"Tips for writing a letter "

How to write an encouragement letter:

Encouragement letters can have a very powerful effect on others. The perfect letter may express sincere support and inspire others to accomplish great things.

• When writing letters of encouragement, keep the tone positive, and focus on what has been or can be achieved. Avoid direct or implied criticism.

• Encouragement is most needed after a disappointment or setback, and written encouragement can be very powerful in these circumstances. It gives the reader something to keep, share, and review.

• Demonstrate a tone of genuine appreciation in your encouragement letter.

• Be careful to avoid strong language that might discourage readers.

• Offer your reader help if assistance is appropriate and genuinely available.

• A good time to encourage your reader is after he or she has successfully completed a task. The written word has a motivational power that casual comments do not have, and a positive letter can motivate the reader to even higher standards of excellence.

With encouragement letters you can:

• Lend support or reassurance after a disappointment or setback.

• Encourage or motivate someone to keep up the good work.

• Motivate a coworker or employee to achieve even greater accomplishments.

• Suggest to someone that he or she try something new or pursue a new opportunity.

• Encourage a person to increase sales or decrease overhead, etc.

• Advocate legislation.

   

  How to write a letter to request an endorsement:

   

  • State who you are, the name of your company or organization, and your position or role. Remind the reader of your relationship to him/her, if necessary.

  • Use clear, specific language to request the endorsement (clearly describe what it is that you would like endorsed).

  • Explain why you are requesting the endorsement, what it will be used for, why you feel that the endorsement is necessary or why you merit receiving the endorsement, and so forth.

  • Include guidelines for the format, length, or content of the endorsement letter. Also, indicate anything else that the reader needs to do to provide the endorsement, such as filling out attached forms and the like.

  • Indicate by when you need the letter of endorsement.

  • Consider providing a preaddressed, stamped envelope with your request letter if the endorsement letter is to be mailed.

  • If you plan to make a follow-up call to the reader, indicate in your letter when you intend to do so.

  • Thank the reader for considering the endorsement.

  
   

   

  How to write a letter to give an endorsement:

   

  • Indicate what or who it is that you are endorsing.

  • Substantiate (or give reasons for) your endorsement.

  • If you are endorsing a person for a particular position, role, job, etc., include how long you have known the person, in what capacity, the positive qualities of the person that make him/her a suitable candidate for endorsement (including accomplishments and abilities), etc. Be as specific as possible.

  • If necessary, indicate the next step that should be taken or what will happen next. Include a time frame, if appropriate.

  • You may want to include your contact information and offer to give further information upon request.

  • Conclude your letter by summarizing the reasons for the endorsement and by restating your endorsement of the person or project, etc.

  How to write an error letter:

   

  • If you have made an error, write your letter as soon as possible after the unfortunate incident. Focus on actions you will take or have taken to rectify the situation rather than the damage you may have caused. Accompany your apology with a promise of compensation or restitution. A sincere apology can go a long way to winning back a disgruntled customer.

  • The tone of your letter should be very considerate and respectful because you have probably caused some inconvenience.

  • Words such as "oversight" and "error" help keep the mistake a minor issue.

  • When writing this letter, be concise and polite.

  • Don't apologize unless you plan to take full responsibility, and don't blame anyone.

  • Do not blame your reader.

  • If you have sent a collection or similar letter by mistake, you should apologize for your error and acknowledge any inconvenience you may have caused. You should also state the current condition of the customer's account.

  • When a customer complains about an error, or if an error affects several people, it is wise to take the time to explain and to apologize to all involved. The letter needs to be detailed enough to explain what happened, but it should not be lengthy.

  • The person who corrects the error or makes the revision should notify others involved so that everyone has the same information.

  
   

   

  How to write an error letter when someone else made the error:

   

  • This letter should be brief and straightforward, and it should give sufficient detail to support your contention that an error has been made. Explain how the error should or will be corrected.

  • Keep in mind that most errors are unintentional, and remember that most businesses want to address and clear up their customers' complaints quickly. Also, understand that the person who reads this letter may not personally be responsible for the problem.

  • If a customer has made a mistake in stating a supposed error, explain why the person's claim or assertion is incorrect, and at the same time seek to retain the customer's business and goodwill.

  • Since you probably want to resolve a problem rather than simply disagree, avoid making accusations. Refrain from using aggressive language.

  • Remember to communicate facts, not anger or frustration, and don't insult the reader. Remain courteous and stick to the point.

  • Your letter should communicate clearly, but respectfully, that you are dissatisfied with the service you have received. If the company has repeatedly given you bad service and refuses to correct the situation and you feel your only recourse is to pursue legal action, voice your feelings in a tactful but firm way.

  • If two or three letters sent to lower level managers do not resolve the problem, send one to the president or CEO of the company or organization.

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

   

How to write a farewell letter:

1. Always begin your farewell letter with a friendly form of address.

    

2. Keep the tone of your farewell letter good-natured and positive.

    

3. Refer to personal, positive memories of the person or place you are leaving.

    

4. Express your appreciation for opportunities you enjoyed in the past.

    

5. Express your sense of loss to a friend or job associate who is leaving.

    

6. If you are leaving a bad situation, avoid making negative comments.

    

7. Offer the reader best wishes for success and happiness in the future

    

    

    

How to write a follow-up letter:

• Send reminders about meetings and appointments in advance

  
  Give your recipient sufficient time to prepare or fulfill assignments. You may send other reminders as the need arises. The message should be brief and clearly stated to avoid misunderstandings.

   

• Reiterate the positive aspects of your service or product and gently urge your potential client to take the next step in negotiating a sale. If the reader has already expressed interest in your business, give a firm sales pitch without pushing too hard, highlighting the benefits of your product or service.

   

• Offer something new, such as more information or a special discount. Don't duplicate previous sales pitches.

   

• Indicate that you are willing to provide additional information or references (if

  applicable) when following up after an interview.

   

• Indicate to the recipient of the letter whether or not you need a response, and specify how the person can respond to you: via phone, e-mail, in person, or by mail.

   

• Send your follow-up letter promptly, especially after an interview (usually within 24 hours; 48 hours at the most).

   

• If you need to remind others of an important meeting or other event that was scheduled several weeks or months in advance, include in the letter the date, time, and location of the meeting, along with any other important information.

   

• Write a second letter
  If you do not receive a response from an initial follow-up letter, you may want to write a second letter. Include a copy of the previous follow-up letter with your new one, or repeat the message. Reiterate the importance of receiving a response.

   

• Avoid negative remarks
  If you do not receive a response after a first letter, do not imply in later letters that the reader is forgetful, thoughtless, or negligent, as this will likely make him or her feel defensive. Showing your frustration will usually make the situation worse.

   

• Stand out and get noticed with a well-written follow-up letter. Be sure to show your interest and explain the benefits your contribution will make.

   

With well-written follow-up letters you can:

• Improve productivity by reminding people who attended a meeting of the decisions and assignments that were made.

   

• Improve relationships, or establish new ones.

   

• Thank an interviewer and remind him or her of your name and qualifications (after applying for a position with his or her company).

   

• Show appreciation for a contribution made, for the opportunity to interview with a company, for exceptional work done on a project, and so forth.

   

• Add important information that did not come up during an interview and remind the interviewer of your interest in the position.

   

• Remind a customer or potential customer of your continued willingness to serve him or her.

   

• Emphasize the advantages of doing business with your company, and propose a course of action that the customer can take.

   

• Thank a customer or announce a special sale or limited-time offer. (A follow-up letter keeps your company's name before the customer and reinforces the impression that you are a good person to do business with.)

   

• Remind an interviewer of some aspect of an interview that went well, briefly elaborate on an idea brought up in the interview, or work to repair any damage that may have been done during the meeting.

   

• Reiterate your interest in a position or organization.

   

• Send information the employer may have asked you to provide during an interview.

   

• Show that you are courteous and professional, and gain an edge over job applicants who do not send thank-you or follow-up letters (many do not).

   

   

   

How to Write a Fundraising Letter

The secret is to sound personal and conversational. To do this, imagine that you are having a conversation with your donor. For example, "Your gift today means a lot to me."

Asking for donations can be as difficult. Write your fundraising letter so readers will want to give from genuine caring rather than from pressure or guilt.

• Get the reader's attention. This part is optional, but it can be very effective if not overdone. Include pleasantries and address the reader as if you were talking to a friend.

   

• State the cause and/or credentials of your charitable organization. This part is absolutely essential and should be the longest part of your fundraising letter. Use about 150 words in this section. You should clearly identify a critical need. Explain how your organization can effectively address that need.

   

• Solicit a contribution. This is another required section. This part of the fundraising letter should be concise and to the point—about 30 to 50 words. List the benefits of supporting the cause and then ask for a specific donation amount. Explain to the potential donor how much charitable contributions in this amount have helped your cause in the past, but that the need is still great.

   

• Offer an incentive. This part can be optional, but it provides a reason for the reader to act now. The incentive you offer could be a tangible gift with a substantial perceived value, or it could be intangible.

   

  Example: "Imagine the feeling you'll get, knowing you have helped an underprivileged child learn how to read..."

   

• Additional insert. This is another optional section. If you can afford another page, you can use photographs or other evidence to help validate your point and keep the reader's interest longer. Be sure to refer to the insert in your fundraising letter.

   

• Thank you. A statement of gratitude is polite and subtly assumes that the contribution will be made. Express gratitude for the reader's generosity and for having taken the time to consider your very important cause.

   

• Conclusion. Be courteous and friendly. Wish the reader well and leave a positive feeling in his/her mind regarding your needy cause.

   

• Sign the letter. You want the reader to know the request is coming from a real person, not an impersonal organization.

   

Get-well letters are appropriate for:

• Family members
• Friends and associates
• Coworkers and business colleagues
• Employees or employers
• Family members of employees or employers
• Neighbors
• Fellow church members
• Prominent community or civic leaders

How to write a get-well letter:

1. Express your regret that the person is ill or injured.

2. Communicate your sincere concern and reassure the reader of your support.

3. Indicate your hope and assurance that the person will get well soon.

4. If desired, you could express your sincere appreciation to the person for being a good friend, trusted colleague, kind neighbor, positive role model, or the like.

5. If appropriate, mention that the person is missed. You might also mention specific things you miss about the person, such as his/her warm sense of humor or his/her habit of bringing office treats to weekly meetings.

6. Close your letter by reiterating your hope that the reader will have a speedy recovery.

Get-Well Letter Tips:

• Be positive when writing this letter.

• You might want to include humorous anecdotes or good news that will cheer the reader.

• When writing to a child, be particularly upbeat and positive. Don’t include anything in your letter that might cause the child undue concern, and don’t dwell on the illness or disease.

• If you have included a gift with your letter, briefly mention it.

• If desired, you could mention that the person is in your thoughts and prayers.

• Be sure to write this letter in a timely manner. Don't procrastinate!

   

  How to write a gift letter:

   

  1. Don't procrastinate sending this letter! It will be much more meaningful if sent before or soon after the event that prompted the gift.

  2. Letters to accompany gifts can usually be short. However, if you are sending a gift to cheer someone up during an illness or after someone’s passing, etc., you may wish to write a longer, more substantive letter.

  3. Indicate why you are sending the gift (e.g., “I was so proud to hear that you had made assistant director, and I hope that you will appreciate this token of my esteem”).

  4. If you would like the reader to acknowledge the gift, indicate this in your letter (for example, “Please let us know that this package arrived safely” or “Please let us know that you received this letter and the check accompanying it”).

  5. Close your letter by expressing warm regard for the person, expressing again your condolences for his/her loss, or by reiterating your pride in his/her accomplishments, etc.

  
   

   

  Information you could include in your gift letter:

   

  • News about current events in your life.

  • Inquiries about the person, such as what they have been up to since ____ or how a current project or undertaking is going.

  • Humorous anecdotes or information of interest (about friends, family, the community where you are from, etc.).

  • Recollections of good times or reminiscences of days past.

  • Reminders about or expressed anticipation for important upcoming events, such as holiday or birthday parties, family or class reunions, weddings or anniversaries, etc.

  
   

  When thanking someone for a gift, be sure to:

   

  • Send your thank-you letter or note within a week or so of receiving the gift.

  • Specifically mention the gift you received.

  • Express appreciation for the gift.

  • Mention something you appreciate about the gift, such as how useful/beautiful/elegant/appropriate it is. If you have been wanting this particular item for some time, mention that fact, and express how much you truly do appreciate the person’s thoughtfulness.

  • Close by reiterating your appreciation for the gift.

   

  How to write a goodwill letter

   

  Goodwill letters often come as a surprise, are greatly appreciated, and are an effective way to build relationships.

  • Whether expressing gratitude, appreciation, recognition, or condolences, be sincere in your remarks. Most people can tell when you are not.

  • Keep your letter focused on the recipient, not on yourself or your company.

  • Do not write this letter solely for the purpose of making a sales pitch. The purpose of this letter is to spread goodwill, without promoting any hidden agenda.

  • Keep your letter brief.

  • Be specific when writing this letter. For example, rather than writing vague generalities about a job well done, include details that demonstrate what the person did to deserve the recognition.

  • Try to stay away from clichés and canned expressions. Be creative.

  
   

   

  With thoughtful, sincere goodwill letters you can:

   

  • Give congratulations for an award received, promotion, new job, etc.

  • Express sympathy or condolences.

  • Apologize.

  • Show appreciation or convey gratitude for a contribution made, to loyal customers for their continued business, or to coworkers or peers for a job well done.

  • Give recognition for outstanding achievements or extraordinary effort.

  • Establish or renew a relationship.

  • Remind a customer or potential customer of your continued willingness to serve him or her.

  • Show that you are courteous and professional.

     

  How to write a letter to the government

   

  • Clearly state who you are or what company or organization you represent.

  • Identify the purpose of your letter: clearly state what it is that you hope to accomplish by sending the letter, whether it be to suggest a change or addition to legislation or to express gratitude for dedicated service, etc.

  • If you are writing about a particular bill, law, act, etc., mention it by name or number, and clearly identify whether you are for or against it and why.

  • Identify how the legislation directly affects you or the community in which you live, if applicable, and state any professional or personal experience you have relating to the subject. Identify the benefits of your proposed new legislation or change in policy, etc., if applicable.

  • Indicate what action you want the reader to take in response to your letter.

  • If you want to advocate change or new legislation, clearly support your position. Do your research and make your arguments logical and include pertinent facts and cases, etc., so that your letter will be as persuasive as possible. Include information that refutes any arguments against your stance.

  • If you are writing to oppose a bill, act, or other legislation, consider suggesting an alternative.

  • You may want to request a direct response to your letter, or you may want to follow up with a phone call.

  • Close your letter by thanking the recipient for the work that he/she does or by making a renewed appeal.

  
   

  To indicate appreciation, congratulations, praise, or regret in a government letter:

   

  • Identify yourself or your organization.

  • Identify the individual, entity, or department to whom your letter is directed.

  • Extend the statement of appreciation, congratulations, praise, or regret.

  • Indicate the reasons for your praise or expression of appreciation, etc.

  • Express your support and hope for continued success or offer best wishes for the future.

  
   

  Government Letter Tips

   

  • Carefully consider the appropriate audience before beginning your letter. For example, if you are writing to request a change or addition to public policy then it is a good idea to begin by addressing your local and state representatives, whom you helped to elect.

  • Keep your letter clear and concise. As a general rule, your letter should be no longer than one page.

  • Type or handwrite your letter, depending on whether you want to give a more personal or businesslike feel to your letter.

  • Be polite. Even if you are complaining or advocating change, remain courteous and respectful.

  • If you are writing as a representative of a business or organization, identify it and your position within (or relationship to) the organization or company.

  • If you are writing about proposed legislation or other timely topics, don’t procrastinate sending your letter.

   

How to write an inquiry letter:

• Be courteous. Remember, by making this request you are imposing on the reader’s time and/or resources.

• Don’t send an inquiry letter for information you could easily find out by other means, such as with a quick search on the Internet.

• Your letter can be fairly short, but it should be long enough to adequately explain what it is that you are inquiring about and what you want the reader to do in response to your letter.

• Generally, give at least a couple of weeks for the person, company, or organization to respond to your inquiry before you send a follow-up letter or make a follow-up phone call.

• If appropriate, you may want to mention that you will keep confidential any information provided. (This may increase the likelihood that the reader will respond to your inquiry.)

• Make it as easy as possible for the person to respond to your request. This might mean offering to pay for any needed photocopies or mailing costs, or perhaps including a self-addressed, stamped envelope; necessary forms, questionnaires, or other documents; and so forth.

• Make sure to include contact information so that the person can easily get in touch with you if necessary, such as your cell or home phone number or e-mail address.

• When the person responds to your inquiry, it is a good idea to send a quick note of thanks expressing your appreciation and telling how the information helped (or can help) you. If appropriate, you may want to offer to return the favor in the future.

How to respond to an inquiry letter:

• Specifically indicate the inquiry that was made, as you understand it.

• Express your appreciation for the person’s interest.

• If possible, personally respond to the inquiry. You might want to include with your response letter any brochures, catalogs, reports, or other helpful information available.

• If appropriate, clearly describe any action you feel the person should take and the reason(s) for such a recommendation. (However, you may want to use caution because of any possible liability you might incur for offering such advice.)

• If you cannot personally answer the person’s question, let him/her know that you have contacted the person who can and that he/she will shortly be in touch with the reader. If this is not possible, express your regret for being unable to help the reader, and try to find out for him/her the contact information for someone who can help.

• If appropriate, you might want to include additional information about your organization, the products or services you sell, or the subject matter of the inquiry, beyond the scope of the original inquiry.

• Close by saying that you would be happy to help the reader in the future if he/she needs further assistance or by wishing him/her well in his/her endeavor or project, etc.

Inquiry Letter Tips:

• Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to.

• Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.

• You might want to briefly explain the purpose of your letter or what you hope to accomplish. Such an explanation may prompt the recipient of your letter to act more quickly.

• If appropriate, consider mentioning the letter recipient’s qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in.

• Include the date by which you need the information, services, etc., that you are requesting, and indicate that you await the reader’s response.

• Thank the person for his/her time

  How to write an introduction letter:

   

  • Whenever possible, address your letter to a specific person.

  • Begin your letter by stating your name and your position or role, if relevant.

  • Tell how you got the reader’s name, if applicable.

  • State the purpose for your letter.

  • Indicate what it is that you hope to accomplish by sending your letter (for example, setting up a time that you can meet in person with the reader) or what you would like the reader to do in response to your letter (such as grant you an interview).

  • Include any other important information about yourself or the purpose of your letter (such as your contact information, brief history of your organization, your goals, or the like).

  • Close by thanking the person, and end on a positive note

   

   

How to write an invitation letter:

1. The tone of an invitation should be always positive, in anticipation of a pleasurable occasion. Picture your guests smiling when they read your letter of invitation. Clever phrasing, poetry or a themed approach may be appropriate for an informal occasion, but you should express the details clearly.

2. Extend the invitation, naming the event and including the date, time, and place. If the event has a special purpose, such as honoring someone or celebrating an anniversary, state this.

3. Indicate if a gift is not expected if the event is a retirement, an anniversary, or a reception. If a gift is welcome, it is usually best to say nothing, except in the case of bridal or baby showers.

4. Indicate the appropriate dress, if there is any reason for question.

5. Express anticipation.

6. Ask for a response by a specific date.

7. Try to send your invitation letter two weeks or more in advance.

Be sure your invitation letter includes:

• The name of the person sponsoring the event (who is the host/hostess?)

• Exactly who is invited (can someone bring a guest, spouse, child?)

• What type of social event is being held

• The date, address, and time of the event

• Directions or a simple map if the location may be difficult to find

• What type of dress is appropriate or preferred

• The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).

If you must decline to accept an offer, invitation, or gift, you should:

• Be gracious, whatever the reason is that you must decline.

• Thank the person for the invitation, offer, gift, suggestion, etc.

• State clearly that you are unable to accept.

• Briefly state the reason that you are unable to accept, if desired.

• In closing, restate your appreciation for the person’s consideration.

How to write a love letter

• Love letters should be carefully planned and written. They are often read, reread, and kept indefinitely.

• Describe how this relationship is improving your life, performance at school, or work.

• Explain new and interesting surprises as you get to know your love.

• List a few specific interests and beliefs that the two of you have in common.

• Suggest that differences in your interests help to widen your outlook on life.

Love Letter Advice

• Personal and sensitive love letters are best received in trusted relationships. They are often sent on occasions such as Valentine's Day or an anniversary.

• It is much safer to write a passionate love letter if you are engaged or married

  How to write a persuasion letter:

   

  Objections will produce questions in people's minds. Consider and answer those questions in your persuasion letter before they even arise!

  An effective persuasion letter answers the following important questions:

  • What is the name or descripttion of the product, business service, or political issue that you are trying to persuade your readers to accept?

  • What negative points could your readers find in your proposal? Can you agree there is a downside, but persuade them it is minimal in face of the many benefits they will gain?

  • What specific action should the readers take if they accept what you are persuading them to do? When and how should they do it? Is there a deadline?

  • What details, specifications, features, or limitations of your proposed product, business service, or political issue would your readers immediately question? Provide that information in your persuasion letter.

  • What are your credentials or past successes and accomplishments? What facts can you produce to persuade your readers that you yourself are knowledgeable, trustworthy, and reliable?

  • What statistics, testimonials, documented evidence, or other evidence do you have to persuade your readers that what you are promoting is essential and invaluable, and promises to be of worth to them?

  
   

  Persuasion Letter Tips:

   

  Selling something? Offer an incentive in your persuasion letter, such as:

  • A time-limited discount
  • An after-purchase rebate
  • A no-strings-attached free gift
  • A generous product guarantee

   

thank you for sharing.

How to write a letter of recommendation:

1. Explain how you know the applicant. How long have you known the person and in what relationship or circumstance?

2. State your qualifications for writing the recommendation letter. Why should the reader be interested in your recommendation? How many other people of the applicant's caliber have you known, and why does the applicant stand out?

3. List the applicant's exceptional qualities and skills, especially those that are specific to the applicant's field of interest or job requirements. For example, competency in his/her field or prior experience, organizational and communication skills, academic or other achievements, interaction with others, sound judgment, reliability, analytical ability, etc.

4. Emphasize key points that you want the reader to note on the applicant's resume or job application. Be sure to meaningfully elaborate, don't simply restate.

5. Give your judgment of the applicant, his/her qualifications and potential. Why should he/she be considered over other people? How does he/she compare to other people you have known? Do not state weaknesses. If you can't write a positive letter of recommendation, you should respectfully decline to wire a letter of recommendation.

6. Give specific examples to back up what you have said about the person's qualifications and character. Remember, generalized praise is a waste of space.

7. Unless it is absolutely relevant, do not state (directly or by implication) the applicant's race, religion, national origin, age, disability, gender or marital status.

8. Don't be too brief. One or two short paragraphs are death to a recommendation letter. On the other hand, be precise. Make every word count. Here is a rule of thumb: a letter of recommendation for employment should be one page; a letter of recommendation for school should be 1-2 pages.

9. Make the ending statement strong without overdoing it. Undue praise can be viewed as biased or insincere.

10. List your contact information if you are willing to field follow-up correspondence.

11. Proofread! The letter of recommendation represents both you and the applicant.

Need to ask for a recommendation letter? Here are 7 tips to help:

1. Ask for a recommendation letter from people who know you and your capabilities, i.e., former employers, teachers, coaches, community or corporate leaders, influential friends—people who have known you a long time. Relatives are not a good choice. Three recommendation letters are enough.

2. Be sure to give them enough time (3-4 weeks, if possible) to write the recommendation letter.

3. When you talk to them, state your goals and suggest what they might write to help you achieve those goals. Coach them to be specific; general praise is a waste of space. Don't be shy. A recommendation letter is a sales letter to sell you. Now is the time to brag!

4. Follow up your request for a recommendation letter by writing a review of your conversation. Give suggestions for your recommendation letter. You may need to put words in their mouths. When you send them the follow-up letter, be sure to include a self-addressed, stamped envelope. Then, feel free to contact them in a couple of weeks to confirm that they are aware of your deadlines.

5. Once you receive your recommendation letter, send a  thank you note.. Tell them about your success and how they helped you.

6. Write only complimentary, yet factual, observations. Avoid unflattering or derogatory remarks. If you cannot do this, you should  decline to wirte a letter of recommendation n.

7. Remember that potential employers are adept at 'reading between the lines,' and any negative implication may destroy a person's chance at getting the new job.

What if you are asked to write a recommendation letter? Ask yourself:

• Are you the right person to write a letter of recommendation? If you are asked to write a recommendation letter, you need to discuss the subject candidly with the requester. A letter of recommendation is most effective when a person writes it who knows the requester and his/her reputation.

• What is your company's policy regarding letters of recommendation. Many policies have been established as protection against potential lawsuits. The common rule is write only positive, factual recommendation letters.

• Do you qualify? Another consideration is your integrity--can you honestly write positive things about the requester? If not, you need to bow out gracefully without hurting feelings. On the other hand, if you qualify, you should brainstorm with the requester to write what he or she wishes to be said. Be sensitive to deadlines.

   

  Just what is a reference letter?

   

  A reference letter is a statement of the qualifications of a person seeking employment or appointment, given by someone familiar with the person (probably you).

  
   

   

  Why write a letter of reference?

  • A reference letter offers a favorable picture of your personal characteristics, job performance, and professional promise.

  • Potential employers may accept a reference letter, instead of personally contacting your reference, who may be annoyed if he/she is contacted repeatedly.

  • Reference letters may speed up the hiring process because it is quicker to read a letter than to communicate with people personally by mail or by phone.

  • Reference letters eliminate such variables as a reference being too busy or unavailable when a potential employer tries to contact him/her personally.

  • Many employers keep a record of what a reference has to say about a job candidate; a letter provides a ready-to-use record without any work.

  • If you have been laid off, some employers will question why, while a reference letter proves that your job performance was not the reason.

  • One of the great advantages of a reference letter is that you already know exactly what your recommender has to say about you.

  
   

   

  When asked to write a reference letter...

   

  • Are you the right person to write a letter of reference? If you are asked to write a reference letter, you need to discuss the subject candidly with the requester. A letter of reference is most effective when a person who knows the requester and his/her reputation writes it.

  • What is your company's policy regarding letters of reference. Many policies have been established as protection against potential lawsuits. The common rule is write only positive, factual reference letters.

  • Do you qualify? Another consideration is your integrity—can you honestly write positive things about the requester? If not, you need to bow out gracefully without hurting feelings. On the other hand, if you qualify, you should brainstorm with the requester to write what he or she wishes to be said. Be sensitive to deadlines.

  
   

   

  How to write a reference letter:

   

  • Explain how you know the applicant. How long have you known the person, and in what relationship or circumstance?

  • State your qualifications for writing the reference letter. Why should the reader be interested in your reference? How many other people of the applicant's caliber have you known, and why does the applicant stand out?

  • List the applicant's exceptional qualities and skills, especially those that are specific to the applicant's field of interest or job requirements. For example, competency in his/her field or prior experience, organizational and communication skills, academic or other achievements, interaction with others, sound judgment, reliability, analytical ability, etc.

  • Emphasize key points that you want the reader to note on the applicant's resume or job application. Be sure to elaborate meaningfully; don't simply restate.

  • Give your judgment of the applicant, his/her qualifications and potential. Why should he/she be considered over other people? How does he/she compare to other people you have known? Do not state weaknesses. If you can't write a positive letter of reference, you should m respectfully decline .

  • Give specific examples to back up what you have said about the person's qualifications and character. Remember, generalized praise is a waste of space.

  • Unless it is absolutely relevant, do not state (directly or by implication) the applicant's race, religion, national origin, age, disability, gender or marital status.

  • Don't be too brief. One or two short paragraphs are death to a reference letter. On the other hand, be succinct. Make every word count. Here is a rule of thumb: a letter of reference for employment should be one page; a letter of reference for school should be one to two pages.

  • Make the ending statement strong without overdoing it. Undue praise can be viewed as biased or insincere.

  • List your contact information if you are willing to field follow-up correspondence.

  • Proofread! The letter of reference represents both you and the applicant.

  • Learn how our software can help you quickly compose professional reference letters for endorsing a person, product or service, requesting a letter of reference, or declining to write one...and many other situations.

  
   

  Reference Letter Tips

   

  • Make sure you know the person and the person's capabilities. If you are a relative, you are not a good choice.

  • Be sure to ask for enough time if necessary (7-10 days, if possible) to write the reference letter.

  • Ask for their goals and advice on what you might write to help achieve those goals. Be specific; general praise is a waste of space. Don't be shy. A reference letter is a sales letter to sell another. Now is the time to brag!

  • Ask for a review of your conversation. Get suggestions for your reference letter. You may need ideas to help you write.

  • State your connection with the person you are recommending, why he or she is qualified and the specific skills the person has.

  • Write only complimentary, yet factual, observations. Avoid unflattering or derogatory remarks. If you cannot do this, you should   decline to write the letter.

  • Remember that potential employers are good at 'reading between the lines,' and any negative implication may destroy a person's chance at getting the new job.

     

    How to write a letter of referral:

     

    • Explain how you know the applicant. How long have you known the person and in what relationship or circumstance?

    • State your qualifications for writing the referral letter. Why should the reader be interested in your referral? How many other people of the applicant's caliber have you known, and why does the applicant stand out?

    • List the applicant's exceptional qualities and skills, especially those that are specific to the applicant's field of interest or job requirements. For example, competency in his/her field or prior experience, organizational and communication skills, academic or other achievements, interaction with others, sound judgment, reliability, analytical ability, etc.

    • Emphasize key points that you want the reader to note on the applicant's resume or job application. Be sure to elaborate meaningfully; don't simply restate.

    • Give your judgment of the applicant, his/her qualifications and potential. Why should he/she be considered over other people? How does he/she compare to other people you have known? Do not state weaknesses. If you can't write a positive letter of referral, you should respectfully decline .

    • Give specific examples to back up what you have said about the person's qualifications and character. Remember, generalized praise is a waste of space.

    • Unless it is absolutely relevant, do not state (directly or by implication) the applicant's race, religion, national origin, age, disability, gender or marital status.

    • Don't be too brief. One or two short paragraphs are death to a referral letter. On the other hand, be succinct. Make every word count. Here is a rule of thumb: a letter of referral for employment should be one page; a letter of referral for school should be one to two pages.

    • Make the ending statement strong without overdoing it. Undue praise can be viewed as biased or insincere.

    • List your contact information if you are willing to field follow-up correspondence.

    • Proofread! The letter of referral represents both you and the applicant.

    
     

    How to ask someone to write a letter

    of referral:

     

    • Ask for a referral letter from people who know you and your capabilities, i.e., former employers, teachers, coaches, community or corporate leaders, influential friends—people who have known you a long time. Relatives are not a good choice. Three referral letters are enough.

    • Be sure to give them enough time (3-4 weeks, if possible) to write the referral letter.

    • When you talk to them, state your goals and suggest what they might write to help you achieve those goals. Coach them to be specific; general praise is a waste of space. Don't be shy. A referral letter is a sales letter to sell you. Now is the time to brag!

    • Follow up your request for a referral letter by writing a review of your conversation. Give suggestions for your referral letter. You may need to put words in their mouths. When you send them the follow-up letter, be sure to include a self-addressed, stamped envelope. Then, feel free to contact them in a couple of weeks to confirm that they are aware of your deadlines.

    • Once you receive your referral letter, send a thank-you note. Tell them about your success and how they helped you.

    • Write only complimentary, yet factual, observations. Avoid unflattering or derogatory remarks. If you cannot do this, you should decline to write a letter of referral .

    • Remember that potential employers are adept at 'reading between the lines,' and any negative implication may destroy a person's chance at getting the new job.

    
     

    How to respond if someone asks you to write a referral letter:

     

    • Are you the right person to write a letter of referral? If you are asked to write a referral letter, you need to discuss the subject candidly with the requester. A letter of referral is most effective when a person writes it who knows the requester and his/her reputation.

    • What is your company's policy regarding letters of referral. Many policies have been established as protection against potential lawsuits. The common rule is write only positive, factual referral letters.

    • Do you qualify? Another consideration is your integrity—can you honestly write positive things about the requester? If not, you need to bow out gracefully without hurting feelings. On the other hand, if you qualify, you should brainstorm with the requester to write what he or she wishes to be said. Be sensitive to deadlines.

       

      How to write a refusal letter:

       

      • A refusal letter communicates unhappy news in a diplomatic way. It is basically a “bad news letter.” You have one chance to say it right. Be as diplomatic as possible. Don’t let your words come back to haunt you someday.

      • Open your refusal letter with a sincere expression of regret as you state exactly what you are refusing and how you received the request.

      • Explain your reasons for refusing and any evidence you may have to back up your position.

      • Offer alternate sources that your reader could appeal to with a better chance of success as a 'consolation prize.'

      • Use courteous language throughout your letter, and end by expressing wishes for the reader's success elsewhere.

      • Check your refusal letter carefully for typos or any other mistakes in grammar, spelling, and punctuation.

      • Refer to essential references such as dictionary software, a thesaurus, and an English usage guide, such as The Little, Brown Handbook, published by Scott, Foresman and Company.

         

        How to write a reprimand letter:

         

        • Before writing a reprimand letter, check to see what policies or procedures are already in place within your company or organization.

        • In most cases you should first talk with the employee face to face and then document the situation.

        • You may wish to begin your letter on a positive note by mentioning the individual’s positive behavior or qualities.

        • Be candid about why you are writing the letter—don’t beat around the bush or deemphasize the problem.

        • Define the issue in broad enough terms that your explanation covers future challenges or equivocations.

        • Include specific suggestions on how the person can improve the situation or indicate what corrective action the person must take to fix the problem, and clearly delineate the consequences if the person does not act

        • Consider ending your letter on a positive note by giving encouragement or, if appropriate, demonstrating concern, or by expressing confidence that the person will resolve the issue.

        • Have the employee sign the letter and other related documentation as evidence that the problem has been discussed. The letter then becomes part of your written record to justify future action if necessary.

        
         

        Reprimand Letter Tips:

         

        • Be sure that your facts are accurate before making accusations or allegations.

        • Use clear, specific language so there is no room for misunderstanding.

        • Indicate why the person is being reprimanded.

        • Give specific examples of incidences which necessitate the reprimand. If this is not the first time that the issue has been addressed, refer to the previous incidences.

        • Describe any actions that have been taken or may be taken against the individual if the situation does not change.

        • Clearly state any action that the reader should take and the deadline for taking such action

           

          How to write a request letter:

           

          • Be particularly courteous and tactful when writing this letter, as requests are generally an imposition on another's time and/or resources or talents. Put the reader at ease, and help her or him feel that responding will not be burdensome.

          • Be brief.

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

          • Don't hem and haw around the issue—be straightforward, and include as much detail as necessary to clearly convey your request.

          • Don't be manipulative.

          • Avoid the temptation to apologize for your request. Strive to make the person feel complimented that you would ask the favor of him or her.

          • Make only reasonable requests.

          • Express your willingness to reciprocate the kindness or favor.

          • Invite the person to contact you if he or she has any questions or concerns, and thank him or her for taking the time to consider your request.

          • Make it easy for the person to respond—tell him or her exactly what can be done to accommodate your request, and do everything within your power so that the request can be granted (e.g., if you are asking for a letter of recommendation, include your résumé or a list of accomplishments and a stamped, addressed envelope).

          
           

          With letters of request you can:

           

          • Introduce yourself and remind the reader of your connection (if necessary) before making your request.

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

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

          • Mention the special contributions the reader can make--how he or she can be of help, why you chose him or her, any benefits of fulfilling the request, and so forth.

          • Promote goodwill and trust.

             

            Tips to read before writing your resignation letter:

             

            • Get up-to-date on your doctor appointments while you have good insurance.

            • Gather your co-workers' contact information. You will probably network with co-workers for future jobs.

            • Save personal files from your work computer.

            • Drain your flexible spending account. You earned it. Use it.

            • Secure a new job before quitting. Employers find it difficult to hire people who are unemployed.

            • Do NOT let your health insurance lapse. A gap in your insurance could disqualify your coverage for preexisting conditions.

            • Request your free annual credit report. Review and fix and repair any problems. This may take weeks. Do it while you are sure you have an income. We recommend you order it by phone at 1-877-FactAct (easiest) or visit annuual credit report .com

            
             

            How to write a resignation letter that leaves doors open for future opportunities:

             

            1. Your resignation letter may be read by future employers. Since it will be the final document in your personnel file, it will be the first document seen when a future employer calls for a reference or if you reapply at your company.

            2. Highlight your accomplishments. Colleagues may read your resignation letter. Your chances of networking with them will improve if they remember a kind letter of resignation that reminds them of your outstanding accomplishments.

            3. Maintain your dignity. Memories are stronger when attached to emotions, and watching co-workers resign is highly emotional. Choose words that demonstrate your qualities of worthiness and honor.

            4. Highlight your skills. Just like writing  cover letters, use plenty of action verbs.

            5. Emphasize what you have contributed. Keep a positive tone as you list both personal and team contributions.

            6. Keep doors open and do not burn bridges. Most people reapply at their company, network with former co-workers, or request  recommendation letters from former bosses.

            7. Show enthusiasm and appreciation for the work you have done. Managers and co-workers respond warmly to words of appreciation.

            8. Maintain a good relationship with your employer and associates: For the time you spent together, some were just like family.

            9. Before starting, read a variety of sample resignation letters before writing your own.

            
             

             

            More resignation-letter tips:

             

            If your resignation letter is used to assign blame or vent your frustrations, it may hurt your future prospects. Write your letter and set it aside for a day or so. Once you are calm, rewrite it in a way that will help you get future jobs because:

            • Now is the time for grace and class.

            • Future employers may talk to your old boss.

            • Your letter of resignation is the last reflection of your character.

            • You may want to reapply for another job with your current employer. Many people do.

            • Your colleagues are watching you as you transition away from your present job. You'll probably want to network with them for your next job.

               

              How to write a response letter:

              • Be professional and courteous by sending your response letter in a timely manner. Do not procrastinate.

              • When responding to previous correspondence, it is often a good idea to repeat important information. Your response letter is also a wonderful opportunity to ask any questions or clear up any misunderstandings you might have.

              • When asked for advice, respond quickly. Give advice only on the subject you have been asked about. Keep your advice simple and to the point, and make it easy for the person to respond if he or she wants to discuss the subject at greater length.

              • If you have been asked for advice and do not feel you can give it, express your regret, and suggest that someone else would be in a better position to be of assistance.

              • Avoid comments or expressions of personal opinion, unless they are complimentary.

              • Even if your response letter contains negative information (such as declining a job offer, denying someone credit, or declining to follow a suggestion), the tone should still be positive and courteous.

              • When responding to your reader, a long letter is generally not necessary—merely include enough information to address the issue at hand.

              • It is often a good idea to thank the reader for his or her time and interest

   

How to write a social event letter:

• As a general rule, write the invitation letters so that they can arrive at least two weeks before the event.

• Normally keep these letters fairly short.

• Consider writing the letter on decorative or festive stationery. For business events, company letterhead is also appropriate.

• Handwrite your letters to add a nice, personal touch.

Tips to write a letter to extend an invitation to a social event:

• Generally begin your letter with a warm, personal greeting.

• Identify the event.

• Indicate the purpose of the event.

• Indicate the date, time, and location of the event and any other important information (such as a theme for the event, if there is one).

• Include whether those attending should wear casual or formal attire, or any other special dress (such as costumes, uniforms, etc.).

• If special guests will be attending, you may want to include this information in your letter.

• If there is a cost for attending the event, include the amount.

• If refreshments or a meal will be served at the event, include this information in the letter, as well. Also, if the event is a potluck or similar occasion, indicate the food or other item the person should bring.

• If the host/guest of honor would prefer not to receive gifts, briefly mention this fact in your letter. Or if a particular type of gift is desired (as is the case for some bridal showers, for example), indicate the type of gift in your letter.

• Include a request for readers to respond to the invitation by a specific date (RSVP), if desired.

• Close by expressing your expectation that the event will be a success and your hope that the person to whom you are writing will be able to attend.

Tips to write a letter to accept an invitation to a social event:

• As you begin your letter, express your appreciation for the invitation and thank the reader for inviting you.

• Tell the person that you accept the invitation.

• Include any other pertinent information, if necessary (for example, if you must arrive late or leave early and want to mention that fact).

• Ask any questions you might have, or if desired, confirm details about the date, time, location, travel arrangements, or accommodations pertaining to the social event.

• Let the reader know that you look forward to the event. Give your assurance that the event will be a success.

Tips to write a letter to decline an invitation to a social event:

• Express your appreciation for being invited to the event.

• If the event was to raise money or show support for a particular organization or group that you support, mention this fact to the reader.

• Express your regret for being unable to attend the event.

• Indicate why you cannot attend, if desired.

• If appropriate, congratulate the person(s) (for a wedding, graduation, birthday, etc.). Or if the event was a fundraiser and you would still like to send a donation even though you cannot attend, state that you have included a contribution and indicate the amount of the donation you are making.

• Express your hope that the event will be a success.

   

  How to write a suggestion letter:

   

  • Express your genuine appreciation for the opportunities you now enjoy.

  • Refer to past suggestions the reader has accepted and put into practice.

  • Thank the reader for his/her willingness to read and consider your ideas.

  • Offer your suggestion courteously, without openly criticizing the status quo.

  • Stick to the point and just explain the potential benefits of your suggestion.

  • Suggest a meeting with the reader to explain your ideas in greater detail.

  
   

  How to respond to a suggestion letter:

   

  • Express appreciation for the suggestion letter, whether you accept it or not.

  • If the writer is a current employee, express appreciation for his or her past efforts.

  • Assure the writer you are responsive to the concerns of everyone involved.

  • Encourage the writer to submit another suggestion letter in the future.

  • Promise to share the idea with your associates and give it full consideration.

  • You may express your regret and say that you are unable to make changes now

     

  How to express sympathy when a friend or relative suffers a loss:

   

  • 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 sympathy letter and its deeply personal nature.

  • Remember that a mourner is emotionally drained, so keep your sympathy 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 sympathy letter you would like to receive.

   

Why a poorly written termination letter may come back to haunt you

• 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.

   

  How to write an effective thank-you letter—6 tips:

   

  Of all the letters you will write, the thank-you letter may be the most important because it has the potential of producing the most good. Often a thank-you letter is placed on a person's desk and reminds that person of your appreciation.

  1. If possible, address your letter to a specific person, not just the company or organization in general.

  2. Do not thank the person beforehand (for example, "Thanking you in advance for your help in this matter"). To do so is presumptuous and suggests you are unwilling to write a follow up letter.

  3. Stick to the point.

  4. Be sincere--most people can sense when you aren't being honest.

  5. Be specific and include details from the event. Make your letter stand out.

  6. End the letter on a positive note. Closing depends on the type of thank-you letter. For example, you may:

     • Reaffirm your gratitude or restate the compliment.
     • Suggest possible future action.
     • Close with either an expression of thanks or an indication of your intention to continue contact.

  
   

  Thank-You Letter Tips:

  • Write your thank-you letter as soon as possible after the interview or occasion. For a job interview, this should be within 24 hours of the interview.

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

  • Handwrite personal letters and use customized letterhead for business correspondence. Use quality paper. E-mail may also be appropriate in less formal situations, especially if the addressee expresses a preference for it or if time constraints require it.

  • Proofread the letter before sending it: grammatical errors and typos are sloppy and unprofessional. You may want to wait awhile and proofread it again. Some professionals proofread by reading the letter backwards.

     

  Managers Say Thank-You Letters are Essential:

  • 70% said e-mailing thank-you notes was appropriate, especially to acknowledge a small gift or gesture (Recent survey by the Emily Post Institute).

  • Thank-you notes are mandatory and expected in some situations. A recent survey by CareerBuilder.com found that:

    • Nearly 15 percent of hiring managers would reject a job candidate who neglected to send a thank-you letter after the interview
    • 32 percent said they would still consider the thankless prospect but that their opinion of him or her would diminish
    • Nearly a quarter (23 percent) of managers prefer handwritten thank-yous
    • 21 percent seek a typed hard copy
    • 19 percent want e-mailed thank-yous followed up with a snail-mailed letter

  What is a transmittal letter?

   

  • Transmittal letters are often used to accompany drafts or contracts that are being sent for review or approval. They also accompany contracts with signatures.

  • Generally speaking, a transmittal letter accompanies a document and explains what the document is, why it should receive the reader's consideration, and what the reader should do with it.

  • Letters of transmittal provide the opportunity to remind a reader of a report title and to highlight points of interest. The letter may also contain sensitive or confidential information that is related to, but not a part of, the report.

  • If you are sending a transmittal letter to accompany supplies, equipment, etc., that are being sent to someone within the company, that person's concerns are the same as those of any other customer, and he or she should receive the same consideration.

  
   

  How to write a transmittal letter:

   

  • Establish good will.

  • Make your transmittal letter as clear and neat as possible.

  • Keep your letters brief (usually no more than one page).

  • Include important dates or deadlines that the reader should be made aware of.

  • Identify the contents of the package you send when sending a bid, proposal, or quotation in response to a request. Your letter of transmittal should address your client, and it should briefly explain the title of the enclosed proposal or other document, delineate the research completed to produce the document, and outline the major sections of the document.

  • Answer questions not covered in your company literature when accompanying examples or information are requested by a customer or potential client.

  • Promote further sales when sending a transmittal letter with a customer's order by reminding the reader of the product's good qualities

  How to write a welcome letter:

   

  • With welcome letters, you can demonstrate to others that you value them and their business, and you can cement a business relationship or charm your neighbors.

  • The right welcome letter can help you win friends and influence customers.

  • Your welcome letter should be short, inviting, and to the point.

  • A welcome letter should provide useful information and should convey the value you put in your client or potential customer. Make him or her feel appreciated and needed.

  • Consider including with your welcome letter an invitation to a special event for your business, such as a sale or open house. This letter is very important, as it can be an effective way to promote products or services you offer.

  • Welcome letters can be used to establish positive associations and friendships with other businesses and consumers in the area.

  • When welcoming a new business, you may wish to invite the reader to participate in your organization or association. It may also be appropriate to offer whatever specific assistance you are willing to give.

  • Whether you are welcoming a company or potential client to a new area or are welcoming a new employee to your firm, use language that conveys your enthusiasm or appreciation. Help the reader feel that he or she belongs.

   

Fantastic sir....

The information given is very useful.  It could have been given in share file section also.

thanks for sharing

It was very helpful and important for the aspiring students who are either freshers or experienced in change of job.

One definitely needs to understand the importance of communication and communicating it at the expected time.

thanks for sharing:)