It is easy with acceptance letters for these topics

Accept a formal invitation to a social event

Tips : Always answer a formal invitation promptly with a very brief (one or two sentences) written response which pays careful attention to detail. Keep in mind that the format of the acceptance should mirror that of the invitation. For example, if the invitation is centered on the page, the acceptance should be also. Begin the acceptance by using the third person, unless you are using personal stationery that contains your full name in the letterhead. Then you may begin by using the first person

Accept a request to serve in an honorary position

Tips: Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid misunderstandings later

Accept a resignation

Tips: Always accept a resignation with dignity and a positive tone, no matter what the circumstances. If you regret the loss of the employee, but have a positive feeling about the arrangement, allow the letter to express your sincere regret. Otherwise, omit any personal statements

Accept and express appreciation for a suggestion

Tips: This letter is more than an acknowledgment that you have received the suggestion; it is a notice that you plan to implement it. Write this note in a positive, complimentary tone

Thank someone for accepting your advice or recommendation

Tips: This brief letter is a follow-up to earlier discussions or correspondence. It should convey a tone of appreciation without any hint of condescension or feelings of superiority. Emphasize the reader's strengths, rather than the value of your advice.

Accept an invitation to a business appointment

Tips: Your written acceptance should be brief and it should maintain an enthusiastic tone while repeating the important details of the invitation

Acknowledgment Letters

Gain favor with a courteous acknowledgement letter

Whether your letter of acknowledgment needs help with etiquette, professionalism, appropriate wording, or keeping the reader's attention, WriteExpress gives you excellent acknowledgment letters that help you find the right words for this important situation.
 

How to write an acknowledgment letter:

1. Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid misunderstandings later.

    

2. Send the acknowledgment letter within a couple of days of receiving the original letter, report, order, etc.

    

3. Include a short, sincere apology if the acknowledgment letter is delayed.

    

4. Since the reader may be dissatisfied or defensive, make this letter especially courteous. You may wish to apologize for any inconvenience, miscommunication, or problem, but emphasize that you are making restitution.

    

5. Be sincere—most people can sense when you aren't being honest.

    

6. Address your letter to a specific person, if possible, not just the company or organization in general.

Acknowledgment letters let others know that you value their time and opinion. They allow you to:

• Acknowledge or confirm that you have received a letter, order, report, etc. and that you are acting on it.

   

• Communicate important information such as when something will arrive, how you will deliver it, what other products or services you can offer, and so forth.

   

• Assure a client, co-worker, or associate that you will take the correspondence that you received from him or her seriously.

   

• Express appreciation for the letter, invitation, or other document that you received.

   

• Recognize the accomplishments and achievements of customers, business associates, and civic leaders.

   

• Highlight the contributions, merits, or value of someone or something.

   

• Confirm and clarify a decision or oral agreement in writing.

   

• Build goodwill and trust.

   

Need to write an acknowledgment letter

Say it right with our professionally written acknowledgment letters. Write with confidence using:

• Must-know letter-writing tips
• Expert help every step of the way
• Appropriate phrases and sentences
• Words writers agree work the best

It is easy with acknowledgment letters for these topics:

Business/Work

Accept a request to serve in an honorary position

Tips: Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid misunderstandings later

Acknowledge payment of an overdue balance

Tips: Send this letter only when the customer requests an acknowledgment of payment or if you feel it is important to clear the slate or ease the customer's mind.

Advice Letters

Help a friend with a tactful, professionally

written letter of advice

Whether your letter of advice needs help with etiquette, professionalism, appropriate wording, or keeping the reader's attention, WriteExpress gives you excellent advice letters that help you find the right words for this situation

How to write an advice letter:

• Respond quickly to the request for advice. Give yourself time to think your answer through carefully, but let the person know that you care about him/her and the situation by sending your letter within a few days of receiving the request.

• No matter how you may feel personally about the subject you are asked to give advice on or the person who asked for it, keep the tone respectful. In all cases, the tone of this letter should be helpful and congenial.

• Be careful of appearing judgmental. Avoid direct or implied criticism.

• If you cannot give advice, express your regret, and suggest that someone else would be in a better position to do so. Avoid comments or expressions of personal opinion unless they are complimentary.

• If the topic is a sensitive one, consider your approach carefully.

• Avoid strong language that might discourage your reader.

• Give advice only on the subject you have been asked about. Keep your advice simple and to the point.

• Remember that personal advice should be given only when it is clear that someone has sincerely asked you for it. Even then it must be done with caution and sensitivity.

• If someone takes your advice, maintain a tone of appreciation without any hint of condescension or feelings of superiority. Emphasize the reader's strengths, rather than the value of your advice.

• When you are the one seeking advice, look to people you know you can rely on. They should be worthy of your trust and be willing to keep your request confidential.

• When someone responds to your request for advice, whether you ultimately use the advice or not, it is always a good idea to write a thank u letter or  letter of appreciation.

• If you use the advice or suggestion, give appropriate recognition. If you do not use it, you may wish to keep the advice letter at hand for future reference in case you change your mind.

Advice letters are valuable tools because:

• The written word has a motivational power that casual comments or even serious verbal suggestions do not have.

   

• They allow you to offer your reader help if assistance is appropriate and genuinely available.

   

• Since a steady flow of good suggestions is vital to the health of an organization, this letter can express appreciation and encourage more open, constructive communication.

   

• Letters of advice can, when handled carefully and tactfully, build goodwill and trust.

   

• They can be used to motivate the reader to achieve a goal or complete an objective, give up a harmful habit, try something new, strive for even greater accomplishments or success, and so forth.

   

Announcement Letters

Inform your audience with a carefully crafted announcement letter

Whether your announcement letter needs help with etiquette, professionalism, appropriate wording, or keeping the reader's attention, WriteExpress gives you excellent announcement letters that help you find the right words for this situation

How to write an announcement letter:

• Write your announcement letter in a straightforward and concise so way the reader can get the information quickly and be able to refer to it easily.

   

• If you are making a positive announcement, keep it short, inviting, and to the point. Demonstrate your desire to maintain a personal or business relationship, and to build morale, confidence, loyalty, and goodwill.

   

• If announcing or recognizing the achievements of others, you can, if you write appropriately, motivate others to achieve the same objectives.

• Your letter is a prime opportunity to build good relationships and promote your business.

   

• Make the information in your announcement clear and complete, so you are not bombarded with questions later.

   

• If you are announcing bad news, make a direct, no-nonsense statement. Temper the announcement with understanding and optimism. Your tone should be considerate and respectful.

How to write an announcement letter:

• Write your announcement letter in a straightforward and concise so way the reader can get the information quickly and be able to refer to it easily.

   

• If you are making a positive announcement, keep it short, inviting, and to the point. Demonstrate your desire to maintain a personal or business relationship, and to build morale, confidence, loyalty, and goodwill.

   

• If announcing or recognizing the achievements of others, you can, if you write appropriately, motivate others to achieve the same objectives.

   

• Your letter is a prime opportunity to build good relationships and promote your business.

   

• Make the information in your announcement clear and complete, so you are not bombarded with questions later.

   

• If you are announcing bad news, make a direct, no-nonsense statement. Temper the announcement with understanding and optimism. Your tone should be considerate and respectful.

   

How to write a business apology letter

• Type this apology letter on your computer using a serif font, such as Times Roman or Georgia, and print it on good-quality, bright-white paper.

   

• Use a formal  business letter format  such as full block or semi-block.

   

• Offer your apology in the beginning of the letter and clearly state the problem: “Please accept my apology for being unable to give you a definitive answer at this time...” or “We apologize for whatever inconvenience this may cause you, but...”

   

• Give some explanation for what happened: “Our committee has not yet completed its investigation into...” or “In order to err on the side of caution, this toy has been recalled by the manufacturer...”

   

• Focus on what actions you are taking to rectify the problem: “We are happy to offer you a full refund...” or “We will be happy to notify you as soon as we receive the information you requested...”

   

• Hand-sign the apology letter with a black pen.

   

• Remember: Say you are sorry as soon as wisdom dictates! You will find that an apology letter will not only help save your friendships and your business associates, it can also dissolve a small problem and keep it from snowballing into a big one!

   

How to write a personal apology letter:

• Write this apology letter carefully on a piece of stationery; don't type it on a computer.

   

• Express your apology in the beginning of your letter: “I am so sorry...” or “I want to apologize...”

   

• State exactly what you did wrong early in the apology letter: “I shouldn't have lost my temper when...” or “I have looked all over, but I'm afraid I have lost your book...”

   

• Accept responsibility for what you did and don't blame the other person: “I accept full responsibility for what happened...” or “I know this was completely my fault...”

   

• Promise in your apology letter not to repeat your offensive action and ask the injured party to give you an opportunity to prove this to them.

   

• Suggest that the two of you get together at a restaurant or some other nonthreatening place so that you can apologize in person and begin to rebuild your relationship.

   

Apology Letter Tips:

• Writing an apology letter shortly after the offense can usually help save a relationship before a wound becomes a scar and the damage becomes irreparable.

   

• You can usually find forgiveness and understanding if you freely acknowledge what you did wrong and express sincere regret in your apology letter.

   

• Depending on the situation, if you offer the injured party the appropriate material restitution for whatever loss they incurred because of you, this will also help to repair your relationship.

   

• You can help to rebuild your credulity in your apology letter if you promise not to repeat the offense and assure the injured party that they will see a definite change in your behavior.

   

• You can use your apology letter to assure the injured party that you truly value their friendship and do not want to lose it.

   

• Just writing an apology letter shows the injured party that you realize you were wrong and that you value the relationship.

   

• You may find that if you freely apologize and accept responsibility for what you did, the injured party may also accept some responsibility for the problem and apologize to you in return.

   

• NOTE: Be careful! Use wisdom in deciding when to write your personal apology letter. What does your experience with the injured party tell you? Should you write the apology letter immediately or should you wait and give him/her a brief cooling-off period

How to write an effective application letter

1. Specifically state what it is that you are applying for or interested in applying for (e.g., the position, appointment, student or other visa, extension on a deadline, loan, credit card, etc.).

    

2. Identify the reason that you are applying. Be as specific as possible.

    

3. Give the reasons that you feel you merit or qualify for the position or object/thing you are applying for, if applicable (e.g., your goals, experience, qualifications or accomplishments, positive traits, and so forth).

    

4. Identify what you hope to accomplish by sending your letter and the action you would like the recipient to take.

    

5. Indicate the date by which you would like a response to your letter or by which you would like the action to be taken.

    

6. Refer to any other documents you have included with your letter, such as application or other forms, letters of recommendation  resume, examples of your work, etc.

    

7. Include a request for any information you would like to be sent, if applicable.

    

8. Include your contact information, such as e-mail address or phone number where you can most easily be reached and the time(s) when you available for calls, etc.

    

9. Close your letter by sincerely thanking the person for his/her time or for any assistance he/she can give you.

    

    

   Tips for writing effective letters to schedule an appointment:

    

   • Mention or restate the purpose for the meeting or other event. Describe what you would like to accomplish so that the other party/parties involved know your expectations.

      

   • If you are seeking an appointment as part of a job search, keep the tone of your letter particularly cordial. Briefly mention your qualifications, past experience, and other relevant information; the position you are seeking; when you can meet and when you would be available to begin working; and so forth.

      

   • If applicable, mention how the reader will benefit from the appointment.

      

   • Include the date you would like to meet, or reiterate the date you had planned to meet.

      

   • If other people besides the reader will be present, you may wish to mention briefly the other individuals who will attend.

      

   • If appropriate, include information such as where the meeting will take place; how long it is intended to last; any items, documents, etc. that the person(s) should bring to the appointment; and so forth.

      

   • Indicate by when you need a response to affirm that the reader can attend the meeting. If you intend to contact the person to follow up, indicate this in your letter.

      

   • Include your contact information, such as e-mail address or phone number where you can most easily be reached.

   
    

   Tips to effectively reschedule an appointment:

    

   • If desired, politely state the reason for which you need to reschedule the appointment.

      

   • Give a couple of dates and times when you are available to meet, or mention that you will call (or ask the other person to call you when it is convenient for him/her) to schedule a time that will work for all those involved.

      

   • If any other details will change (such as location, those who will attend, etc.), include that information as well.

      

   • Indicate by when you need a response to your letter.

      

   • Make sure to include your contact information, even if you included it in your first letter when scheduling the original appointment.

      

   
    

   Tips to cancel an appointment:

    

   • This letter can usually be short and to the point.

      

   • Be courteous. You never know when you might have occasion to meet with this person again or desire his/her services or products.

      

   • If you must cancel the appointment, do so as soon as possible in order to give the other party adequate notice, especially if you might incur a fee or expense by not canceling by a certain date.

      

   • If desired, you can indicate your reason for canceling. However, this is not necessary, and doing so is not always in your best interest.

      

   
    

   When writing a letter to offer someone an appointment to a position:

    

   • Use a positive tone.

      

   • If this letter also serves to praise or congratulate the person, be direct and sincere.

      

   • Give as much information as necessary to communicate the scope and importance of the new appointment.

      

   • Generally, because this letter is one the reader will greatly appreciate, you may wish to use this letter to help build a stronger relationship between yourself and the appointee.

      

   • If other individuals are likely to read the letter, it should contain enough information about the appointee's qualifications that others will recognize that he or she is qualified to fill the position

      

    

   How to write an appreciation letter

    

   People respond positively when treated kindly. Employees work harder when they feel appreciated. With a sincere, well-written appreciation letter you can improve relations with words of admiration, gratitude, and recognition.

    

   • Write your appreciation letter within a few days of whatever happened to inspire your gratitude.

      

   • Handwrite a personal appreciation letter on a sheet of stationery.

      

   • Use customized letterhead for business correspondence.

      

   • Address your appreciation letter to a specific person, if possible, not just to the company or to the organization in general.

      

   • Specifically state what you appreciate.

      

   • Be sincere—most people can sense when you are not being honest.

      

   • Write clearly and concisely; this is no time to be longwinded or flowery.

      

   • Be brief.

      

   • Avoid thanking the person beforehand—for example: "Thanking you in advance for your help in this matter." To do so is presumptuous and suggests you do not feel the need to write a follow-up letter.

      

   • Close with warm regards or best wishes for continued success.

      

    

How to write an approval letter

• It is generally appropriate to use a warm, cordial tone for letters of approval.

   

• To begin your letter, specifically state what it is that you are approving.

   

• Give the reasons for the approval, if desired.

   

• If appropriate, indicate the next steps the person should take or what to expect next.

   

• Restate or announce important dates associated with the approval (date promotion

  becomes effective, date the account will be activated, dates of the event, etc.).

   

• Include any other important information (such as any parameters, for example), if

  needed.

   

• If applicable, close your letter by reiterating your appreciation or by offering best wishes for the new project, position, appointment, etc.

   

Approval Letter Tips

• Normally, approval letters can be short and to the point.

   

• Clearly state what is being approved, including any associated dates, locations, or

  similar information so that there will be no room for misunderstanding.

   

• If you have any special stipulations or guidelines that apply to the situation, include

  them in your letter.

   

   

With authorization letters you can:

• Give someone approval to act in your behalf.
• Authorize a study or report.
• Approve attendance at a conference, workshop, or seminar.
• Authorize medical treatment or legal representation.
• Grant permission for or delegate a project or other work to be done.

How to write an authorization letter:

• Letters of authorization are important for granting approval, delegating responsibility, or giving permission.

   

• When granting authorization, it is often a good idea to communicate exactly what you want. Giving precise instructions now may save a great deal of correcting later.

   

• Given the particular circumstances, however, you may wish to simply outline the main responsibilities or objectives with the promise of additional information and training to come.

   

• Either way, the ultimate letter of authorization must be very detailed and specific so that the reader knows what to do, when to do it, and what means to use, and so that all such particulars are documented in order to mitigate liability. It is important that the person understand exactly what you expect of him or her.

   

• When writing your letter, be brief and businesslike, but specifically state the details of any agreement into which you may have entered. Do not assume anything that is not explicitly written.

   

• Be sure to state the time frame so there will be no misunderstanding as to the scope or duration of the authorization or additional responsibilities.

   

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How to write a cancellation letter to cancel an account:

• Begin the cancellation letter with the date, the company's name and address, and your account number.

   

• State politely but firmly that you want the company to cancel your account, and give them the customary 30-day notice before you expect it to become effective.

   

• Use your cancellation letter to inform the company they are no longer authorized to withdraw payments from your credit card/debit card/bank account.

   

• Include a check with your cancellation letter for any balance you may still owe on your account.

   

• Explain what steps you will take and what agency you will notify if your account is not canceled within 30 days or you are charged any additional fees.

   

• Type the cancellation letter on your computer, but sign it by hand.

   

• Send your cancellation letter by certified mail, return receipt requested

   

   

  How to write effective claim letters

   

  • 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.

     

  How to write collection letters:

   

  • Consider offering a discount for early payment on products or services. In this type of letter, you can remind or notify a customer that if you receive payment within a certain period, you will give him or her a discount on the purchase. Be specific about the conditions for the discount.

     

  • Gather all the facts about your customer's account, and encourage your customer to pay the money owed. To avoid future misunderstandings, always be specific about how much the customer owes and about when the money was due.

     

  • Offer assistance to a customer having difficulty paying an overdue bill. In fact, it is often the only way to collect payment. Use a sincere tone, and gently persuade the customer to contact you to talk about the problem. When discussing new terms, be sure that any new arrangement is one which the customer can handle and which you can feel comfortable about.

     

  • Take a firmer stand in your next letter if after writing one or more collection letters you have received no response from the customer (even after suggesting an alternative payment plan or other options). Unlike earlier letters, this one should carry a demanding rather than a requesting tone. Although this letter is less friendly than other letters, it should still make it easy for the customer to respond.

     

  • In your final collection letter let the customer know exactly what the penalty will be unless he or she responds immediately with the payment. Don't make an empty threat, and don't send another letter asking for payment. You must be prepared to follow through with your claim.

     

  • If you must cancel or withdraw a customer's credit account, explain clearly your reasons for doing so. Be sure to use a courteous tone when writing this letter, as you may want to maintain this customer's business, even if you must ask for cash payments from now on.

   

How to write a complaint letter:

• Keep in mind that most errors are unintentional

  
  and realize that most businesses and organizations want to address and clear up complaints quickly in order to have satisfied customers or members.

• Address your letter to a specific person

  
  Letters addressed to "Dear Sir" or "To Whom it May Concern" are not as effective and will likely not reach the right person. Call ahead and ask for the name of the manager and his or her administrative assistant. Writing to the assistant may ensure your letter reaches the manager.

• Begin your letter on a positive tone

  
  Consider how you'd react if an angry customer approaches you and shouts obscenities versus someone who smiles who begins the conversion with compliments.

• Be brief

  
  Keep your complaint letter to one page, and write short paragraphs rather than long ones.

• Be honest and straightforward

  
  Include sufficient detail to back up your claim and to show that you have thoroughly researched the subject. However, omit irrelevant details.

• Maintain a firm but respectful tone, and avoid aggressive, accusing language

  
  Keep your complaint letter concise and professional.

• Send only photocopies of receipts and other documents, and retain all originals

  
  Keep a copy of the complaint letter for your records.

• Get other signatures

  
  In many cases, you can increase the effectiveness of your letter by getting several others to sign it with you. This is particularly the case when trying to influence or change legislation, denouncing material from the media, and so forth.

• Do not threaten!

  
  If a company has repeatedly given you bad service and refuses to correct the situation and you feel that your only recourse is to pursue legal action, voice your feelings in a tactful but firm way. However, don't threaten legal action unless you are willing to follow through with it.

• Avoid making generalizations

  
  about the company or organization if your complaint letter focuses on a single individual.

• Use tact, and be direct, but respectful

  
  If you need to make a complaint to or about people that you will still have contact with on a regular basis, your complaint needs to accomplish its purpose without destroying the relationship.

• Include your contact information

  
  Include your name, address, phone number, and e-mail address, if desired, so that the person(s) can reach you to discuss any questions or concerns.

• If a first letter does not bring action, assume a stronger but still respectful tone in the next one. If two or three letters do not resolve the problem, send one to the president or CEO of the company or entity. In each case, be firm but polite.

   

With a well-written complaint letter you can:

• Clearly make your complaint to the person(s) involved.

   

• State plainly and directly your reason(s) for making the complaint.

   

• Indicate what the reader can or should do to address your complaint, and specify how

  long you are willing to wait to have your complaint resolved. (Be reasonable.)

   

• Communicate clearly, but respectfully, that you are dissatisfied with the service you have received.

   

• Explain why your suggestion or request for retribution should be granted (if you made one).

   

• Make your concerns known to politicians and bureaucrats. (Note: Your letter is more likely to be answered if you discuss specific concerns rather than political issues.)

   

   

  Compliment or praise a product or service supplier

   

  Keep your letter brief! Be sure to mention specifically what you like about the service or product and, if appropriate, mention the names of individuals who have provided extra help.

   

  Combine sample phrases and sentences to create a letter that is specific to your own personal situation.

   

  1. Tell the supplier that you are pleased with the service or product.

  Sentences:

   

  • We want you to know how pleased we are with the outstanding service you have given us.

     

  • I couldn't let our contract end without telling you how much I have enjoyed your friendly service.

     

  • For five years you have faithfully delivered top quality products to our door.

     

  • It's a pleasure to work with people who know the meaning of efficiency.

     

  • I would like to compliment your foreman on finishing the work a week before the deadline. I appreciate the timely completion and the excellent workmanship.

     

  • We have appreciated the friendly business relationship we have had with your company.

     

  • The brochure you created for us was a huge success.

     

  Phrases:

   

  • have appreciated
  • have been impressed with
  • have enjoyed your
  • how satisfied we have been
  • how pleased we are
  • how very much
  • it's a pleasure to
  • never fail to be impressed
  • our sincere appreciation
  • so rare nowadays
  • such excellent quality
  • the outstanding service
  • the quality of
  • to let you know
  • to thank you for
  • top quality products
  • want to express our
  • want you to know

  2. Elaborate on the compliment.

   

  Sentences:

  • Rarely has a supplier given us such complete cooperation.

  • We have always been able to rely on your flexibility and courteous service.

  • Your staff has consistently made extra efforts to assist us in completing our projects on time.

  • Your supporting work on the Doe project did not go unnoticed.

  • You always seem to make something positive out of negative events.

  Phrases:

   

  • a commendable job
  • at a very reasonable cost
  • come through for us
  • consistently excellent service
  • creativity and initiative
  • did a great job
  • know that we can depend on
  • knowledgeable and helpful
  • made a special effort to
  • most satisfactory relationship
  • rendered invaluable assistance
  • save me the trouble
  • strong and durable
  • such impressive efficiency
  • the wonderful service you provide
  • tireless efforts
  • to meet our needs
  • well before the deadline

  3. Add a final word of thanks.

   

  Sentences:

   

  • Thank you for your support.

  • Thank you for your assistance.

  • We look forward to many more years of cooperation. Thanks.

  • Thank you for the timely deliveries.

  • Thank you for your promptness.

  Phrases:

   

  • a continuing relationship
  • buy from you again
  • convey our thanks
  • dealing with you again
  • for the excellent service
  • for the fine job you did
  • look forward to
  • many more years of
  • mutually profitable relationship
  • our sincerest thanks
  • our wholehearted appreciation
  • please accept our
  • please pass on my
  • producing such a fine
  • thank everyone involved
  • thank you for
  • the next time
  • the quality of
  • trying your other products
  • will come back to you
  • will be sure to
  • working with you again

  
   

   

How to write a condolence letter:

• Describe how much the deceased was respected and admired by you and others.

   

• Mention a few of the deceased person's strengths, achievements, and successes.

   

• If appropriate, include a short personal story or anecdote involving your relationship with the deceased.

   

• Strike a careful balance between the formal tone of a condolence letter and its deeply personal nature.

   

• Remember that a mourner is emotionally drained, so keep your condolence letter short—under one page in length.

   

• If you can do so sincerely, offer to help in some way and include contact information, such as your cell phone number and your email address.

   

• If you have strong religious convictions, comfort the mourner with your belief that the deceased will find peace and happiness in a better world.

   

• Put yourself in the mourner's place and imagine the kind of condolence letter you would like to receive.

   

   

  How to write a confirmation letter:

   

  • Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid problems later.

     

  • Repeat the details of the agreement so your reader can respond to any misunderstandings that may have arisen.

     

  • Clarify or amend the terms of your agreement, if necessary.

     

  • Be accurate. Check (and double check!) your facts before sending the letter.

     

  • Choose your tone carefully. Confirmation letters should generally be brief and businesslike, but because they are the result of previous contact, you may wish to write in a more personal tone.

     

  • Send the letter within a few days of receiving the original letter, report, order, or other document.

     

  • Notify all those involved after receiving the letter of confirmation so that everyone is up to date on current happenings.

     

  • Be enthusiastic when writing this letter if you are the one who is being interviewed, considered as a guest at a workshop, given the opportunity to speak at a conference or banquet, given the charge to head a fundraiser, etc.

     

  
   

  A well-worded confirmation letters helps you:

   

  • ratify
  • approve
  • strengthen one's resolve
  • give new assurance of the validity of something

  
   

  Why confirmation letters can save a lot of time and money

   

  By forestalling complications or misunderstandings down the road, confirmation letters allow you to:

  • Ease any misgivings the person may have about the situation or event. A confirmation letter is also the perfect opportunity to give that person the information he or she needs to benefit fully from the product, correspondence, or event.

  • Confirm and clarify a decision or an oral agreement in writing to ensure that all parties share the same understanding and that you have a written record for future reference.

  • Acknowledge or confirm that you have received a letter, order, report, or other document and that you are acting on it.

  • Communicate important information such as when something will arrive, how you will deliver it, what other products or services you can offer, and so forth.

  • Assure a client, co-worker, or associate that you will take the correspondence that you received from him or her seriously.

  • Express appreciation for the letter, invitation, or other document that you received.

  • Reaffirm information exchanged in a previous meeting or communication.

  • Build goodwill and trust.

  • Remind others who attended a meeting of the decisions and assignments that were made. This letter is an effective way to move the work along.

  • Give information about yourself or an event you are promoting or hosting-tell about yourself, share your enthusiasm, and bring up any questions that may need to be answered.

   

  How to write an effective congratulation letter

  1. Write the congratulation letter as soon as possible after the fortunate event takes place.

  2. State in the beginning the specific occasion that has motivated you to write your letter.

  3. Express praise and approval of the reader's accomplishments.

  4. Keep your congratulation letter simple and concise—under one page in length.

  5. Be positive and don't include any negative comments or unhappy news.

  6. Don't suggest that the fortunate event should benefit the letter-writer in any way.

  7. Don't exaggerate your congratulatory words, or your letter may seem sarcastic or mocking.

  8. Edit your letter for correct structure, grammar, and punctuation.

  9. Don't forget to spell check your letter.

  10. Wait some time and proof-read your letter again before sending

   

   

Before we teach you how to write your cover letter, you must understand how to interview for a job

By Alan Stevens, an expert at finding jobs

• Go to the interview with twenty questions you want to ask. Ask them to tell you about them. The more questions you ask, the more you will be successful. The interview isn’t about you. It is about them.

• Look around at their office. Make a mental list of what you see. If a guy has a huge award on his desk, ask him about it. If he is totally organized, compliment him on his organizational skills.

• Answer questions with at most three sentences. Say anything more and you may lose the job. Start the conversion by saying, "I think this could be a great match but I want to know more about you. Tell me about you. What did you do before you began work here?"

• Take notes. Ask a question. When they answer, write something down.

• Say their name. What’s the most important word a person can hear? Their name. If you are interviewed by more than one person, write down their names. Whenever you talk to anyone, say their name.

• Remember it is always about your immediate supervisor’s success. Your job is to make them look good.

The reality of cover letters

1. Your cover letter is the first document an employer reads. It must introduce you with style and class.

2. Many employers toss resumes without cover letters. Some do it automatically.

3. Employers need only ten seconds to decide whether or not they want to hire you based on what you write.

4. Generic cover letters don't work. It isn't about you. It is about what you can do for them.

5. If employers don't like your cover letter, they will quickly move onto the next resume. If it immediately impresses them, they will want to learn more about you.

Employer reasons to toss your resume:

1. There is no accompanying cover letter

2. The same cover letter is obviously used for other job submissions

3. The cover letter does not match the job descripttion

4. The cover letter is filled with general information. All they read is "blah, blah, blah."

5. The cover letter contains spelling, grammatical or typo errors

6. The applicant's skills do not match the job requirements

7. The applicant made unsubstantiated claims

How to write a cover letter:

• Present yourself as someone who can fill the employer's need. In other words, market yourself as somebody with the specific skills and expertise that the job requires.

• Don't just say, "I'm the right person." Describe yourself with well written examples, achievements, work ethic and personality traits that specifically address each job requirement.

• Customize your cover letter for each particular job.

• Emphasize what you have to contribute to the company or organization.

• Show enthusiasm for the opportunity. Do your homework—let the employers know that you know who they are, what they do, and that you have chosen them!

• In bold type, highlight your skills that match the job descripttion.

• Fix all spelling errors, typos and grammar problems.

• Personalize your cover letter. If possible, address your cover letter to the person in charge of interviewing and hiring.

More cover letter tips

• How can your cover letter distinguish you as a candidate?
  It isn't just enough to fire off e-mail resumes. Applying for jobs has become so easy that employers are bombarded with resumes.

• The secret is to send a personalized cover letter. In just three to four paragraphs an employer can decide if he wants to interview you.

• A winning cover letter gets personal
  Tell employers what you know about their company. After reading their Web site, product or service materials and studying the job descripttion, write something you think they will care about.

• Mention contacts within the company
  If you don't know anyone who works there, find a friend of a friend using LinkedIn.com. Call him or her soon as possible to discuss the company.

• Tell employers how your skills fit into the position
  This requires special attention to each sentence. Tell them how your strengths, experience and desires will fit their needs.

• Tell employers how you relate to the organization
  Cover letters are not about you. They are about how you can help the organization.

What the employer wants to read in your cover letter:

• Tailor your cover letter to meet the employer's needs

• List specific examples of solving similar problems that correspond to the employer's needs

• Write a personal letter as if you were talking to the employer directly

• Market your strengths to edge out the competition

• Present yourself as a professional candidate worth interviewing

  How to write a credit letter:

   

  • Maintain a courteous tone, no matter the circumstances. If you must deny a person credit, discontinue credit, or begin the collection process, maintain a professional tone as you explain your reasons for taking this action. Remember, you'll probably want to keep this customer's business, even if you must ask for cash payments.

  • If you must deny a request for credit, leave the door open to future applications from the same party.

  • If payment is more than a month late, encourage the customer to contact you to discuss the lapse in payment.

  • If a payment is more than 60 days overdue and the customer has shown no move toward making the payment or discussing why he or she has not made payment, let him or her know exactly what the penalty will be unless he or she responds immediately with the payment. Don't make an empty threat, however. You must be prepared to follow through.

  • Be clear and include enough information to clearly convey your request or offer to your client or potential customer.

  • Tailor your letter to your audience.

  • Be brief; credit letters should be straightforward and businesslike.

  • Be confident and persuasive. Be assertive but not overbearing.

  • Assure your reader that any information he or she gives you will remain confidential.

   

How to write a delegation letter

When writing your delegation letter, don't forget to consider:

• What are the specific duties and responsibilities that you want to delegate, and exactly what are the objectives you hope to achieve? Is there a deadline for their completion?

• Is this a permanent situation? If not, exactly how long do you want the delegation period to last?

• Will the employee to whom you are delegating new responsibilities need additional training? Is there a source he/she can turn to with any questions that may arise?

• Will it be necessary for another employee to cover the regular responsibilities of the employee who will be delegated new ones?

• Will you expect the employee to work extra hours to fulfill the new responsibilities he/she has been delegated?

• Will the employee who is delegated new responsibilities receive compensation in the form of a pay increase or a bonus?

• Should you acknowledge the employee's successful handling of the delegated responsibilities by publicly praising him/her in the department, either verbally or in a written communication?

• Note: Write a formal letter to the employee who has accepted the new responsibilities, even if the delegation letter is a follow-up to an interview in which you explained the situation in person

   

  How to write an effective directive letter:

  • Clearly state your request or indicate what needs to be done and give as much detail as necessary for the task, project, or other assignment to be accomplished. If a problem needs to be resolved, clearly indicate what the problem is and, if desired, how you would like it to be solved.

  • Give the reason for the directive, if desired.

  • Specifically state how you expect the reader to proceed in order to accomplish the task.

  • Give the deadline for which the task or project should be completed. Arrange for follow-up or evaluation if needed.

  • Mention the benefits of the directive to the people involved, if applicable.

  • You might include the names of individuals the reader could contact or identify available resources that can help him/her to complete the project or other assignment.

  • If appropriate, offer to give assistance if needed or offer to answer any questions or address any concerns or problems that arise.

  • Thank the reader and close by expressing your confidence that he/she can complete the task at hand.

     

     

    Having trouble expressing your concerns or anger in a constructive, yet assertive way? With our disagreement letters, you can:

    • State the problem and explain what you want the reader to do about it.

    • Strive to resolve the problem through explanation and negotiation before going to the expense of litigation. This letter can be used to correct factual errors and misunderstandings in an attempt to resolve the conflict.

    • State the issue clearly; explain why you disagree with the other person's point of you, with a bill received or other financial matter, or with a proposed course of action; and make your recommendation.

    • Work to build and maintain goodwill and trust throughout the correspondence.

    
     

    How to write a disagreement letter:

     

    1. Clearly describe the disagreement and explain what you want done to resolve it.

    2. Avoid accusations and threats, particularly in a first letter. (Generally, the intent is to strive to resolve the problem, not simply disagree.) It is important to keep your cool and to remain professional at all times.

    3. Remember to remain courteous, despite the way you may feel.

    4. Keep the tone respectful.

    5. Be clear, direct, and concise.

    6. Address your letter to a specific person, if possible, not just the company or organization in general.

    7. If the problem remains unresolved, you may wish to state clearly in a later letter what action you will take, but only if you are prepared to follow through.

    8. Disagreement letters are some of the most difficult letters to write. Nevertheless, if you keep your cool they can end in a positive way.

        

       Warn or reprimand with a carefully worded discipline letter

        

       A disciplinary or warning letter must clearly state your position. Whether you need to discipline an employee, give warning, define potential disciplinary action, or other critical situations, our software can help you quickly compose a discipline letter

        

       Why your dismissal letter must demonstrate sincere concern:

        

       • When terminating an employee, men tend to freeze up and show little or no emotion. Studies have shown it is much better to show genuine care and concern.

       • It can ease the pain of an employee who will have to make a difficult transition.

       • The written word is easily preserved and may come back to haunt you.

       • It will reflect well on your company as signs of courtesy and professionalism.

       • It can help diminish hostility if it does not openly reproach the employee.

       • It gives the employee the benefit of the doubt for facts not in the evidence.

       • Circumstances may change, and you or somebody else in your company may decide to rehire the same employee.