BUSINESS LETTER
A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.
TYPES OF LETTER
Letter of Inquiry
A letter of inquiry is a general term used for a number of different kinds of business letters addressed to a company.
General Format
There are two main styles of business letters:[1]
Full block style: Align all elements on the left margin.
Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.
Elements
Business letters (in the United States) usually contain the following elements, in order:
Sender's address & contact information
Date of writing
Recipient's name, title, company, & address
Salutation/greeting
Subject
Message (body of the letter)
Valediction/closing
Sender's signature
Sender's name, title, company
In some situations, a business letter may also include the following optional information:
Enclosures (Encl.: or Enc.:)
Carbon Copy Recipients (cc:)
Reference Initials (of the typist, if different from original author of letter)
Line Spacing
In general, each element or paragraph of the letter is followed by a single blank line, except:
the date, followed by three or four blank lines;
the final content paragraph, followed by two blank lines;
the valediction/closing, followed by three or four blank lines (enough for the sender to sign the letter); and
the sender's title, followed by two blank lines.
Font Formatting
No special character or font formatting is used, except for the subject line, which is usually underlined
Punctuation
The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. The valediction/closing is followed by a comma.
Example Template
[SENDER'S NAME]
[SENDER'S ADDRESS]
[SENDER'S PHONE]
[SENDER'S E-MAIL]
[DATE]
[RECIPIENT W/O PREFIX]
[RECIPIENT'S TITLE]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]
(Optional) Attention [DEPARTMENT/PERSON],
Re: [SUBJECT]
Dear [RECIPIENT W/ PREFIX]:
[CONTENT.]
[CONTENT.]
[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],
[SENDER]
[SENDER'S TITLE]
Enclosures ([NUMBER OF ENCLOSURES])
cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]
Indentation Formats
Business letters generally conform to one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.
Block
In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. 3) parts and paragraphs are separated by double or triple spacing.
Semi-Block
In a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented.
Modified Block
In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.
Modified Semi-Block
In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.
SAMPLES
(cover letter)
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State, Zip Code
Dear Mr./Ms. Last Name:
I am interested in the assistant position advertised in XXX. I am currently employed as Legislative Director for Assemblywoman XXXX, Chairperson of the NYS Assembly XXX. I accepted this position because of the emphasis on the writing and research skills which are applicable to your requirements for an author’s assistant. My experience in the NYS Assembly has afforded me the opportunity to become familiar with the consolidated and unconsolidated laws of the State of New York. I also have extensive experience in legal and policy research.
In my position as Legislative Director for Ms. XXX, I prepare her personal legislation which deals with issues relative to her position as Senior Member of the NYS Assembly Standing Committee on XXXX. In as much as she is Chairperson of the XXX Committee I am, of course, heavily involved in the current welfare and medicaid reform movement.
In response to your search for a part-time assistant, I believe my experience in the Legislature, and my research and writing skills qualify me for consideration. If you would like, I can provide with current samples with my work.
To further acquaint you with the specifics of my background I am enclosing my resume. I hope you will consider me for this position. I look forward to meeting with you and discussing my qualifications in more detail.
Sincerely,
Your Signature
Your Typed Name
=======
FORMAT
Cover Letter Format
Your Contact Information
Name
Address
City, State, Zip Code
Phone Number
Email Address
Date
Employer Contact Information (if you have it)
Name
Title
Company
Address
City, State, Zip Code
Salutation
Dear Mr./Ms. Last Name, (leave out if you don't have a contact)
Body of Cover Letter
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.
First Paragraph
The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one.
Middle Paragraph(s)
The next section of your cover letter should describe what you have to offer the employer. Mention specifically how your qualifications match the job you are applying for. Remember, you are interpreting your resume, not repeating it.
Final Paragraph
Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow-up.
Complimentary Close
Respectfully yours,
Signature
Handwritten Signature (for a mailed letter)
Typed Signature
Business Letter Formats
Modified Block Format: Business Letter
Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Enclosures (2) 10 Typist Initials. 11 |
In the modified block format, your address, date (the date can actually go on either the left or the right side), the closing, signature, and printed name are all indented to the right half of the page (how far you indent in is up to you as long as the heading and closing is lined up, use your own discretion and make sure it looks presentable).
Semi-Block (Indented) Format: Business Letter
Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5  Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Enclosures (2) 10 Typist Initials. 11 |
In the semi-block format, your address, date (the date can actually go on either the left or the right side), the closing, signature, and printed name are all indented to the right half of the page (how far you indent in is up to you as long as the heading and closing is lined up, use your own discretion and make sure it looks presentable). Also the first line of each paragraph is indented. The indentations of the first line of each paragraph is the only difference between the semi-block and the modified block formats.
ENCLOSURES
Enclosures are the documents that you send to a recipient along with your cover letter. Oftentimes, the additional pages can get lost in transit, especially if you are faxing the information to someone. It is important to notify the recipient, on the cover sheet, that there are additional pages that make this communication complete. If any pages are missing, she can then contact you to request them before making a decision regarding your inquiry. It is very simple to reference enclosures on a cover letter.
Difficulty: Easy
Instructions
1
Finish writing your letter. After closing with, for example, "Best regards" or "Sincerely yours" and then your name, press "Enter" two times (placing the cursor two lines below your name).
2
Type "Enclosure" or "Enclosures." Type the number of additional pages that are enclosed, other than the cover letter, in parentheses. For instance, if you have five invoices that you want the person to look at in addition to your letter, type in "Enclosures (5)" (without the quotation marks).
3
List the name or title of each enclosure if you have many (more than five) that are very important. This is optional and should only be done if you feel it is a dire need or will add significant value to the letter. For instance, if the cover letter is a communication regarding research that you have just completed and the enclosures are article references, you might want to list the title of each enclosure.
Add the titles below "Enclosures:" in sentence case (only the first letter of the title should be capitalized) as a numbered list. See "Don't Let Enclosures Escape Your Business Letter" under "Resources" below for an example. Be sure to add a colon after "Enclosures" in this case.
 |
LETTER OF INTENT
Letter of Intent for Graduate School
Jennifer Conrad
232 - Street Verite
Crowley County, California - 343453
23rd November 2010
William Goldman
Head, Admissions
UCLA
10, Westwood, Los Angeles, California - 343453
Reference: Application to Graduate program in Journalism
Dear Mr. Goldman
This letter is with reference to the application number # 342109 for the Graduate program in Journalism at UCLA.
I, the undersigned, am an applicant to your graduate program in journalism. I am presently a student of Communication studies at the Community College at Crowley County. I have been an excellent student throughout my academic career and have always had a keen interest in the news media. In high school, I was the sub-editor of the school newspaper and was also the head of the debating club. I am sure that if given a chance to study at your college, I would be able to accomplish every goal that I have set for myself.
I heard about the graduate program in journalism at UCLA from a alumni of UCLA. After having been introduced to the course, I have read up about the course in detail and have been impressed by the various facilities that you provide your students with. I think it would be a great exposure for me if given a chance to study at UCLA.
Looking forward to receiving a call from you for the interview.
Thanking you
Yours sincerely,
Signature
Jennifer Conrad
BUSINESS LETTER PARTS
The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.
Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day.
The Inside Address - In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.
The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
The Greeting - Also called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).
The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."
The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.
The Complimentary Close - This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)
Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.
Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.
PROPOSAL
April 3, 2009
Amazing Computers Enterprised
768 Capitol Drive, San Jose
Balanga city
Dear Mr. Roger de Guzman:
Greetings…
In reverence to your valuable time I would like to get straight to the point and express our deep apology for what happened last time.
The purchase order that we received from you last (date) clearly stated (number) cases and it is our error regarding the shipment of the product.
However, please be informed that to make up with the said mistake, there are two options available at this time. The first one is that, you can opt to keep the merchandise and we will just bill you thirty days from now. The second one is that, we will do our best to have it picked up at your loading dock and then issue a credit to you.
I will greatly appreciate it if you will let me know your preference between the two. We will ensure that this type of error will occur again.
Please let me know if you need assistance regarding this one. Feel free to call me and I will be glad to help you.
Thank you for your kind consideration.
Yours truly,
Eireen Tinao
232 Tenement St., Abulog
Samal, Bataan
Business Letter Template
Contact Information
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address
Date
Contact Information
Name
Title
Company
Address
City, State, Zip Code
Salutation
Dear Mr./Ms. Last Name:
Body of Business Letter
Keep your letter simple and focused, so the purpose of your letter is clear.
The first paragraph of your business letter should provide an introduction to why you are writing.
Then, in the following paragraphs provide more information and details about your request.
The final paragraph should reiterate the reason you are writing and thank the reader for reviewing your request.
Single space your letter and justify your letter to the left.
Leave a blank line between each paragraph.
Complimentary Close:
Respectfully yours,
Signature:
Handwritten Signature (for a mailed letter)
Typed Signature
TYPES OF BUSINESS LETTERS
- Letter of Inquiry
- Letter of Reply
- Letter of Order
- Letter of Acknowledgment
- Letter of Giving Instruction
- Letter of Claim
- Letter of Adjustment
- Letter of Sales
- Letter of Application
- Letter of Advertisement
1. LETTER OF REQUEST
The following suggestions will help you write an effective sample of a letter of request:
Keep it simple. In the first paragraph, tell the recipient why you are writing.
If appropriate, give the person you are writing to pertinent information to help them remember who you are. For example, if you are writing to a former professor, explain what class you were in and the year. In the case of writing to a former supervisor, remind the person when you worked with them. These details help readers place where they know you from.
Briefly explain what it is you want the reader to do. If there is a deadline involved, share that information as well.
Give the reader all the information they need to comply with your request.
Include any supporting documentation the recipient may need.
List your contact information, including full name, mailing address, phone number and e-mail address in the body of the letter. Ask the reader to contact you if they have any questions or concerns about your request.
Thank the person for their assistance.
Your Return Address
[Date]
Mr./Ms. J. Smith XYZ Company 123 Sesame Street Your Town, Your State Zip Code/Postal Code
Dear Mr./Ms. Smith:
Re: Request for an Interview
My name is [your name here] and I am writing to request an interview to discuss available positions in the [name of department] with your company. [If you were referred to the company by someone you know, be sure to include this information here. "James Ray, who is an employee in your Sales Department, suggested I contact you."]
I am a graduate of [name of educational institution you attended] and I have [x] years of experience in the field of [name of industry or field of study]. I am currently looking for new employment opportunities and I would like to have the opportunity to discuss how my skills and abilities can be of benefit to your company.
I will contact you by phone next week to set up a convenient time when I can discuss my qualifications. I will bring my resume with me at that time. If you have questions or would like more information, please feel free to contact me by phone at [area code and number here]. I can also be reached by e-mail at [your e-mail address here].
Thank you for taking the time to consider my request, and I will be in touch with you soon.
Sincerely,
[Your Name Here]
2. LETTER OF COMPLAINT
| 65 Market Street Val Haven, CT 95135 June 30, 2004 Customer Service Cool Sports, LLC 8423 Green Terrace Road Asterville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555. Sincerely, Signature Ken Thomas |
3. LETTER OF EDITOR
Dear Editor:
A recent letter to this paper from an alcoholic beverage distributor[reference title and date of letter] is part of an ongoing PR campaign by Anheuser-Busch, the world's largest beer brewer, to deflect responsibility from its own role in this country's underage drinking problem.
The letter, similar versions of which have now appeared in newspapers across the country, promotes Anheuser-Busch's public education campaign aimed at adults, "Prevent, Don't Provide!" The letter cites a 2003 National Academy of Sciences Report finding that two-thirds of teens report getting alcohol from parents or other adults. What Anheuser-Busch and its distributors don't tell you is that the same report also called on alcohol companies to refrain from marketing practices that have substantial underage appeal and to take more care in placing ads to reduce youthful exposure. But, while Anheuser-Busch is encouraging adults to be more responsible, the maker of Budweiser and Bud Light exposed more than 25 million underage viewers to beer ads during the Super Bowl alone, and has used PG-13 films like Dodgeball and Saharato market its brands. Their Web site features an animated video of dancing lizards, which seem to have replaced the talking Budweiser frogs once popular with kids.
Underage drinking is a big problem and there is plenty of responsibility to go around. But before Anheuser-Busch tries to earn brownie points by telling other people to "do their part" we think Anheuser-Busch should clean up its own act. Just for a start Anheuser-Busch should stay out of PG-13 movies and cut all the animal acts.
Sincerely,
[your name, address and phone number]
[your name, address and phone number]
4. COVER LETTER FOR RESUME
Jack Richardson,
Hiring Manager,
323 South Avon Drive,
Milton, NY 10945,
(914) 555-2909.
Hiring Manager,
323 South Avon Drive,
Milton, NY 10945,
(914) 555-2909.
Dear Mr. Richardson,
In response to ad in newspaper, I am writing this letter to apply for the software engineer position. Please see enclosed resume.
I am B.E. (IT) from ABC University. I believe that my qualification and skills are best match for your requirements.
My enclosed resume will summarize my qualification, capabilities and career history. I would like to work with your firm. Please contact me at above telephone number or e-mail me on EdenTK@rediffmail.com.
Thank you for your consideration and time.
Sincerely,
(Signature)
Thomas K Eden.
Enclosure Resume
5. TYPES OF BUSINESS LETTERS
LETTER OF INQUIRY
The Virtual Community Group, Inc.
17 Park Road
Rural Town, NH
July 1, 1995
Jane Smith, Executive Director
Xavier Foundation
555 S. Smith St.
Washington, D.C. 22222
Dear Ms. Smith,
I am writing to inquire whether the Xavier Foundation would invite a proposal from the Virtual Community Group, Inc., requesting an investment of $50,000 per year over two years to support our Enterprise 2000 initiative. This grant would provide part of the funds needed for us to train at least 1200 low-income entrepreneurs in rural New Hampshire in the computer skills they need to create sustainable businesses as we enter the twenty-first century. Your literature indicates that the Xavier Foundation is searching for innovative ideas to improve the lives of the rural poor; we believe Enterprise 2000 falls well within your area of interest.
Information technologies are a promising solution to one of the primary obstacles facing the small rural enterprise: the geographic distances which inhibit networking with other businesses, and which segregate them from a larger marketplace. The Internet and other networks are now making it possible for entrepreneurs even in the most remote locations to communicate and do business on a region-wide, national, or even international basis. Working in conjunction with other organizations, Enterprise 2000 gives program participants technical skills training adapted to individual need; and, in collaboration with organizations which recondition and redistribute used computers, we also assure that they obtain the necessary computer hardware, at low or no cost.
We believe that broadly-implemented technical skills programs such as Enterprise 2000 have the potential to transform the lives of many struggling entrepreneurs, and change the economic landscape of impoverished rural communities. Unlike many poverty alleviation initiatives, all of the Virtual Community Group programs are predicated on the assumption that these entrepreneurs already have 90% of what it takes to compete in the marketplace -- intelligence, ambition, initiative, and talent. After two years of experimentation and program development, the Virtual Community Group has fashioned a superb, easily replicable model in Enterprise 2000, and established a high degree of credibility among community groups, policy makers, and funders. With your support, we can make that 10% difference in the lives of these hard-working people and the future of our rural communities.
Please feel free to call me with any questions. I look forward to hearing from you soon.
Sincerely,
Executive Director
LETTER OF REPLY
NOVELTY SAFETY EQUIPMENT LTD
14th Floor Shun Koo Building
Aberdeen Hong Kong
8 Nov 2010
Attn: Mr Tim Lee
Manager
Sun Lee Consultancy Ltd
198 Fa Yuen Street
Mongkok
Kowloon
Dear Mr. Lee
Enquiry regarding fire extinguishers
Thank you for your enquiry regarding our newly released range of fire extinguishers.
You will see from the enclosed catalogue that the range has been extended to include some highly efficient portable extinguishers for use on construction sites.
We are offering to our existing customers a 15% discount on orders of extinguishers from this new range.
We look forward to your increased order at this discount rate.
Yours sincerely
Silvia Choi
Silvia Choi
Merchandising Manager
Enc. 1
LETTER OF ORDER
February 14, 19XX
Lindsay Office Products
P.O. Box 1879
Spokane, Washington 98989
Subject: Furniture and equipment order
Please ship the following items from your sales catalog
dated January 31, 19XX:
ITEM CATALOG # COLOR QTY PRICE
Conference Desk HN-33080-WB Sandalwood 2 $478.60 ea. Credenza HN-36887-WK Sandalwood 2 431.40 ea.
Executive Chair HP-56563-SE Toasted Tan 4 422.00 ea.
File Cabinet HN-5344C-K Beige 2 135.90 ea.
Letter Tray K5-299907-A Black 6 16.95 ea.
The items ordered above should be shipped C.O.D. to this address:
CLAIMS DIVISION, LAW DEPARTMENT
City of Austin
P.O. Box 96
Austin, Texas 78767-0096
The costs above reflect a discount of 50/10, with net due in 30
days after the invoice date. The merchandised is to be shipped
by your company's own truck line at a rate of 7 percent of the
total net cost.
We are remodeling our offices and have a target completion date
of March 30, 19XX. If there is any reason you see that you can
keep your part of this schedule, please let me know
immediately.
Sincerely,
Berenice Chamala
Supervisor, Clerical Services
ACKNOWLEDGEMENT LETTER
CHARITABLE ORGANIZATION
Street Address
City, State, Zip
Phone Number and Fax
Date
Donor Name
Donor Address
Donor City, State, ZIP
Donor Address
Donor City, State, ZIP
Dear ____________________,
Thank you for your contribution of____________________________. (If contribution is property rather than cash, a detailed description appears below.)
Please keep this written acknowledgment of your donation for your tax records. Starting January 1, 1994, the IRS will no longer accept your canceled check as proof of any donation of $250 or more. Changes in tax law also require us to estimate the value of goods or services, if any, that have been rendered to you in return for your contribution, and to remind you that your contribution is deductible only to the extent that it exceeds what we have provided.
Thank you for your continuing support for our important work in this field!
Very truly yours,
Name of LetterWriter
Description of donated property:
____________________________________________________________ ____________________________________________________________
(It is the responsibility of the donor to determine the fair market value of the donated items.)
(It is the responsibility of the donor to determine the fair market value of the donated items.)
Estimate of the value of goods or services provided in return:
____________________________________________________________ ____________________________________________________________
____________________________________________________________ ____________________________________________________________
No goods or services were provided.
No estimate is provided because the payment was less than $75.
No estimate is provided because the payment was less than $75.
LETTER GIVING INSTRUCTIONS
Marcus White
White & Grey, Inc.
Hometown NY
Dear Mr. White
I want to thank you first of all for meeting with my wife Jamie and myself this past week. We have thought about and discussed the information you have given us and have decided to proceed with the initial planning for Jamie’s father.
With this in mind, we are formally submitting instructions for the planning of his estate. We need to structure the estate so that he can take advantage of the maximum tax-free allowances for his grandchildren. We also need to structure his finances so that the minimal impact will be felt from estate taxes. This could possibly mean setting up a trust account where his main assets will be placed. He also wants to be able to make a substantial gift to start a college scholarship fund in the name of our mother Linda.
I look forward to hearing from you once you have started establishing the guidelines for the estate plan.
Sincerely
Jack Howard
LETTER OF CLAIM
How to write effective claim letters in minutes!
At the beginning of your letter, indicate that you are making a claim and specify the type of claim you are making (e.g., an insurance claim).
State the policy number, if applicable.
Describe the specific circumstances or details of the claim (for example, that a product is defective or the details of an accident). Give all relevant facts concerning the claim.
Indicate the dollar amount you are claiming or what action you would like the reader to take and the date by which you expect the action to be taken.
Refer to any documents you are including with your letter, including claim forms, repair estimates, warranty, or records or receipts. Ask if there is any other information or documents or forms you need to send.
If you are using some of the enclosed documents as evidence to substantiate your claim, specifically mention the content of the documents and illustrate how they support your claim.
Indicate by when you would like to receive a reply to your letter and include contact information that will allow the person to easily reach you.
You may want to thank the reader for his/her (anticipated) help before ending your letter.
Claim Letter Tips:
Remain courteous and respectful. Even if you feel you have been wronged, maintain a professional, though assertive, tone at all times.
Send your claim letter within the prescribed time period so that the claim will be valid.
If there are any necessary forms, etc., that you need to fill out or send, include them with your letter for faster approval.
Clearly state what it is that you hope to accomplish in sending your claim letter.
When denying a claim be sure to:
Open by stating your regret that the claim must be denied.
Include the policy number, if applicable.
Give the reasons why the claim was denied or rejected. Include any documents that provide evidence to support this action.
Include information about what the claimant must do or change to have the claim approved, if desired.
Include any important dates, such as the date by which an appeal or resubmission must be made, if applicable.
Include the contact information for the person to whom an appeal would be made, if appropriate.
Reiterate your regret that the claim must be denied and express your willingness to discuss the matter further or work to resolve the problem, if necessary.
Close by stating that you value the reader’s business or that you appreciate him/her as a customer.
LETTER OF ADJUSTMENT
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
March 29, 19XX
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703
Subj.: March 24 letter about damaged freight
Dear Mrs. Hughes:
I have just received your March 24 letter about the damaged shipment you received through Green Tree Freight and regret the inconvenience that it has caused you.
From your account of the problem, I am quite sure that your request for the $240 adjustment on the damage to the 2 crates of Valjean Cristal stemware 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 crates 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 keep you from having merchandise shipped by
Green Tree Freight in the future.
Sincerely,
David F. Morgan, Customer Relations
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
LETTER OF SALES
Poser Investments, Inc.
150 N. Santa Anita Ave., Suite 300
Arcadia, CA 91006
626-445-3408
800-333-1526
FAX 626-445-2029
[date]
[broker]
[company]
[address]
[city/state/zip]
Dear [broker]:
We greatly appreciate your request for information on brokering business notes.
Poser Investments is actively seeking business brokers across the country who recognize what a tremendous opportunity there is in converting their clients' business notes into cash. Over two hundred thousand notes are created annually.
Our company truly stands alone in the field of purchasing seller-financed notes. Over the past fifteen years, we have built a reputation of honesty and integrity that is well known in business and financial circles.
What separates us from other companies is that we buy ONLY business notes - and we buy them with our own funds.
We are members of both the International Association of Business Brokers and the Business Opportunity Council of California. Not many companies in our profession can say that.
You are invited to join our nationwide network of brokers and start earning lucrative referral fees right away.
I will personally be handling all of your needs and answering your questions. Please call any time. I hope to hear from you soon.
Sincerely,
POSER INVESTMENTS, INC.
Janice Gaylord, Associate
LETTER OF APPLICATION
A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.
A letter of application typically provides detailed information on why are you are qualified for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.
When writing an application letter you should include:
First Paragraph: Why you are writing - mention the job you are applying for and where you found the listing.
Middle Paragraph(s): What you have to offer the employer - mention why your skills and experience are a good fit for the job.
Last Paragraph: Say thank you to the hiring manager for considering you and note how you will follow up.
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Contact Name
Title
Company Name
Address
City, State, Zip Code
Dear Contact Person:
I'm writing to express my interest in the Web Content Specialist position listed on Monster.com. I have experience building large, consumer-focused health-based content sites. While much of my experience has been in the business world, I understand the social value of the non-profit sector and my business experience will be an asset to your organization.
My responsibilities included the development and management of the site's editorial voice and style, the editorial calendar, and the daily content programming and production of the web site. I worked closely with health care professionals and medical editors to help them provide the best possible information to a consumer audience of patients. In addition, I helped physicians learn to utilize their medical content to write user-friendly, readily comprehensible text.
Experience has taught me how to build strong relationships with all departments at an organization. I have the ability to work within a team as well as cross-team. I can work with web engineers to resolve technical issues and implement technical enhancements, work with the development department to implement design and functional enhancements, and monitor site statistics and conduct search engine optimization.
Thank you for your consideration.
Signature
FirstName LastName
=======
LETTER OF ADVERTISEMENTS
oe Closer
887 Limley St.
Recusa, TN 33522
January 8th, 2006
Hott Leads, Sales Manager
ABC Enterprises
Century City, CA 44444
RECORD SETTING ADVERTISING SALES EXECUTIVE SEEKS NEW QUOTAS TO EXCEED
Mr. Leads,
Allow me to introduce myself in this cover letter. My name is Joe Closer and I am your next Advertising Manager. I can say that with confidence because I’ve done some research on your company, and learned that you are a Vice President with a reputation for knowing exactly what’s happening in your department at all times. As a result, I’m sure that you know what exactly what your department needs: A sales leader that can bring all the pieces of a sale together and produce results immediately.
I am exactly that sales leader. As Sales Manager of Acme Gadgets, I have had to opportunity to watch how sales are made and lost before the customer ever talks to the so called “sales” staff on the floor. In other words, how the company’s Advertising efforts can do 90% of the work to sell the client or repel them before the Sales team makes first contact.
I’ve also seen how vitally important that last 10% of the sales effort is and how a sales team that refuses to listen to the customer’s needs can lose the sale, even after the Advertising Managers have brought the prospect right to the very brink of commitment.
Additionally, in those five years, I’ve done more than watch. I’ve learned what I could about the sales process, in the classroom, in sales training, and through watching sales executives more experienced than myself at work.
Most importantly, I’ve put this knowledge into practice and systematically applied the teachings to evaluate their effectiveness. I have developed an Advertising Sales Managers protocol for Acme which has produced unparalleled results for the sales department. In every measure, from lead generation to final sales, the Advertising Sales Managers have broken company records for sales volume the last three years running.
Today, I am ready to take on new challenges. After performing a thorough survey of the market, I have settled on your company as being one which most closely matches my own philosophy of excellence. I look forward to the opportunity to tell you how I would bring my experience and enthusiasm to your company, and what results I would expect to accomplish in my first 30, 60, 90 and 180 days there.
Please contact me at the above number to set up a time that we can meet at your convenience.
Thank you,
Joe Closer
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