no longer visit because of its poor maintenance. I have noticed that the cleaning of the facilities and
equipment in the gym has drastically gone down in standards over the past couple of months. There are days when the floors are not
swept and the restrooms are not clean. Upon a recent visit to the locker room, I found cockroaches in the lockers which leads me to
write this letter.
During the past years, I have been happy with the clean facilities and well-managed equipment in the center. But now, I am
considering leaving for another wellness center.
I look forward to hearing from you regarding the resolution to this problem. It is my hope that you will address this matter
immediately. My membership dues will be up in a few weeks, at which time I will decide whether to leave your facility if no
improvement is evident. Please contact me anytime at 872-7777.
Sincerely Yours,
Matilde Thomas
12.67 Write A Collection Letter
Writing collection letters is an uncomfortable task for many managers because you have to strike a balance between gently reminding
the customer of their overdue payment while still being firm enough to achieve the desired result – the settling of the late account. The
secret behind writing a good collection letter is to always take a positive stance and not to automatically assume malice on the part
of the customer when they are late with their payments. The tone of the letter should be professional, direct and to-the-point without
being accusatory, since the implicit assumption is that the customer is willing to pay. If the initial letter fails to elicit the desired
response, subsequent letters can be more firm and direct.
The initial collection letter should begin with a reminder to the recipient that they have an overdue account that they need to settle.
You should mention the amount of the unpaid bill and the date by which you would like it to be settled. The letter should also state
that the receiver should ignore the notice if they have already sent the payment. You may end by thanking the customer for their
prompt action in resolving the problem.
If initial notices do not work, in subsequent letters you can state that you may have to take legal action for redress if the bill is not
settled by the soonest possible date, or that you will cut off the service that is being provided if payment is not given by a certain date.
But this should be used only as a last resort, when the customer is already several months behind with their payments.
Below is a sample of a collection letter that you can adapt for your own use.
Sample Letter
July 20, 2012
Gold Times Savings and Loan Corporation
Jacksontown, New Orleans
companyemail@server.com
www.url.com
Mr. Richard Prentiss
325 Privet Avenue
Smithville, New Orleans
Re: customer number 10-100
Dear Mr. Prentiss,
Greetings!
According to our records, you have an unpaid balance with us of $8,256.23 for the billing period June 15 to July 14, 2012. As this may
be an oversight on your part, we urge you to settle your account with us by July 30 in order to avoid the inconvenience of legal action
being taken against you. If you have any questions, you may contact Dean Driver at 025-314-5302.
If you have already paid your overdue balance, please ignore this notice.
Thank you for your prompt action on this matter.
Respectfully yours,
Branson Smith
Head, Collections Department
Gold Times Savings and Loan Corporation
12.68 Confirmation Letter
Confirm an Appointment, Meeting or Interview
Writing a reply to a request for an interview or meeting appointment may come in the form of an e-mail or actual letter. This kind
of letter, which acknowledges the sender’s request for a meeting, finalizes the date, venue, and attendees to the meeting requested for.
It must be succinct yet complete in details. If the correspondence is to be given to people outside the company where one belongs, it
should come in letter format, even if it is sent through email. The sample letter of reply below is written in formal, straightforward
manner.
Writing in formal style does not mean using legalese or very academic words like ergo. Cut the fluff and delete unnecessary details.
Nonetheless, strive to cultivate a professional image by using correct grammar, spelling and punctuation. A professional business
correspondence may begin by properly addressing the letter recipient based on familiarity or unfamiliarity with the concerned party. A
business associate or friend may be greeted using first-name basis.
For a casual letter confirming an appointment between friends, or between a professional such as a hair stylist and a long-time
client, there may be casual greetings, banter, or a short personal experience update or comment incorporated in the letter. For letters
confirming a meeting or appointment sent through e-mail, the contact information of sender including telephone numbers and office
address are indicated underneath sender’s name and designation.
Sample Confirmation Letter
28 May 2012
MR.MARK KINER
Principal
Kiner Design Group
17992 Mitchell South, Suite 110
Irvine, CA
Dear Mark:
Further to our telephone conversation, I am writing to confirm our meeting on June 6, at 10:30 a.m. at the SM Corporate Office
located at the 10th Floor of SM One E-comCenter, Harbor Drive, Mall of Asia Complex, Honolulu, HI. Elena Tronco, our Senior
Manager, will be joining us.
Until then, please call Jenny, our administrative assistant, at 632-857-0106 if you need more information, or if there is a need to
change the date and/or time or our meeting. I am optimistic about what we can accomplish together.
Sincerely,
JESS C. LUCAS
Executive Vice President
SM Group of Companies
12.69 Confirm an Order Letter
Perhaps you have placed an order through the phone or online, and after a couple of hours or days of waiting, you still have not
received any confirmation of your order. When this happens, you may find the need to write a letter which confirms your order. This
will also serve as a reminder to company about your business transaction.
The purpose of writing a confirmation letter for an order you have placed is also to clarify details or specifications which are integral
in the product that you need. This becomes useful when you are ordering different kinds of customized products. Also, when you are
ordering products or materials using promotions or discounts, you, too, have to indicate them in your confirmation letter. Take a look
at this example:
SAMPLE LETTER
Camille Jones
Store Manager
DEF Toy Store
47 Poplar St
Oakland, NJ 07436
April 27, 2012
Dear Ma’am:
I would like to confirm the placement of my order for 3 sets of the Nala Talking Dino Dolls which are priced at $50 each, my bill
having a total sum of $150. I placed the order by making a phone call through your Customer Hotline (201) 888-8888. The sales agent
who took my order is named Melissa Jeans and the transaction was made yesterday, April 26 with transaction number 479099912.
I am expecting to have the toys delivered to my address at 57 Henry St. Hasbrouck Heights, NJ 07604 within seven days through your
speed delivery promo, which states that failure to deliver the products on time would translate to a twenty-dollar discount on my next
purchase from your store.
Thank you for taking time to read my letter. Should you need more information my number is (201) 555-5821. You may also email
me at clairehopkins@excite.com
Yours sincerely,
Claire Hopkins
12.70 Confirm a Meeting or Appointment
Appointment, meeting and interview invitations may be given to you verbally through a phone call, but they may also be given to
you in written form like emails, memos or letters. As a rule of thumb, confirm your attendance by using confirmation letters as they
provide a formal response. It is specifically important to use letters when the invitation was sent to you through posted mail, unless the
invitation states that you confirm attendance by other means.
Confirmation letters for interviews and meetings in general serve the purpose of letting the other party know that you are attending
the event and reviews the details of the information that was given to you. By recalling the details of the meeting, such as the date,
the place and the agenda, you are giving the person you’re meeting with a confirmation of the information you received. Here is an
example of this confirmation letter:
SAMPLE LETTER
Emily Haven
Store Manager
XYZ Company
50 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear Ms. Haven:
I would like to confirm our meeting on Monday, May 3, 2012 at 1:00 p.m. in your office in Unit 201 on the 3rd floor of XYZ
Company Building regarding my application as Sales Executive for your company.
Your secretary, Miles Green called me yesterday regarding your request for an interview, and asked me to confirm my attendance by
sending you this letter.
I was also informed to send in a copy of my transcript and my resume for your reference, and I have attached these files in this letter.
I look forward to meeting you. You may contact me at (201) 262-5477 if there are changes on our meeting.
Thank you for your interest in my application.
Yours sincerely,
Jill Jackson
12.71 Confirm Transfer or Promotion Letter
At times when transfers, promotions or relocation assignments are given without memos or formal ceremonies, letters may be used
to confirm such actions. Some individuals who are unsure of a certain promotion may request such a confirmation letter, while other
officials may simply write a memo to their subordinates to ensure that instructions are clear. Having a clear understanding between
the staff and the management is vital in the operation of business. Aside from reviewing the particulars of the assignment, such a letter
serves as authorization or affirmation that can inspire confidence and certainty in an individual.
A confirmation letter does not need to be long, but it has to be accurate. It needs to contain essential information that the recipient
needs to know. Note that its primary purpose however, is not to inform the individual of a certain transfer or promotion, but rather to
remind him or her about it. Here is a sample of this type of confirmation letter:
SAMPLE LETTER
Chris Lauren
50 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear Chris:
This is to confirm your promotion to the position as Store Manager effective on June 1, 2012. You will also receive an increase of
$11,000 to your annual salary. Your total annual salary from the date of your promotion will now be at $36,000.
In line with your promotion, please read the new set of tasks, responsibilities, compensation and benefits in the manual attached in this
letter of confirmation. Note that you will also be relocated to the XYZ Company Corporate Building Office at Jersey City.
If you have questions, clarifications and inquiries as regards the whole process of your promotion, please do not hesitate to email me
at gracelee@xyz.com. You may also call me at (201) 262-7788.
Thank you and congratulations on your promotion!
Yours sincerely,
Grace Lee
Human Resources Department
XYZ Company
12.72 Confirm a Directive or Decision
Confirmation letters are important since they formalize and ensure that your understanding of a certain directive is clear and correct.
Some critical decisions people make are sometimes delivered orally, and in such a case, it is possible that such decisions will be
forgotten over time. Thus, it is best to put these things into writing, especially if they involve the accomplishment of certain tasks or
procedures.
A letter that confirms a directive or decision has the purpose of communicating the approval, agreement or understanding of a person
in authority or a party involved in the decision or agreement. Read the sample letter below:
SAMPLE LETTER
John Doe
47 Henry St.
Hasbrouck Heights, NJ 07604
April 27, 2012
Dear John:
I am writing this letter to confirm your decision to resign as Senior Assistant Manager of DEF Corporation effective June 15, 2012.
You recently expressed during the Corporate Executive Meeting last April 21 that you are planning to migrate to Australia with your
family, and thus, will be unable to accomplish the tasks and responsibilities that come with your position as Assistant Manager.
Attached in this letter is a document that stipulates your separation pay and an evaluation sheet for your current Junior Assistant
Managers, namely Alex Ford, Susan Bliss and Taylor Swan. Your evaluation shall serve as a guide for the Executive committee in
making decisions as to which junior assistant manager will be promoted to your position.
I would like to take this opportunity to express our pride and gratitude in having you as one of our most diligent employees in the
company. In behalf of DEF Corporation, I wish you the best of luck in your new career as well as all your future endeavors.
If you have further inquiries regarding the matter, please give me a call at (201) 262-5698.
Yours sincerely,
July Summers
Human Resources Department
DEF Corporation
12.73 Confirm an Legal Authorization Letter
In writing a letter that requests confirmation of an authorization to take action, the purpose usually has something to do with
following-up on a certain conversation that approves one’s authority on a task which lacks formal written consent. Such letter
therefore seeks another’s written approval and confirms a previously discussed agreement, which often has to be shown to a third
party involved in the task at hand.
This kind of letter is not only used for third parties, but may also be used for the purpose of reminding someone about the
authorization he or she has given you. For instance, if your boss asked you to withdraw money in his behalf, then you would need to
request for him to confirm the authorization he has recently bestowed on you. This type of letter is particularly important when your
boss did not give you an authorization letter. Below is an example:
SAMPLE LETTER
Alan Gabriel
Director
XYZ Home Insurance
415 Lafayette Ave
River Edge, NJ 07661
April 27, 2012
Dear Sir:
You have previously stated in our discussion yesterday that I, Anne Hailey, your personal secretary at XYZ Home Insurance am
hereby authorized to withdraw the total sum of $2,000 from your account at the Bank of America named after yourself, with Savings
Account Number 21678999045. The transaction is supposed to take effect tomorrow, April 28, 2012, to serve as payment for some of
our building’s bills on interior repairs in the amounts of $1999.75.
In line with this, may I request that you sign this document below to confirm your authorization of this request, and to send therein
your passbook together with a copy of your ID for the bank’s reference.
Thank you.
Yours sincerely,
Anne Hailey
Secretary
APPROVED BY:
Alan Gabriel
Director
XYZ Home Insurance
Noted by:
June Mayers
Finance Manager
XYZ Home Insurance
12.74 Confirm Authorization Letter
Sometimes, you may find yourself in a situation wherein you need another person to act in your behalf. From claiming important
documents and certificates or even checks to filing certain reports and committing yourself to certain actions, authorization letters
let your relatives or friends do things which you cannot do at the moment. If you are for instance, sick, or on vacation, then having
someone act in your behalf for errands is necessary.
The purpose of an authorization letter therefore, is to enable someone to do things for you. You would normally ask the person you are
authorizing to bring your own ID as well as his or her own for verification. This letter does not need to be long; it simply has to state
who’s acting on your behalf and what you are authorizing this person to do for you. Take a look at this sample letter:
SAMPLE LETTER
Ross Dim
Director
Social Security System
413 Lafayette Ave
River Edge, NJ 07661
April 27, 2012
Dear Sir:
I am writing this letter to authorize my husband, Jim Dawn, to claim my check from your office on my behalf from the month of May
to September 2012. This is due to the fact that I will be attending several international conferences during this period in Malaysia,
Cambodia, France, Italy, Netherlands and Canada. Thus, I will be unable to get the checks from your office myself. Nevertheless, I
will be back by October and will personally get my checks from you at that time.
Attached in this letter are my two IDs for verification purposes, as well as a copy of my husband’s passport. Should you have other
concerns regarding this matter, you may reach me at (201) 262-5742. You may also email me at amydawn@academics.com.
Thank you very much for your consideration.
Respectfully yours,
Amy Dawn
12.75 Confirm an Oral Agreement
The problem with oral agreements is that they are not taken as seriously as those that are written. Oral agreements can be easily
forgotten, and there could be no proof to back up one’s claims when agreements are only delivered orally. It is for this reason that it
makes sense for you to confirm an oral agreement by writing a letter.
The purpose of writing this type of letter is not only to review the details of the agreement or remind the person you talked to about his
or her responsibility, but also to ensure that both parties have the same understanding of whatever it is that has been agreed upon. Here
is an example of a letter of this type:
SAMPLE LETTER
Ronald Ray
440 Linwood Ave
Ridgewood, NJ 07450
April 27, 2012
Dear Sir:
Welcome to XYZ Company. I am writing this letter to confirm the oral agreement we had in our meeting last Tuesday, April 20, in
which you agreed to work for our company as Senior Account Manager starting on June 1, 2012. As discussed in the meeting, your
salary will start at $ 32,000 per annum. Promotions and incentives thereafter will be made on the basis of your performance, for which
you will be receiving quarterly evaluations.
Attached in this letter is a comprehensive Employee Manual for your reference. Please submit the requested documents as stated in
the manual on or before May 15, 2012. Note that you will be on a probationary status for the first six months, after which you will
hopefully be invited to become a full-time permanent employee of the company.
Should you have other questions regarding your employment, please feel free to contact me at jennwit@xyz.com or (201) 262-5541.
Thank you and we all look forward to working with you soon.
Yours sincerely,
Jennifer Wit
Human Resources Director
XYZ Company
12.76 Confirm your Attendance
If you have been invited to be a speaker or special guest on any event, it is advisable that you make follow-ups through
correspondence. However, writing a letter to confirm your own attendance as a speaker or special guest helps you to repeat the details
of the event as you understand them. The importance of repeating the information in your own words is that if you misunderstood
something, your reader can respond and clarify them right away.
Your letter should be straight-forward. You may opt to be less formal with the tone of your letter since this is already a response to a
previous correspondence.
For this type of letter, be sure to write with enthusiasm, and show it in your letter. Express your appreciation at having been invited as
a speaker or special guest. This is also the time to raise your questions, clarifications, and requests.
SAMPLE LETTER
Name of Addressee
Address
Dear (Sir/Madame):
I am writing to confirm my attendance to your event, (Title of Event). I understand that this will be on (date of event) and will be held
on the (place of event). From our previous meeting, you have scheduled me to present my cooking demo at (time of event). As I have
requested, please include the following ingredients, equipment and kitchen utensils for my demo:
(List of ingredients, equipment and kitchen utensils)
I have attached all the recipes that I will use in the cooking demo as per your request. Please feel free to make copies for the
participants.
I would also like to request for your team to please thoroughly wash the ingredients and utensils beforehand. Also, if there are any
problems with the procurement of ingredients, please contact me as soon as possible.
I cannot express how deeply honored I am that you have chosen me as one of your guests in your event. I look forward to cooking my
specialties for all of you.
Sincerely,
Name of Sender
12.77 Confirm Travel Arrangements or Itinerary
The sender of this letter can either be the traveler or the arranger of the travel package or itinerary. This letter aims to confirm travel
arrangements or itinerary made by a customer. All the details of the travel plan should be specifically written in the letter.
The tone should be business-like and concise. Include in your letter any request or clarifications that you may have. Samples included
below are those you would send to the travel agent and a sample of what the travel agent would send you.
Sample Letter from Traveler:
Name of Addressee
Address
Dear (Sir/Madame):
This is in response to the reservation made last month. I am confirming my booking for a 5-day cruise vacation to the Caribbean.
Please note that we prefer to start traveling early in the morning because of the children.
I would also like to clarify the itinerary you have sent us. May I request that you change a few things and include in the itinerary for a
local restaurant tour while we stop on one of the cities?
Please proceed with final bookings and confirm as soon as possible with my additional requests.
Thank you very much for your assistance.
Sincerely,
Name of Sender
12.78 Sample Letter from Travel Agent:
Name of Addressee
Address
Dear (Sir/Madame):
This is to confirm your reservations to a 5-day cruise vacation in the Caribbean. We are delighted that you have chosen our company
to arrange your travel package.
As you have requested, we made the necessary changes in the itinerary to include a restaurant tour while you are touring the city on
the third day.
However, we cannot accommodate your request to leave by early morning since the only available schedule will leave after lunchtime.
Attached in this letter are the copies of the itinerary and details of your cruise accommodation.
Thank you very much for your continued patronage. If you need any more assistance, please feel free to contact me.
Sincerely,
Name of Sender
12.79 Contract of Employment
Sample Contract of Employment – Faculty Contract
COLLEGE DEPARTMENT
PART TIME FACULTY CONTRACT
I, ___________ of legal age and resident of ________________ hereby fully (for probationary 1,2,3) after which this Contract will
automatically lapse unless expressly renewed in writing. I further bind myself to abide by the following terms and conditions.
1. I hereby accept as part of this Contract all terms and conditions of the laws, faculty manual, school policies, standards,
rules and regulations, and memorandums and directives of the school administration that have been or hereafter be
promulgated.
2. I agree and understand that according to existing College plantilla as per my qualifications and teaching experience, I am
ranked as __________.
3. I agree that I will comply with all policies, rules and regulations written in the appendices attached in this contract.
4. I recognize that my primary obligations under this contract is to render work/service in accordance with the number of
hours, and at the places as provided in the Faculty Manual or as may be designated by the School head. In consonance
therewith, all other activities (such as graduate studies, research, consultation, etc.) irrespective of their nature, shall be
secondary. As a consequence thereof, the School shall have the sole exclusive right to assign the times and places of work
within the prescribed load, considering only the preferences of the School as to time and place. Any change in assignments
of time and place can be made upon the expressed written authority of the School and a violation of this condition shall be
considered as breach of the entire contract.
5. I will be aid and hereby accept _________________ per month as my basic during the period of this Contract and will
receive half of the said salary every 5th and 30th of each month.
6. I will meet the deadlines set for the submission of required reports in the department.
7. I will attend all faculty meetings, academic convocations, and such other official school activities at which my employment
will be required by the School Head and/or his representatives.
8. I agree and understand that I shall not resign from, abandon or otherwise leave, in whatever manner that can be construed
as breach of contract, my employment with the school especially under the following circumstances. a.) After the
school year ______ – _______ / _______ semester has started up to the end of this contract; (from ______________ to
______________).
b.) After having undergone masteral studies and/or training relative to my job at the expense of the School throughout the
period that may be specified in the study/training contract; and
c.) subject to (a) and (b) and without prejudice to my being made liable for whatever damages the School may suffer in
case of breach thereof, I commit not to resign within the period of this contract.
9. The School shall, at the expiration of the Contract, have the right to renew or let the Contract expire. However, even prior
to the expiration of the contract, I agree and understand that I may be dismissed for any violation of the Faculty Manual,
memoranda and directives of the School Administration for failure to meet the Standards required by the School and/or for
other just and lawful cause.
10. It is an expressed condition hereof that, this Contract shall have a prospective, and not a retroactive effect and shall become
effective between the parties only from the time it is signed by the School Head and the Faculty Member herein.
_____________________
HR Supervisor
APPROVED
_____________________
President
Conforme:
_____________________
Signature / Date Signed
12.80 To Whom It May Concern:
This is to certify that Ms. Lorraine Gonzales was a bona fide Instructor of this college.
This further certifies that Ms. Gonzales was employed and taught in this school from June 2000 up to March 2005.
This certification is issued to Ms. Gonzales upon her request for whatever legal purposes it may serve.
Issued this 26th of May 2012 at Western University Pasig City.
(signed)
Allan Rodrigo
College Administrator
Sample Employment Letter – Status of Employment
Re-Confirmation of Tenured Employment of Faculty Members
Engr. Joseph Alva
Instructor
This College
Dear Engr. Alva:
This is to re-confirm your employment status as Regular-Tenured member of the Faculty of Instruction of this college.
As Regular Employee of the Mechanical Engineering department you are assigned to teach 24 hrs/units per week regular load for a
monthly salary of Tk.25,000.00. Loads assigned in excess of this standard loads shall be considered extra loads which shall be paid
P250.00 lecture hour and/or P150.00 per laboratory hour which are standard rates for your level as per the latest contract (SY 2007-
2008) which consultation services to your students of 2 hours per week.
This re-confirmation shall continue in full force and effect starting this SY 2008-2009 unless amended in writing, or unless terminated
under existing policies, regulations and pertinent laws or upon mutual agreement of the parties.
Very truly yours,
Western College
Recommending Approval:
Dennis Herbert Cabiling
College Administrator
Approved:
Imelda Valera
President
Contract of Employment – Instructor / Professor
Sample Job Contact
North Asia College
Hi-way, Balanga, Bataan
August 15, 2000
Personnel Form No. 2
(Probationary Full-Time Faculty)
MS. ELIZA RODRIGUEZ
THIS COLLEGE
We are pleased to inform you of your appointment as a FULL-TIME FACULTY member of the CE-Comp Science Department of
this college on PROBATIONARY STATUS with a rank of instructor 1 and a monthly compensation of $8,000.00 teaching load of
teaching load of 24 units/hours per week.
Teaching loads assignments in excess of the maximum load shall be considered EXTRA-LOADS, and shall be paid at the rate of
$100.00 per lecture hour and $70.00 per laboratory hour which are the standard hourly rate for your level.
This appointment shall be valid and effective for a period of 2 semesters commencing on August 15, 2000 and ending on March 31,
The renewal of this appointment or its change to permanent or tenured status shall depend on the quality of your performance based
on established and published guidelines which you are fully aware of your professional and academic growth such as the acquisition
of graduate and post graduate degrees, and your compliance with existing and valid school policies, standards and regulations and
pertinent laws.
The PROBATION PERIOD shall be for THREE (3) CONSECUTIVE YEARS and is conditioned by the SATISFACTORY
SERVICE within the period, the quality of such service to be determined by the College Administration.
The THREE-YEAR probationary period may be shortened upon the discretion of the administration if your performance is warrants.
CONGRRATULATONS!
Very truly yours,
NORTH ASIA COLLEGE
12.81 Sample Employment Letter – Status of Employment
Re-Confirmation of Tenured Employment of Faculty Members
Engr. Joseph Alva
Instructor
This College
Dear Engr. Alva:
This is to re-confirm your employment status as Regular-Tenured member of the Faculty of Instruction of this college.
As Regular Employee of the Mechanical Engineering department you are assigned to teach 24 hrs/units per week regular load for
a monthly salary of P25,000.00. Loads assigned in excess of this standard loads shall be considered extra loads which shall be paid
P250.00 lecture hour and/or P150.00 per laboratory hour which are standard rates for your level as per the latest contract (SY 2007-
2008) which consultation services to your students of 2 hours per week.
This re-confirmation shall continue in full force and effect starting this SY 2008-2009 unless amended in writing, or unless terminated
under existing policies, regulations and pertinent laws or upon mutual agreement of the parties.
Very truly yours,
Western College
Recommending Approval:
Dennis Herbert Cabiling
College Administrator
Approved:
Imelda Valera
President
12.82 Contract of Employment – Instructor / Professor
Sample Job Contact
North Asia College
Hi-way, Balanga, Bataan
August 15, 2000
Personnel Form No. 2
(Probationary Full-Time Faculty)
MS. ELIZA RODRIGUEZ
THIS COLLEGE
We are pleased to inform you of your appointment as a FULL-TIME FACULTY member of the CE-Comp Science Department of
this college on PROBATIONARY STATUS with a rank of instructor 1 and a monthly compensation of $8,000.00 teaching load of
teaching load of 24 units/hours per week.
Teaching loads assignments in excess of the maximum load shall be considered EXTRA-LOADS, and shall be paid at the rate of
$100.00 per lecture hour and $70.00 per laboratory hour which are the standard hourly rate for your level.
This appointment shall be valid and effective for a period of 2 semesters commencing on August 15, 2000 and ending on March 31,
The renewal of this appointment or its change to permanent or tenured status shall depend on the quality of your performance based
on established and published guidelines which you are fully aware of your professional and academic growth such as the acquisition
of graduate and post graduate degrees, and your compliance with existing and valid school policies, standards and regulations and
pertinent laws.
The PROBATION PERIOD shall be for THREE (3) CONSECUTIVE YEARS and is conditioned by the SATISFACTORY
SERVICE within the period, the quality of such service to be determined by the College Administration.
The THREE-YEAR probationary period may be shortened upon the discretion of the administration if your performance is warrants.
CONGRRATULATONS!
Very truly yours,
NORTH ASIA COLLEGE
12.83 Business Transaction Correction Letter
In business transactions, mistakes and errors are unavoidable. Sometimes, these are caused by technical problems and sometimes, it
is human error. At times like this, you have to admit your slip-ups and take full responsibility. Remember that a sincere apology can
easily win back an unsatisfied customer.
Write your letter while the incident is still fresh. You should be humble and bear in mind that customers are always right. Be
considerate and respectful with the way you put your words into your letter. Be concise yet lay out all the details in a clear way. The
words “oversight” and “error” lessens the impact of the issue. Always be polite to your customer.
If the error involved more than one person, assure the customer that you are taking steps to make corrections. Offer compensation for
the dissatisfaction and tell them that you’re looking forward to serving them in the future. Finally, assure them the same incident will
never happen again. Below is an example letter on how to correct your own error in a business transaction.
Sample Letter
May 26, 2012
Molly Burke
157 St. Anne Lane
San Antonio, California 8080
Dear Ms. Burke,
We would like to thank you for informing us about our transaction error. We would like to ask you to please disregard the credit card
bill that we sent you last week. Unfortunately, three copies per customer were accidentally sent by our computer. We are already
taking further steps on resolving this issue. Our technical assistant has now created software which will ensure that no error like that
will happen again. Sending out bills is a crucial part of our business and we should be very careful with it.
Again, we would like to thank you for taking your time to tell us about your concern. To make up for this error, we are offering you
a one-month free subscription of our service. We aim to win back your trust and confidence to our company. We assure you that this
will never happen again. We are looking forward to serving you again in the future.
Please feel free to contact me at petersmith@cscomplex.com if you have any other concerns. You can also reach me at 222-983-8493.
Again, thank you very much and have a good day!
Sincerely,
Peter Smith
General Manager
Avian Center Shopping Complex
12.84 Correction Request on Your Taxes
Everyone wants to get things right when it comes to taxes, yet, although the Tax Office and its officials do its best to compute
people’s taxes as accurately as possible, sometimes, they still do commit mistakes. Whether it has something to do with the percentage
you’re being taxed for, or a mere typographical error in relation to the amount of your salary, you have every right to set things right
as quickly as possible, and this is something you can do by writing a letter to the Tax Credit Office about the errors made on the
computation of your taxes.
The purpose of this letter is of course, to get an accurate computation of your tax. Be careful though, because sometimes you may be
the one who has committed errors, particularly in the declaration of your assets and liabilities. Here is an example of a letter that asks
for the correction of errors made on one’s taxes:
SAMPLE LETTER
April Evans
Complaints Manager
Tax Credit Office
41 Poplar St
Oakland, NJ 07436
April 27, 2012
Dear Ma’am:
Upon checking my tax forms for this year, I saw that there was an error in the computation of my taxes, such that your office failed
to consider that I am a single mother with two children. I believe that there is a certain tax exemption applicable to my case, and the
current tax being imposed on my total gross income shows no such exemption. My TIN by the way is 235-00-0000. In line with this, I
would like to request your office to recheck my forms and present a more accurate computation of my taxes.
Attached in this letter are pertinent documents which you may need to consider, including the birth certificates of my children and my
employment certification and salary. I also made corrections to the forms you have sent me, and these corrections are also attached in
this letter for you to review. In case I am at fault in this error or you have further inquiries as regards my status, please contact me at
melissawilliams@gmail.com or (201) 262-5968 as soon as possible. I look forward to hearing from you and I would appreciate your
immediate response to my request.
Yours sincerely,
Melissa Williams
12.85 Customer Service Letter
Inform Customer Payment Not In Envelope
Business transactions nowadays are done personally, through email or via snail mail. For convenience purposes, some companies also
allow payments to be sent via snail mail. This will lessen the hassle to their customers because they will no longer have to go to the
business establishments themselves for the payment. However, there are cases when the customers forget to include the payment in
the envelope.
Thus, you will have the need to inform a customer that the payment was not in the envelope.
In making a letter to inform a customer that the payment was not in the envelope, you have to be very careful. There is a tendency that
the customer will not believe you, so you have to build good will and trust. Assure them that the transaction will then be processed
right after they send their payment.
Show your appreciation for their business with your company. Tell them that you are looking forward to doing more to serve them.
And leave your contact details should they have questions or concerns. Below is an example letter on how you can inform a customer
that the payment was not in the envelope.
SAMPLE LETTER
Sender’s Address
Department
Company Name
Address
Customer
Address
City, State Zip
Dear (Name of customer),
Good day. This letter is to inform you that we have received the letter that you sent us regarding your payment for your last month’s
credit bill. However, I am afraid to inform you that the payment was not in the envelope so we haven’t processed your payment yet.
We assume that you may have just forgotten to include the money, so we are giving you until next week to send us your payment. For
faster processing of your payment, you can also go to our office personally to have your account processed in real time. As a part of
our terms and agreement, we will be forced to charge you with penalty fee if you exceed our one-week deadline.
We appreciate doing business with you. We are looking forward to serving you in the future. Please feel free to contact us at 123-4567
should you have any concerns.
Thank you very much and have a nice day.
Sincerely,
John Smith
CS Representative
CooLio Industrial Company
12.86 Inform Customer of Unsigned Check
In businesses, clients sometimes don’t have the luxury of time to personally give their payment to business transactions. Thus, they
end up sending you checks that will serve as their payment. However, there are instances wherein you will have to inform a customer
that the check you received was not signed. You have to be very careful when you make these kinds of letter, as this is a sensitive
case. You can always send the check back to the customer, but it has to have a well-written letter with it.
Be polite and courteous when you make your letter. Be as conversational as possible, but still maintain the professional relationship
with your client. Remind your client how he or she could be of big help to the business transaction. Always tell them that you
appreciate the relationship between the two of you and that you are looking forward to transacting with them again.
Provide information on how they can contact you should they have concerns and questions. Below is a sample letter on how to inform
a customer that the check you received was not signed. This sample letter can be of great help to you when you will have to inform a
customer that the check you received was not signed.
SAMPLE LETTER
Company Name
Company Address
Recipients Name
Recipients Address
City, State Zip
Dear (Name of Addressee),
Good day. We would like to thank you for your payment for you last month’s credit card bill. We’ve already received the check that
you sent us. However, I am afraid to tell you that the check you sent us was not signed and that we could not process it yet without
your signature in it.
We understand that it may have just been due to urgency or emergency reasons. That’s why we are sending back the check to have it
signed by you. As soon as we receive the signed check, your payment will be ready for processing.
Should you have any other concerns or questions, please feel free to contact me at 123-45-67. You can also call our customer service
at 342-3232. We appreciate the business and we are looking forward to doing more transactions with you.
Thank you very much and have a nice day.
Sincerely,
Writer’s Signature
Writer’s Name
Writer’s Title
Department
Delegate
12.87 Delegation of A Special Project
A letter for delegation of a special project is intended to be addressed for employees who could possibly be eyed for managing or
being a part of a team that will handle a special job. The employer or administrative head will address this letter to employees who
will handle tasks that are not necessarily in line with their usual job description but will be able to extend help through ideas and
manpower.
These letters are often delivered two weeks prior to the implementation of the assignment. Employees who get these notices are most
likely offered a new task because of the excellent work they have done throughout their stay at the company. They should feel blessed
to be given such an opportunity.
SAMPLE LETTER
Summit Publishing
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
(Address)
June 7, 2007
Ms. Lorelei Garcia
(Name of Addressee)
Greetings!
Summit Publishing, in its 19 years of existence, has taken pride in quality magazines that promote healthy living, women
empowerment, business education and life appreciation. The company has put forth the values that would make life easier and better
for the readers.
Since we are nearing our 20th year, a celebration is indeed necessary. For our 20th year celebration, the management has decided to
create a team that will spearhead the week-long celebration we have in mind, specifically the awards ceremony and grand party that
will be attended by our company’s board of trustees and other important personalities.
This party will honor the people who have been a part of the company in its earlier years and the ones who have stayed the longest.
The company will also be willing to shell out a grand amount of money to make this event a success. But we also need people who
will make the grand celebration possible.
With that being said, we would like to invite you to become a part of this innovative and enthusiastic team. The management feels that
with your creativity and leadership skills, you will be able to contribute much to the 20th celebration that is considered to be the most
important event of the year, especially for the company. We will need your support and cooperation to make this dream celebration a
reality. A meeting will be held for those who have been invited to take part in this monumental event in your company’s history, and
we assure you that it would be great honor to become a part of this team.
Although this event will require more work and time from you, this will also help in your individual evaluation for future promotions.
For questions and inquiries, you may contact Anne Morris through her email annemorris@summitpub.com.uk or visit her office at the
HR building.
Thank you and we hope for your positive response to this invitation.
Sincerely,
Anne Morris
Human Resource Manager
12.88 Delegation of a Specific Task
This letter is addressed to an employee or employees to inform them of special tasks that the management wishes for them to do.
These tasks may have not been part of their job description but because of the probable urgency or lack of people who can do it, some
employees are asked to do this.
This type of letter is usually given to properly address the situation, and also for proper recording and compilation. This may also be
used as reference for future employee evaluation.
SAMPLE LETTER
Summit Publishing
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
June 7, 2007
Ms. Sari Jane Thomas
Projects Division
26th Floor, Tower 2, The Insular Building
6750 West End Avenue cor. Mayfield Street
London, United Kingdom
Greetings!
Summit Publishing is celebrating its 20th anniversary on August 15, 2007. We are currently in the process of building a team of
young individuals who are already part of Summit Publishing to partake in the celebration that we are going to have in honor of the
company’s 20th anniversary. The administration alongside the company’s stockholders has decided to celebrate with a big awards
ceremony and grand party that will be attended by business professionals, partners and famous personalities.
We have evaluated the performance of each employee and we have found that your record is quite outstanding. With your own brand
of creativity and enthusiasm, we are confident that you will be a great addition to the team that we are building. We have seen your
passion for work and love for this company, and being part of the team should only bring forth more for the company’s much-awaited
celebration.
With this, we would like to formally invite you to become part of Summit Publishing’s 20 Team, the managing team for the entire
week long activities that will happen in honor the company. We will need your help in attaining our goals and objectives – which is to
create a monumental event that will mark the wonderful 20 years Summit Publishing has had. As part of the Summit Publishing’s 20
Team, you will be tasked for the following:
• Conceptualization of the grand awards ceremony and celebration to cap off the weeklong events;
• Management of logistics such as venue, food services, people to be invited and program schedule;
• Over-all management of the grand awards ceremony and celebration.
We hope that you will be able to take part in this special occasion. Thank you and we hope for your positive response.
Sincerely,
Mr. Victor Perry
Manager Projects Division
Summit Publishing’s 20 Team
12.89 Disagreement Letter
Disagreement Letter for Person in Authority
Writing a letter of disagreement can be hard because such a letter sometimes results in a negative outcome. But writing a letter
to disagree with a subordinate, or superior, or a person in authority can be the best way to express concern over something that the
person you’re writing to has done. It is expressing your concern or opinion in a constructive, but assertive way. You write such a letter
to recognize and state a problem while explaining what you want the recipient to do about it.
Letters of disagreement can be a perfect tool to correct a misunderstanding. An effective letter of disagreement clearly states the issues
and reasons for disagreeing with the recipient’s point of view, as well as your proposed course of action. It is not, however, a medium
to hurl accusations. The main purpose of writing such letter is to resolve a conflict or problem. The tone of this letter should still be
courteous, and the format should be clear, concise and direct. Please be reminded to avoid threatening the recipient. Be direct, yet
respectful.
Below is a sample of a letter of disagreement:
SAMPLE LETTER
June 11, 2012
Julienne Rogers
213 Anyplace Lane
Austin, TX 78750
Abby Campton
Business Development Manager
Project Management Department
Wrightway Systems
1810 Kramer Lane
Suite C-201
Austin, TX 78758
Dear Ms. Abby Campton,
First of all, I would like to say how much I admire you for being a good Business Manager, but I must disagree with the direction we
are taking with the AT&T account. I have been doing a lot of research about the company and what their requirements are for this
particular project. I can say that the way we are looking at handling this particular project will not meet the client’s needs. The work
that has been outlined will both be a waste of time and money, since it is not what the client requires.
I just feel I have to put this into writing, but I would be willing to meet with you at your most convenient time to go through the
aspects of the project to explain my position.
Being the excellent manager that you are, I am positive that you will welcome what I have to say and act appropriately.
Thank you for time.
Respectfully yours,
Julienne Rogers
12.90 Letter of Disagreement
In a workplace setting, disagreements between staff members are inevitable. In order to ensure that differences of opinion are
expressed in a constructive manner, one of the parties should write a letter of disagreement to the other.
A letter of disagreement expresses the writer’s position on a certain issue in a positive manner without being confrontational. It is
addressed to the particular individual with whom you have a difference of opinion. It should begin with the writer identifying the issue
with which they disagree with the other party. They should then go straight into the reasons why they do not agree with it.
The tone of the letter should be professional and courteous, without any anger, name calling or uncalled-for accusations. The letter
should also get straight to the point, and not include discussions of anything extraneous to the main issue. The letter could end with the
hope that the two parties learn to respect the other’s positions on the matter at hand. Below is a sample disagreement letter that can be
adopted to meet a writer’s particular needs.
SAMPLE LETTER
August 14, 2012
Max J. Carver
Head, Human Resources Department
Bill Jackson
Vice President for Operations
Subject: Daycare for Employees
Dear Bill,
I am writing this with regard to your position on the issue of the office providing daycare services to its staff, which was discussed
at the last staff meeting on August 12. While I respect your opinion, I believe it to be mistaken. I think that the office should offer
daycare to employees at a nominal cost because it would help them to be more productive, since they could focus on their work rather
than having to be concerned about the welfare of their children. In the long run, this increased productivity could offset the initial
expense of providing this service.
While it’s true that offering such a service is not the direct responsibility of the company, it is only right and proper that we do so for
our hard-working employees who are contributing to the profitability of our company. It would also do wonders in helping improve
the overall morale of the office.
I hope that this letter has given you a deeper understanding of my position on this issue.
Respectfully yours,
Max J. Carver
VP Operations
12.91 Dispute Letter
Dispute Letter to False Accusation
The main purpose of writing a letter of dispute is to make known a concern that you may have about a specific matter. Disagreement
letters can be used to correct possible factual errors and misunderstanding to resolve a problem. In order for a disagreement letter to be
effective, you should clearly state the problem or concern and explain what you want your reader to do to resolve it.
If you are writing a disagreement letter, like a response to a false accusation from a government agency; you should state the issue or
concern clearly, give an explanation of why you didn’t agree, and then make recommendations or plan of action. You should strive to
arrive at a resolution when you are composing your response. Avoid making threats.
The general intention of this letter is to resolve a particular issue or problem, and not just to disagree. It is wise to keep your cool and
be professional. Maintain courtesy and be respectful. Keep in mind that most errors are unintentional so be patient and stick to the
facts. Always remember to be clear, direct to the point and concise. Address your letter to a specific government person, not to the
organization as a whole. Do not generalize.
Find below a sample of a disagreement letter:
SAMPLE LETTER
June 11, 2012
Stanley Johnson
123 Anyplace Lane
Austin, TX 78751
Mike Smith
County Tax Officer
Travis County Tax Office
Airport Boulevard
Austin, TX 78751-1410
Dear Mr. Mike Smith,
My name is Stanley Johnson and my Tax ID is 123-45-6789. I just received the county tax letter from your office, and I was surprised
to see that I have been taxed based on my house being worth $400,000. I believe there was a mistake in the computation. Just a couple
of months ago, I had my house revalued because I was hoping to apply for a second mortgage. During that time the house was just
valued at $250,000, and I cannot believe that the value of the house increased by a whopping $150,000 in a matter of two months.
I have enclosed copies of the recent mortgage valuation of the house and I have added some other valuations of the houses on our
street. I would like to ask your good office to have your records amended and send me another county tax letter based on the correct
value of my property. If you will need additional supporting documents or any other information, please inform me the soonest
possible time.
Thank you for your time.
Respectfully yours,
_______________
Stanley Johnson
12.91Dispute Letter on Billing Error
Mistakes will be made and occasionally you will be overcharged by your utility company or landlord. If this happens, formalize your
request for correction of the error by writing a letter disputing the error. This would ensure that there is a record of your request, so
that if no action is taken, you can later use the letter as evidence in any civil action you might have to take.
To be effective, the letter should be addressed to the specific person who can address your problem rather than to the company in
general. It should begin with the writer identifying him/herself and giving any relevant identifying information such as their billing
address and subscriber number.
The body of the letter should describe where the error lies and what correction you would like the company to make, or what action
you want taken. If there are any documents to support your claim, you should also mention them in the letter and include copies as an
enclosure.
The tone should be civil and non-confrontational, keeping the stress on the problem that you want to be corrected. Avoid accusatory
statements.
Here is a sample of a letter disagreeing with a bill that you can adapt for your own uses.
SAMPLE LETTER
February 21, 2012
Jake Jones
345 3rd Avenue
Irvine, Illinois
Chris Conroy
Division Head
Billing Department
Illinois Electric Utility
25 North St.
Irvine, Illinois
Dear Mr. Conroy,
I am Jake Jones, residing at 345 3rd Avenue with subscriber no. 789-654-222. I am writing to discuss the bill I received from your
company, dated February 20, in which I am charged $5,498.25 for the period February 15 to March 14.
I believe that I have been overcharged by the amount of $525.86, based on my consumption for the period. To support my claims, I
am enclosing copies of my billings for the past six months, showing that my average consumption is less than what was reflected in
the current bill.
In light of the above, I would like to request for an adjustment in my current billing, to be reflected in the following month’s bill. If
there is anything you need clarified, you may reach me at my daytime contact number, 050-999-5621.
Thank you for your kind attention on this matter.
Jake Jones
12.92 Benefits Dispute Letter
There are times when we are not being given the fair amount of benefits we are entitled to. When this happens, we should formalize
our complaint by writing a letter disputing the benefits and asking for a correction. Writing a letter would also help us if we ever
have to dispute the benefits in more formal legal proceedings.
This letter can begin with the writer identifying himself and providing any relevant identifying information such as their social
security number. They will then describe the benefit whose amount they would like to dispute and the reasons why they believe
what they are being given is incorrect. If there are any supporting documents that would help settle the matter, they should also be
mentioned in the letter and copies enclosed along with it.
Finally, they can end by setting a date for a follow-up on the matter. They can also give their contact number so that the person they
are writing can reach them if they want to clarify certain matters. The tone of the letter should be professional and straightforward,
without being angry or accusatory.
Below is a sample of a disagreement letter disputing the amount of benefits being given that you can adapt to your particular use.
SAMPLE LETTER
June 23, 2012
John Purcell
23 Richter Drive
Maxwell, Texas
James London
Claims Department
Social Security Authority
55 Privet St.
Maxwell, Texas
Dear Mr. London,
I am John Purcell with social security number 000-456-080. I am writing this letter in regard to the amount of pension benefits I am
receiving from Social Security. I recently received a check from your office in the amount of $16,457.65, a photocopy of which I am
enclosing with my letter.
I believe that your office is mistaken and the monthly pension I should be receiving is $20,386 based on the amount of my
contributions that I have faithfully paid for over twenty years. To support my claims, I am also enclosing my contribution records
from 1978 to 2012.
In line with this, may I schedule a follow-up call or meeting with you to discuss my situation? I can get in touch with you on June 25
at 10 a.m. If you have any questions, you can also reach me at 090-245-6666.
Thank you for your kind attention on this matter.
Respectfully yours,
John Purcell
12.93 Endorsement Letter
Endorse Existing or New Policy
All companies have their own policies and rules when it comes to their workplace. These policies serve as the employees’ guidelines
for the job-related matters. These policies are made to clarify matters regarding compensation, benefits, vacations and holidays. They
may also institute the house rules of the company. When the management decides to endorse an existing or new company policy, it
has to be communicated to everyone so that they will be aware of the changes.
Letters that endorse an existing or new company policy must be well-written. It does not have to be that formal but make sure that
your employees will understand them well. You should also address and direct the letter to all of the employees that will be affected
by the policy. Include the effective date of the revised or new policy. If you are implementing a revised policy, include a description of
the old policy.
Explain to them the need to revise the existing policy. Should there be any questions from the employees; make sure you provide a
means for them to communicate their concerns. And lastly, make sure that your letter has been approved by the Human Resources
head. Below is a sample letter on how to endorse an existing or new company policy:
Sample Letter
June 20, 2012
Mr. Gale Forceberg
R & D Manager
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555
Production Department
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555
Dear Team,
Effective June 10, 2012, the company will impose a 10% daily salary deduction from all employees that come to work late. The
company used to impose only a 5% daily salary deduction. However, we’ve noticed that within the past few months, the number of
employees coming to work late has increased.
If an employee is tardy, the company’s overall productivity is also affected since less work is accomplished in a day. If employees
come on time, we could reach our quota for the day, or may even exceed it.
As a part of our rules and regulations, everybody is required to abide by this new policy. Failure to follow this will result to breach of
company policy.
We are looking forward to the employee’s improvement. Let us all work cooperatively for our company’s success. Should you have
any other questions or concerns, please feel free to contact me at 123-45-67. Thank you very much.
Sincerely,
Gale Forceberg
12.94 Endorse a Previous Employee’s Performance
There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee.
Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way you
advertise or endorse a previous employee’s performance.
If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or her accomplishments.
This will serve as a guide when you compose your letter. State in the letter how long you’ve known the person. Also, don’t forget to
write the dates of employment and the details of the work. Include positive characteristics of the person and the reason why he or she
is a good candidate for the job position.
SAMPLE LETTER
June 2, 2012
Joanna Tabor
ABS Engineering Company
4321 Sundance Street
Athens, CO 88823
XYZ Performance Parts Company
Production Department
9876 Starlight Drive
Ephesus, CO 88821
To Whom It May Concern:
I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company for
almost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that she submits
good outputs that even exceed the requirements’ necessitated quality.
Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of a leader
than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she is working. She
has a reliable working habit that gives you the assurance that you can always count on her.
Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willing to learn
new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. She could be an asset to
your team and the whole organization as well. In cases of emergency, she is always willing to help.
Should you need more information, please feel free to contact me. Thank you very much and have a nice day.
Sincerely,
Joanna Tabor
Projects Supervisor
ABS Engineering
12.95 Endorse A Company Activity
A company is not only confined to its office or workplace. It could also start projects and business activities to promote the company
or even extend its help to the community. A letter to endorse a company activity is a professional means of making other people aware
of what the company is planning, which could be related to business strategies or a fund raising project.
A letter of endorsement about a business activity should be concise and direct to the point. You should remember that you write this
kind of letter to those who are linked to your company such as your clients or other business groups in the same industry. You address
your receiver with his full name so that he will feel that the letter is specially addressed to him.
Do not forget to state the name of the activity that you are inviting the person to, the venue, and the time that it will start. You can also
state the reason for holding that kind of event and what could be its benefits. You can end your letter by showing appreciation for his
support and your eagerness for him to attend the event.
Sample Letter
March 5, 2012
ABC Insurance Company
1234 Edgewood Street
New York City, New York, 123456
James Anderson
765 Beverly Street
Hollywood Hills, VA 12345
Dear Mr. Anderson,
We truly appreciate your support for ABC Insurance Company. We are very much pleased that you have chosen our company to meet
your insurance needs.
We are honored to invite you to the Lend a Helping Hand fund raising program of our company to be held at the ABC Building on
March 25, 2012 at 9 in the morning.
We invite business groups and people from the community to join this activity. This is our way of endorsing the company as well as
its Lend a Helping Hand project. We would appreciate anyone whom you could refer that would help this program.
Thank you for your continued support. We are looking forward to your presence on the said event.
Yours truly,
(Signed)
Charles Smith
ABC Promotions Manager
12.96 Endorse an Employee for A Promotion
Getting a promotion is the best reward you can get when working for a company. An employer gives it to the deserving employees.
An organizational hierarchical structure is shown to an employee when he is initially accepted. This will help him become aware of
the professional growth he could achieve later on.
When you work hard and abide by company’s policies, your position will be elevated to a higher level. This reward comes with a
promotional letter. It should include who are you endorsing and why are you endorsing him. You should include how long you have
known the person and what are the positive qualities that make him or her suitable for the position.
Even if you are in the same company, take note that you should put your name and contact information as well as an offer to give
further details upon request. A co-worker can endorse an employee for a promotion as long as he knows that the person can manage
to take bigger responsibilities.
SAMPLE LETTER
February 10,2012
James Miller
146 Wisconsin Street
Chicago, IL 65432
Dear Mr. Miller,
On behalf of the training team of GHY Company, I am much honored to endorse to you Dana Wilson, our Training Assistant Head as
a Marketing Assistant Manager. Dana Wilson has been working in our department for 3 years. She has shown excellence in handling a
team. She has shown dedication in gaining background on the marketing strategies of our company as she trains the marketing staff.
She would be an asset to the Marketing Department since she can generate creative ideas and can work effectively even under
pressure.
Please contact me if I can provide any further details. I can be reached at 456-458-723.
Sincerely,
(Signed)
James Jackson
Head of Training Department- GHY Company
12.97 Follow up Letter
Follow Up on Customer Complaint
The follow-up on a complaint from a customer letter is a very sensitive process since it addresses the trouble between the consumer
and the institution. This follow up letter should be carefully written since it could elicit a negative response, which could affect
customer relations. Many institutions have a high regard for the saying “The customer is always right.”
This is completely true since the consumer is the lifeline of a business. The letter should be written without taking sides. The issue
should be tackled on neutral grounds to prevent favoritism. Companies usually discuss the issue by first stating the facts while taking
consideration the feelings of the consumer. The consumer should be given utmost respect when writing the letter.
The process of conducting business with consumers is more complicated that one would think. It is important that a complimentary
relationship be established. This would prevent misconceptions from both sides.
Most follow up letters contain offers, which are given to the consumer. It serves as an incentive for the troubles caused. It is important
that the consumer feels that he is the main priority. If the consumer is mistreated, bad word regarding the institution could spread.
This should be contained and changed by establishing a better relationship with the troubled client. It would be a great help for the
institution if bad feedback regarding their products and services were reversed. This would allow them to attract more customers and
maintain their previous ones.
Sample Letter
Jan 29, 2012
Henry’s Steak
#34 St. Dominique Drive
New York City
Mr. James William
Chairman
Dept. of Research and Development
University of New York
#2334 St. Carlos St
New York City
Dr. Mr. William,
As delegate of this dining institution, I want to express my deepest apologies for all the troubles you have experienced in our
restaurant. We regret that you have encountered trouble with one of our staff who has violated your privacy and rights. In order to
make up for this, we would like to offer you a free dining option with your family and friends. You could reach us anytime at the
numbers included below. We hope for your kind consideration in this matter.
Sincerely yours,
James Bryant
Restaurant Manager
12.98 Follow Up Letter With A Reminder
Follow up letters play an important role in business correspondence. It shows your dedication and interest towards a particular matter.
It also serves as a reminder when correspondence is taking too much time.
Basic purposes of follow-up letters are the following:
• Recall points and agenda from previous meetings
• Reminder for meetings, tasks, and other events
• Demonstrate continued interest to clients
• Request for correspondence on some matters
In sending follow-up letters, make sure to include all necessary information for the recipients. Recap previous details and remind them
with the agreed issues that need correspondence. Online references, if needed for the follow up, should have working hyperlinks. You
can also indicate your expected actions from the recipient but do so in a courteous manner.
Here are additional tips in writing an effective follow-up letter:
1. Never send a follow up letter if the agreed deadline is not yet over.
2. When used as a reminder, send the follow up letter in advance to give your recipient enough preparation time.
3. If sent to a potential customer, you can include product highlights and be subtle in urging them to choose you as their
provider.
4. Include a copy of the first follow up letter if you need to resend the first letter.
5. Make it short and concise.
Here is an example of a follow up letter. In this example, the letter was sent through email. It was used to remind Mr. Smith of the
upcoming meeting and to follow up the pending document that will be used for the meeting.
Sample Letter
June 18, 2016
Mr. Zach Smith
Senior Project Coordinator
Business Applications Department
Infiniti Solutions Ltd.
Unit 1201 Pendleton Suites,
C6-6 District, Midtown, Manhattan
Daniel Klutz
Project Manager
Innovative Software Solutions Department
Dream Software Factory Incorporated
Unit 1906, 900 North Michigan, Streeterville, Chicago
CC: All concerned parties
SUBJECT: Project Agile Closing Meeting Follow-Up
Good day.
As scheduled, closing meeting for our project will be held on:
Date: 2012-07-11
Time: 1500 – 1600 (American standard time)
Venue: Meeting room #10
Please refer to this path for the closing meeting documents:
Path: ftp://172.16.65.66/public/ProjectAgile/ClosingMeeting
We would also like to follow up the project confirmation sheet. We were informed that the software has already been tested and
approved and confirmation sheet is supposed to be sent last week. But we were not able to receive it as of now. Confirmation sheet
will be needed for the closing meeting so please send it before the agreed schedule.
Thank you for the continuous support and we are looking forward to working with you in future projects.
My best regards.
Daniel Klutz
12.99 Sales Interview Follow Up Letter
By this time, the prospective client has already expressed his interest towards your business. Take this opportunity to urge your
client to continue the negotiating process you had started. However, it is important that you must be very gentle and will not insist on
quicker decision-making.
Business people have different ways of making decisions toward a certain proposal, and pushing them to decide quickly on this matter
would insult them. Hence, it would make the situation worse. This letter would give you the opportunity to tell your potential client
the benefits of your proposal to his company.
Briefly state the advantages of continuing the negotiation process. Another thing, ask for the response in a modest way.
Sample Letter
June 1, 2012
The Baby Steps Company
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Samantha Sander
Marketing Manager
Marketing Department
Babies’ House
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Samantha,
Greetings!
We are informed that your company, Babies’ House, is looking for a supplier of baby’s merchandises. With regards to this, The Baby
Steps Company would like to encourage you on the business proposal we would like to discuss with you.
On our earlier letter, we have sent to you our company profiles, product lines and designs, and the suggested retail pricing on each
item. However, we would like to ask for a meeting with your company for a presentation and exhibits. This way, we could discuss
thoroughly any matter concerning our partnership towards growth and advancement. We guarantee you that you will be happy with
the quality of our products, which cater the needs of the baby from clothing lines, to gears, equipments, and toys as well. With the
result of sales from some of our outlets, we assure you of the positive response of target niche to our products.
If you have any questions regarding this matter, please do feel free to communicate with us. Also, we welcome any suggestions and
comments to our product so that we can improve it. Please inform us your availability for us to prepare everything.
Enclosed are lists of latest products imported from United States and other references. We are looking forward to hear a positive
response from you soon.
Thank you very much and God Bless!
Truly yours,
Ms. Louise Brown
General Manager
The Baby Steps Company
12.100 Sales Offer Follow Up Letter
Usually, a follow up letter on a sales offer is sent when time has passed without a response from the other company. If you believe
a reasonable time has passed, writing a follow up letter enables you to remind the customer of the continuing negotiation process.
In a subtle way, it will urge him to decide on your proposals and offers. It allows him to refresh on your previous meetings and
agreements.
This letter should summarize the discussions you have had during previous meetings, interview, presentations, and exhibit. Briefly
state the benefits both your company and your potential client can get from the business proposal. Discuss shortly the need for an
immediate response without pushing him too hard. Using this letter, you get the opportunity to inform the prospect of new products
you offer, promos, and special discounts.
You can also express your gratitude for their purchasing your product if that is the case. Using a follow up letter, you can win the
preference of the potential customer as you build connection and relationship with them.
Sample Letter
June 15, 2012
The Home Despot
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Ashley Jones
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Ashley,
We, The Home Desspot, would like to thank you for choosing our product, the lighting fixtures along with some repair tools. We are
confident that you will be satisfied with your purchase. However, in any case of dissatisfaction, please feel free to discuss it with us so
we could immediately attend to your concerns.
The Home Depot would like to inform you about the incoming product presentation along with the 5-day sale we’re holding on
Wednesday, July 7, 2012. We invited you to this event because we believe it will be of great advantage to you because we are offering
50% discounts on selected items, mostly repair tools and other home equipment.
Because we aim to serve the customers, we have included a warranty for every purchase you make on the exclusive 5-day sale. There
will also be free gift items for the first 100 people who will purchase and make reservations.
If you have any questions, please feel free to call us. We have enlisted you as our prime client and with this, we are anxious to serve
you better.
We are looking forward to hearing from you soon. Please don’t miss this opportunity.
Thank you very much and God Bless!
Sincerely your,
Ms. Sue Copper
Store Manager
The Home Despot
12.101 Follow Up Letter After A Job Interview
Follow up letter after a job interview is important to keep the attention of the employer towards you as their future employee.
Immediately, send a letter to show gratitude for the time they allotted during your interview. You can include this as part of your
follow up letter. Likewise, this kind of letter shows the future employer your eagerness to become part of their company.
As much as possible, include here new information to strengthen your application. So, after the interview, you may now know the
interviewer’s expectation. This letter will inform the prospect employers of your past work experiences that exceed his expectations.
Show him that you love to work for his company. A short letter with brief and concise explanation is enough and the likelihood to hire
you is higher.
Sample Letter
May 29, 2012
Christine Samson
165 Block, Brooklyn Avenue,
Thornville, Ontario
Mr. Allan Peter
Human Resources Manager
Human Resources Department
The Baby First Company
101 Block, Creekview Avenue
Vancouver, Canada
Dear Mr. Peter,
Good day!
I would like to thank you for your time spent during the interview. It was a wonderful experience for me because I learned so many
things from you. After our interview, I believe I was not able to discuss with you some matters with regards to the benefits for both of
us having me as the Marketing Assistant in your company.
For many years, I worked with a multinational company that manufactures baby products. I received outstanding awards from the
company; some came from the Marketing Department. With my achievements as marketing staff of my previous company, I believe
my expertise in this field would be an asset to your company. Additionally, we can get into partnership of excelling in this department
to contribute to the company’s success.
Also, I would like to know my status regarding my application in your prestigious company. I hope you can give me chance to prove
my ability and expertise. I would love to work in your company because I know it has much room for its employees’ growth and
improvement.
If in any case, I have not answered your queries, I welcome any call from you at anytime that is convenient to you.
I hope to hear from you soon.
Thank you so much and God Bless!
Respectfully yours,
Christine Samson
12.102 Follow Up Letter for Non Response
A follow up letter aims to renew the relationship with your prospective clients. There are many reasons why after the letter you do
not receive any response from your clients. Aside from hectic schedules, it maybe because the need to response is not clearly stated,
so, it is essential to ask for their response in a gentlest manner as you can.
Never insist a response from them as it gives the impression of being impolite and demanding, which is a major turn down for future
clients. Rather than complaining, the letter must be positive and encouraging. On the second letter, include the first follow up letter or
you may want to repeat the message but in a shorter way.
This will allow your client to refresh the business you mentioned. On the last part, you can simply state that you are looking forward
to his response. Make it more casual and not too harsh and judgmental. The purpose is to remind him of your proposal.
Sample Letter
May 29, 2012
Jade Shoe Company
165 Block, Brooklyn Avenue,
Thornville, Ontario
Ms. Sarah Walter
Creative Stylist
Marketing Department
Shapes and Style Boutique
101 Block, Creekview Avenue
Vancouver, Canada
Dear Ms. Sarah,
Good day!
Jade Shoe Company would like to offer you a deal of supplying branded women’s shoes as well as fashionable and elegant sandals
to your company’s outlets. We hope to continue the partnership, as we believe it will benefit both our company’s success in terms of
growth and development.
We hope your busy schedule does not deter our continued negotiation on this project. Together, our company caters to the same target
market, the ladies, and with our partnership, we can serve our customers better. We are grateful to give details on how the project
becomes an advantage for both of us. If in any case, we have not answered your queries; please feel free to be in touch with us at
anytime that is convenient to you. We welcome and appreciate any suggestion and comments for any improvements that need to
undertake on our proposal.
Enclosed here are the project proposal, sales reports, quality measurements, product designs, and other data we believe you might
need to help you decide on our proposal.
We hope to hear from you soon. God Bless and Thank you very much!
Truly yours,
Ms. Summer Cape
General Manager
12.103 Follow Up Letter After Sales Presentation
To win a prospective client, you need to show them that you are willing to serve him at all costs. This is the aim of writing a follow up
letter after a sales presentation or demonstration. It is important to hold on and not quit until you get the big yes from the prospect.
However, you need to make sure that you would not repeat your presentation, as this will be dull and unexciting for your client.
The follow up letter after the sales presentation must contain new ideas and reports to wow the prospective client. It may include a
new promo, discounts, and other special offers. Business people are busy people so you need to be brief and concise. Writing a short
letter is a good strategy as long as the gist of your thoughts is very well explained. Showing the eagerness in a modest, not desperate
way can be a great help to build a good impression from your prospect client. Another thing, you can send the first letter until day
three, then follow up after two weeks to refresh the ideas you talked about with your client.
Sample Letter
May 15, 2012
Knight Company
174 St., Stone Avenue,
Thornhill, Ontario
Mr. Hunter Black
General Manager
Shapes Printing Enterprises
Walter Avenue, Vancouver
Dear Mr. Black,
Good day!
We at the Knight Company, had a great meeting with your team. We believe in our continued success as we help each other taking
leaps towards growth and development. Together, we aim to serve the customers better.
With this, we would like to remind you regarding our company’s activity. The Knights Company is holding a three-day sale which
would start on Friday. It would be five days from now to the big day. Furthermore, the Knights Company have exciting promos and
special discounts up to 40% on selected items, most are correlated to the products we are endorsing to you. In addition, we have a
showroom for our new arrival of the latest printing technology that we believe is worth of your time.
In case of queries, please do feel free to ask questions from us. We welcome any comments and suggestions because we would like to
establish a more satisfying service to make our customers happy. We hope a long term relationship with your business.
God Bless and Thank you very much!
Truly Yours,
Ms. Michel Porter
Marketing Director
12.104 Follow-Up Letter for Alternative Payment Plan
In these hard economic times, people and companies sometimes have trouble making their monthly payments. In these situations, the
debtor may opt to offer the company or individual an alternative payment schedule or plan, in order to make it easier for them to
settle their obligations and minimize the risk of default.
These letters should be addressed to specific individuals, even if the creditor is a company, and copies may be sent to other concerned
parties. The tone of the letter should be straightforward and non-accusatory in order to avoid the appearance of recrimination on the
part of the creditor. It should also be businesslike and to-the-point.
The letter could begin with the creditor pointing out that the client is having some difficulty in making their monthly payments.
They will then introduce the alternative payment plan as a way of helping their clients, giving specific details so that the customer
has an idea of what the new repayment schedule entails and how they will benefit from it. The letter then ends by giving the contact
information of a particular person with whom the client can discuss the plan if they are interested.
Below is a model letter offering debtors an alternative payment plan, which can be adopted for your specific needs.
Sample Letter
November 10, 2012
Second United Bank
Austin, Texas
companyname@server.com
www.server.com
Brian Epps
36 Nickelback Drive
Austin, Texas
Dear Mr. Epps,
Greetings!
We know that hard economic times have impacted on everybody. In line with our stated mission of helping our clients manage their
finances properly, we are introducing an alternative payment plan that could make it easier for you to service your obligations with
us. The plan would extend repayment of your debt by three years in order to lower your monthly payments. We estimate that with our
new plan, monthly payments could be reduced by as much as 20%, which would free up money that you could use to meet your other
expenses.
If you are interested in learning more about the new plan, please refer to the enclosed brochure. If you are interested in availing of the
plan, or if you have any further questions, you may also contact Frank Sinise at 060-5802481 during office hours, or send us an email
at companyname@server.com. You may also visit our website at companyname.com. We look forward to hearing from you soon.
Respectfully yours,
Phil Samuels
Head, Accounts Department
Second United Bank
12.105 Follow-Up Letter After An Appointment
Follow-up letters after an important appointment or phone-call should be sent as a matter of courtesy to the other party in order to
show your appreciation for their time. The letter should be sent as soon as possible after the appointment or phone call, and should be
addressed directly to the other party.
The most important elements of the letter are a reiteration of the details of the appointment or phone call and your expression of
gratitude to the other party. If there are any follow-up meetings or discussions necessary, the details of these should also be included in
the letter. If the letter was not sent a short time after the appointment or phone call, the writer should begin with a brief apology for not
writing sooner. Avoid making the letter too long and remove any extraneous details; you should be concise and to-the-point so as not
to waste the recipient’s precious time.
It should be addressed to the specific person with whom you spoke on the phone or had your appointment. Most importantly, it should
focus purely on thanking the person to whom the letter is addressed.
Below is a model follow-up letter after an appointment or phone conversation that can be adapted for the writer’s specific needs.
Sample Letter
January 7, 2012
Daniel Fredricksen
President, LXS Company
Cleveland, Illinois
Barbara Bowman
Executive Vice President
First Construction, Inc.
Cleveland, Illinois
Dear Ms. Bowman,
Greetings!
I would just like to express my appreciation for giving me so much of your precious time during our appointment last Jan 5, to discuss
the possibility of my company doing business with yours. It was a very fruitful discussion, and I’m glad we were able to come to
terms on the Bakersfield building project.
In line with what we discussed, our in-house attorney, Mr. Clark George, will be in touch with your office to set a follow-up
appointment in order to thresh out the details of our agreement. We are also sending over the relevant paperwork for you to look over
before the meeting.
Thank you again for the very informative meeting, and please feel free to contact my office at 060-1007604 if you have any further
concerns. I look forward to working with you on this and other projects.
Respectfully yours,
Daniel Fredricksen
President, LXS Company
12.106 Follow-Up Letter To Thank A Customer
As a matter of courtesy, if a customer has made a big order with your company, you should express your appreciation by sending them
a thank you follow-up letter, in order to make them feel appreciated and more amenable to dealing with your company in the future.
Letters are a more concrete expression of appreciation as opposed to a follow-up call, and are less intrusive as the client can read the
letter during their free time.
The tone of the letter should be professional and cordial, but should also be concise and to the point, you don’t want to take up too
much of the customer’s time. The main elements of this follow-up letter are a reminder of the order that the customer placed and your
expression of gratitude for it. The letter can end with the writer expressing the hope that they would be able to continue serving the
client in the future.
It should always be addressed to a specific individual even if the order was made by a company. If this is the case, then the letter could
be addressed to the purchasing manager, for example, or one of the company’s senior managers. You may also mention a contact
person and number, in case the client has any further concerns regarding their order.
Below is a sample of a basic follow-up letter thanking a customer that you can adapt for your specific need.
Sample Letter
July 23, 2012
Olivia Harrelson
President, Christos Foods
San Francisco, California
Maureen Summersberg
Purchasing Manager
The Mykonos Restaurant
San Francisco, California
Dear Ms. Summersberg,
Greetings!
As you know, our company, Cristos Foods, has been in existence for 25 years, offering customers the finest foods from Greece and the
Mediterranean. We are suppliers of ingredients to some of the most acclaimed gourmet restaurants in the San Francisco Bay area.
On behalf of the company, we would like to express our appreciation for the six cases of olives and the ten crates of pita bread you
purchased from us last July 21, 2012. By now, you should already have received your order. We hope it meets your needs and, if you
have any further concerns, please feel free to contact us at 060-182-5254. We are also enclosing our latest catalog of products that may
be of interest to you.
Thank you again and we hope to continue being of service to you in the future.
Respectfully yours,
Olivia Harrelson
President, Christos Foods
Inquiry Letter
12.107 Inquiry letter – Training Program
Letter of Inquiry – Training Program
July 2, 2008
Mr. Rodrigo Rivera
Personnel Director
Technote Corporation
3152 Bridge Avenue
Boston, MA 02154
Dear Mr. Rivera:
May I ask a favor of you? Randy del Rosario, a representative of the Leverage Company, recently told me of your success in
managing Technote’s training program for the hardcore unemployed. Our firm is presently planning such a program, and we would
appreciate information about the mind-set section of your program.
We expect to begin our training sessions on approximately August 1. I believe we are prepared for the remedial-education and job-
skills portion of the program, but we need help with mind-set section. Specifically, we would appreciate knowing who you employed
to teach that section, the major emphasis in the section, and the length of the section in relation to the entire programs.
I congratulate you on your success in managing Technote’s program, and I believe your ideas would help us solve this long-neglected
problem, also. I look forward to hearing from you.
Very truly yours,
Francisco Fortaleza
Managing Director
12.108 Invitation Letter
Invitation to an Engagement Party Announcement Letter
An engagement is the start of two people’s journey towards marriage. However, bear in mind that an engagement is not the grand
event, the wedding is. In writing an engagement announcement, it is recommended to make it less formal. Since the moment is an
announcement of the couple’s intention of tying that knot, make the invitation as exciting as it can be. It is best to be creative.
Think of the things that can best describe the couple’s relationship and use this as a focal point in the invitation. For example, if both
are travelers, why not craft a passport-type invitation.
For this type of example, use travel words. Of course, never to forget the most important information you need in the invitation such
as date, time and location. In this example, include the itinerary. In case guests are not familiar with the location, please provide a map
with the invitation.
Included as well in the invite are the parents’ names, host, if there is a separate one, the theme or dress code and personalized invite
with a quote.
Here is a sample engagement letter invite using travel as the theme:
Sample Invitation Announcement
Come and fly with us as we share our love with the world!
The John Lindsay and Jane Smith Travel Engagement Party
Flight is on the 31st of May 2012 and departing at exactly 7:00 in the evening.
Please be at the Harrisburg International Airport at least two hours before the scheduled flight.
Flight itinerary is from Pennsylvania, the bride’s hometown, to Boston, the groom’s hometown.
The bride’s parents, Mr. Ben Smith and Jackie Smith, are hosting the engagement party in the air. While Mr. Jake Lindsay and Mrs.
Wynona Lindsay, are hosting a cocktail party once all the guests and the couple arrive in their Boston home.
With this invitation letter is your airline ticket. We are encouraging everyone to be at their best travel attire.
R.S.V.P. by the 28th of May. Call Lauren Welsh, 814-956-8791
12.109 Credit Account Invitation Letter
April 25, 2012
Mr. Lorenzo Inez
125 Royale St.
Paranaque City, Pasay
Dear Mr. Inez:
Please permit us to extend to you a hearty welcome to our city and a cordial invitation to make the EME Company your trading home.
We shall be very glad to have you come in and open a charge account; or, if you prefer, fill out the enclosed application and return it
to us. We are pleased to open and continue charge accounts with responsible people, and it will save you a lot of time and bother to
say “charge it.”
Today, more than ever, the integrity of the merchant you deal with should be the most important consideration in your purchasing.
We have never lowered our established standards of quality nor lessened our efforts in the search for the best that money can buy in
smart new merchandise.
Right now, this fine old store is filled with electric appliances, men and women clothes and accessories, beauty shop accessories and
kiddie accessories as well as gift merchandise.
We hope we shall hear from you and wish to assure you that we shall always serve you acceptably.
Sincerely,
Hazelle Ann Mendoza
Store Manager
Invitation Letter – Open Charge Account
January 12, 2012
Mr. Rolando Robles
Bataan Christian Bookstore
Orani, Bataan
Dear Mr. Robles:
You will appreciate the convenience of a charge account in our store – which offers splendid assortments of the best and newest
merchandise for every member of the family.
You know, of course, from experience, the convenience of shopping on a charge account. For you to open one, no formality is
necessary, but we should appreciate the return of the enclosed card for the completion of our records.
We sincerely hope for the privilege of serving you.
Very truly yours,
Kyla France Cruz
Store Manager
12.110 Sample Invitation Letter – Furniture Sale
August 02, 2012
Ms. Rosemary Santos
123 Villa Rica
Orion, Bataan
Dear Ms. Santos:
In looking over our accounts, we are pleased to find the promptness and regularity of your payments. This condition is a source of
great satisfaction to us, and we assure you that your credit relations with us are very satisfactory.
A great furniture sale is now in progress, and, as an indispensable patron of our store, we write to extend to you our invitation to call
and select such articles as you may be in need of at the present time. We shall be pleased to deliver to you with or without any initial
payment, and on terms which suit your convenience.
Regardless of whether or not you are in the market at the present time, it will be to your interest to call and inspect the exceptional
values offered during this sale.
We wish to assure you that it is our one effort to please our patrons and to give them the best value we possibly can, consistent with
first class merchandise.
Again, we thank you for your patronage, and await your next orders.
Sincerely,
Marina Penna
Account Manager
12.111 Sample Letter of Invitation – Foundation Anniversary
November 29, 2012
Mr. & Mrs. Resty Navarro
Gabon, Abucay, Bataan
Dear Mr & Mrs. Navarro:
Greetings of Peace and Good Will.
We are pleased to inform you that BATAAN HEROES MEMORIAL COLLEGE is celebrating her 30th (Pearl) Foundation
Anniversary on December 7-11, 2012
For the steadfast confidence and unwavering loyalty you and your family have reposed to BATAAN HEROES MEMORIAL
COLLEGE by entrusting to her the education of at least three (3) of your children and who are now successful practitioners in their
respective fields, the college administration deems it proper and fitting to award you with a Plaque of Recognition.
In this regard, may we cordially invite you together with your professional alumni children to receive your award in a program for the
alumni and parents on December 7, 2008 at 3:00 pm at Joyous Resort and Restaurant? (Please present this letter to the Registration
Officials when you come to Joyous Resort and Restaurant on December 7, 2012 at 3:00 pm).
We hope to deserve your attendance. BHMC shall be deeply honored with your presence in this once-in-a-lifetime affair.
CONGRATULATIONS ! WELCOME HOME TO BHMC!
Very truly yours,
WILFREDO C. AGUILA
College Administrator
12.112 Sample Invitation Letter – Grand Alumni Homecoming
December 1, 2012
Dear Alumni,
Western University College (WUC) will be having a Grand Alumni Homecoming on December 7, 2008 at 2:00 pm at Joyous Resort
and Restaurant as the celebration of 30th Foundation Anniversary of WUC.
On this regard, we are cordially inviting you to attend the said affair to meet your old friends, classmates, acquaintances and teachers,
reminiscing memorable experiences and sharing stories of success and most specially to renew our commitment to the noble ideals of
our beloved Alma Mater.
The registration charges are Php 500.00 per person payable at the venue. These charges include Alumni T-shirt, Alumni ID, Alumni
souvenir, dinner, live band and raffle draws.
For further inquiries, please contact our Alumni Secretariat at (047) 237-2383 or text us at 09173445631.
We look forward to your presence in this once a year celebration.
Thanks you very much.
Truly yours,
Michael Reyes
School Director
12.113 Sample Invitation Letter – Guest Speaker
September 20, 2012
Dear Prof. Lissette Rubiano,
The role of your Department in increasing membership is really to be appreciated. This was shown at the last professional meeting of
the Teachers Club of the Pilar Elementary School, a neighboring school. After the enlightening talk of one of your representatives,
several teachers there applied for optional insurance.
Our teacher’s club would like to listen to a similar talk since some of our members have some questions about their own insurance
policy. Specifically, we want to know what benefits are available to government employee members in terms of financing for
investment. We also want more enlightment about optional insurance.
Will you please be our guest speaker at our next professional meeting on October 15, 2005 at the school auditorium? By accepting
this invitation, you will acquaint our teachers with the various opportunities for improving their lot through insurance, and this will
encourage the new teachers to become members, too.
We will look forward to your being with us at 9:00 a.m. on said date.
Cecille Morgan
President, Faculty Club
12.114 Invitation Letter – Fashion Show
August 12, 2012
Dear Ms. Merecel Banzon:
The Celeste Trend announces with pleasure that Mrs. Celeste Navarro will conduct a fashion show of her new summer designs at the
Rose Ballroom of the Midnight Hotel on Saturday, September 2, 2002 at 8:00 p.m. You are cordially invited.
The fashion show will be graced by the country’s top fashion models and beauty queens such as Anne Curtiz, Bea Alonzo, and
Melanie Marquez.
Since seating is limited, reservations are requested. Please make your reservation now by calling up 491-2911 to make sure that you
can be present at this lovely and exciting event.
The stunning Celeste Trend originals will include dresses for all occasions such as evening wear, office wear and sportswear.
Come and enjoy a delightful evening with the country’s loveliest fashion models.
Very truly yours,
Riaflor Dominquez
Marketing Director
12.115 Advice to Subordinates Memo
A letter from a company officer giving advice to a staff member is usually written when the officer sees that a particular employee
needs more guidance from their superiors in the performance of their duties. It can either offer corrective advice to staff members
doing a certain task or give suggestions on how a particular job can be performed in a better manner. The most important thing to
remember about this type of letter is that its ultimate intention is to help the employee improve their work performance, not to scold
them or take them to task for perceived shortcomings.
The essential elements of this type of letter are the identification of the particular duty or task that needs improvement and the
advice being given by the letter writer. It can begin with the writer assuring the employee that they are generally satisfied with their
performance, and then continue by saying that however, they have noticed the following areas that could use some improvement. The
rest of the letter then gives their advice on how to effect the improvements. The tone of the letter should be professional but not too
formal, as the writer does not want to make the employee feel bad.
Below is a sample of a letter in which a supervisor gives advice to an employee.
Sample Letter
April 10, 2012
Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace.
However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have
to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by
rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely
offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
12.116 Memo Documenting Employee Reprimand
Any organization has policies on different aspects pertaining to office actuations. Part of a newly hired employee’s company
orientation is the presentation of company house rules. All companies have policies on absenteeism, tardiness, proper office decorum,
among others.
It is a requirement, with Human Resources Department taking the lead, to keep track of every employee’s performance record. This is
considered as one of the basis for an employee’s promotion or termination. The immediate superior is tasked to document employee
reprimands. As a supervisor, you monitor your subordinate’s performance and there are times that you will need to correct their
behavior. Employees are given notification or citation of a wrongdoing. There are offenses that are considered cumulative; first
offense – written warning, second offense – 3-day suspension, and so forth. The reprimand must indicate the signatures of both the
recipient and the immediate superior.
Here is a sample of a reprimand letter.
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Final Warning
In our previous discussion dated (indicate date), we reviewed your attendance records. Please take note that you have been issued a
written warning for poor attendance record on (indicate period) and a 3-day suspension on (indicate dates). Since the suspension, you
have been absent on the following occasions:
Date Reasons
_____ _________
_____ _________
_____ _________
Once again, you have exceeded the allowable number of absences in a month, warranting this last step before termination. You have
been given enough time and opportunity to effect improvements on your attendance.
You are suspended for (indicate number of days) ____ days starting on (indicate date). To avoid any misunderstanding on your part
about how serious this matter is, consider this your final warning. If in case you are to miss going to work, you are to notify me
directly and you will not be allowed to report back to work without presenting a valid medical certificate. Any further violation of this
policy will result to termination.
A copy of this final warning will be placed in your personnel file.
_______________
Name of Immediate Superior – Position
I acknowledge that I have read and understood this memorandum.
______________
Name of Employee – Position
12.117 Policy Change Directive Letter
A company’s policies are never set in stone, and occasionally changes need to be made to them to respond to particular situations,
or new ones may need to be created. Employees may also have to be reminded of particular procedures, for example ones regarding
safety, that they may have begun to neglect. To address this need, company officials may issue a directive establishing or changing
company policies, or reaffirming existing ones. These letters may be sent to the particular employees concerned, to all staff members
or be posted on a bulletin board for staff to read.
The essential parts of this letter include identifying the particular policy or procedure to be changed, reaffirmed or introduced, the
rationale behind the changes, and the date when the policies will become effective. The tone of the letter is straightforward and
informative, as well as being concise and to-the-point. It does not begin with a salutation, as it is not addressed to any particular
Below is an example of a letter issuing a directive to change, reaffirm or establish a policy or a procedure.
SAMPLE LETTER
Subject: Cost Saving Measures
To all Concerned Employees,
As you know, the country has been undergoing an economic recession that has also affected our company’s financial performance. In
light of this, we are constrained to implement the following cost-cutting measures in order to reduce our operating costs.
• Air conditioners must only be operated from nine to five, after which they must be shut down. It is the responsibility of
sub-department heads to ensure that this procedure is followed strictly.
• Except in cases where there is urgent work to be completed, all workers must be out of the office by nine at the latest. If
they need to stay beyond this time, they must inform their immediate supervisors.
• The use of office supplies is also to be restricted. Employees must inform their supervisors if they need to avail of any new
supplies and sign in the logbook for monitoring purposes.
We hope that all employees appreciate the need for these and any other cost-cutting measures the company deems necessary, and will
cooperate fully with company officials in helping to implement them.
Respectfully yours,
Ted Farmer
President, Sigma Corporation
12.118 Office Policy Change Memo
A company’s policies are never set in stone, and occasionally changes are made to them to respond to particular situations, or new
ones may need to be created. Employees may also have to be reminded of particular procedures, for example ones regarding safety,
that they may have begun to neglect. To address this need, company officials may issue a directive establishing or changing company
policies, or reaffirming existing ones. These letters may be sent to specific employees, or just to be posted on a bulletin board for all
the staff to read.
The essential parts of this letter include identifying the particular policy or procedure being changed, reaffirmed or introduced, the
rationale behind the changes, and the date when changes take effect. The tone of the letter is straightforward and informative, as well
as being concise and to-the-point. It does not begin with a salutation, as it is not addressed to any particular person.
Below is an example of a letter issuing a directive to change, reaffirm or establish a policy or a procedure.
SAMPLE LETTER
Subject: Cost Saving Measures
To all Concerned Employees,
As you know, the country has been undergoing an economic recession that has also affected our company’s financial performance. In
light of this, we are constrained to implement the following cost-cutting measures in order to reduce our operating costs.
1. Air conditioners must only be operated from nine to five, after which they must be shut down. It is the responsibility of
sub-department heads to ensure that this procedure is followed strictly.
2. Except in cases where there is urgent work to be completed, all workers must be out of the office by nine at the latest. If
they need to stay beyond this time, they must inform their immediate supervisors.
3. The use of office supplies is also to be restricted. Employees must inform their supervisors if they need to avail of any new
supplies and sign in the logbook for monitoring purposes.
We hope that all employees appreciate the need for these and any other cost-cutting measures the company deems necessary, and will
cooperate fully with company officials in helping to implement them.
Respectfully yours,
Ted Farmer
President, Sigma Corporation
Special Projects Memo
This letter is intended for employees who will be tasked to focus on reports and paperwork that need to be done immediately. This
could be addressed to secretaries for additional administrative work that has not been tackled. This letter may also be used to inform
the staff or subordinates about a new requirement for status reports.
SAMPLE LETTER
June 18, 2012
Ms. Olivia Devon
Communication Department
Westford University
2716 Mayfield St. cor. Westchester Ave.
Deerfield, Detroit 12345
Re: Logistics Paperwork for University Observation Routine
Dear Ms. Devon,
Greetings!
The Communication Department of Westford University has been the premier educational arm in media studies. The department has
been awarded for excellence by the government and has produced world-class competent individuals who have made their mark in the
world of journalism and media.
Very recently, the state of Detroit and the Department of Education has tied up in a project that would help strengthen the educational
background of each community college and university in the state. They have decided to set a two-week observation period for
members of the Department of Education and some Detroit-based university professors to go around our campus and witness how
we use our curriculum. They will be staying in our grounds for two weeks, namely the first two weeks of September. They will be
observing classroom lectures, laboratory periods and pre and post class time. This is to help them evaluate our school’s performance,
especially our department. They will be taking notes and hopefully gather information they can adapt in their own colleges and
universities.
With this, a number of paperwork has been requested for the department to comply with. These will include school permits for the
entrance of the academic visitors, logistical requirements needed during their stay at the University and other administrative work that
needs to be done prior, during and after the observation tour. The Department of Education also has requested for status reports after
each day’s events, recording important occurrences that have happened in the day.
We need you to handle the conceptualization, processing and compilation of the reports and papers. You will also be responsible for
the logistics of the entire academic activity. This is a very important period for the department so we want only the best from you.
Thank you and we hope for your cooperation in this exciting endeavor.
Respectfully,
Dr. Soledad Garcia
Department of Communication
12.119 Memorandum
Memorandum Issuing Directives
A memorandum or letter that aims to issue a directive should be written in a professional, simple, yet courteous manner. The
directives contained in the letter/memorandum should be clear and precise. Whether it’s in letter or memorandum format, the
correspondence should clearly state the subject matter. Bullets may be used to highlight key points.
A ranking officer issuing the directives need not discuss so many details in the letter. It may be good, though, to clearly indicate any
foreseen problem and how it may be solved. A memo or letter issuing directives specifically states how you expect the reader to
proceed in order to accomplish certain tasks.
A memorandum or email message may suffice for subordinates coordinating with each other to carry out tasks as part of an activity, or
to get updates on routine tasks or assignments.
Here is a memorandum issuing directives, citing specific tasks that need to be undertaken:
Sample Letter
Memorandum on Sales Department’s Participation at FIABCI World Congress
DATE : 18 June 2012
TO : Mr. Lim Meng Wee
FROM : Mr. Victor Wong
SUBJECT : FIABCI World Congress
=====================================================================
The FIABCI (Federacion Internationale Administrateurs de Bien Conselis Immobilieres) is staging the FIABCI World Congress on
July 19-23, 2012 in Beijing, China. Kindly inform every member of the sales force to mark the date, since we have signed up as one of
the participating firms. I would appreciate it if you would encourage everyone to go, and provide me with the names of those who will
be attending no later than the 30th of June. We will, of course, pay the entrance fees for all those attending.
In connection with said event, please handle the following:
• Set up reception table with brochures at the Congress venue
• Coordinate with advertising agency and reserve for advertising space in two major daily newspapers; include an advertorial about
our company participation at the National Advertising Congress
• Order new banners and pop-up displays for the aforementioned event
If you have any questions, please don’t hesitate to call me up or bring it up at the next management meeting
Thank you for your prompt attention to this matter.
Advice to Subordinates Memo
A letter from a company officer giving advice to a staff member is usually written when the officer sees that a particular employee
needs more guidance from their superiors in the performance of their duties. It can either offer corrective advice to staff members
doing a certain task or give suggestions on how a particular job can be performed in a better manner. The most important thing to
remember about this type of letter is that its ultimate intention is to help the employee improve their work performance, not to scold
them or take them to task for perceived shortcomings.
The essential elements of this type of letter are the identification of the particular duty or task that needs improvement and the
advice being given by the letter writer. It can begin with the writer assuring the employee that they are generally satisfied with their
performance, and then continue by saying that however, they have noticed the following areas that could use some improvement. The
rest of the letter then gives their advice on how to effect the improvements. The tone of the letter should be professional but not too
formal, as the writer does not want to make the employee feel bad.
Below is a sample of a letter in which a supervisor gives advice to an employee.
Sample Letter
April 10, 2012
Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace.
However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have
to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by
rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely
offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
12.120 Policy Change Memorandum Letter
Dynamic businesses will revisit and review its objectives to foster continuous improvement, thus greatly impacting efficiency of the
employee’s jobs and clarity of job roles. These inner workings are reflected in the company’s policies and procedures, which serve
as the backbone of the organization, in order to maintain internal standards and quality.
Changes to policies are periodically made to achieve a positive impact on the workforce, and more specifically, curb company
expenses. Change, a constant factor in the business world, must be communicated to those who are impacted by it. More often
than not, this is communicated through meetings or through a memo, and in this electronic age, this usually translates into e-mail
communication.
This short article lists general guidelines on how to communicate a change in policy to employees. The same is the limitation on this
article, in that this does not cover how to communicate the change in policy to its external stakeholders.
Guideline #1: Minor changes in a company policy may be communicated in an e-mail, addressed to those directly affected by the
change. The information may be cascaded to the downline/departments/teams through a regular meeting. A memorandum is the most
common means of communicating such information.
Guideline #2: Major changes to a company policy must be communicated to the majority of the company through a widespread form
of announcement such as an e-mail blast, a town hall meeting or a general assembly. Again, a memorandum is the most common
means of communicating such information.
Guideline #3: Always state the section and the content of the policy being changed vis-Ã -vis the modification or the modified version
of the document. For this guideline, it will be helpful to provide visual aids, such as a slide presentation or handouts.
Guideline #4: Allow ample time for the information to be spread prior to setting a date for implementation.
Sample Memorandum (Minor Policy Change)
Please be informed that effective 1 July 2012, all vacation leaves and sick leaves must be filed through the company intranet site.
Social responsibility is part of the mission vision of Company X, and this is one way to enjoin all our employees in our promotion of a
paperless environment, thus giving back to society.
All paper forms being previously used shall be collected by all Supervisors and Managers for recycling and disposal.
12.121 Company Name Change Memorandum Letter
A change in company name equals to a change in identity. Like any major or minor change in the company that directly or indirectly
affects all its employees, this must be communicated efficiently and immediately. A change in company name would definitely qualify
under major news, so the announcement must be widespread in order to ensure the awareness of all employees. Communication
vehicles such as meetings, printed materials, events, and correspondence may be used for this purpose.
There are a few things that need to be considered in composing this particular business announcement. First, always provide a brief
summary of the cause of change of name. Second, provide the effective date of the said change. Third, provide means of support
should there be any questions. Finally, reassure employees that a change as major as this will not affect their employment negatively.
The last thing we want is for our employees to start panicking over a change in company name.
Below is a sample memorandum, which serves as the primary announcement for the change in company name.
Sample Memorandum
To: All Employees
Fr: The Executive Director
Re: Company X Branding
Many of you have been involved in our most recent campaign to create a new, fresh, and modern logo for our organization that
reflects the direction that we are taking in the next 10 years. We are looking forward to taking this giant leap with you as we venture
forward into the future of Company X!
As part of the new direction that the company is taking, we are also bidding farewell to our previous company name, Company X. We
have launched several successful and ground breaking projects as Company X, but alongside our effort to move forward is to move
away from our traditional brand, and giving way to the modern and innovative products of Company Y!
Effective 01 July 2012, we shall transition to the name “Company Y”. You will be briefed by Human Resources and your immediate
superiors as to the department-level changes that need to be immediately implemented.
Also, all employees are invited to join the launch of Company Y on at . Let us join hands and be together as we move forward to our
company’s success!
12.122 Office Memo – Submission of List Needed Faculty
UBMISSION OF LIST OF NEEDED FACULTY
FOR FIRST SEMESTER, AY 2001-2002
May 12, 2001
To: Vice President of Academic Affairs (Abucay Campus)
Campus Directors
Associate Directors Academic Affairs
Dean of Various Institutes / Institute Coordinators
In preparation for the opening of the First Semester come on June 19, 2001, the undersigned is requesting you to submit the list of
needed instructors in your respective institutes on or before June 03, 2001. Kindly specify the nature of the possible appointment (Full
time/Part time) and the subjects to be taught by each instructor.
For your information, guidance and compliance.
Rebecca H. Manansala
Vice-President
12.123 Memorandum Sample – Daily Time Record
June 30, 2008
TO: All Members of the Faculty
THRU: The Deans
RE: Daily Time Record
1. To maintain regular attendance of the faculty in their respective classes, the Accounting Office has pasted on your
respective DTR’s a copy of your class schedule.
2. The faculty member is under obligation to time-in based on his/her first period of the day and time-out on the last period
effective July 1, 2008.
3. The consultation hour of 2 hours a week may be spread, thus: 30 minutes MTWTh from 4:00-4:30 pm or 1 hour MT 4:00-
5:00 pm or 2 hours Mondays – 3:00-5:00 pm or to whatever schedule is convenient. In any case the room or office should
be indicated and the cashier should be given due copy of the consultation period preferred.
For information and compliance.
EDUARDO SANTOS
College Administrator
12.124 Memorandum – Maintenance of College Standards
TO: All Instructors
THRU: The Deans/Heads
RE: Maintenance of College Standards
1. “BHMC strives to improve her integrity, reputation and track record in delivering quality education thru a highly motivated,
strong professionally dedicated, efficient and effective members of her faculty of instruction”, to quote from the opening statement of
this representation used in the General Faculty Meeting last June 13, 2008.
2. In this regard, all members of the faculty especially those assigned to teach in the First Year level are hereby reminded to:
a. Take advantage of the momentum of enthusiasm the freshmen have (and all students for that matter) in their college life by giving
all their best to fill in the academic, social and moral needs of these highly motivated students;
b. Treat these students as their children or younger brothers/sisters whose thirst for knowledge, skills, values and attitudes are
unquenchable, therefore the responsibility of the faculty to satiate them;
c. Consider that no students are exactly alike, their capacity and rate of learning are of different degrees, hence the responsibility of
the faculty to adjust the lessons and strategies in such a way that at least 90% of the class is effectively served at the end of the day;
d. Exert utmost effort to keep the teaching-learning situation a challenging but enjoyable one, so the faculty must develop the
classroom into a learner-friendly environment, and:
e. Provide avenues where lesson difficulties are converted into “play” by reinforcing it with assignments and other self-activity
exercises.
3. Let us take care of the few hundred students we have. These same students, once satisfied with our services, concern and love
shall return to us under the principle of multiplier-effect. Let us answer point-blank the needs of our students for they are God-given
to us thru their parents who believe that we can give them only the best.
4. We owe our students and their parents the best of what we can give; we owe our college the perpetuity of her standards of service,
quality education, enviable track record and tradition of excellence. Everyone in this academic family is counted in this gigantic
endeavor for the betterment of our wards
June 1, 2007
MARK RONALD SANTOS
College Administrator
12.125 Minutes
Taking Minutes of a Meeting
Taking the minutes of a meeting requires good listening and writing skills. The minutes serves as a written record of what transpired
in a meeting. It should be checked for accuracy and conciseness and disseminated to attendees before the next meeting. Well-written
minutes of a meeting should not have grammatical and spelling errors.
Apart from the time, date, meeting venue and attendees, the minutes should list the key agenda, main points discussed, and the people
responsible for carrying out certain actions. Because the minutes encapsulates business and operational decisions, it may be frequently
referred to.
Here’s a sample minutes of a meeting:
Sample of Minutes
Minutes of Meeting
Company: Banyan Tree Holdings Limited
Date : 9 June 2012
Time : 10 AM
Venue : Executive Boardroom
Attendees:
Present : Mr. Dharmali C. Kusumadi – Chairperson
Ms. Nathalia M. Barazal
Mr. Hector G. Bal – Treasurer
Mr. John R. Battersby
Mr. Andrew S. Tan
Mr. Streisand C. Tuason
I. Introduction
The management meeting was presided by DCK, who called the meeting to order at 10 a.m. and welcomed the members.
II. Approval of minutes of the last meeting
Minutes of the last meeting were approved as an accurate record.
III. Discussion
Topic Key Points Action Item Person Responsible
1. Finance Update The treasurer presented the latest report on the Beach Club’s financial standing. Next report to be presented a
succeeding meeting. HGB
2. Special Event The chairperson informed the members that there will be a special exhibit to be held at the Beach Club lobby and
there will be a broker’s event that will run simultaneously at the main function room. For implementation NMB, SCT
3. Construction Matters The chairperson asked project team heads to explain the causes of delays in the construction of the Jacana
condominium units For monitoring AST, SCT, JRB
4. Other Matters NMB brought up plan to bring in a consultant for well-planned and tested way finding signs for the beach &
country club. NMB suggested a budget and several names of suppliers to be approached. NMB
5. Close The chairperson thanked all members for their participation and adjourned the meeting at 10:45 a.m.
Call up Christine Palafox at local 1101 if you have additions or corrections to these minutes.
12.126 Notification Letter
Notify Creditor of Cancelled Check
A notification letter regarding cancellation of check payment in transit can be caused by several reasons. It can be due to sudden
change of creditor’s location. It can also be caused by:
1. Undelivered goods after the expiration of the contract date.
2. Goods delivered but are not in accordance with the agreement signed by the parties.
3. Services that are not rendered after the completion date has already lapsed.
4. Rendered services but are not of good quality or incomplete performance of obligation.
5. Others of the same nature.
Despite the circumstances, this letter must maintain politeness, as the sender must keep good relationship to outside parties.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number)
amounting to (value) dated (issuance) with account number (no.) has been stopped due to goods that were delivered, which are not in
accordance with our agreement.
We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do
business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
Sample Letter # 2
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number)
amounting to (value) dated (issuance) with account number (no.) has been stopped due to partially fulfilled performance of service to
our company
It is based on our stipulation that there be completed service first before payment is made. I have signed a check with the knowledge
that your workers have finished the installation of wirings in our currently renovated building at (address) since the contract time of
(expected completion) has already lapsed.
We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do
business with you. Thank you and God bless your dealings.
Sincerely,
Your Name
12.127 Notify Customer of Returned Check
There are different kinds of returned checks:
1. Checks returned if the issuer has no sufficient fund amounting to the value stated in the face of the check;
2. Checks and drafts returned with a Frozen Account or Blocked Account stamp (theses are not valid for redeposit);
3. Checks returned with ‘Stale Dated’ stamps that are past the outstanding expiration date set by the issuer;
4. Checks returned for ‘Post Dated’ issue, which means the date on the check was for a future date;
5. Signature missing returns that are the most common fault where the signature on a check is lacking;
6. Check returned stamped ‘Altered’, which means the check does not match the account holder’s records or the bank’s records, and
others with the same nature as the ones mentioned.
Whatever the reason is, since the sender still needs to convert the check into cash, the letter to inform the debtor that the check has
been returned must maintain a demanding but polite tone.
Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
This letter is to kindly notify you that we are returning the check issued by your company as a payment to the goods we have delivered
to you. The return is due to insufficient fund deposited in your account.
Upon the delivery of the goods (type of goods, quantity), Freight on Board-Destination (specify the shipping agreement,) our
collection department called up to your office to check for the payment status. We were informed that immediately after you have
inspected the package and signed the delivery report, your department has issued a check with the account number (no.) amounting
to (value), control number (no.). Truly, our officer was able to receive the check and 3 days hence, cashed the same and learned the
account has an NSF status.
We understand that you are in good faith regarding this issue, reason why we would like to hear from you as soon as possible so we
can discuss how to settle our transaction. It is our pleasure to be doing business with you. God bless and thank you.
Sincerely,
Your Name
Notify Customer of Suspended Account
In a company, writing a business letter plays two important roles. It tells outside parties what is being said, and it leaves a lasting
impression about the company by how the message has been said.
These main points must be taken into consideration when writing to a debtor or a creditor with the aim of maintaining a good
relationship in the long run. Below is a sample of polite way of cancelling a customer’s credit.
A finance officer may find it appropriate to cancel a customer’s credit account for several reasons. The client may have defaulted in
one of his installments, to name one. The tone of this letter should be feel-sensitive and concerned to ensure a positive feedback from
the customer.
Sample Letter
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We are writing to inform you that your credit account has been suspended due to default in payment of several installments. For the
month of (scope), we have confirmed that your payments have been delayed and that up to present date, our company hasn’t received
any settlement yet.
Upon noticing that for several months your payments were irregular, we have contacted you with the best of our ability and with all
the available information you have provided us. Since it is our duty to keep good customers informed and taken cared of, we made
several attempts to call your attention but despite series of calls to reach you, we received no response from you, sir/ma’am. As
stipulated, upon facing this event, we are temporarily calling off your account assuming that you are undergoing restructuring and
financial constraints.
In this regard, we are requesting a call from you through the customer service lines provided in your copy of our contact information.
We would like to discuss with you available ways of payment so that you can settle things with the company. Your dealing is crucial
to us and we desire that you be recovering from this difficulty any time soon.
Sincerely,
Your Name
Notify Customer of Incorrect Payment
It is important to inform a customer of an incorrect payment amount and ask for the balance to clarify the condition of the payment.
The letter used to clarify the incorrect payment should be clear and concise. The problem with most letters is that they discuss
many things that do not matter.
The letter should be simply laid out. This should include the statement of the payment and the amount that is required. The letter
should also include the possible penalties. This is very important so that the consumer be aware of the consequences of having a
wrong amount paid.
The bank should also present the actual receipt containing the time, date and amount of money that has been transferred. This would
eliminate any misconception and errors that could arise later on.
The incorrect payment letter should be sent to all the possible addresses of the customer including his home, job and business spots.
This would assure the bank that the letter would be received. A rapid response from the consumer involved can also be attained.
The time and date that the payment is required is very important. The means and options to pay should also be indicated. The details
would give the costumer an idea on how to respond to the inquiries. An example of the letter can be viewed as:
Sample Letter
May 19, 2012
Bank of America, Chicago Division
#67 Black Street Drive
Chicago, IL
Mr. Tony Jackson
Manager
Dept. of Accounting
Wal-Mart Chain Stores
#24 Mary St. cor. Molly St
Chicago City, IL
Dr. Mr. Jackson,
We regret to inform you that the latest payment forwarded to us dated May 15, 2012 appears to have a discrepancy. The amount paid
is not matching the balance required. It lacks two thousand dollars to finish the payment terms. The total bill was seven thousand
dollars while you only sent five thousand dollars.
The additional payment can be sent using credit card, remittance or PayPal. The payment should be done on or before May 24, 2012.
Failure would lead to penalties and legal action. We hop to hear from you soon.
Truly Yours,
Tony Williams
Bank Manager
Chicago Division
Notify Customer of an Overpayment
The letter used to inform a customer of an overpayment is a financial letter. Like most financial letters, it needs to have a summary
of the financial statement to make things clearer. A lot of Banks are releasing the letter to inform a customer of an overpayment when
the amount paid is greater than the balance. The letter should be sent immediately so that the customer can act accordingly.
The letter can also be sent digitally using the internet and other electronic messaging system. By using the internet, the banks and
payment institution can receive a faster reply. This is cheaper and more practical.
The letter is formatted in a very simple way. The date the payment was received and the amount should be stated clearly or in bold
letters. The letter should also contain the options on how the excess amount is to be reimbursed. This is very important since the
money of the client is on the line.
Since a human error on the side of the client is responsible for the mistake, penalties can be placed if the date required for the response
is not complied. That is why constant communication should be established. The letter should be resent in case no response from the
client is received after weeks. The format and basic contents of the letter can be seen below:
Sample Letter
June 7, 2012
Trump Lending Institution
#5663 Black Diamond St.,
New York City, NY
Mr. Joe Molly
Security Personnel
New York District High School
New York School Security System
#2431 Kids Drive
New York City, NY
Dr. Mr. Molly,
We are writing to inform you that the payment made is greater than the amount required to establish the balance. The payment was
made last week, June 4, 2012. It is the policy of our company to assist you in any way possible to return the overpayment.
The amount due is 3000 dollars. We received your payment of 5000.00 dollars. Please contact us regarding the overpayment. We
can apply the amount to your next bill or return the overpayment of 2000.00 dollars. Please contact us immediately. We hope to get a
response from you soon.
Yours truly,
Carlos Hendricks
Head, Lending Dept.
Notify Customers of A Misprint
The letter to inform customers of a misprint is very important to clarify details about important information. This letter is usually
sent for legal and financial clarifications to serve as actual records of the error or wrong information.
The letter can be used in legal issues. Legal processes such as affidavit and statement release is very sensitive. One error could lead to
legal ramifications that could get someone in trouble. In order to prevent this, both sides should have clear communication of which
information is correct. The letters sent should be copied and kept in a safe place.
The court recognizes the letter to inform customers of a misprint as a legitimate legal document. This is very useful for cases where in
there is an argument between two sides. The letter could be used to support the statement of one person.
The format of the letter is simple. The statements made should be compared to the correct information. This would show the
discrepancy clearly. The letter should also contain the time and date the statements were made.
This should be a reference in case the truth is being investigated. For simple purposes, the letter does not need the signature of a
lawyer and other legal personnel. A sample of the letter is written below:
Sample Letter
June 29, 2012
State Law Offices of Atlanta
#3314 St. Justin Drive
Atlanta City, CA
Mr. Perry Childs
Sales Executive
Sales Division
Atlanta Real Estate Company
#124 White Road Drive
Atlanta City, CA
Subject: Speculation on the Fraud Case Against Mr. Chris Franklin
Dr. Mr. Childs,
This letter is to certify that an error has occurred in the processing of sensitive information. The time and date previously stated is not
in accordance with the initial statement released.
According to the initial statement, the time and date the money was received was at around 5:00 pm of June 23, 2012.
The later statement listed the time and date as 6:00 pm of June 24, 2012. There is clearly a misprint of details. It is important that you
get back to us as soon as possible so that we can resolve the conflict.
Respectfully yours,
Mr. Martin Bull
Legal Counsel
12.128 Notify Employee of Promotion and a Raise
Writing a letter informing an employee that they have received a raise and/or a promotion is one duty a company officer can
performs with a big smile on their face, since they are basically rewarding the employee for the outstanding performance of their
duties. Copies of the letter are usually sent to the staff member concerned, their immediate supervisor and the human resources
department. If necessary, a copy of the letter may also be posted on the company bulletin board to inform other staff members of the
promotion.
This type of letter usually begins with the writer informing the recipient of their promotion or raise. If the recipient has received a
raise, the letter informs them of the amount of their new salary as well as any other benefits that go with it and the date when it will
become effective. If they have received a promotion, the letter will inform them of their new position and what additional duties
and responsibilities are expected of them, as well as the additional compensation they will be receiving. The letter can end with
congratulations and the hope that the employee would continue performing at the same high level as they have been demonstrating.
Below is a model of a letter to an employee informing them that they have received a promotion or a raise.
Sample Letter
May 30, 2012
Agri-Foods Ltd.
Nashville, Tennessee
email@server.com
www.website.com
Waylon Cash
Accounting Department
Dear Mr. Cash,
Greetings!
We are pleased to inform you that due to your exemplary performance, you have been promoted to the rank of Senior Supervisor in
your department. This means that you will now be supervising staff members working in one of the department’s sub-divisions, and
will be reporting directly to the head of the department. You have also been promoted two additional salary tiers and will now be
receiving a salary of $52,492 a month, as well as other benefits commensurate with your new position.
Please consult with your immediate supervisor regarding the turnover of your duties to other staff and schedule a meeting with the
department head before the end of the week regarding your new responsibilities.
Congratulations on your new position and we hope that you will continue performing at the same exemplary level that you have
demonstrated in the past.
Sincerely yours,
Christopher Jennings,
Head, Human Resources Department
12.129 Notification of A Business Anniversary
Business anniversaries are important occasions for a company, since they provide officers and staff an occasion to celebrate its
achievements. This is particularly vital if the company has reached a significant milestone, such as its 20th anniversary. These
occasions are usually commemorated by a company event such as a special dinner or a barbecue.
While it is more convenient to send out invitations to such an event, it might be better for the company to mark such a milestone by
sending out a letter reminding employees of this special occasion, which could be written and/or signed by the company president.
Using a letter would highlight the importance of the occasion in the minds of staff members.
The important elements of a letter informing recipients of a business anniversary are a reminder of the exact date of the anniversary,
the importance of the occasion and the date, time and venue of any celebrations held to mark the event.
Ideally, the letter should be no more than one page in length, although it does not necessarily have to be short. The tone should be
cordial but not too informal. The opening salutation is not addressed to one particular individual but is a general salutation directed in
general to all the employees of the company.
Below is a model of a letter informing staff members of a business anniversary that writers can adapt for their own use.
Sample Letter
September 10, 2012
Subject: Anniversary Event
To all staff members of Generic Company,
Ten years ago I, along with my partners, founded Generic. When we started, we had only four workers and a single delivery van.
Today, we have already established factories in five states and are marketing our products abroad.
We are also providing over 5,000 jobs in the local community. These are not inconsiderable achievements at a time when the majority
of companies fail within their first year. To mark this very special occasion, we are holding a company barbecue at the Hot Steers
Grill on 21st Avenue starting at 4 pm on September 21. There will also be a live band performing starting at 8pm for those who would
like to go dancing after dinner.
Attire is semi-formal and friends and family are welcome. If possible, however, please inform your supervisors beforehand of how
many guests you intend to invite.
We hope to see you all there.
Sincerely yours,
John Smith
President, Generic Company
12.130 Notification of Scheduled Meeting
Regular meetings are a way of life at most companies, as departments constantly need to meet to set goals and review targets.
Unfortunately, busy employees may forget about these routine meetings, requiring supervisors to remind them by writing a letter.
These letters are purely formal in tone, and should be terse and to-the-point. They should also not include any extraneous details.
The most important elements of a letter informing staff members about a meeting are the date, time and place, which department
members are expected to participate and the agenda of the meeting. The letter should also state what documents or reports staff
members are required to prepare for the meeting.
The letter need not have a personalized opening salutation, since they are not addressed to individual staff members, although if
desired, the printed letter can have the name of an employee typed beside the salutation. It also does not need to have a closing
salutation although one can be included if desired.
Below is a sample letter reminding employees of a routine meeting that writers can adapt for their own use.
Sample Letter
May 10, 2012
Subject: Regular Monthly Meeting
Dear [name of employee],
Greetings!
As you know, our department holds regular monthly meetings to review our accomplishments for the past month and set new targets
for the coming month. However, we have noticed lately that not all members of the department have been attending such meetings
due to the pressure of work as well as prior commitments; thus we are sending this notice to remind you of the upcoming department
meeting so that you can rearrange your schedule in advance.
This month’s meeting will be held on January 6, 10 a.m. at the mini-conference room. The agenda of the meeting is to assess sales
of our recently-introduced product as well as to set new sales targets for our existing product line in the short and long-term. A more
detailed agenda is enclosed with this letter.
In line with this, we request that concerned staff members prepare sales reports for the months of November and December, as well as
any other relevant data. Attendance at the meeting is mandatory for all department staff. See you there.
Jim Jones
Head, Sales Department
Rockwell Company
12.131 Notify Shipper of Return of Unwanted Merchandise
In the course of business, shipments will sometimes be incomplete or incorrect. If this happens, formalize your request for a
correction by writing a letter to the shipper. The tone of the letter should be professional and civil, and avoid being accusatory or
making angry statements that you may later regret.
The essential elements of a letter notifying a shipper of an error are the identification of the mistake and the request for a correction.
If there are any documents, such as a shipping manifest, which could help in clearing up the situation, they should also be mentioned
in the letter and copies enclosed with it.
Always address the letter to the specific individual who can resolve the problem. Make the letter concise and to-the-point and avoid
including extraneous details in order to avoid muddling the issue.
End the letter with an expression of hope that the situation could be resolved promptly. Also, you should include the name and number
of a contact person in case the shipper has any clarifications or other concerns.
Below is a model letter notifying the shipper of an erroneous shipment, which the writer can adapt for their own needs.
Sample Letter
September 21, 2012
Paul Smith
Orders Manager
Soundtimes Group
Chicago, Illinois
George McAvity
Head, Shipments Department
Audiophiles Inc.
Chicago, Illinois
Dear Mr. McAvity,
Greetings!
This letter is in regard to your September 20, 2012 shipment to us, which we ordered from you on September 5. If you will recall, the
order we made was for 250,000 units of Bosch earphones and 60,000 units of Denker speakers. However, upon examination at our
warehouse, the shipment of earphones was found to be in excess of 50,000 units. The brand of speakers sent to us was also not the
brand that we request.
We assume this is merely an oversight on your part; however, we are returning the erroneous shipment. Please send us the correct
brand of speakers we ordered by the soonest time possible, as our client is already waiting for his order. We are also enclosing, for
your information, a copy of the original sales invoice showing our correct order.
We would appreciate receiving the corrected order by September 25 at the latest. If there are any other concerns or clarifications, you
may contact John Franken at 010-506-1010.
Thank you for your prompt action,
Respectfully yours,
Paul Smith
Shipments Manager
Soundtimes Group
12.132 Order Letter
Order Letter Sample from Advertisement
August 6, 2012
Mr. Joey Yasuke
#415 Greenhills Street
San Fernando, Pampanga
Dear Mr. Yasuke:
Will you kindly send me two of the portable lunch boxes – order number 2b36 – as advertised in Daily Inquirer of yesterday, August
5. Please charge this purchase to my account.
I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxes to my daughter, who is leaving on
a vacation within three days. One is to be delivered to me at my address, above, and the other to 124 Meadow Street, San Juan,
Pampanga.
Very truly yours,
Abelina dela Cruz
Order Letter Sample
August 3, 2012
Mrs. Erlinda Ramos
MGT Marketing
Abucay, Bataan
Dear Mrs. Ramos:
Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post:
1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
Please send these articles within five days.
Very truly yours,
Mr. Roderick Santos
Order Letter Sample
August 15, 2005
Ms. Vicky Reezel
SM Store
Dear Ms. Reezel:
Please enter our order No. 2459 for the following:
3 Mecca, G-23, size 24”26” @ $150 – $ 450
2 Mecca, G-25, size 22”23” @ $70 – $ 140
2 Merced, G-45, size 45”size 47” @ 100 – $ 200
We shall appreciate your shipping these goods so that they will reach us not later than August 25, billing them f.o.b. San Fernando,
Pampanga, at 2/30, n/60 – your usual term.
Very truly yours,
Harry Glenn
12.133 Sample Order Letter – Individual Customer Order
Order Letter written by individual
R & R Company
Room 5, Nicanor Building
Binondo, Manila
Gentlemen:
Please send me immediately by parcel post the following goods selected from your January catalogue:
2 Pair of shoes, black satin No. 30 D248, size 5.5 – $120.00
1 Blanket Cloth, No. 25 B471, Copenhagen blue, size 35 – $50.00
Postage — $5.00
Total Amount — $175.00
I enclose money order for $175.00 in payment of this order.
Your truly,
Eleonor Smike
Sample Order Letter
SAVE AND DELETE COMPUTER CENTER
East Daan Bago
Samal, Bataan
March 28, 2006
Mr. Eric Ramos
Sales Manager
Enigma Corporation
Angeles City
Dear Mr. Ramos,
Please send us one (1) box of 3.5 sony diskettes and (1) 17” red fox monitor, color black. Terms of payment will be the same as those
of our previous orders.
We would appreciate it very much if you could send these items immediately.
Very truly yours,
Merecel Navarro
Manager
12.134 Personal Letter
Promise to Pay Creditor Letter
There are those times when a debtor cannot immediately pay for his debt. The tendency of this debtor is to create a letter that describes
his financial situation and that asks his creditor to still give him the chance and the time to accumulate his finances in order to pay for
his debt. Individuals and companies alike do write these letters.
They promise that they are surely going to pay their debt, though delayed and not on their initially agreed date and terms. You just
might be given the favor if you send an effective letter containing your promise of delayed payment to a creditor.
Just state a valid reason and be able to give a specified time when you can already pay your debt from them.
SAMPLE LETTER
Mark McGregor
891 South Harpeth, Nashville
Tennessee 37125, USA
(e-mail address)
333-4545
June 11, 2012
PERSONAL
Mr. Alexander Hobbs
C&B Finance Company, Inc.
123 North Stamford, Fairfield County,
Connecticut 09602, USA
Dear Mr. Hobbs:
This letter would like to notify your good company of a delayed payment of my personal debt. I would also like to request your
company to give me a grace period of two to three weeks before the payment. This could certainly help me pay you the full amount,
which includes the interest and principal. I would also like to assure you that you are going to receive the full payment within this
additional time.
As additional assurance, I, Mark McGregor, am promising to pay C&B Finance Company, Inc. in full after two to three weeks. The
delay is caused by a hospital emergency involving my wife. I need to pay for a certain amount of hospital bills though she is already
secured with an insurance. This is temporary, and after two to three weeks, I have already accumulated the money I need to be able
to pay my debt from your company. This is simply a delay in payment, I promise to pay you in full after I am able to recover my
finances.
Thank you for your consideration and I am sorry for the inconvenience that I might be causing your company. I hope I am still worthy
of the trust of your company.
Sincerely,
Mark McGregor
12.135 Progress Report
Progress Report on Project
A good way to keep a customer up to date on the progress of a project is to send a letter to the client. This is very important during
projects since the consumer is the recipient of the work. The letter should be concise and should contain all the information about the
project. A time line or a Gantt chart should be included in order to show the progress much more clearly. This is a good indicator of
the direction and accomplishments done for the purpose of the consumer. The letter is used in the field of engineering, construction
and other fields where long and short-term projects are done.
The letter should include graphical representations of the actual results in order to better show the consumers the accomplishments
done. Many letters would include a compilation of photos and pictures showing the product from its initial appearance up to the latest
results. Everything done should also be included such as the tools and materials used. Aside from that, the methodology and procedure
should be enumerated.
People in construction firms use this kind of letter to show the progress of the structures currently being built. This is a way of
communication between the builders and the client seeking their services. The letter is sent on a regular interval as a form of update.
With the request of the client, the contents of the past letters can be included. Here is an example of the letter:
Sample Letter
May 3, 2012
Bob’s Construction
#42 St. Dylan Drive,
Utah City, Utah
Mr. Robert Bates
Owner and Developer
Property Development
Bates Construction Company
#2334 St. Carlos St,
New York City, NY
Dr. Mr. Bates,
We are now entering the final phase of the construction and we have finished cementing all the floors. Also, the windows are currently
being installed. All the electrical and plumbing aspects of the structure has been installed and rechecked for mistakes and damage.
The photographs of all the rooms and stairs are included below the letter. We are currently on schedule since we still have a month left
to finish painting and installing wallpapers.
Respectfully Yours,
Liza Masters
Overall Project Head
12.136 Recommendation Letter – Marketing Supervisor
November 15, 2012
First Vision Enterprise
Subic, Zambales
To Whom It May Concern:
Mr. Edgardo Darren is a good friend and associate. During the five years that he has worked under my supervision at San Miguel
Corporation, Philippines, he has always exhibited resourcefulness and dynamism expected of a marketing man. Mr. Darren is a very
effective salesman who not only handled old accounts well but also succeeded in bringing in more than his share of new customers.
Mr. Darren is an honest, hard-working employee who has gained the respect and friendship of all those who worked with him. I am
glad that your company has offered him the position of Marketing Supervisor. I am sure he will be most effective in this position.
Sincerely yours,
Rhey Santiago
12.137 Reference Letter
Write a Credit Reference
Credit reference letters are used by companies to check and inform other companies regarding the credit history of the consumer
under investigation. The credit letter is usually concise and brief. The content of a credit reference letter is a comprehensive list or
enumeration of all the transactions done by the consumer. It seeks to inform other institutions if the prospective consumer is a liability
or a viable prospect.
The law allows institutions to divulge financial information of a private citizen. This is for the sake of security and background
checking. There are people who have been using fake names and identities in order to extract cash and money from lending
institutions and banks. This led to a comprehensive form of credit reference.
This can be requested if a lending agent detects something wrong with the record of a consumer. Together with the credit reference,
records such as educational background and job connections are also included. This would assure banks that the identity of the
consumer is genuine.
The credit reference letter is presented in a very easy to read format. The only significant part of the letter is the enumeration of
payment information and the approval of the bank. Example of the letter would show:
Sample Letter
January 28, 2012
American Bank
#3434 Union St.
New York City
Mr. Carlo Cameron
Account Inspector
Quality Assurance Section
Hong Kong International Bank
#2454 Backdrop Drive, Atlanta City
Subject: Negative Credit of Mr. James Stevenson
Dr. Mr. Cameron,
Mr. James Stevenson has not been cleared by the bank due to records of late payments and negligence of completing contractual
obligations. Just last year, he was late paying the monthly mortgage for an average of three weeks. Aside from that, he declared paying
with collateral instead of cash.
Our institution has been very lenient in allowing him to have an extension. But it seems he have abused our consideration and ceased
contacting us regarding his unpaid debt. We are sending all the records to other banks to bar Mr. James Stevenson from borrowing
money and availing credit. His record has shown irresponsible and improper handling of debts and credit responsibilities.
Our managers and lending agents have recommended that Mr. James Stevenson be marked as a liability and unqualified to be
admitted at any lending program.
Yours Truly,
Carl Duffman
Credit Inspector
12.138 Reminder Letter
Member Dues or Fees Reminder Letter
Being an officer in an organization can be stressful especially when you need to collect a membership fee or any other fees, duties
or pledges. You cannot deny the fact that there are still those organization members who do forget to pay for their fees. There are also
those organization members who are not even willing to pay for their share.
So, as much as you do not want the extra work, you still need to send reminders to your members of their scheduled dues. Usually,
what organization officers do is send them a reminder through a letter.
Through this letter, you can remind your members who have forgotten that they have an obligation in your organization. To guide you
on what to say to your members in your letter, here is a sample.
SAMPLE LETTER
Incognito Digital Photography
789 North Stamford, Fairfield County
Connecticut 09602, USA
123-456-7890
Incognito.photography@gmail.com
June 11, 2012
Michael McGregor
345 South Harpeth, Nashville
Tennessee, USA
Dear Mr. McGregor:
The organization would like to remind you to pay for the fees for the upcoming photo shoot on Sunday, June 13, 2012. The fees
included are the:
Membership fee $ 50
Organization t-shirt 10
T-shirt printing 10
Photo shoot studio 100
Total $170
These fees are needed for the success of our upcoming photo shoot. With these fees, you can be assured to have an excellent
experience in this photo shoot practice. The best photography equipments are already available in the photo studio. There are also
hired experienced models present on the said date. And for the identification of the members of the organization, the officers have
decided to create a design and logo for the t-shirts, which resulted to related fees.
As a member of the Incognito Digital Photography, you are required to pay for these fees. Failure to do so is considered as not joining
for the photo shoot practice on June 13, 2012. Again, you are reminded that the deadline for the payment of the fees is tomorrow,
Saturday, June 12, 2012.
We appreciate your participation and cooperation regarding the said event. Thank you.
Sincerely,
Jeff McPaul
President
12.139 Reprimand Letter
Reprimand Letter for Absenteeism & Tardiness
Attendance of employees is an issue for all companies. A company should have an attendance policy that must be known by all the
employees. Employers have the right to correct behavioral deficiencies of their employees such as habitual tardiness or absenteeism.
They are also responsible in making sure that the company’s rules are strictly implemented and followed.
Imposing discipline on your employees should not be through changing work schedules or rejecting their leave requests. It is advisable
that a positive or constructive approach is utilized. Refrain from writing down your personal issues with the employee. You should
directly state the purpose of your letter. It is a way of correcting a behavior not a means of punishing or making your employee feel
embarrassed.
To reprimand an employee for poor attendance or tardiness, a letter could be written to the employee. You should state your
observations based on the records. You should also state the consequences if the employee would not be able to improve that
unwanted behavior. On the other hand, you should also place a positive remark that you have the confidence in him or her that it
would be solved immediately. You should use the appropriate words so as to provide the correct message to your employee.
SAMPLE LETTER
March 1, 2012
Ashley Smith
789 Arkansas Street
Maryland, CA 90000
Dear Ms. Smith,
Promptness is essential at work. We make allowances and grace period for the unexpected circumstances that cause tardiness.
However, consistently being tardy is not acceptable.
I have noticed that in your records that you have been late for an average of 30 minutes for 3 days last week and this has been the
situation in previous months. We encourage that you come to the office 30 minutes early before doors open for our customers.
I understand that you have a long drive to the office, please make sure that you allow enough time to reach our offices on time. If there
is an unexpected circumstance that prevents you from arriving to work on time, please contact me to address the problem accordingly.
Any further attendance issues in the future may result in disciplinary action.
I hope that you will improve your punctuality when arriving at work.
Sincerely,
(Signed)
David Cooper
Manager
12.140 Reprimand Letter for Poor Performance
In a company, situations arise wherein the employer should address issues such as poor performance immediately. Companies have
rules and policies that you have to follow. These should be strictly adhered to by the employers with enough flexibility applied on a
case to case basis.
Receiving and writing a reprimand letter may not be as simple as it sounds. The employer may feel uneasy in disciplining an
employee. At the same time, the person who receives the letter feels embarrassed because a warning has been issued. Employers have
the responsibility in addressing issues pertaining to company’s policies being followed in a professional manner.
In writing a letter to reprimand an employee for poor performance, you should make sure that the information and details
regarding the employee’s performance are accurate and reliable. You should write it directly about the issue and not about any other
irrelevant comments. You do not need to be harsh instead be polite.
You can highlight areas that need to be improved as well as the possible consequences if the employee fails to act in accordance to the
instructions. Always leave a positive note on the last part of your letter to show confidence that the person will improve.
SAMPLE LETTER
February 10, 2012
David Johnson
143 Washington Street
Dear Mr. Johnson,
This is with regard to your performance for the past 6 months that you are employed with ABG Company. The management has
already informed you four times during the evaluation sessions that your performance is not within the standards set for your position.
You were also advised on what areas you should show improvement on.
We regret to inform you that your performance has not been satisfactory. We will be putting you on retraining for three weeks and
this will serve as your probationary period as per the policy of the company. Your immediate manager and a training officer will be
monitoring you.
Improvement as reported by the training team will serve as a condition for the company to decide if you will be taken back to
production. Otherwise, the management has the right and authority to terminate you from your office with immediate effect.
It is advised that you take the three-week training period seriously. If you have any concerns about this retraining program, you can
visit my office. I am confident that you will put your best efforts in proving your work again.
Best regards,
(Signed)
Simon Richardson
General Manager
12.141 Reprimand Letter for Breach of Policy
Companies have office house rules and regulations that are implemented. This house rules presentation is often part of the company
orientation for each new hire. This is to create awareness for all employees on the different company policies and regulations
implemented. The company requires all employees to observe these house rules at all times to ensure the smooth flow of their daily
operations.
As the immediate superior, you are usually the bearer of good and bad news to your subordinates. You are the one who monitors your
employee’s performance and give them reprimands or warnings when necessary.
To reprimand an employee for breach of policy needs to be undertaken with utmost care. It has to be objective. It needs to focus on
the employees’ actions not on the employees themselves.
Find below a sample of a letter of reprimand:
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Written Reprimand for (state policy violation)
You have failed to report your absence from work yesterday. (Cite specific company policy that was violated.) Company policy states
that you need to notify your immediate supervisor of your absence at least two hours before your tour of duty. Failure to do so would
mean that an employee will be declared AWOL (Absent without Leave).
Please note that this is not the first time you incurred this particular offense. On several occasions, we had formal discussions
regarding this policy. (List previous dates and details of counseling sessions.) I have not seen improvements from you despite repeated
counseling sessions. I am giving you this Written Reprimand for violation of (state company policy.)
You are a vital part of the department. There are client requirements that our department need to achieve. The company relies on our
department, and you as front line Customer Service Representative, are expected to deliver what the client needs.
With this memorandum, I expect you to make this as a serious matter. Further violation will merit further action and might lead to
termination from this company.
__________
Name of Immediate Superior – Position
Affixing my signature denotes my acknowledgement and understanding of this memorandum.
_____________
Name of Employee – Position
12.142 Warning Letter to Employee
As a supervisor, you monitor the performance of employees who directly reports to you. You will need to conduct coaching sessions
with your subordinates and you need to make sure that goals and client requirements are met. There will also be a time when you have
to correct your subordinate’s behavior. Most supervisors/managers try to avoid this sometimes unpleasant task of giving a reprimand.
However, you have a responsibility to your company, as well as to your team, to achieve productivity requirements set by your clients
or company. Dismissing unproductive behavior often undermines not only the employee’s effectiveness, but also the success of the
whole team.
In specific instances, you will have to give a warning to an employee when he or she intentionally disregards established office
policy and procedures. Office reprimands or citations are placed in the employee’s personnel file serving as documentation of an
unacceptable performance.
Here is a sample of warning citation:
SAMPLE LETTER
MEMORANDUM
TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
SUBJECT: Written Warning
During our previous coaching sessions (list down dates of previous counseling sessions), I reviewed with you job performance
concerns that you need to focus on to improve your productivity. Since that time, I have yet to see improvement in those areas and
these problems continue to exist:
1. Low productivity
2. List down other areas noted
You are not meeting performance requirements that are expected from you by the company. You, as a Customer Service
Representative, are a vital part of our office operations. (Indicate company requirement.) Your position requires you to achieve 95%
productivity at all times to meet our client’s requirements.
Failure on giving improved performance may warrant further action which may lead up to dismissal.
I will closely monitor your performance and assess your progress over the next (specify time frame) to determine if your
improvements have been satisfactory. We will sit down again to make my assessment of your progress and we will decide your status
in this office. If there are concerns and questions that you may have, please do not hesitate to discuss them with me.
____________
Name of Immediate Superior – Position
My signature acknowledges that I have read and understood this memorandum.
_____________
Name of Employee – Position
12.143 Request Letter
Request Cancellation of Credit Account
Should you find practical reasons to cancel your own credit account, say your financial management team found other capital source
cheaper, or you have considered liquidating non-cash assets rather than outsourcing from a creditor, a withdrawal letter must be
written straight to the point.
Keep the whole letter as polite as possible for the cancellation is a loss incurred by the creditor or financing institution to where you
have initially engaged yourself with. A letter addressed to the bank needs no reason for the withdrawal.
Sample Letters
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We kindly notify you that we are requesting the bank to close our account at your (branch), (account holders name, account type).
Stated herein is the number of my unused check bearing a sum of (amount) with a check number of (control number). We extend our
apology for the sudden cancellation.
We thank you for your prompt attention regarding this matter.
Sincerely,
Your Name
On the other hand, a non-financing company or an individual to whom you’ve requested the credit may opt to know the reason why
the unexpected cancellation happened. You may have future dealings with the same company so it is best to keep a grateful impression
about the help they have approved to extend prior to your notice of cancellation.
Sender’s Name
Office Position
Department
Sender’s Address
Addressee
Company Name
Company Address
Dear Name:
We are in deep gratitude about the approval of the loan we have proposed to you/your company. This letter is to kindly notify you that
we are requesting the cancellation of our credit.
Upon receiving a current report from our accounting department we were able to come up with the findings that our company has
enough assets that can be liquidated above its book value that is quite sufficient in meeting our financial demand. The management
thought of utilizing the remaining alternative so that we spare your company from the loss you might incur upon lending your idle
money with less a normal rate instead of yielding high pay back by investing to the market.
12.144 Request Additonal Information to Fill An Order
Most companies usually request additional money or information before they can fill an order. The purpose of this request is
to ensure that a buyer is really serious in purchasing your products. You can use this additional money for the improvement of your
product and services.
On the other end, the information, normally personal, can be considered as a means of getting through to the customer. You can use
this information to send the order, or as a means of contact in case something goes wrong while filling the order.
This request can be made by a company to its clients through a letter. This letter is one of the best ways to request for additional
money and information. Here is a sample letter of request in which you can pattern your own.
Sample Letter
Incognito Digital Photography
789 North Stamford, Fairfield County
Connecticut 09602, USA
Incognito.photography@gmail.com
June 11, 2012
Greg Michaels
657 South Harpeth, Nashville
Tennessee, USA
Dear Mr. Michaels:
You are requested by the company to pay for an additional fee of $20 so that we can fill your order. This is due to the new company
policy which requires each of our clients to pay for an additional fee. This policy is implemented in order to make sure that you
receive the best from our company. You are definitely going to experience the difference this additional fee can make once you have
already received your processed and filled your order.
In addition to the fee, you are also requested to fill out this information sheet before we can fill your order. This is for the new system
that the company has just recently operated on. This can further help our company to improve our products and services. We can also
accommodate you better with the information you can provide in case you encounter any problem. We assure you that the information
you give us is private and solely used for these purposes.
Telephone number:
Shipping address:
Ship-to name:
Credit card number:
Credit card expiration date:
Purchase order number:
We hope that you understand our new company policy and system. These measures are done to better serve you. We greatly salute
you for your cooperation.
Sincerely,
Paul Rimes
Head of the Management
12.145 Request for Payment Letter on Personal Loan
Financial institutions are usually the ones that offer personal loans to individuals. Typically, these personal loans expose financial
institutions to a higher risk since they are unsecured loans. This means that the financial institution cannot go after the borrower’s
assets in case he cannot pay for the personal loan.
The only remedy that these financial institutions have is to request payment of a personal loan. This request is usually in the form of
a letter to be sent to the borrower. A request for payment must still be polite despite the borrower’s unpaid accounts. This can help a
financial institution establish a good reputation, which can even lead to the immediate payment of the personal loan.
Here is a sample letter of request for payment of a personal loan. This might give you the idea on what to include in your own letter.
Sample Letter
Golden Finance Company
908 North Stamford, Fairfield County
Connecticut 09602, USA
Golden.finance@qmail.com
June 11, 2012
Glenda Miles
675 South Harpeth, Nashville
Tennessee, USA
Dear Ms. Miles:
Our company would like to request for the payment of the personal loan you have made 8 months ago, on October 2, 2009. The
terms of this personal loan, in which you and our company have agreed upon, include monthly payment of an interest of 5% and the
payment of principal last April 2, 2012. You have only complied with this agreement for three months that includes the payment of
5% interest rate compounded monthly.
Please be informed that the remaining three months, from January to March, are not yet paid. In addition to that, you are also now
required to pay for the principal. We have granted your request to give you two months grace period before you pay for the three
months’ interest and the principal. However, we still have not heard from you since then.
The company has already given you two months grace period. We can still modify the terms for this loan to help you pay for it.
You are still in our best interests. We want to hear from you soon regarding this personal loan. The company really appreciates an
immediate reply to this letter. Thank you.
Sincerely,
Mary Gold
President
12.146 Request Letter Sample for Computer Equipment
November 12, 2001
Loiue Herrera
Manager
ACE Computer Corp.
Angeles, Pampanga
Dear Mr. Herrera,
We would like to appeal to your kind assistance in providing one (1) set of computer equipment, software, and supplies to one of our
public high school situated in a depressed area in Sapa, Samal, Bataan.
The students in this high school have not seen what a PC looks like and how it can transform their lives as a digital tool for education.
Although the public high school system is supported by the national government, due to a awful budget shortfall no funds are
available to supply even one set of computer equipment to all public high schools.
It will make a substantial difference in bridging the digital gap between high schools in developed countries that have computers for
each student as against one computer for an entire high school in a developing country such as ours.
We are attaching below a profile of our local public high school to give you an idea of the numbers of beneficiary that will be served
by providing us with one set of computer equipment, monitor, software, printer and supplies.
We will provide the counterpart funds for training the teacher in the use of the computer as a teaching tool to the high school classes
together with a one year donation of DSL connectivity through one of the major telecommunication company operating in the area of
We look forward to your favorable answer to our request. If in case you have questions that need to be clarified, please don’t hesitate
Thank you and with our heartfelt regards.
Very truly yours,
Erlinda Bonifacio
School Principal
12.147 Request for Opening of Account
anuary 12, 2001
Mr. Lito Manzano
EBE Compshop Corporation
Makati City
Dear Mr. Manzano:
This is to request that I be allowed to open a credit account with your organization.
No doubt, you will recall that I have been buying computer parts from you for some time now, in a COD basis, but I should like the
decided convenience of charging my purchases. What I want is an arrangement whereby I can pay my bills within thirty days from
the date I receive my invoice.
My business has grown materially during the past year, and I have recently added to my lists such substantial customers as Save and
Delete Inc., Dataware Corporation, Datacom Inc., PC Compshop and Compdel Marketing.
I have my account in China Bank and Trust Company and gladly refer you to their Vice Presidet, Mr. Meynard Hipolito.
I am certain that the references given herewith will prove entirely satisfactory, and I therefore hope to hear favorably from you in the
very near future.
Yours truly,
Ella dela Riva
12.148 Sample Request Letter – Credit Report
August 25, 2002
Ronald H. Santos
# 143 Matalino St.
Rizal, Antipolo City
ABC National Credit Bureau
Morayta St.
Divisoria, Manila
Dear Sir/Madam:
This is to request for a free copy of my credit report maintained in your credit database.
Please use the following personal information to trace and forward the report to me:
Full name: Ronald Herrera Santos
Birthday: October 21, 1971
Social Security Number: 01454781
Address: #143 Matalino St. Rizal, Antipolo City
I have enclosed herewith a copy of my driver’s license as a proof of my address and a photocopy of my Social Security Card. If you
have any questions concerning this request I can be reached at (02) 791-2911.
Thank you for your prompt attention to my request.
Sincerely,
Ronald H. Santos
12.149 Sample Request Letter – Credit Report
August 25, 2002
Ronald H. Santos
# 143 Matalino St.
Rizal, Antipolo City
ABC National Credit Bureau
Morayta St.
Divisoria, Manila
Dear Sir/Madam:
This is to request for a free copy of my credit report maintained in your credit database.
Please use the following personal information to trace and forward the report to me:
Full name: Ronald Herrera Santos
Birthday: October 21, 1971
Social Security Number: 01454781
Address: #143 Matalino St. Rizal, Antipolo City
I have enclosed herewith a copy of my driver’s license as a proof of my address and a photocopy of my Social Security Card. If you
have any questions concerning this request I can be reached at (02) 791-2911.
Thank you for your prompt attention to my request.
Sincerely,
Ronald H. Santos
12.150 Resignation Letter – Call Center Agent
August 28, 2001
Marina Stanley
HRM Manager
Celcon Telecommunication Inc.
Ayala, Makati City
Please accept this letter as notification that I am leaving my position as Call Center Agent with Celcon Telecommunication Inc. on
September 15.
I have appreciated both being part of your staff and the opportunities that have been provided to me during my stay.
I will be happy to train my replacement – do anything else you feel will help make the transition smoother.
Thank you and more power!
Sincerely yours,
Valeria Santos
Resignation Letter – Executive Secretary
December 12, 1984
Mr. Billy Cortez
Sponge Bob Corporation
Baclaran, Paranaque
Dear Mr. Cortez:
This is to inform you that I am resigning from the company effective June 15, 2005. I shall be transferring to Goodwill Corporation
where I have been offered the position of Executive Secretary. I am sure you will agree that this position is a good advancement from
office secretary.
I would like to thank the company for the work experience I have received which has equipped me with the necessary skills and
attitudes that will stand me in good stead in my new job. It has been a good and educational relationship.
Respectfully yours,
Ms. Anna Lea dela Cruz
Resignation Letter – Software Engineer
July 15, 2008
Mr. Herbert Carlos
Personnel Manager
Macro Enterprise
#145 Royal St.
Angeles City
Dear Mr. Carlos:
The purpose of this resignation letter is to inform you that I will be leaving my position as Software Engineer with the Macro
Enterprise effective August 15. I will be relocating to the Cavite City area in the near future.
Thank you for the support and the opportunities that you have provided me during the last several years. I have enjoyed my tenure
with the company.
If I can be of any assistance during this transition, please let me know. I would be glad to help however I can.
Very truly yours,
Melvin Herrera
Resignation Letter – Company Photographer
75 E. Rodriguez St.
Quezon City
July 15, 2006
Ms. Angel Locsin
Personnel Manager
Company Photographer
Greenhills, Makati
Dear Ms. Locsin
I wish to resign from my position as Company Photographer at Photogenic Center effective August 15, 2006.
I have accepted the position of Manager of Creative Division with ABC Marketing in Makati City.
My four years at Photogenic Center have been gratifying and I will always remember them fondly. Please inform me if I can be of
any assistance to you, now or in the future. You may call on me anytime.
Thank you for all your support and guidance over the years. I will miss you.
Sincerely yours,
Piolo Pascual
Resignation Letter – as Manager of Fast Food
5426 Villa Amanda
Rocky Road St.
Ayala Makati
July 10, 2008
Ms. Rita Cruz
Michelle Fast Food
Libis, Quezon City
Dear Ms. Cruz:
I am writing to let you know that I will be resigning from my position as Manager for Michelle Fast Food effective July 30.
I have enjoyed the experience of working for Michelle Fast Food over the past three years and I especially appreciate your guidance
and understanding while I completed my college degree. It has been a privilege to be associated with such a great team of employees.
Thank you for your support.
Sincerely yours,
Mr. Glenn Cliford
Resignation Letter – Quality Assurance
Resignation Letter
Yolanda Herrera
Del Rosario St.
Pilar, Bataan
June 15, 2008
Ms. Eliza Santos
Personnel Manager
HR Department
Telcom Corporation
Dear Ms. Santos,
I would like to inform you that I am resigning from my position as Quality Assurance Personnel for the Telcom Corporaton. My last
day will be Friday, July 15th.
Thank you for the opportunities and experience that have been provided to me during my two years of service for the Telcom
Corporation.
Please call on me if there is anything I can do to be assistance during the transition.
Sincerely,
Ms. Yolanda Herrera
Resignation Letter as Tax Information Staff
Sample Resignation Letter
Loren Santiago
San Jose St.
Balanga City, Bataan
loren_santiago@gmail.com
June 13, 2008
Ms. Adelina Santos
Accounting Manager
Dinalupihan, Bataan
Dear Ms. Santos:
I would like to inform you that I am resigning from my position as Tax Information Staff for Columbia Agency, effective July 13,
It is a great opportunity working in your company considering the fact that I have no job experience and have no enough knowledge
regarding my position and still giving me the chance to work in your company. I enjoyed with your company with great people around
me but things wouldn’t workout the way I want it to be. That is why I’m leaving my post because of some personal reasons.
Thank you for the opportunity for the personal advances as well as the knowledge that you provided me during the last two years.
Please let me know if I can be of help during the transition.
Sincerely,
(signed)
Loren Santiago
12.151 Response Letter
Unsatisfied Customer Response Letter
From time to time, businesses may not be able to live up to the expectations of their customers. There will always come a time when a
manager will have to respond to a complaint letter while admitting fault and making a correction. Remember that satisfied customers
are the key to a successful business. So it is good practice if you know how to deal with complaints. If you have a properly constructed
letter, you can easily win back your customer’s trust and loyalty.
Never forget that the customer is always right. Start your letter by thanking the customer for taking the time to inform you about their
concern. Admit your mistake and take responsibility for what happened.
Address your concern directly. Assure the customer that you are going to resolve the problem by indicating the steps you are about to
do. Be respectful and careful with the words that you use. And lastly, offer the customer compensation or privileges to make up for the
unsatisfied expectations. Also, let the customer know that you are always willing to receive feedbacks or concerns from them. Below
is an example of a respond to a complaint letter while admitting fault and making a correction.
Sample Letter
May 25, 2012
Molly Burke
45 St. Paul Street
Baton Rouge, USA 8909
Dear Miss Burke,
Good day. We would like to thank you for spending your time to inform us that our service didn’t meet your expectations. We will
take every step and measure to assure you that we will find a solution to this issue immediately.
The management failed to inform you that the internet connection will reach its maximum speed after 7 days. This is why you have
been experiencing a slow internet connection for the past two days; because your connection was installed just three days ago. This is
our fault for not letting you know, and we sincerely apologize.
We will do our best to make sure that you will trust our company again and be confident with our products and services again.
Satisfied customers are our biggest achievement. To make up for this, we would like offer you a 20% discount offer on our plans and
some other privileges.
We hope that this can somehow compensate for your unsatisfied expectation.
Again, we would like to thank you for your feedback as it will help us provide better services. It is our company’s aim to satisfy our
customers. We would like to regain your trust and hope to serve you again in the future.
Please feel free to contact me at 411-990-2009 or email me at jennysmith@wbc.com if you have any other concerns which you would
like us to take action on. Thank you very much and have a good day.
Sincerely,
Jenny Smith
General Manager
Web Connect Internet Services
411-990-2009
12.152 Resume Cover Letter
How to Write a Nursing Cover Letter
It is important to know that although the resume of a person applying for a nursing job gives information about their education and job
experience, a nursing cover letter can make a big difference in getting the resume past the initial review. And hence, a nursing cover
letter essentially incorporates a brief description of how the applicant’s skills can be best used by the company to fulfill its vacancy.
This letter should contain information that clearly defines the applicant’s level of education and nursing certification. Specifying the
qualification of a ‘Registered Nurse’ cannot qualify the applicant for various nursing positions. It could mean a nurse with a degree
(Doctoral, Master, Bachelor, or Associate) or a nurse with a diploma (without formal education).
Sample:
Renee Smith
251 Park Avenue South
Carlisle, MA 01741
(201)-333 4444
Date: April 21, 2012
Mr. John Anderson
Administrator
City General Hospital
9876 West 69 Street
Carlisle, MA 12345-6789
Dear Mr. Anderson,
In response to your job posting on ABC.com, I would like to apply for the position of a ‘Medical Surgical Nurse’ at your esteemed
hospital. Last summer, I completed my Bachelor of Science in Nursing from State University and am planning to give the NCLEX-
RN exam the coming week.
Currently, I am working in one of the clinical rotations in Unit 10 BC of your hospital. I have learned that the nursing team in your
hospital provide excellent care to patients. The work and administration environment is exemplary. I wish to become a part of the
conscientious staff of nurses I have worked with.
I respectfully request for you to review my resume enclosed with this cover letter. I look forward to discuss my experience and
education with you. You can contact me at (201) 222-3333. Thank you for your kind consideration.
Sincerely,
Renee Smith
How to Write a Customer Service Cover Letter
A customer service cover letter is intended for those who apply for a customer service position. The structure and format of this letter
is not different from the conventional cover letters. In fact, it is the most typical example of a cover letter. It is in the writing technique
employed in a customer service letter that makes it unique from other cover letters and adds to its appeal. The type of cover letter
should be tailored for the position being applied for by the applicant. A customer service cover letter is addressed to the HR (Human
Resource) Department of an organization.
Sample:
Neo Smith
251 Park Avenue South
Carlisle, MA 01741
(012)-555 4444
Date: April 21, 2012
Mr. John Anderson, Personnel Manager
Human Resources Department
People First Services
123 West 69 Street
Countryside, MA 12345-6789
Dear Mr. Anderson,
I am firstly thankful to you for advertising the opening of this wonderful opportunity on ABC.com. I have been hunting for the
position of a customer service clerk since several weeks and the opening in your company for this post seems a perfect prospect for
my skills, interests, and career.
Presently, I am a part of the Regional Warehouse with more than four years of experience in the same capacity. I soon realized that I
had all the skills required for being an efficient customer service clerk. And therefore, I also feel that my qualifications will meet your
expectations and make me a good candidate for this post. I have good communication skills, proficiency at handling retail tasks, an
interest in assisting people, and most significantly, willingness to put in all my sincere efforts to achieve high customer satisfaction.
My resume is enclosed with this cover letter. It gives my overall expertise and experience in the field. If you consider my application
for the vacancy, then please contact me at (111) 222-3333. Thank you for your attention and consideration.
Sincerely,
Neo Smith
How to Write an Accountant Cover Letter
An accountant cover letter is a cover letter that includes the job application of the accountant who sends it to a specific company. This
cover letter expresses interest from the accountant to apply for a vacant post in that company.
Next, the accountant cover letter gives the employer a brief description of the skill set of the accountant including his expertise in
the accounting field, his past achievements, and his distinguishing qualities. Ideally, the letter must include a list of companies the
applicant has worked with in the past, especially if the companies are recognized in the industry.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 0174
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
National School of Accounting
123, West 69 Street
Countryside, MA 12345-6789
Dear Mr. Anderson,
In response to your posting in the Times regarding the vacancy for a Senior Accountant in the accounts department of your firm, I
would like to introduce myself.
I am a graduate from the State University of Commerce. As you will realize from my resume enclosed with this cover letter, I have a
strong academic foundation in accounting along with over six years of experience in the field of accounting and bookkeeping.
I am skilled at working on Peachtree and MS Office as well as packages such as Accounts Receivable and Accounts Payable. I,
therefore, believe that I can be a valuable candidate for the aforementioned post. This enthusiasm to work in your firm has been
further motivated by my frequent encounters in my research work with the priceless contributions of your organization to the entire
arena of finance and accounts.
Please consider my application for the vacancy and contact me at (111) 222-3444. Thank you for your time and consideration.
Sincerely,
Richard Smith.
12.153 How to Write an Administrative Assistant Cover Letter
An administrative assistant cover letter can be considered a proposal that gives additional information about the person applying
for the job. In addition, the letter also highlights the applicant’s interest in that field. An administrative assistant cover letter should
include a resume that provides the employer with the unique background of the applicant.
This type of resume ensures the company that the applicant is fit to meet its needs of the position. Since a significant part of the job of
an administrative assistant requires writing letters, the cover letter becomes the best way to showcase his or her abilities.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 12, 2012
Mr. John Anderson
National School of Dentistry
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
This letter is to inform you of my interest in joining your highly esteemed organization in the capacity of an administrative assistant.
Your advertisement of the current opening in your company on ABC.com has generated great excitement in me and assured me that
the post is a perfect match for my field of interest and expertise.
My enthusiasm to work with a creative, cutting edge company like yours motivates me to apply for this position of an administrative
assistant in the field of graphic designing. You will learn from my resume that my experience in this profession dates back to several
years, thanks to which, my proficiency and knowledge in the area has improved tremendously.
I am requesting for you to consider me for this position. Please review my enclosed resume. I appreciate your kind consideration and
look forward to meeting you in person.
Sincerely,
Richard Smith.
12.154 How to Write a Teacher Cover Letter
A teacher cover letter introduces to the prospective employer general information about the candidate. This cover letter must include
education level and the personality of the teacher. It acts as a preface for the complete resume of the teacher. Since this letter is
intended for a job that calls for a responsible person, first impression is important. For this reason, a teacher cover letter should not
only excel in its content and language, but must be flawless in format and structure.
Sample:
Richard Smith
251, Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 01, 2012
Mr. John Anderson, Principal
National City Schools
123, West 69 Street
Carnival, MA 12345-6789
Dear Mr. Anderson,
I am writing this letter to you to reveal my interest in becoming a part of your prestigious school in the capacity as a teacher for your
4th and 5th grade. I have completed my BA in Social Science with Honors from the Manhattan University.
Over the past three years, I have worked as teacher in an elementary school where my responsibility entailed educating eight/nine
year-olds. During this period, I fulfilled many duties that included curriculum enhancement, grading students, and course assessment.
This experience helped me appreciate the nature of the job and increased my interest in attaining a full-time position. I am organized,
enthusiastic, fast at building rapport with my colleagues, and believe in work ethics.
I thank you for the time you have devoted to reviewing my resume and assure you about my complete realization of the
responsibilities involved in the job. Please feel free to contact me or leave a message on the contact number provided above.
Sincerely,
Richard Smith.
12.155 How to Write a Secretary Cover Letter
A secretary cover letter is also regarded as an application for secretarial job in a company to which the letter is being sent. A resume
highlighting the applicant’s unique skills for the job of a secretary usually accompanies a secretary cover letter. This cover letter
works best in instances when impressing the company’s hiring manager. It consists of clear, direct, and short sentences offering the
applicant’s profile details in brief. A perfect secretary cover letter must include the specific qualifications and skills associated with
the job of a secretary such as excellent presentation and communication skills and realization of one’s organizational and administerial
responsibilities.
Sample:
Jane Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 12, 2012
Mr. John Anderson
National Medical Supplies
123 West 69 Street
Antioch, MI 12345-6789
Dear Mr. Anderson,
I am writing this letter to you in response to the opening listed in the advertisement of your company in XYZ.com. This letter will
give you a brief introduction about my profile, experience, and expertise in the secretarial area as well as inform you of my interest in
applying in your company for the post of secretary to the general manager, Mr. Alan Schimdt.
My previous secretarial job with the Regional Medical Company involved assuming responsibilities for two professionals – sign
maker and dentist. I soon realized that the requirements of the job matched with both my interests and capabilities. Within a short time
span, I became familiar with and in fact, proficient at making reports, filing and tracking information as it flowed in the office, writing
letters, and using the computer, copier, and fax machine with efficiency. During my pregnancy, however, I had to leave my post as
secretary.
Today, with both my kids settled in a boarding school, I want to resume my work again in the capacity as a full-time secretary for the
post mentioned above. I ask for you to consider this application and allow me to meet with you in person so as to discuss my abilities
for this job.
Sincerely,
Jane Smith.
How to Write a Receptionist Cover Letter
A receptionist cover letter tells the employer about the distinct qualities of an applicant that make him/her suitable for the post. For
instance, it tells the company that the applicant has good communication skills, can handle large volumes of calls at its front desk,
will greet its clients or visitors with a warm smile, visit the customers and vendors regularly while they are waiting for their respective
appointments, and maintain a very professional atmosphere in the office. Since skills, training, and personality play an important role
in qualifying a person as a suitable receptionist, all such qualities must be incorporated in the cover letter.
Sample:
Kelly Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
National School of the West
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am writing this letter to you in response to your advertisement in the Carlisle Times on 10th April 2012 for an opening for the
position of a Senior Receptionist. The resume enclosed in this cover letter will give you what my qualifications and skills are. I am
confident that I meet the requirements outlined in your advertisement.
I keep myself updated with the local newspapers and am, therefore, familiar with the environment services offered to manufacturers
by your company. It will be a privilege to join a company that has an excellent reputation such as yours.
Please review my resume and consider my application for the job. It would be a pleasure to receive your call for an interview and meet
you in person to give you a more detailed account of my qualifications. You can contact me at the number provided above.
Sincerely,
Kelly Smith.
12.156 How to Write a Project Manager Cover Letter
A project manager cover letter contains an introduction of the resume of the sender that tells the employer about the applicant’s
expertise in the field of project management. In order to maximize its impact, an ideal cover letter must draw the reader’s attention to
the qualities of the applicant that make him or her the best qualified person for job. This letter is applicable for other positions such as
project coordinator and project executive.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson
IDIGU Construction Company
123, West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am pleased to apply for the position of Project Coordinator/Project Manager with your company in response to your advertisement in
the newspaper.
I have completed my P.G. Certification Course in Project Management along with a degree in HR management planning and
scheduling from the XYZ College. Thus, I have obtained proper knowledge and understanding of various project management
applications, tools, and related issues/problems. In addition, my four years of experience in a manufacturing industry as a project
executive enhanced my ability to help my team members accomplish all objectives in a synchronized manner and complete all the
projects within allotted time and budget.
My intent is to join your prestigious company/firm and work with your team to help realize company goals through mutual and
coordinated work. Please consider my application for the position at your convenience. You may call me at (123) 456-7890, or
email me at rsmith@abcxyz.com. It would be a pleasure to come for an interview and discuss my skills, qualifications, and the job
requirements with you.
Sincerely,
Richard Smith.
12.157 How to Write a Consultant Cover Letter
A cover letter for a Consultant Position should be unique from other cover letters. One reason is that a consulting job is an extremely
specialized field that requires specific experiences that are associated with a specific industry. In addition, it is a high-profile
profession and a specialized field. When applying for a consulting position, using it is best to stress your experience in a given or a
variety of topics. In fact, a majority of consulting firms use it as a barometer on an applicants’ ability to communicate effectively.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson, Business Manager
Acme Idea Corporation
123 West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am majoring in Economics from the State University this year. It is for this reason that I am applying for the Consultant Position in
Acme Idea Corporation after graduation.
Consulting is undoubtedly my dream profession. My dissertation work till now has involved hypotheses formation, extensive research,
hours of thorough analysis, and team cooperation. I have been engaged with these activities during a course of my studies, which
resemble the requirements in a consulting project. In addition, I have also had a series of insightful conversations with consultants at
several organizations. I believe the Acme Idea Corporation position is a good fit for me.
The well-built community environment of your company and its strength in the telecom and life sciences industries especially appeal
me. I would, therefore, like to apply for the opening of a consultant in your prestigious company.
I request you to review my resume enclosed along with this cover letter. You can contact me at the number provided above at a time
most suitable to you. I appreciate the time and consideration you have devoted to my application and hope to hear from you in near
Sincerely,
Richard Smith
12.158 Resume Cover Letter
How to Write a Nursing Cover Letter
It is important to know that although the resume of a person applying for a nursing job gives information about their education and job
experience, a nursing cover letter can make a big difference in getting the resume past the initial review. And hence, a nursing cover
letter essentially incorporates a brief description of how the applicant’s skills can be best used by the company to fulfill its vacancy.
This letter should contain information that clearly defines the applicant’s level of education and nursing certification. Specifying the
qualification of a ‘Registered Nurse’ cannot qualify the applicant for various nursing positions. It could mean a nurse with a degree
(Doctoral, Master, Bachelor, or Associate) or a nurse with a diploma (without formal education).
Sample:
Renee Smith
251 Park Avenue South
Carlisle, MA 01741
(201)-333 4444
Date: April 21, 2012
Mr. John Anderson
Administrator
City General Hospital
9876 West 69 Street
Carlisle, MA 12345-6789
Dear Mr. Anderson,
In response to your job posting on ABC.com, I would like to apply for the position of a ‘Medical Surgical Nurse’ at your esteemed
hospital. Last summer, I completed my Bachelor of Science in Nursing from State University and am planning to give the NCLEX-
RN exam the coming week.
Currently, I am working in one of the clinical rotations in Unit 10 BC of your hospital. I have learned that the nursing team in your
hospital provide excellent care to patients. The work and administration environment is exemplary. I wish to become a part of the
conscientious staff of nurses I have worked with.
I respectfully request for you to review my resume enclosed with this cover letter. I look forward to discuss my experience and
education with you. You can contact me at (201) 222-3333. Thank you for your kind consideration.
Sincerely,
Renee Smith
12.159 How to Write a Consultant Cover Letter
A cover letter for a Consultant Position should be unique from other cover letters. One reason is that a consulting job is an extremely
specialized field that requires specific experiences that are associated with a specific industry. In addition, it is a high-profile
profession and a specialized field. When applying for a consulting position, using it is best to stress your experience in a given or a
variety of topics. In fact, a majority of consulting firms use it as a barometer on an applicants’ ability to communicate effectively.
Sample:
Richard Smith
251 Park Avenue South
Carlisle, MA 01741
(123)-333 4444
Date: April 21, 2012
Mr. John Anderson, Business Manager
Acme Idea Corporation
123 West 69 Street
Downtown, MA 12345-6789
Dear Mr. Anderson,
I am majoring in Economics from the State University this year. It is for this reason that I am applying for the Consultant Position in
Acme Idea Corporation after graduation.
Consulting is undoubtedly my dream profession. My dissertation work till now has involved hypotheses formation, extensive research,
hours of thorough analysis, and team cooperation. I have been engaged with these activities during a course of my studies, which
resemble the requirements in a consulting project. In addition, I have also had a series of insightful conversations with consultants at
several organizations. I believe the Acme Idea Corporation position is a good fit for me.
The well-built community environment of your company and its strength in the telecom and life sciences industries especially appeal
me. I would, therefore, like to apply for the opening of a consultant in your prestigious company.
I request you to review my resume enclosed along with this cover letter. You can contact me at the number provided above at a time
most suitable to you. I appreciate the time and consideration you have devoted to my application and hope to hear from you in near
Sincerely,
Richard Smith
Sales Letter
December 05, 2005
Dear Reader:
Did you know that FRH Magazine was also involved in music? This might surprise you, but your favorite magazine actually has
CARE FOR YOU, a music especially made for you.
We call the album CARE FOR YOU because whenever you need music to calm you, to lift your spirits, or just to enjoy, here’s where
it will be. Here’s music that offers hours and hours of pure listening pleasures… music to unwind with at the end of a busy day Here’s
music for those quieter times when you’re with someone special, in a reflective mood, sipping cocktails at twilight, having intimate
dinner or entertaining a small group of friends Here are 25 exquisitely melodic songs from the sentimental to the soothing including:
Because of You, It Might be You, Save the Last Dance for me, Hello it’s Me, Stand by Me, I’ve Been Loving You Too Long, When I
Need You…. all superb performances and arrangements that are smoother than you’ve ever heard before.
FRH Magazine recordings are products of precise craftsmanship and the finest materials available. The latest advance in high fidelity
sound production has been used in their manufacture. And FRH Magazine offers you this guarantee if, in spite of strict quality –
control inspections, a defective record or cassette slips through, you only have to return it within a month of receipt and you get an
immediate replacement.
Think about it: CARE FOR YOU offers you popular music in a romantic vein on 5 stereo records or cassettes – 25 bestselling songs,
freshly performed by top orchestras and vocal groups! The price is even a bigger, pleasanter surprise: Only $150!
This offer, however, cannot last long enough for all FRH Magazine subscribers to avail themselves of because the expiry date is June
15, 2006. Our advice, therefore, is easier followed than forgotten. ACT NOW by filling out the enclosed order card.
Sincerely yours,
Sara May Santos
Sales Manager
12.160 Sales Letter – Digital Products
Digital Product
# 457 Ayala St.
Makati City
July 15, 2007
Dr. Angel Aquino
School Administrator
West Link College
Pasay City
Dear Dr. Aquino:
Busy executives stay ahead of paperwork even when they are out of the office. They do with Digital Product’s remarkable new vest
pocket secretary.
It’s so small and light you can slip it in your pocket and take it anywhere. Yet it packs full-hour ideas, letters, memos and reports on a
Single Micro-Cassette. You can hear the recording with astonishing clarity – all with a touch of a single button.
Digital Products are sold just about everywhere.
See your Digital Product dealer for additional information or a demonstration.
Sincerely yours,
Jose dela Cruz
Marketing Director
12.161 Termination Letter
Employee Termination Letter
A company has its own rules and policies that the employees should adhere to. If not followed, the employers have the right to
implement disciplinary measures and termination if needed. Firing an employee is one of the hardest responsibilities of any employee.
It is also very uncomfortable to both parties. On the other hand, you should be able to handle the issue professionally.
A termination letter should contain the exact reason for firing the employee. It should also include the disciplinary measures
undertaken to solve the problem. This will show that actions were done before using termination as a final resort. It should also state
the arrangements made by the company, such as assistance from the Human Resources Department as well as the date of termination.
You can also place the severance packages that the company may provide. You can attach any documents that are related to the
discussed matters in the letter such as nondisclosure agreements and final paycheck if possible.
You should be polite in writing a letter to terminate an employee for breaking company policy. You should not be hostile, instead
show that you are concerned with your employee’s future endeavors and well-being. Remember that a carefully written letter of
termination can ease the pain of losing a job.
Sample Letter
January 10, 2012
(Company Letterhead Information)
Personal and Confidential
Anne Hall
765 Madison Street
New York, 00099
Re: Employee Code #1236789
Dear Ms. Hall,
We regret to inform you that your employment with XYZ Company is terminated effective as of February 15,2012.
The reasons for your termination are as follows:
1. Conduct
2. Absenteeism
3. Below standard work performance
Disciplinary measures and warnings were given but we have observed that there were no improvements. The company also provided
retraining program but your work performance has not able to reach the company standards.
We recommend that you start planning for your next career opportunity. Please arrange to return all company documents and property.
For details regarding the termination, Ms. Cassie Jones, HR Manager can assist you.
XYZ Company wishes the best for your future career and employment endeavors.
Respectfully,
(Signed)
Richard Smith
General Manager
Cc: C.Jones, Human Resources Department
Thank you letter
Acknowledge Order but Good cannot be Furnished
April 30, 2001
Mr. John Castro
White Plains
Paranaque, Pasay City
Dear Mr. Castro:
Thank you for your order of April 22.
We should like very much to fill your order for the superior ABC Boots, but careful and thoughtful buyers like yourself, quickly
realizing their exceptional value, swamped us with orders, and it is now impossible to secure an additional supply. Therefore, our
stock, which we thought would last several months, is now completely sold. We are unable to state just when this merchandise can be
furnished.
Fortunately, we have in stock a shoe lower in price, but of the same excellent quality, and similar in style and appearance, the Natasha
Boots, illustrated and described on page twelve of our latest catalogue, under a number NTEL324. They are all ready to be sent to you
at once, but we decided that it was best to take the matter up with you before shipping.
Just write the catalogue number of the shoes and the size you wear on the special order blank enclosed, and mail it to us. A pair of this
ultra-fashionable shoes will be rushed to you at once. In case you should want to make another selection, or order other goods, write
the catalogue number, size, and price on the order blank, and we will give it the same personal attention.
Remember, of course, you are fully protected by our guarantee of “money back if not satisfied,” so that if your new selection should
not be just what you want, simply returns it for a refund or exchange.
Sincerely,
Letty Ramos
12.162.Sample Letter of Appreciation
June 02, 1995
Bato Balani Staff
Gil Puyat Avenue
Makati City
Dear Sir/Madam:
I really appreciate Bato Balani magazine because it enhances my interest in studying more about Science and Technology. It helps me
become aware of the new information about our fast-changing world.
Answering Crossword Puzzles and Mind Games add more in my vocabulary. It also informs me about the life and works of every
new Filipino scientist.
Keep on exploring the knowledge of science and keep up the good work.
Respectfully yours,
Jesssica Malaran
Bohol Agricultural College
Thank you Letter – Debt No More
May 11, 2001
Panorama Magazine
Rajah St. Cubao
Quezon City
To Whom It May Concern:
Thank you for the article “Debt No More” (April 2001). I am 32 years old and a mother of two, a plain housewife and a full time
mother. Though I am not that deep in debt, the article heightened my awareness of different money issues. I know that since my
husband is the only one working, I really have to budget. Now, I think twice before borrowing money from anybody.
Again, thanks a lot for sharing those real-life solutions.
Sincerely,
Regina Banzon
Transmittal Letter
October 4, 2008
Dr. Corazon C. Obnamia
University Research and Development Office
Technological University of the Philippines
Ayala Boulevard Ermita, Manila
Dear Dr. Obnamia:
In compliance with the fulfillment of the requirements on the subject “Technical Communication”, the proponents would like to
present the proposal entitled “Proposed Mechanical Flash Dryer”, in accordance with your instructions.
The main purpose of the document is to propose a Mechanical Flash Dryer for small holder farmers. This will help reduce post harvest
losses and therefore increase farmer’s productivity.
We hope that this proposal will meet your approval.
Very truly yours,
Mechanical Engineering Group
12.163 Transmittal Letter – Proposal / Report
August 21, 2000
Dr. Rachelle Smith
Professor, Graduate School
College of Engineering
East West College – Manila
Dear Dr. Smith:
We are submitting herewith our report entitled Installation of Power Generator as partial fulfillment of the Technical Communication
course requirement.
The main purpose of this report is to master a set of concepts on how to make an effective proposal. The proposal shows a detail
scope of works, approaches, and methodologies, work plan, breakdown of prices, commercial provision and contractual condition.
We hope that this report will merit your approval.
Respectfully yours,
Charlene Mendoza
Transmittal Letter – Survey of Scheduling Class
Bataan Heroes University
Hi- way, Balanga Bataan
March 03, 2007
Dr. Manuel Cruz
President for Academic Affairs
This University
Dear Dr. Cruz:
Subject: Report on the second semester survey of scheduling classes
I have the honor to present to you the survey result of the M-W-F one-hour scheduling of classes votes from the samples you gave us
for study last March 02, 2007
I started the analysis last 12 February 2007 and finished it on March 01, 2007. This survey consists of opinions of 100 professors and
350 students out of the 15,000 population of the Bataan Heroes University.
This was made through the help of student assistants in the College of Business Management.
I hope this survey will be of value to you.
Respectfully yours,
Mariano dela Paz
Dean, College of Business Management
Sample Letter – Approaching a Prospective Customer
August 12, 2001
Mr. Ramon Ferria
Blk. 02, Samal Town Subd.
Samal, Bataan
Dear Mr. Ferria:
May we bid you a sincere welcome as a new resident of Samal Town?
We are certain that you are going to like this community, and that you will find the business people just as much friends of yours as
the neighbors who live on your block.
When you are downtown, shopping, won’t you make Cel’s Restaurant a regular stopping place for luncheon? You will find here not
only delicious food at moderate prices, but quick, efficient service and a restful, homey atmosphere that will make every call a real
pleasure.
I shall look forward to welcoming you personally, and soon, I hope.
Sincerely,
Michael Santos
General Manager
Letter Sample – Welcome New Customer
August 10, 201
Mr. Armando Solis
Ecomoda Agency
Makati City
Dear Mr. Solis:
We would like to welcome you as a new client to our company. We know that you will be extremely satisfied with our line of
products and the services we provide to our clients.
Please feel free to purchase our products on our regular open account terms. Our marketing manager, Rose Ann Santos, will be
happy to discuss any aspect of our credit policy with you at your convenience.
We also offer frequent discounts as an incentive and as showing of appreciation to our clients. Please see our enclosed catalog and
price for your review.
We do hope that we will give us the opportunity to serve you in the near future.
Very truly yours,
Arnold Rosales
Manager
Welcome Letter – Customer
Real World Corporation
Mountain View
Camarines City
July 31, 2012
Marian Rivera
# 471 Leyte St.
Camarines Norte
Dear Ms. Rivera
When a new customer places an order with us, we like to give a more formal welcome than the “thanks” that courtesy demands and
which you have already received. I am writing, therefore, to express our pleasure in adding your name to our list of friends and to
assure you that we want to serve you in every way we can.
Furthermore, I want to say for myself and the other members of our company that we shall be very glad to have you call on us and
consult with us at any time you think we can be of help, as it is always a real pleasure to meet our customers personally.
Very truly yours,
Aurora Isidro
Marketing Director
12.164 Welcome Letter – New Customer
Welcome Letter – New Customer
Data Software Inc.
Shaw Boulevard
Pasig City
July 15, 2012
Mr. Albert Ramsey
Purchasing Manager
Abet Grocery Store
East Daan Bago
Samal, Bataan
Dear Mr. Ramsey
They say old friends are the best friends, and we agree with them, but one must get acquainted with new folks to grow and increase
the number of old friends. That’s right, isn’t it?
This is a personal thank you for your recent purchase of Inventory System, which we believe is the first you have placed with us.
You will find, we are sure, the quality of the product and the advantages of the system exactly as presented by our representatives.
We hope the service which we are prepared to render will be so satisfactory that we shall often have the privilege of meeting your
requirements, thus allowing us to add your name to our long and growing list of old friends.
Yours truly,
John Lily
Managing Director
Letter to Father about Monthly Pocket Money
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