Professional Documents
Culture Documents
-----
Find out exactly how to write 99.9% of the worlds most widely-requested letters
eBook Solutions.net
Saving You Time and Money
Copyright 2004 by Shaun R. Fawcett All rights reserved. No part of this book may be reproduced or transmitted in any form, by any means, without written permission from the author, except a reviewer, who may quote brief passages for a review.
Library and Archives Canada Cataloguing in Publication Fawcett, Shaun, 1949Instant letter writing kit [electronic resource] : how to write every kind of letter like a pro Includes bibliographical references and index. ISBN 0-9736265-1-8 1. Letter writing--Handbooks, manuals, etc. I. Title. PE1483.F378 2004 808.6 C2004-906876-8
Final Draft Publications 1501 Notre-Dame West, Suite No. 5 Montreal QC, Canada H3C 1L2
http://www.writinghelptools.com
Disclaimer
This book was written as a guide only, and does not claim to be the final definitive word on any of the subjects covered. The statements made and opinions expressed are the personal observations and assessments of the author based on his own experiences and were not intended to prejudice any party. There may be errors or omissions in this guide. As such, the author or publisher does not accept any liability or responsibility for any loss or damage that may have been caused, or alleged to have been caused, through use of the information contained in this manual. Errors or omissions will be corrected in future editions, provided the publisher receives written notification of such.
Table of Contents
TABLE OF CONTENTS
INTRODUCTION .................................................................................. 1
Background ......................................................................................................... 1 Why I Wrote This Book...................................................................................... 2 What This Writing Kit Covers ........................................................................... 4 Who This Book Is For......................................................................................... 6 DONT SKIP THE FIRST 40 PAGES! ............................................................. 6
Table of Contents
A Step-by-Step Approach ..................................................................................35 A Real-Life Example .........................................................................................36 Benefits of the Template Adaptation Method ................................................40
November 2004
Table of Contents
Reference 5: Career - Student Teacher (neutral) ..............................................82 5 Business Letters............................................................................................83 Business Letters Explained .............................................................................83 About the Templates .........................................................................................86 Business 1: Cover - Annual Report ...................................................................87 Business 2: Introduction - Business Associate ..................................................88 Business 3: Sales - Targeted Business Mail-Out ...............................................89 Business 4: Reference - Former Customer........................................................90 Business 5: Customer Service Error .................................................................91 6 Complaint Letters ........................................................................................92 10 Secrets For Writing Killer Complaint Letters ............................................92 About the Templates .........................................................................................96 Complaint 1: Poor Service................................................................................97 Complaint 2: Defective Product........................................................................98 Complaint 3: Inadequate Facilities...................................................................99 Complaint 4: Credit Card Hidden Charges ....................................................100 Complaint 5: Unacceptable Level of Service ..................................................101 7 Cover Letters..............................................................................................102 How To Write Cover Letters That Work .......................................................102 About the Templates .......................................................................................105 Cover 1: Resume Sales Manager .................................................................106 Cover 2: Resume - Experienced Writer...........................................................107 Cover 3: Resume - Recent Graduate...............................................................108 Cover 4: Progress Report ...............................................................................109 Cover 5: Franchise Application......................................................................110 8 Sales Letters................................................................................................111 10 Insider Secrets For Powerful Sales Letters ..............................................111 About the Templates .......................................................................................114 Sales 1: Promote New Product - To Consumer...............................................115 Sales 2: Introduce New Product - To Consumer .............................................116 Sales 3: Special Offer - To Regain Former Customer .....................................117 Sales 4: Exclusive Mailer To Loyal Customers ............................................118 Sales 5: Personalized Sales Follow-Up ..........................................................119 9 Introduction Letters...................................................................................120 About the Templates .......................................................................................120
Instant Letter Writing Kit November 2004
Table of Contents
Introduction 1: Sales Personnel......................................................................121 Introduction 2: Self-Introduction ....................................................................122 Introduction 3: Former Employee...................................................................123 Introduction 4: New Loans Manager ..............................................................124 Introduction 5: New Service Available............................................................125 10 Apology Letters ........................................................................................126 About the Templates .......................................................................................126 Apology 1: Serious Professional Error ...........................................................127 Apology 2: Customer Service Breakdown .......................................................128 Apology 3: Service Installation Oversight.......................................................129 Apology 4: Employee Mistake.........................................................................130 Apology 5: Unprofessional Behavior ..............................................................131 11 Application Letters...................................................................................132 About the Templates .......................................................................................132 Application 1: Employment Sales Manager Position ...................................133 Application 2: Employment - Customer Service Job .......................................134 Application 3: Employment Chief Financial Officer ....................................135 12 Termination Letters .................................................................................136 About the Templates .......................................................................................136 Termination 1: Employment Downsizing .....................................................137 Termination 2: Employment Poor Performance...........................................138 Termination 3: Employment Sudden Closing ...............................................139 13 Acceptance Letters ...................................................................................140 About the Templates .......................................................................................140 Acceptance 1: Offer of Employment................................................................141 Acceptance 2: Community Service Appointment .............................................142 Acceptance 3: Consulting Services Proposal ..................................................143 14 Donation Letters.......................................................................................144 About the Templates .......................................................................................144 Donation Letter 1: Community Project ...........................................................145 Donation Letter 2: Self-Supporting Organization ...........................................146 Donation Letter 3: Charity For The Homeless................................................147 15 Condolence Letters...................................................................................148 About the Templates .......................................................................................148 Condolence 1: Death of Colleagues Father...................................................149 Condolence 2: Death of Employee..................................................................150
Instant Letter Writing Kit November 2004
Table of Contents
Condolence 3: Death of Long Time Customer ................................................151 16 Appreciation Letters ................................................................................152 About the Templates .......................................................................................152 Appreciation 1: Professional Assistance........................................................153 Appreciation 2: Use Of Facilities ...................................................................154 Appreciation 3: Guidance and Support...........................................................155 17 - Invitation Letters ......................................................................................156 About the Templates .......................................................................................156 Invitation 1: International Conference............................................................157 Invitation 2: Speaker Invitation ......................................................................158 Invitation 3: Special Customer Invitation .......................................................159 18 Love Letters..............................................................................................160 About the Templates .......................................................................................160 Love 1: Someone Youve Known For A While.................................................161 Love 2: After A Special Evening .....................................................................162 Love 3: Separated By Travel...........................................................................163 19 Letter of Intent .........................................................................................164 About the Templates .......................................................................................164 Intent 1: Research Project Support .................................................................165 Intent 2: Homeschool......................................................................................166 Intent 3: Scholarship Application ...................................................................167 20 Letters of Interest.....................................................................................168 About the Templates .......................................................................................168 Interest 1: Joint Project Participation ............................................................169 Interest 2: Development Project .....................................................................170 Interest 3: Employment ...................................................................................171 21 Letters of Credit .......................................................................................172 About the Templates .......................................................................................172 Credit 1: Public Improvement Project ............................................................173 Credit 2: Home Owners Association .............................................................174 Credit 3: Offshore Export Transaction ...........................................................175 22 Marketing Letters ....................................................................................176 About the Templates .......................................................................................176 Marketing 1: Corporate Publicity Release......................................................177 Marketing 2: Post-Conference Follow-Up......................................................178 Marketing 3: Trade Show Industry Promotion................................................179
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Table of Contents
23 Rejection Letters ......................................................................................180 About the Templates .......................................................................................180 Rejection 1: Employment Job Application ..................................................181 Rejection 2: College Application Rejection.................................................182 Rejection 3: Credit Application .....................................................................183 24 Invoice Letters ..........................................................................................184 About the Templates .......................................................................................184 Invoice 1: Letter Format - Professional Services ............................................185 Invoice 2: Fax Format - Professional Services ...............................................186 Invoice 3: Standard Format - Professional Services .......................................187 25 Collection Letters .....................................................................................188 About the Templates .......................................................................................188 Collection 1: Initial Notice .............................................................................189 Collection 2: Second Notice............................................................................190 Collection 3: Third Notice ..............................................................................191
INDEX................................................................................................. 212
Instant Letter Writing Kit November 2004
Table of Contents
Notes For Reading This eBook Online EBook Navigation: This eBook was created in PDF format using a software program called PDF Factory. The PDF file can be read using Adobe Acrobat Reader Version 5.0 and higher. I strongly recommend that you use Acrobat Reader 6.0 or above because that software has been designed specifically for reading eBooks. You can download it for free at the following link: http://www.adobe.com/products/acrobat/readstep2.html The eBook was created to include Acrobat Reader Bookmarks to allow you to quickly navigate anywhere in the document with a single click of your mouse. To enable Bookmarks in Acrobat 6.0, select View/Navigation Tabs using the dropdown menu on the upper left horizontal toolbar of Acrobat. Then select/check Bookmarks. Once you have done this, you will see a set of Tabs on the left-hand vertical edge of the Acrobat window. Click on the Bookmarks Tab and you will see the bookmarks displayed there like a Table of Contents. Click on an item to go directly to that page. To hide/close the Bookmarks display so your document can be displayed in larger format, just click again on the Bookmarks Tab. It works like an on/off toggle switch. Hyperlinks: In addition, hyperlinks to external Web sites are enabled throughout the document. Just place your mouse over the blue colored link and then click on it when the little hand appears. That link location will open into a new window. Acknowledgements Once again, I owe special thanks to: Deena Mayka for her ongoing support and encouragement, and her editorial help. Leela Purie-Fawcett, my wonderful daughter, for her presence in my life.
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 1
INTRODUCTION
BACKGROUND
In 2001 I set up my first writing help Web site, www.WritingHelp-Central.com. My idea at the time was to create a small portal site that offered free writing help content and provided links to the writing related products of others. Since then, that WritingHelp-Central Web site has grown significantly. As I write this, that site contains more than 100 pages and over 75,000 words of free writinghelp-related content covering such topics as: letter writing, resume/c.v. writing, essay writing, book writing, business writing, copy writing, and much more. By mid-2004 that Web site was receiving an average of over 3,500 unique visitors from more than 140 countries, each and every day. In fact, on some peak week days, the total unique visitor count currently exceeds 6,000 people! Now, with well over 1.2 million unique visitors per year, WritingHelp-Central is among the top two or three writing help destinations on the entire Internet. And, its sister site, www.WritingHelpTools.com isnt far behind. One advantage of owning a popular destination Web site is that it provides one with the perfect research and development laboratory in which to find out what people in a particular niche are REALLY looking for. For example, because my WritingHelp-Central Web site has been attracting people with letter writing information needs for over three years, I have been able to study EXACTLY what people are looking for in the way of letter writing help. By extension, I am willing to bet that I am the top authority on the entire Internet when it comes to knowing what kind of letter writing most people need help with.
Instant Letter Writing Kit November 2004
Page 2
November 2004
Page 3
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20.
recommendation letter, letter of recommendation resignation letter, letter of resignation thank you letter, letter of thanks reference letter, letter of reference business letter, business memo complaint letter, letter of complaint cover letter sales letter introduction letter, letter of introduction apology letter, letter of apology application letter, letter of application termination letter, letter of termination acceptance letter, letter of acceptance donation letter, fund-raising letter condolence letter, sympathy letter appreciation letter, letter of appreciation invitation letter, letter of invitation love letter, romantic letter letter of intent letter of interest
Other letters that are often searched for include: marketing letter, rejection letter, follow-up letter, congratulations letter, invoice letter, collection letter, letter of credit, congratulations letter, request for information, and a number of others. With those letters added, the Kit covers 99% of all letters ever requested. So, the main reason I wrote this book is to assemble, for the very first time, a letter writing style and template guide/manual that contains ALL of the letters that the vast majority of people are ACTUALLY seeking help with. No filler here folks!
November 2004
Page 4
November 2004
Page 5
Over 100 fully-formatted real-life sample letters are included to graphically demonstrate how to write each letter-type covered. These are REAL letters -- NOT your typical fill-in-the-blank, cut-and-paste jobs that proliferate the Internet.
The Templates
For each of the 100-plus sample letters, a fully formatted real-life template is provided in a form that can be downloaded straight into your word processor. The templates have been divided into three groups as follows: 1. The Top 10 Letters Five (5) sample templates for each one (50). 2. Letters Ranked 11 to 25 Three (3) sample templates for each one (45). 3. Other Requested Letters One (1) sample template for each one (12). Important Note: People who purchase this Kit directly from my Web site receive the templates file as a download at the time of purchase. Those who buy the Kit through book retailers such as amazon.com and barnesandnoble.com have the option to request that the templates file be sent to them by e-mail. The information for doing this is available in the Special Preface section at the beginning of all offline versions of this book.
Page 6
Page 7
Page 8
You know what I'm talking about here. It's those form letter templates that you see in many writing texts and workbooks, that contain blank lines and spaces where youre supposed to fill in the appropriate words.
Because of their generic nature, they tend to generalize so much that they resemble a computer-generated form letter.
November 2004
Page 9
They don't provide specific information on how a professional would properly fill in the required information [i.e. BLANK FIELDS]. The content is typically watered-down, using generic terms in order to try and cover every possible situation. They don't provide mental stimulation or show how a professional might word the letter in a specific real-life context. They are difficult to work with and virtually useless for 98% of real-life situations, since they lack real-life content.
Dear Sharon: This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with Telecom Systems International (TSI), as a Customer Service Agent, effective June 30, 2004. As you know, I have been looking for an opportunity in the customer services field for quite some time now. When I saw that TSI had a position available I immediately applied and was fortunate to be offered the job. It will not be easy for me to leave Allied Industries. The company and its people have been an important part of my life over the past four years. At the same time, I cannot pass up a career opportunity like this one that offers a future in the field for which I was trained. I would like to take this opportunity to thank you sincerely for all of your help and support during the years with Allied. I have no doubt that it was the knowledge and experience I gained working for you that helped me obtain the new position. Please pass on to Jim Dunning and the rest of the senior management team, both my regrets about leaving and my sincere gratitude, for what Allied has done for me. I want to assure them that I am leaving with the highest regard for this innovative company. I wish you and all of my friends and colleagues at Allied Industries, the very best in the future Sincerely, Jessica Amherst Corporate Support Group
November 2004
Page 10
Actually, I was overly generous with the fill-in-the-blanks template example I gave on the previous page. My version gave much more information than is normally included in a typical fill-in-the-blank template. They typically consist of two or three generic statements with a bunch of blanks to fill in. Not much help, in my opinion.
November 2004
Page 11
You also have the comfort of knowing that what you are submitting has already been used in other "real-life" situations, and is grammatically correct. Real-Life Content With real-life templates, it is much easier to find an adaptable "fit" for the situation for which you are writing. Not only do they give you the final format of a document, their content provides an excellent real-life sample and gives food-for-thought to assist you in the writing process. Fully-Formatted Final Versions "Real-life" templates are fully-formatted as final documents so that you can see exactly what they looked like when they were sent out in "real-life" situations. They don't look like some kind of "draft" computer-generated form letter. Go ahead. Browse through the sample letter templates found later in this Guide. --------------Are you back yet? Okay. Now I ask you, would you rather work from a "fill-in-the-blanks" generic template or from a fully-formatted "real-life" template? I have no doubt that the vast majority of readers would choose the latter for all of the reasons given earlier. Reality Check As already stated, all of the sample templates presented in this Kit are based on reallife situations using real-life content, for all of the reasons described above. However, names, addresses, phone numbers, etc. that could be used to identify a specific individual have been altered to protect privacy.
Instant Letter Writing Kit November 2004
Page 12
Page 13
Using real-life templates, it shouldnt take you more than a few minutes to draft professional quality letters that cover your specific situation. The section of this report titled Try the Template Adaptation Method (page 33) explains, in step-by-step detail, how you can quickly and easily adapt any real-life letter template in this Kit to help you draft a letter to fit your own specific situation.
For each letter type, you get to choose from only a half-dozen or so standard pre-written one-liner phrases to plug into your letter as sentences. You do not get in-context mental stimulation and visual cues to help you visualize the finished product, the way that a real-life template does. The final software-generated-letter is a disjointed collection of weakly-linked sentences and paragraphs that actually needs a professional editing job just to make it presentable before sending it out.
As I said, software letter generators might seem like a good idea, but they just dont do the job of a real-life template.
November 2004
Page 14
November 2004
Page 15
Keep It Short and To The Point As a general rule, letters (both personal and business) should be concise, factual, and focused. Try to never exceed one page or you will be at risk of losing your reader. A typical letter page holds 350 to 400 words. If you cant get your point across with that many words you probably havent done enough preparatory work. If necessary, call the recipient on the phone to clarify any fuzzy points and then use the letter just to summarize the overall situation. Focus On the Recipients Needs While writing the letter, focus on the information requirements of your audience, the intended addressee. If you can, in your minds eye, imagine the intended recipient seated across a desk or boardroom table from you while you are explaining the subject of the letter to them. What essential information does that person need to know through this communication? What will be their expectations when they open the letter? Have these all been addressed? Use Simple and Appropriate Language For clarity and precision, your letter should use simple straightforward language. Use short sentences and dont let paragraphs exceed three or four sentences. As much as possible, use language and terminology familiar to the intended recipient. Dont use technical terms and acronyms without explaining them, unless youre certain the addressee is familiar with them. Reread and Revise It Do a first draft, and then carefully review and revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions? Does it deal with all of the key issues? Are the language and tone appropriate?
Instant Letter Writing Kit November 2004
Page 16
Sometimes reading the letter out loud to ones self can be a big help. When you actually hear the words, it is easy to know if it sounds right, or not. I do this all the time and it really works. Use Transition Words and Phrases One method that I always use to help with the flow and sequencing of my text in letters is to employ transition words. These are great for allowing you to connect thoughts and create logical sequences between sentences and paragraphs. These words and phrases are usually inserted at the beginning of a sentence and they refer directly back to the previous sentence and/or paragraph without repeating the specific subject. They allow you to maintain a logical flow and make smooth transitions from one thought to the next. Some typical transition words/phrases are: then, as a result, unlike, different, in spite of, next, in addition, like, the same, similar, for example, one such, for instance, accordingly, etc. When using transition words/phrases, remember that they almost always refer back to the previous sentence or paragraph. The following section of this book contains a feature article explaining in detail how to use transition words/phrases. Eliminate Redundant Words and Phrases There are certain words and phrases that one often sees in business correspondence that tend to make the language more complicated and cumbersome than necessary. For example, some typical redundant words/phrases would include: absolutely essential instead of essential, actual experience instead of experience,
Instant Letter Writing Kit November 2004
Page 17
attached hereto instead of attached, as a result of instead of because, few in number instead of few, etc. These are just a few examples. Im sure you can think of others. Always look for redundant words/phrases when reviewing your final draft letter. If a word or phrase doesnt add value and/or meaning, omit it. Check Spelling and Grammar A letter is a direct reflection of the person sending it, and by extension, the organization that person works for. When the final content of the letter is settled, make sure that you run it through a spelling and grammar checker. To send a letter with obvious spelling and grammatical errors is sloppy and unprofessional. In such cases, the recipient cant really be blamed for seeing this as an indication as to how you (and/or your organization) might do most other things. Spell-checkers are great, but they dont catch everything. For example, I often reverse the letters in certain words when typing quickly. i.e. form instead of from. A typical spell-checker would say these are both valid. Some grammar checkers will flag it as out of context, but you cant always count on that. The only way to be sure in the end that everything is fine, is to have someone with good spelling and grammar skills do a final check. The above basic letter writing tips are mostly common sense. Nevertheless, you would be amazed at how often these very basic rules of thumb are not employed when people are writing letters. The following is a slightly revised version of an article I wrote in 2004 titled Go With the Flow Use Transition Words and Phrases. That article is widely published in eZines and posted on numerous Web sites across the Internet.
November 2004
Page 18
November 2004
Page 19
These are all logical (and obvious) questions that the average person might easily wonder about when reading a paragraph made up of the three sentences above. Let's transform these now, using transition words/phrases:
UNLIKE the previous minor incident, this time the entire building had to be searched. BECAUSE the fire was still smoking on the first two floors, they had to start on the third, working upwards to the tenth, covering the first two floors last. CONSEQUENTLY, it took them a full three hours before they finally completed the typical two-hour job.
Notice the use of the transition words: UNLIKE, BECAUSE, and CONSEQUENTLY. Using these three words has allowed us to easily connect the three independent sentences and give them a sense of chronological order and logical flow. They also allow us to answer ALL of the obvious questions, either with the transition word itself, or by adding a couple more words. In short, transition words/phrases have turned three dry independent phrases into a little story that makes sense to the reader. These types of words/phrases are ideal for allowing one to easily connect thoughts, and create logical sequences between sentences and paragraphs. They are usually inserted at the beginning of a sentence and normally refer directly back to the previous sentence and/or paragraph without repeating the specific subject. The following paragraphs list some of the more common transition words and phrases that will help make your text more understandable and interesting to the reader. For each one, I have included a typical example of how the word/phrase might be used in a typical sentence. Note that I have capitalized the transition words/phrases for emphasis and easy identification.
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 20
In Contrast To...
UNLIKE last year, this one was highly profitable. DIFFERENT from this, was our approach to manufacturing. IN SPITE OF the dot com bust, the company prospered. ON THE OTHER HAND, earnings per share have increased. ON THE CONTRARY, the impact was less than expected. OPPOSING that idea was the move to new technologies. HOWEVER, that approach may actually prove better. CONTRARY to his findings, the revenue picture is good. NEVERTHELESS, something still appears to be missing.
Page 21
November 2004
Page 22
You are using the letter to formalize business discussions that you have already had with the intended recipient and the main purpose of your letter is to confirm the substance of those discussions. You are writing on behalf of your organization in your official capacity as a representative or officer of that enterprise. You feel more comfortable using business, rather than personal, stationery to deal with the particular situation at hand.
The letter you are writing is directly related to your personal business, and is not connected in any way to your company or organization. You are writing to a colleague in a work situation, but your letter is related to your personal relationship with that person as opposed to your professional relationship. (e.g. condolence letter). You feel more comfortable using personal, rather than business, stationery to deal with the particular situation at hand.
November 2004
Page 23
November 2004
Page 24
www.corpletterhead.com
Page 25
[Name of Originator] [Title of Originator - Optional] Enclosures: [number if required] cc: [Name receiving copy if required] [Name receiving copy if required]
November 2004
Page 26
Top and bottom, and left and right page margins, can vary from 1 inch to 1.5 inches, but should be (or appear to be) the same all the way around. I recommend using a font style and size of Times Roman, 12 point. This combination has a businesslike appearance and is widely used. The main text of resignation letters should be single spaced, with double spacing between paragraphs. A typical one-page letter will have between four (4) and (5) paragraphs. Try to limit paragraphs to two or three sentences each in order to achieve a balanced look that is not too dense. Generally speaking, skip one (1) line horizontally between the different components of the letter (as per sample formats, page 23).
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 27
At the top of the letter, try to skip between two (2) and three (3) lines between the Letterhead Block and the Recipient Address Block. In the Signature Block, leave three (3) to four (4) lines between the Closing Salutation (i.e. Sincerely), and the Signatory Name so that there is ample room for a normal hand-written signature. For a general idea of spacing, refer to the sample formats presented earlier. The most important thing is relative spacing. It is not hard to recognize when two items are too close together or too far apart. After you have finished the letter you may want to make some final adjustments to spacing in order to give it a balanced look.
In my opinion, the spacing in letters is not an exact science as it once was. What youre looking for is an uncluttered, balanced look that respects the basic format you are following (as per the earlier sample formats). So, dont get too worked-up about absolute formatting perfection! Ive written thousands of business letters over the years and I cant recall one of them ever being ignored because the margins were 0.8 inch rather than 1.0 inch. If its uncluttered and well-balanced in appearance (and most importantly, wellwritten!), it will be taken seriously as a professional business letter. As far as punctuation and capitalization are concerned, please refer to the real-life templates provided later on to see specific examples in specific contexts. You can also reference any one of the writing guides listed under Writing References in the Resources chapter at the end of this guide.
November 2004
Page 28
November 2004
Page 29
word and phrase absolutely essential to your message? Youll be amazed at the space savings that this process can result in. As I said earlier, try the above methods in sequence, one-at-a-time, checking each time to see if your latest change has done the trick for you. What happens if it still wont fit? Now, if youve used all of the above tricks and you still cant get the letter to fit onto one page, its time to admit that youve got a real two-pager. In which case, you should then think about reversing some or all of the compression tricks that you applied when you tried to squeeze the letter onto one page. Then, concentrate on making a balanced looking second page. Theres nothing worse looking than a letter with a one or two sentence second page! So in this case, you may want to actually stretch the letter out a bit. The first thing I do in this instance is increase the line spacing and reduce the margins slightly so that there will be a decent sized overflow onto the second page. So, try reversing steps 1, 2 and 4 above. Instead of decreasing the top, bottom and side margins on page one, try increasing them by in. all around. Then adjust the point size and see if that helps. Again, I have used these little compression tricks thousands of times, and nobody has ever pulled out their ruler and chastised me for inaccuracy. The important thing is to end up with a professional-looking letter. In fact, if you did a detailed check on the letter templates included later in this guide you would find that I have used one or more of the above tricks on many of them. But, Im not telling which ones!
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 30
November 2004
Page 31
Page 32
15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25.
condolence letter, sympathy letter appreciation letter, letter of appreciation invitation letter, letter of invitation love letter, romantic letter letter of intent letter of interest letter of credit marketing letter rejection letter invoice letter collection letter
Another dozen or so letters make up the other 3% or so of online letter-writing help requests. These other letters that are also being searched for on a regular basis include: follow-up letter, request for information, order request, compliment letter, congratulations letter, refusal letters, retraction letters, and a few others. With those letters added, this Kit covers 99.9% of all letters ever requested. To the best of my knowledge, this is the very first time that a letter-writing style and template guide has been compiled based entirely on what letter-writing information people are ACTUALLY searching for! What a concept! Theres no longer a reason to give people dozens of sample letters that are rarely, if ever, used. Instead, this Kit provides additional value-added through over 50 pages of how-to guidance AND over 100 templates that you can download straight into your word processor and work with. So, whether youre a business person, an educator, a private citizen, a student or an employee of a government or corporation, this Kit is designed to answer your letterwriting needs in over 99.9% of all cases.
Instant Letter Writing Kit November 2004
Page 33
November 2004
Page 34
Thats it! It really is that simple. I call it the template adaptation method. Dont ask me exactly how/why it works, but it does. My theory is that it gives your brain a concrete visual cue as to what you need to write in a very specific way. Staring at a blank page/monitor, or out into white space, just doesnt give you this kind of cue. In fact, the very first thing I did when I sat in front of my computer to write this eBook was to open a copy of one of my previous eBooks right into my word processor. I then placed a hard copy of that eBook on the book stand/easel to my left, right beside the computer monitor. I was able to immediately start writing the new eBook on the spot using that reallife template document in my word processing program, and by referring to the hard copy document beside me, as required. Although the final versions of the document have completely different content, that doesnt seem to matter. Because the structure and the flow are similar, and that seems to be the key. Using my template adaptation method for this eBook was a great time-saver. Im sure it took about half the time it would have, working from a blank page/screen. Not only that; it also allowed me to get started almost instantly. So, if you are blocked at all in writing your own letters, and staring into space, or at a blank page or screen, I urge you to find an appropriate real-life template and give my template adaptation method a try. I guarantee, youll be pleasantly surprised. As I stated above, I personally use the template adaptation method all the time when Im writing letters, essays, reports, and just about any other document.
Instant Letter Writing Kit November 2004
Page 35
In fact, thanks to this method, it is rare that I ever have to write anything anymore from a blank page or screen. And thats a great relief, I can tell you!
A Step-by-Step Approach
Heres a step-by-step way to apply the template adaptation method in developing your own letters. 1. First, scan through all of the sample letters included in this guide and find one that is closest to what you need. Look at all the samples just to be sure. For example, if you need to write a recommendation letter you will want to check the reference letter samples as well to see if theres a better fit there. 2. Once youve found a letter template along the lines of what youre looking for in terms of approach and style, copy and paste it into your word processor. 3. Start drafting your letter on the same page as the one you just selected and pasted, one paragraph at a time. This point is very important. Make sure you do it one paragraph at a time. 4. Proceed through the entire document, writing your letter, line-by-line, paragraph-by-paragraph, until you have progressed through the entire letter. 5. Read through the paragraphs you have created and make sure they make sense and flow smoothly and logically, roughly in step with the flow of the template. 6. Now, delete all of the template paragraphs. What will remain is your own personalized letter, but using the approach and style of the template. On the following pages Ill give you an example that shows exactly how this template adaptation method works, in practical terms.
November 2004
Page 36
A Real-Life Example
Im going to give you a detailed example here so you will understand exactly what Im talking about. To keep things simple, Ill use the resignation letter template that is included earlier in the chapter on Real-Life Templates (pg. 9). I chose that one because it represents a straightforward letter-writing situation. Heres that entire real-life resignation letter template:
Dear Sharon: This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with Telecom Systems International (TSI), as a Customer Service Agent, effective June 30, 2004. As you know, I have been looking for an opportunity in the customer services field for quite some time now. When I saw that TSI had a position available I immediately applied and was fortunate to be offered the job. It will not be easy for me to leave Allied Industries. The company and its people have been an important part of my life over the past four years. At the same time, I cannot pass up a career opportunity like this one that offers a future in the field for which I was trained. I would like to take this opportunity to thank you sincerely for all of your help and support during the years with Allied. I have no doubt that it was the knowledge and experience I gained working for you that helped me obtain the new position. Please pass on to Jim Dunning and the rest of the senior management team, both my regrets about leaving and my sincere gratitude, for what Allied has done for me. I want to assure them that I am leaving with the highest regard for this innovative company. I wish you and all of my friends and colleagues at Allied Industries, the very best in the future Sincerely, Jessica Amherst Corporate Support Group
The above example is a fairly typical resignation letter submitted by someone who has been fairly happy in their job but managed to get a better one elsewhere.
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 37
Now, heres the new resignation letter scenario for which you need a new letter:
Youre leaving EnerCell Industries to accept an administrative position in the same field withTreadway Manufacturing Systems Inc. Your last day will be Friday November 30, 2004. Youre leaving with mixed feelings. You couldnt get a promotion at EnerCell so you had to look elsewhere. You want to thank the addressee, Michael Scribner in particular for mentoring you over the years.
Now lets use the above template to create the new letter, paragraph by paragraph. Paragraph 1 Template Version:
Dear Sharon: This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with Telecom Systems International (TSI), as a Customer Service Agent, effective June 30, 2004.
November 2004
Page 38
Now lets copy and paste all of the New Version paragraphs developed above into a new template and see what it looks like:
Instant Letter Writing Kit November 2004
Page 39
Dear Michael: This is to advise you that I have accepted a position with Treadway Manufacturing Systems Inc. and will therefore be leaving EnerCell effective Friday November 30, 2004. Although Ive been quite happy at EnerCell, the company wasnt able to offer me the type of advancement I was seeking so I was forced to look elsewhere. When I approached Treadway they made me a generous offer that I just couldnt refuse. I will be sad to leave my many friends and colleagues at EnerCell after working there for close to a decade. Nevertheless, I believe it is time for me to move onward and upward in my field. They say an opportunity like this might only come once in a lifetime. I would like to take this opportunity to thank you in particular for your support and encouragement over the past few years since we started working together. I will always regard you as one of my work-life mentors. Please thank the members of Management Council on my behalf and tell them how grateful I am for all of the valuable experience and training I have received at EnerCell over the years. I would like to wish you and my friends and colleagues at EnerCell the very best for the future. Yours sincerely, Richard Monstrasse Administrative Services Unit
Voila! We have a brand new resignation letter based on the original template but also different, dealing with a totally different resignation situation. So, as you can see from the above example, using the real-life template it was an easy matter to quickly adapt the approach, style and contents of the original resignation letter to create a new one to fit the new situation. Once you get into using this method youll find that your adapted letter will start to develop a life of its own. Soon, youll begin adding things and youll start plugging in your own words and phrases.
November 2004
Page 40
In the end youll have a very different letter - one adapted to the specific situation youre writing the letter for. In most cases, your new letter will be better than the template youre working from. The important point being that; by using the template adaptation method you didnt have to start from a blank piece of paper or computer screen.
Downloading the template into ones word processor and developing a new letter, paragraph by paragraph, saves significant time over starting from scratch. Using a pre-written real-life template simplifies the process of finding an approach for your letter. The template will stimulate your thinking process and will give you new ideas for your letter. The template will act as a checklist to make sure youve covered everything. You know that youre using a model that has been used successfully by others.
In short the template adaptation method will give you a superior letter. So, if you ever struggle with getting started writing your letters, I highly recommend that you try the template adaptation method. It will really simplify your letterwriting process.
November 2004
Page 41
Page 42
1 RECOMMENDATION LETTERS
The following is an excerpt from my recently released eBook "Instant Recommendation Letter Kit - How To Write Winning Letters of Recommendation". That eBook is the only definitive information source that deals exclusively with how to write ALL types of recommendation letters. Here's part of one chapter:
Even so, people often throw around the term "recommendation letter" without really knowing exactly what they're talking about. This causes a lot of misunderstanding when someone asks for a recommendation letter, and the person being asked has a totally different concept of what is being requested.
Instant Letter Writing Kit November 2004
Page 43
This can cause serious problems at times. That's because, of all letters ever written on a personal or business basis, recommendation letters are among the most critical because they almost always have important implications in the workplace or community, or in the often difficult quest for acceptance into a college or university. Below are some definitions that should clear up any confusion.
Page 44
Normally, these college-related recommendation letters are written at the request of the program applicant by people who know them and are familiar with their academic career to date, and their future education and career aspirations. These people could include: former teachers, community leaders, school faculty members, administrators, academic supervisors, and/or employers. These letters are always addressed to a specific person and are normally included as part of the program admission application.
Reference Letters
These are more general letters that are often requested by employees when they leave the employ of an organization. Normally factual in nature, they are usually addressed, "to whom it may concern" and provide basic information such as: work history, dates of employment, positions held, academic credentials, etc. Reference letters sometimes contain a general statement (as long as a positive one can be made), about the employee's work record with the company that they are leaving. Employees often submit these letters with job applications in the hope that the letter will reflect favorably on their chances for the new position. Character reference letters are sometimes required by employers when hiring individuals to perform personal or residential services such as child care, domestic services, etc. These letters are usually drafted by a former employer and deal with such attributes as honesty, dependability, and work ethic/performance.
Commendation Letters
These are normally unsolicited letters, which typically commend an employee to their supervisor for something outstanding or noteworthy that the employee has done. Usually, the employee would have to do something above and beyond what is normally expected of them in their job to warrant such a letter.
November 2004
Page 45
Typically, these letters are written by co-workers, or managers from another area of the organization who were suitably impressed while supervising the person on a short- term project. Commendation letters are also used to nominate individuals for special awards of recognition for outstanding public service.
November 2004
Page 46
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 47
This is in response to your recent request for a letter of recommendation for Maria Fuentas who worked for me up until two years ago. Maria Fuentas worked under my direct supervision at Jasminder Technologies for a period of five years, ending in May 2003. During that period, I had the great pleasure of seeing her blossom from a junior marketing trainee at the beginning, into a fully functioning Marketing Program Coordinator in her final two years with the company. This was the last position she held before moving on to a better career opportunity elsewhere. Maria is a hard-working self-starter who invariably understands exactly what a project is all about from the outset, and how to get it done quickly and effectively. During her two years in the Marketing Coordinator position, I cannot remember an instance in which she missed a major deadline. She often brought projects in below budget and ahead of schedule. Ms. Fuentas is a resourceful, creative, and solution-oriented person who was frequently able to come up with new and innovative approaches to her assigned projects. She functioned well as a team leader when required, and she worked effectively as a team member under the direction of other team leaders. On the interpersonal side, Maria has superior written and verbal communication skills. She gets along extremely well with staff under her supervision, as well as colleagues at her own level. She is highly respected, as both a person and a professional, by colleagues, employees, suppliers, and customers alike. Two years ago, when Ms. Fuentas announced her resignation to take up a new position with a larger company, we were saddened to see her leave, although we wished her the greatest success in her new undertaking. Even now, two years after her departure, I can state that her presence, both as a person and as an exemplary employee, is still missed here. In closing, as detailed above, based on my experience working with her, I can unreservedly recommend Maria Fuentas to you for any intermediate to senior marketing support position. If you would like further elaboration, feel free to call me at (416) 765-4293. Sincerely,
November 2004
Page 48
November 2004
Page 49
November 2004
Page 50
Page 51
November 2004
Page 52
2 RESIGNATION LETTERS
Resignation Letters: Dont Let Yours Backfire On You
It turns out that tips and templates on how to write resignation letters is the third most sought-after information at my Writing Help Central Web site. So, when I looked into the subject more closely, I was surprised to find that there is not a lot of guidance available in guide book form on how to write a proper and appropriate resignation letter. In fact, a recent visit to the worlds largest bookstore www.amazon.com revealed that there are no how to books available there that deal with the art of writing resignation letters. This is interesting, because when you really look into it, you realize that whether you leave a job gracefully and appropriately will almost certainly have career and personal implications, and can be almost as important as writing a resume/cv or a cover letter.
November 2004
Page 53
They are highly personal because they normally mark the severance of both professional and personal relationships, sometimes of a long-term nature. They typically signify the end of a period in a persons professional and/or personal life. And they represent the beginning of a new period or phase in someones personal and professional life, conjuring up the fears that often arise with an uncertain future.
November 2004
Page 54
possible reactions from the organization and your colleagues, ranging from total acceptance, to anger, bargaining, and resentment. Positive Beats Negative The way in which you resign from an organization can have significant implications, both career-wise, and personally. Regardless of the circumstances and/or atmosphere surrounding your departure, you will be well-advised to take whatever measures you can to neutralize any negative factors that may be in play. The approach and wording used in the resignation letter can go a long way towards achieving this aim. Always A Balancing Act Writing a letter of resignation can be a bit of a balancing act. You want to be honest, clear, and firm regarding your intentions to leave, while at the same time you dont want to alienate the employer you are leaving. It would be nice for that door to remain open, or at least ajar, just in case you want to enter it in the future. After all, you never know what may happen down the road. For all you know, your current employer could end up buying the company you are moving to. So be careful about limiting your future options. Backlash Can Be Swift Negative impacts from a poorly written or inappropriately worded resignation letter can be almost immediate. For example, if you are hoping to get a good recommendation or reference from the employer youre leaving, a negative resignation letter can only hurt your letter of recommendation/reference. Also, even if you dont request a recommendation letter there is nothing to stop future potential employers from checking back with organizations you have worked for. So here's a word for the wise. Before you blindly jump into writing a resignation letter, you might want to spend some time thinking about it and finding out how to write one that is proper and appropriate, so that it won't come back to haunt you.
November 2004
Page 55
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 56
Ryan Alexander
November 2004
Page 57
Rod Carruthers
November 2004
Page 58
November 2004
Page 59
958 Marsden St.. Apt. No. 710 Minneapolis, MN 55401 June 10, 2004 Ms. Jennifer Smale Manager, Production Operations POD Press Inc., Publishers 350 West Fifth Street Suite 1200 Minneapolis, MN 55402 Dear Jennifer: Further to our conversation yesterday, this is to confirm my intent to resign from POD Press Inc. effective Friday June 27, 2004. As you know, I am expecting a baby in mid-September. After much discussion, Ron and I have decided that it would be best for us as a family if I took a few years off while we raise our new family. We are hoping to have at least one more child after this one, so I expect to be out of the work force for at least seven years, assuming that I stay at home until both kids are in school. I know I will be sad to leave all of my friends at PPI, many of whom have been my adopted family for the past six years. I will also miss my job as Production Coordinator. It was a daily challenge that I really enjoyed, and I believe I excelled at most of the time. Nevertheless, I am really looking forward to one of the most important challenges that life can give us that of raising a family. Thanks so much Jennifer for your friendship and support over the years. I have no doubt that you will be the first person I contact for advice when I decide to re-enter the workforce. Please convey my regrets about leaving the company to Ken Stanfield at the next management meeting. Very sincerely,
Brenda Knox
November 2004
Page 60
November 2004
Page 61
November 2004
Page 62
And yes, thank you letters can also be important follow-up mechanisms in certain employment-related situations. Generally speaking, there are two main types of thank you letters -- business thank you letters and personal thank you letters. Business Thank You Letters There are many situations in business that can warrant a thank you letter. Here are a few generic examples of thank you letter situations for businesses and institutions: Appreciation for any type of special consideration extended by another organization. Thanking a speaker for a presentation at an annual board meeting. Customer appreciation letters thanking them for their patronage. Thank you letters to employees for exceptional service or performance. Thanks to an individual or organization for a customer referral. Commendations to volunteer service workers for their personal contributions. These are just a few examples. Im sure you can think of many more situations that might demand a thank you letter from a business or institution. Personal Thank You Letters As with business situations, there are many instances in day-to-day life that can warrant a formal thank you letter. Following are a few typical situations that would typically require a personal thank you letter: As a follow-up after a job interview and/or job offer.
November 2004
Page 63
To a company or institution in appreciation for exceptional customer service. Letter of appreciation to a teacher for a positive influence on your child. To friends/neighbors for their exceptional support during a difficult period. Thanks to a service club or agency for their support to your family.
Social occasion thank yous. Again these are just examples. New situations similar to these arise on a regular basis in our daily lives that call for a formal thank you letter.
November 2004
Page 64
3. Remind The Recipient In your introductory sentence, make it very clear that it is indeed a thank you letter and that it pertains to a specific event, situation and/or person. This will eliminate any confusion on the part of the recipient as to the purpose of the letter. 4. Make It Short and Direct Get straight to the point and never exceed one page. Thank you letters should be short, direct, sincere, and to the point. Business thank yous should be type-written but personal thank you letters can be hand-written or typed, as appropriate. 5. Make It Personal By definition, a thank you letter is a sincere personal gesture from one individual to another. It should be expressed as a heartfelt personal sentiment, even when written in a business situation. At the same time, strive to be balanced in approach and dont be overly effusive. 6. Always Write it To One Person Always write your thank you letter to an individual, not an organization or group. Even if its a situation where a group was involved, write your letter to the senior person in the group and/or the group spokesperson. Ask that person to please pass on your sincere appreciation to the other people in the group, and name them in your letter if possible. (Contrary to advice given by some so-called experts, in my experience, writing a group letter is never appropriate and achieves little). 7. Check Spelling and Grammar As when writing all letters make sure you carefully check your spelling and grammar. This is even more important for thank you letters, since they are almost always a sincere statement of appreciation from one person to another. Be sure to double check the spelling of all names used in the letter. Theres no quicker way to blow your credibility and sincerity than to misspell someones name.
November 2004
Page 65
Sending thank you letters when appropriate is important in both business and personal life. Individuals and companies that do not send thank you letters are seen as ungracious and perhaps not worthy of future good deeds or special treatment. So, whenever its warranted, make sure you send an appropriate thank you letter. Invariably, thank you letters are very well received and appreciated by recipients, and the senders reputation is generally enhanced in their eyes.
November 2004
Page 66
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 67
Ms. Carolyn Semanthic Manager, Administrative Services Lunar Solutions Inc. 1295 Stewart Rd., Unit 53 Toronto, ON, M5W 1E8 Dear Carolyn Semanthic: I would like to sincerely thank you for the time that you spent with me last Thursday, briefing me on your companys background and operations, and interviewing me for the position of Administive Coordinator, in your organization. I was very pleased with the interview from my perspective, as I hope you were from yours. Now that I have met you and some of your colleagues, and know more about the activities of Lunar Solutions, I am even more excited about the possibility of working with you and your team than I was before the interview. I feel that this job would be a perfect fit for my skills and abilities, and that I would definitely be a value-added addition to your company. If you have any follow-up questions, please dont hesitate to cal me at (613) 820-7359 or be-mail at jalexus@sprint.ca. I look forward to hearing from you in the near future. Yours sincerely,
Jason Alexus
November 2004
Page 68
Brent L. Pallant
November 2004
Page 69
1210 Lindstrom Ave. Madison, Wisconsin 53706 August 14, 2004 Ms. Leanne Radcliffe Director, Corporate Operations POD Publishing Inc. 501 Makeway Drive New York, New York 01234 Dear Leanne: I would like to sincerely thank you for the time you spent with me during my visit to PODs east coast publishing plant last week. Your insightful answers to my many questions gave me a much better understanding of the activities of the printing and publishing side of your operations. Further to your suggestion, I have enclosed a couple of samples of business reports that I have recently written. The second report has been officially adopted by the West Coast Printers Association as their 5 Year Strategic Plan. The other report, is my assessment of the future of print-on-demand publishing in the North American publishing industry. As I mentioned, having recently completed my M.B.A. at Haas, through their executive MBA Program, I am quite comfortable conducting these types of studies. My interest in working with POD on the east coast remains quite serious. In addition to the sample reports, I have also enclosed a copy of my latest resume that will give you a good picture of my background and experience. If you have any questions or need any further information, I shall be happy to provide it. I hope to be hear from you in the near future. Yours sincerely,
November 2004
Page 70
November 2004
Page 71
March 25, 2004 Mr. Bernard Armstrong 120 Nicholson Road, No. 505 Newmarket, ON L3Y 7V1 Dear Mr. Armstrong: Re: Customer Preference Survey Your Participation Gift I would like to personally thank you for participating in our recent survey of customer preferences related to your purchase of office supplies and equipment. You were one of an elite group of 100 of our most valuable customers who were hand-picked to participate in the survey. We wanted to know about the unique preferences of our very best customers when it comes to both products and services offered by Office Essentials. Your input will be valuable to us as we continue to develop and implement our one-to-one customer preference program. Over the next few months you will start noticing the implementation of new programs and strategies that resulted directly from survey feedback. As promised when you signed up, in appreciation for your participation in the survey we would like to offer you a special gift. Enclosed you will find a merchandise gift certificate for $50 that can be redeemed against the purchase of any product or service offered by Office Essentials at any one of our 87 retail outlets nationwide. We thank you for your ongoing support of Office Essentials and we look forward to a continued relationship with you based on high quality products and services backed by unsurpassed customer service. Yours sincerely,
November 2004
Page 72
4 REFERENCE LETTERS
Information about how to write letters of reference, as well as sample reference letters, are among the most popular links clicked by visitors to my www.writinghelpcentral.com Web site. Reference letters are generally requested when the requestor intends to apply for a new job, or when they are trying to get accepted into a college or university program. Typically, a reference letter is a general statement that gives factual information about a persons history by confirming details such as: dates, positions held, credit status, educational and/or professional qualifications. Reference letters sometimes include a general assessment as to a persons overall character or work performance. Of course, the usual expectation is that a reference letter or recommendation letter will be positive overall. This section contains a revised version of an article I wrote in early 2002 entitled Recommendation Letters Demystified. That article was published in selected eZines and posted on various Web sites across the Internet. I have re-titled the article for this eBook on reference letters.
Page 73
This terminology can be quite confusing, especially when these terms are often used interchangeably, sometimes to mean the same thing, sometimes to mean something different. Below are some definitions that should clear up any confusion, followed by some tips and strategies on how best to deal with recommendation letters.
Letters Of Reference
Employment-Related These letters are usually general in nature. They are often requested by employees when they leave an organization. Normally factual in nature, they are usually addressed, "to whom it may concern" and provide basic information such as: work history, dates of employment, positions held, academic and professional credentials, etc. Employment reference letters sometimes contain a general statement (as long as a positive one can be made), about the employee's character and/or work record with the company that they are leaving. Employees often submit these general reference letters with job applications in the hope that the letter will reflect favorably on their chances for the new position. Character/Personal-Related Character or personal reference letters are sometimes required by employers when hiring individuals to perform personal or residential services such as child care, domestic services, etc. These letters are usually drafted by a former employer and deal with such characteristics as honesty, dependability and work ethic/performance. College- and University-Related Letters of reference are often required by colleges/universities for entry into undergraduate and graduate programs at a college or university. Graduate programs
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 74
often require two or more letters of reference as part of the program admission requirements. Normally, these college-related reference letters are written at the request of the program applicant by people who know them and are familiar with their academic career to date, and their future education and career aspirations. These people could include: former teachers, community leaders, school faculty members, administrators, academic supervisors, and/or employers. These letters are always addressed to a specific person and are normally included as part of the program admission application. Note: Many colleges and universities refer to letter of reference and reference letter, while many others use the terms recommendation letter or letter of recommendation - both groups actually meaning exactly the same thing. Other Reference Letters In addition to employment and college-related character reference letters, other types of reference letters include: credit references from banks, business reference from a company with which one has done business, attendance/credential references from an educational institution, etc.
Letters Of Recommendation
Employment-Related Also called a recommendation letter, it is typically an employment-related letter that is specifically requested by the person about which the letter is being written. Such a letter is normally positive in nature, and written by someone who knows the subject well enough to comment on the skills, abilities, personality, and specific work attributes of that person.
November 2004
Page 75
Normally, an employment-related recommendation letter conveys one person's view of the work performance and general workplace demeanor of another person that has worked under their direct supervision. The requestor of the letter normally requests such a letter from their current/former supervisor when applying for a promotion or a new job. These letters are almost always addressed to a specific person to whom the requestor has been asked to submit the letter. College- and University-Related Another situation where recommendation letters are a common requirement is for entry into undergraduate and graduate programs at a college or university. Graduate programs often require two or more letters of recommendation as part of the program admission requirements. Normally, these college-related recommendation letters are written at the request of the program applicant by people who know them and are familiar with their academic career to date, and their future education and career aspirations. These people could include: former teachers, community leaders, school faculty members, administrators, academic supervisors, and/or employers. These letters are always addressed to a specific person and are normally included as part of the program admission application. Note: Many colleges and universities refer to letter of recommendation and recommendation letter, while many others use the terms reference letter or letter of reference to mean exactly the same thing. Other Recommendation Letters In addition to employment and college admission-related recommendation letters, other types of recommendation letters include: award recommendations, scholarship recommendations, and community/service-related recommendations.
Instant Letter Writing Kit November 2004
Page 76
Commendation Letters
These are usually unsolicited letters. They typically commend an employee to their supervisor for something outstanding or noteworthy that the employee has done. Usually, the employee would have to do something above and beyond what is normally expected of them in their job to warrant such a letter. Typically, these letters are written by co-workers, or managers from another area of the organization who were suitably impressed while supervising the person on a short-term project. Commendation letters are also used to nominate individuals for special awards of recognition for outstanding public service.
November 2004
Page 77
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 78
The purpose of this is to provide a character reference for Mr. Jason Sunderland who I have known as a classmate, roommate, and friend for a period of five years. I first met Jason in our freshman year at Adirondack College. We were both studying a general arts program there and became acquainted through a number of common classes that we shared. By second year, we had become friends and decided to take an off-campus apartment together. We shared that living arrangement until we both graduated last year. Accordingly, having gotten to know Jason so well over the past few years, I believe puts me in a position to provide you with a pretty accurate assessment of his character. As a student, Jason was a hard-working and highly committed to his education. I believe that his excellent transcripts will attest to that fact. In addition, he was quite involved in a number of extra-curricular activities including the track and field team and the school newspaper. In fact, in his last two years he was Assistant Editor of the Campus Inquirer. Outgoing, and always willing to help someone out, Jason was very popular with his fellow students. As a roommate, Jason was a great choice. He was very neat and tidy at all times and he liked things in the apartment to be kept orderly. He made a point of cleaning his own room and the common living areas on a regular basis. He socialized occasionally at home but was always respectful of my needs, and he and his guests kept the noise down and ended their activities at a reasonable hour. As a friend, Jason Sunderland is a standout. He is a loyal, honest, considerate, and supportive individual who has the ability to see and understand things from another persons perspective. He is a great direct communicator and knows how to raise and discuss common living issues and problems in a non-threatening manner. He is hyper-sensitive and is always tuned into how another person might feel in a given situation. He likes to have fun too. During our years at school we maintained an ongoing friendly rivalry on the squash courts. To tell the truth, I really cant think of anything of consequence on the negative side of the personality ledger when it comes to Jason. All in all, I would have to say that Jason Sunderland is a fine, well-balanced person with an abundance of positive qualities. Sincerely, Ronald Marrion
November 2004
Page 79
November 2004
Page 80
November 2004
Page 81
Reggie Idlewild
November 2004
Page 82
November 2004
Page 83
5 BUSINESS LETTERS
As I mentioned earlier, information about how to write business letters is among the most sought-after at my www.writinghelp-central.com Web site. In the Introduction I pointed out the fact that there is a lot of confusion as to what exactly constitutes a true business letter. Indeed, if one checks out many how to reference guides on writing business letters, this confusion becomes apparent. Often, these guides include just about every type of letter imaginable all mixed in together and loosely labelled as business letters. The publisher probably told them that the term business letters would sell better than general letters. Unfortunately, such guides lack focus and are all over the place. On the other hand, this guide you are reading right now is strictly business, so to speak. This section contains a revised and expanded version of an article I wrote in early 2002 entitled Writing Business Letters That Get The Job Done. That article was published in selected e-Zines and posted on numerous Web sites across the Internet.
Page 84
Business-to-Business Letters
Most business-to-business letters are written to confirm things that have already been discussed among officials in meetings, on the telephone, or via e-mail. Can you imagine the letters that would have to go back and forth to cover all of the questions and possibilities that can be covered in a one-hour meeting, a half-hour phone call, or a few quick e-mails? The main purpose of a typical business letter is to formalize the details that were arrived at in those discussions and communications, and to provide any additional information that was agreed upon. Over the years, certain general standards have evolved in the business world that the vast majority of businesses use in drafting their business-to-business correspondence. Typical business-to-business letters include: price quotations, meeting confirmations, order confirmations, joint venture proposals, order confirmations, project status reports, news releases, invitations to participate, etc. There is also a type of internal business letter that is known as a business memorandum. Business memoranda are used almost exclusively for formal correspondence within a company.
Business-to-Customer Letters
There are many different types of business-to-customer letters. The typical customer is defined here as an individual consumer. Although technically, other businesses can also be customers at some point.
November 2004
Page 85
Nevertheless, the vast majority of day-to-day business letters are sent to regular, everyday members of the general public who purchase products and services from the company sending the letter. Typical business-to-customer business letters include: sales and marketing letters, information letters, order acknowledgement letters, order status letters, collection letters, credit status letters, response to complaint letters, service follow-up letters, announcement letters, among others. As with business-to-business letters, over the years certain general practical standards have evolved in the business world that the vast majority of businesses use when drafting letters to existing and potential customers. Of course, going in the other direction are customer-to-business letters. These include such correspondence as: order letters, order status inquiry letters, requests for information, complaint letters, and others. Since these are customer-generated letters, there is no particular expectation that they follow any particular letter-writing standard. Typically, they are handled just like any other piece of personal correspondence.
November 2004
Page 86
November 2004
Page 87
Ms. Karen Lambton Chief Financial Officer Dynamic Solutions Inc. 2005 40th St. North Bergen, NJ 07045
Dear Ms. Lambton: Further to your telephone inquiry yesterday, enclosed is a copy of Merricks Annual Report for the 20012004 operating year. As I mentioned, the financial results in terms of earnings per share need to be qualified as per the notes included on pages 28 and 29. As explained there, we had a number of extraordinary transactions last year which caused the earnings picture to appear understated in comparison with what we expect for this year. In fact, it is our firm expectation that this years per share earnings figures will be twice that of last year. With respect to the numerous questions you had regarding our publishing operations, would you please have a look at the summary of operations on pages 31 to 33. There is plenty of specific detail there that will likely answer most of your questions. If you still have questions after reviewing that information, please feel free to give me a call at 235-9867. If I cant answer your questions I will put you in touch with those who will be able to. Thanks very much for your interest in Merrick Industries. If I dont hear from you in the meantime, I look forward to getting your feedback at the November CFO Society meeting. Yours sincerely,
November 2004
Page 88
November 2004
Page 89
In addition to Corporate Business Class Transportation, we also provide Special Transportation Services including sight seeing city tours, and transportation for special events and weddings. These special services might be of interest to your company or its guests from out of town, or even to your own family and friends (we give family outing discounts on weekends). Since we started, we have built-up an impressive corporate client list, including: The Government of Alberta The Government of Canada Numerous prominent law firms
Since your company is new to our service, we would like to take this opportunity to make to you a special introductory offer of 10% off of every $500 in business that your company places with us. This special good will discount is in addition to our already extremely competitive rates. We thank you for your time and attention. We sincerely hope that you will seriously consider using A1s limousine services so that your company may take advantage of our special offer. For more information on our services and/or rates, please dont hesitate to have your staff contact me at 488-5887, or by e-mail at airport-limo@netcom.net. Yours very sincerely, Tony Americus President
November 2004
Page 90
To whom it may concern: Re: Customer Reference Van Dusen Graphics Inc. I have been asked to write this letter of reference because our company will no longer be operating its printing plant that has served Van Dusen Graphics Inc. for more than a decade. Van Dusen Graphics has been one of our top customers for the past 12 years. Accordingly, I have no hesitation in recommending them as a company with which to do business. In addition to doing business with his company for many years, Ray Van Dusen and I go back to our university days over 25 years ago. So, I can also personally vouch for him as a great individual and a concerned and active citizen in this community. As far as a company to do business with, Van Dusen Graphics is one of the best that we have ever dealt with. Its practice was always to pay our printing invoices within the 30-day time limit. Our two companies did significant amounts of business, especially during the past 5 years, and I cannot recall a late-payment situation. Billing disputes were rare, and those only required some minor additional documentation for clarification and resolution. Van Dusen was one of the best companies that I have ever dealt with from a change-order and work scheduling perspective. We maintained a close communication with the companys production people and they always kept us apprised of their upcoming workload, so that scheduling jobs on our presses was never a problem. In addition, Van Dusens graphics people always provided us with high quality finished artwork, and it was unusual for additional changes to be made after the plates had been produced. Based on our experience, any printing company should be very pleased to be the one that Van Dusen Graphics chooses to do business with once we have closed our doors. Sincerely,
November 2004
Page 91
June 28, 2004 Ms. Rebecca Quinlan 2595 Dewhurst Circle Unit No. 16 Birmingham, AL 35233 Dear Ms. Quinlan: The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to the installation of your Internet high speed service. I just returned from vacation this week and found your file in my in-basket. As soon as I reviewed your case it was clear that somehow your May 20th request for a change in service had somehow slipped through the cracks. The only possible explanation I can give is that we have recently had a number of key staff changes which might have resulted in your letter being overlooked. Consequently, I have directed our Installation Group to contact you by the end of this week to set up a time convenient to you when they could go to your house and install your new router and make the necessary adjustments to your software. Because of this serious oversight, and as a testament to our appreciation to you as our customer, we are going to provide you with your first three months of high speed service free of charge. Therefore, your account will not be billed until October of this year. Ms. Quinlan, let me assure you that what happened in your case is not typical of CableNets level of customer service. We continue to be committed to providing you and all of our customers with the highest standards of service in the industry. If you have any questions please dont hesitate to call me at 754-9785. Yours in service,
November 2004
Page 92
6 COMPLAINT LETTERS
10 Secrets For Writing Killer Complaint Letters
Complaint letters aren't always fun, but sometimes they need to be written. In many cases, if people don't complain, the problem agency at fault (i.e. company or government) won't even know that the problem you and others may have experienced, even exists. Ultimately, legitimate complaints, by even a few people, can (and often do) result in better service for everybody. Not only that, writing them can be personally beneficial too! That's right. Writing complaint letters can be an empowering and therapeutic experience! It allows one to take action instead of playing the role of a victim and "nursing" an ongoing resentment towards a company about poor service or treatment received. Once the complaint letter is written and in the mail, one can "let it go" knowing that one has done something tangible and constructive about the situation. Not only that, but properly written and handled complaint letters get action! After I started writing complaint letters, I began receiving gracious letters of apology and contrition from senior executives including bank vice-presidents and v.p.s of marketing for giant corporations. Getting those letters felt one heck of a lot better than "polishing" an ongoing resentment and getting even angrier the next time something bad happened. Sometimes I even get discount coupons and free merchandise!
November 2004
Page 93
The 10 Secrets
Here are 10 strategies I have learned for writing complaint letters that are guaranteed to get attention and action. 1. Write To The Senior Person Responsible It is important that you get the name and detailed mailing address of a very senior person responsible for the product or service that you are complaining about. I generally try to write to the V.-P. level. Never go below Director level if you want a serious response. Name and address information can be obtained from the organization's Web site or by calling the company and asking for the name and title of the senior person who you should write to. 2. Don't Send An E-Mail When it comes to sending a serious complaint to a company, don't send an email, regardless of what it may say on their Web site. E-mails are usually handled dismissively by low level "customer service" people. If you want serious attention and action, the formal written complaint letter is the only way to go (yes, by snail mail!). When it arrives in the V.-P.s office, it triggers a bureaucratic process that ensures that the right people will see your letter, and will act on it. 3. Keep It As Short As Possible Preferably no longer than one page, two at the most. When drafting a complaint letter there can be a tendency to go on and on just to make sure the recipient gets the point. Keep it as short as possible, but without diluting the facts of your message too much.
November 2004
Page 94
4. Give It A Heading For Easy Identification Place a heading at the top of the letter with information that the company or agency will relate to, such as your account number or customer number. Make it easy for them to find you on their computer filing system. 5. Clearly Explain The Situation Make sure that you give all of the specific details needed so that the company/agency can verify your claim without you having to get into an endless game of telephone tag with them. Include specific dates, times and places, as well as the names of people you dealt with. If you're not sure of these when composing the letter, call them back and ask for the specifics. (You don't have to say it's for a complaint letter). 6. Use A Positive and Respectful Tone I have found that the best approach is to use a positive upbeat tone. Remember, you are writing to a senior person who probably sympathizes with what happened to you. Your tone should convey the message that you are the innocent victim and you understand that the company wouldn't have done such a thing deliberately. 7. Send Copies If Appropriate There can be cases where it is wise to send a copy of the letter to other parties just to make sure that you will get some serious action. For example, in a case where you have been told to write to a Regional Manager of a program, it is often a good idea to make sure that someone in head office also gets a copy. I sometimes also send a copy to the national customer services/relations offices.
November 2004
Page 95
8. "Shame" Them As Much As Possible Companies that claim and advertise high levels of customer focus and service do not like to be criticized in those areas. If you have a strong case that makes them vulnerable in one of these areas, use as much ammunition as you can to embarrass them in these sensitive areas. Modern marketing terms such as: customer relationship management (CRM), one-to-one marketing, most valuable customer (MVC), and customer-centric focus, all tend to get their attention. Also, using such terms makes you sound like an authority. 9. Imply You Might Take Your Business Elsewhere I always do this near the closing. Companies don't like to lose customers, especially long-time customers. Senior marketing people are well aware that study after study has shown that it costs five to seven times as much to recruit a new customer as it does to hold on to an existing one. 10. Ask For An Early Reply In the closing paragraph of your complaint letter, state specifically that you are expecting an early reply. Make sure that you follow-up by phone or e-mail if you have heard nothing in three weeks. Some companies will send you an acknowledgement letter stating that they are working on your case and will get back to you within a week or two. Use the above strategies and you are sure to get action from your complaint letters. And, don't forget the old truism "the squeaky wheel gets the grease"!
November 2004
Page 96
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 97
Until midnight April 27, 2004 I had been an EnerCorp credit card holder for the previous ten years. Before that, I was a Texacana card-holder for over 20 years. I recall that EnerCorp took over/bought out Texacana about ten years ago. I dont remember the exact details, but I do remember that the switch of companies/credit cards was handled smoothly and seamlessly. I wish the same was the case when EnerCorp recently transferred its credit card operations to NYBank. I was well aware of the impending changeover to NYBank a couple of months before it happened. I had received a notice of the planned change in the mail, and it was discussed often at my local EnerCorp station when I paid for my gas (with my EnerCorp credit card). More than once, I inquired, and was each time assured that I would receive a new credit card in the mail before the April 27th deadline. Unfortunately, that did not happen. April 27th came and went, without me receiving a replacement card, or even an application for a new one. Realizing that I was suddenly without a gasoline credit card after 30 years, I called a couple of your 1-800 numbers and was advised that I would have to re-apply for a credit card with EnerCorp via the NYBank. Incredible as this seemed, I did so. The form that was sent appeared to be the same kind of application that one fills in after walking in off the street. The fact that I had been a credit card-holder with EnerCorp (and its predecessor Texacana before that) for some 30 years, did not seem to make a difference with you people, or your NYBank colleagues. It is hard to believe that companies are still doing business this way in the year 2004. Have you people (or your colleagues at NYBank) ever heard of the concept of MVC (Most Valuable Customer). Just in case you arent familiar with this approach, the MVC is the customer that you already have (i.e. me). Normally, these are the customers you dont want to lose. After all, research has revealed that it will cost you seven times as much to find a new customer as it does to keep an existing one (i.e. me). What about current customercentric concepts such as One-to-One marketing? Or, has EnerCorp ever heard of customer relationships management (CRM)? Would you please advise me if EnerCorp is still interested in doing business with me, or if what has happened here is your not so subtle way of telling me to do my gasoline business elsewhere. Sincerely,
Page 98
November 2004
Page 99
Richard Simpson.
November 2004
Page 100
Page 101
November 2004
Page 102
7 COVER LETTERS
How To Write Cover Letters That Work
Sometimes there is confusion about the exact meaning of the term "cover letter". That's because when most people use that term, they don't realize that there are two main types of cover letters. There are "document transmittal cover letters", and there are "resume cover letters".
November 2004
Page 103
the recipient to get back to you. Its main purpose is to capture the attention of the recipient enough to get that person to look at the attached resume with interest. Of the two types of cover letters, by far the most commonly requested at my Writing Help Central Web site is the cover letter for a resume or curriculum vitae.
Page 104
Show That Youve Done Your Homework Demonstrate a good knowledge of the company and industry for which you are applying. A one-liner, or a phrase or two in the appropriate place in your letter that shows you are interested, and understand the company's problems, will give you instant credibility (i.e. do some simple Internet research). Use the Appropriate "Buzzwords" Every organization has its own ways of doing things and its own lingo. Look through key documents such as annual reports, corporate Web sites, etc. Try to spot key words, terms, and phrases that are often repeated. Every company has them. Use as many of these "hot buttons" as you can in your cover letter - where appropriate, of course. For example, if the "Message From the CEO" in the annual report mentions the phrase "action plan for the future" three times, make sure you work that term into your cover letter. Don't overdo it, of course. Summarize Your Skills and Abilities If possible, without making the letter too long, summarize your overall skills and abilities in bullet-point form. This can make them stand out in a way that they wouldn't, buried in the resume or c.v. Promise To Follow-Up In the final paragraph, clearly state that you will be following up by telephone in a few days to see if you can answer any questions. Make sure you do this. Industry experts say that over 80% of people never do this crucial follow-up and just wait for the phone to ring. The challenge of course, is to try to address all of these points in a three or four paragraph letter. It can be done!
November 2004
Page 105
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 106
Over 20 years of progressively senior sales and marketing experience in a variety of challenging market environments; Well-developed relationship-building skills and abilities that quickly attract new customers, as well as maintaining the loyalty of the existing customer base; Extensive experience in analyzing under-performing sales and marketing programs and identifying and implementing solutions to quickly revitalize stagnant markets; Proven ability to develop new business through opening up new markets and growing existing markets; Ability to build and lead an effective and productive sales team in a dynamic marketing environment.
The enclosed resume provides more details on the above, as well as on my other experience, skills, abilities, and qualifications. When I read your advertisement I was immediately excited by the vision and mission of [Name of Company]. Then, when I checked out your impressive Web site, I knew right away that yours is the kind of company to which I could add significant value. I will call your office [early next week] to see when we can meet to discuss my qualifications and how I can help [your company] achieve its sales and marketing goals. Sincerely, Jeffrey S. Lewis Encl.
Instant Letter Writing Kit November 2004
Page 107
November 2004
Page 108
Robert Horton
November 2004
Page 109
Page 110
Mrs Florence Henderson 32 Kirby Avenue Somerbville NJ 08876 Dear Mrs. Henderson: Further to your recent telephone request, enclosed is a blank Franchise Application with a set of instructions for its completion. I have also enclosed a Craft City corporate brochure and a franchise fees schedule. If after reviewing these documents you decide that you would like to proceed with acquiring a Craft City business franchise, please contact me and I will arrange for an immediate meeting with our business development team. The people in that group will be able to answer any technical or financial questions that you may have. I can be reached during office hours at 345-2789, and after hours at 232-4973. I look forward to hearing from you. Yours sincerely,
November 2004
Page 111
8 SALES LETTERS
A good sales letter could be the most productive employee that you will ever have. Once developed, a successful sales letter can bring you sales and leads, over and over again, even when the office is closed and all of your employees are home sleeping. Sales letters can be developed for every kind of business, ranging from restaurants and retail operations, to accountants, lawyers, and dentists. Anyone who wants to increase their business needs to use sales letters.
November 2004
Page 112
3. Make Them Simple And Readable A sales letter should be appealing to the eye: enlarge the font size a little, use bolding on key selling points, keep sentences and paragraphs short, use lots of white space between paragraphs. Minimize underlining. 4. Personalize It In the letter, talk directly to the prospective buyer as if the two of you were sitting across from each other at a restaurant table. Talk in human terms about yourself so that the prospect will identify with you. Use statements like I used to struggle every day with balancing the cash , knowing that your prospect does too, and knowing that your product will eliminate that problem. 5. Use Testimonials Testimonials are a well-known way to gain credibility and increase sales. These are positive statements made by customers about your product or service in letters or e-mails. Enclose them in quotes and they can be very effective. You should obtain permission from the source before using their quote publicly. 6. Insert Numbers In Your Headlines People tend to be convinced by specific numbers because, rather than the usual vague generalities, they clearly quantify a benefit that will be received. 7. Use Proven Selling Words Make sure you use proven power selling words and terms like: secret, free, wealth, success, savings, benefits, now, you, exclusive, instant, easy, quick, revealed, powerful, amazing, make money, untold, never-before, little-known, order before, etc. 8. Sign-Off With A P.S. Research has shown that most people immediately look to the signature block of a letter, even before they have read it. Inserting a P.S. right after the signature in a sales letter is the perfect place to summarize the benefits and emphasize any incentive deadlines that apply to the offer.
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 113
9. Always Use Positive Words Make sure that you always use appealing and motivating positive words. Avoid any negative terminology, direct or implied. For example, rather than difficult or hard use the more positive and hopeful word, challenging. 10. Add Extra Incentives Bonuses such as early purchase discounts, premiums, and extra products, can leverage the success of a sales letter. Professionals sometimes offer a few hours of free phone consultations for a limited one-year period.
November 2004
Page 114
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 115
November 2004
Page 116
it can handle up to 50 sheets at a time the punch dies are self-sharpening and jam-proof it costs less than inferior punches - i.e. less than $30 it's guaranteed for a full 5 years
But that's not all. I've reserved a PunchPro for you, at a very special price, if you come down to our store for our Business Buyers Preview sale on Monday January 31st. That means you'll get the first chance to save on this exciting new product. How much of a savings are we talking about? How does 30% off sound? That's right, 30% off next week's public introductory price. And the reason we're offering such a steep discount is to reward you for being one of our very best customers. Now there's just one catch Karen. Since we're making this offer only to select business customers, and quantities are limited, you've got to be discreet about this special offer. So when you come into the store, please quietly hand this letter to one of our sales associates and let them know you would like your 30% saving on your new PunchPro. I hope I'll see you down here on the 31st so you can take advantage of this fantastic opportunity. See you there! Best wishes, Gord Peterson P.S. One more thing Karen. Since you are a preferred customer, if you decide to try the new PunchPro you'll get your choice of one of our three new pen-pencil sets, absolutely free! That's a $7.99 value, with our compliments.
November 2004
Page 117
November 2004
Page 118
Page 119
Page 120
9 INTRODUCTION LETTERS
About the Templates
Introduction letters are sometimes referred to as letters of introduction.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 121
September 12, 2004 Mr. Herbert Franco ABC Furnishings Inc. 1234 Anyold Street Anytown, AS, 10524 Dear Mr. Franco: The purpose of this letter is to briefly introduce myself as Duratels new Business Sales Representative assigned to serve your account. I have just completed Duratels management orientation program and am now keen to meet face-to-face with all of my key customer accounts. Accordingly, as a first step in my customer familiarization process, I would like to meet with you personally, for about an hour or so, to discuss ABCs needs and concerns. At the same time I would also like to take that opportunity to briefly review Duratels latest offering of products and services. To set up a meeting for this at your convenience, I propose to call your office by the end of this week. It is my hope that we will be able to arrange to meet at your offices before the end of the month. As your new Duratel Business Account Representative I believe that my paramount concern is how both Duratel Inc. and I can better serve ABC Furnishings Inc. I look forward to meeting with you and learning more about your company in the near future. Sincerely,
November 2004
Page 122
Introduction 2: Self-Introduction
(print Introduction Letter on corporate letterhead paper)
August 12, 2004 Mr. Brent Collinson Senior Buyer Office-Tech Furnishings Inc. 4830 Kimbark Ave. Chicago, IL 60635 Dear Mr. Collinson: The purpose of this letter is to briefly introduce myself as Dynateks new Sales Representative, Business Accounts. I very recently joined the company and am taking over your account from Jack Winters who has moved on to other challenges in this industry. I have just completed Dynateks management orientation program and am now keen to meet face-to-face with all of my key customers. Accordingly, as a first step in my customer familiarization process, I would like to meet with you personally, for about an hour or so, to discuss Office-Techs needs and concerns. At the same time I would also like to take that opportunity to briefly review Dynateks latest offering of products and services. To set up a meeting for this at your convenience, I propose to call your office by the end of this week. It is my hope that we will be able to arrange to meet at your offices before the end of the month. As your new Dynatek Business Account Representative I believe that my paramount concern is how both Dynatek Inc. and I can better serve Office-Tech Furnishings Inc. I look forward to meeting with you and learning more about your company in the near future. Sincerely,
November 2004
Page 123
August 12, 2004 Ms. Judith Baxter Senior Buyer Avon Books & Things 125 Fifth Ave., Suite 1540 New York, NY 10010 Dear Judith: I would like to take this opportunity to introduce APN Sales Representative, Peter Lenester, whom I spoke to you about recently. As I mentioned on the phone, Peter spent the last eight years with APN Publishing House as both a Book Buyer and then a Regional Sales Rep. He was very successful in both of these jobs and managed to learn a great deal about the book publishing business along the way. As I also mentioned when we spoke, Peter is moving back to New York for family reasons. One of his children suffers from a rare blood disorder. The Columbia University Medical Center is the leading research institute looking into that disease and they have agreed to accept Peters son as a special study patient. We will be very sorry to see Peter leave the company. He has proven to be a valuable asset in dealing with our existing clients, and in recruiting new ones. The fact that he has a degree in English Literature from New York University, coupled with him being a self-published author, gives him a great deal of credibility when dealing with these people. If you could spare a couple of hours to meet with Peter I have no doubt that the two of you would very quickly find a lot of common ground. Hes the kind of person who, once you get to know him, you want to make room for. Judith, I thank you in advance for taking the time to meet with Peter and I look forward to visiting with you at next months homecoming gathering at our alma mater. Sincerely,
November 2004
Page 124
Dear [Client Name]: The purpose of this is to advise you that we now have a new Personal Loans Manager here at Nation Wide Bank. Her name is Catherine Wong, and she joins us after completing a five year assignment at our Customer Service Center in Dallas. Im sure you will find Catherine to be a very pleasant professional to deal with. She is a very peoplefriendly type of person, and she has received specialized training in personalized customer service considerations and techniques. She also holds a Masters of Business Administration degree from Dartmouth College. Please feel free to say hello to Catherine the next time you are in at the branch doing your banking. Or if you like, you can give her a call at 823-5621 to discuss your personal financial needs. Im sure that you will join me in welcoming Catherine to our branch. I know that she looks forward to meeting each and every one of our valuable clients. Yours sincerely,
November 2004
Page 125
Dear [Customer Name]: New Child Care Center For Busy Parents This is to let you know that on April 1, 2004 we will be introducing our brand new state-of-the-art Customer Child Care Center at our downtown location on University Street. We have taken this initiative because we talked to our customers and you told us that such a service ranks high on your priority list. We listened to you. Then we hired one of the best experts available for designing such programs and facilities, Dr. Claire Reinholdt. As most of you will know, Dr. Reinholdt is a successful and highly respected child psychologist who has penned two best-selling books about her specialty. We told Dr. Reinholdt that our general requirement was for a child care program and facility at which people could leave their children in a safe and educational environment for periods of between one and four hours while they shopped in our store. What she has designed is a leading-edge program and facility, staffed by accredited professionals, that is one-of-a kind in North America. We invite you to take advantage of this new service the next time you are in the market for anything from clothing , to furniture, to home appliances. Not only will you be well taken care of by our professional sales staff, your children will be in the safe care of the professionals at our new Customer Child Care Center. We look forward to seeing your whole family! Yours very sincerely,
November 2004
Page 126
10 APOLOGY LETTERS
About the Templates
Apology letters are also referred to as letters of apology.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 127
I trust that you will find these actions acceptable. If not, or if you have any other suggestions, please let us know at your earliest convenience. Again, on behalf of the School of Business, my colleagues, and the staff, I sincerely apologize for this incident, and hope that you will be understanding enough to accept our offer. Very sincerely, Johnson Bradley Executive Director c.c.: Elizabeth Hurtibuse, Director of Administration
November 2004
Page 128
November 2004
Page 129
October 28, 2004 Ms. Margaret Reitman 1743 South Alvernon Tucson, AZ 85711 Dear Ms. Reitman: The purpose of this is to convey to you my sincere apologies for any inconvenience you may have experienced last month with respect to the installation of your Internet high speed service. I just returned from vacation this week and found your file in my in-basket. As soon as I reviewed your case it was clear that somehow your May 20th request for a change in service had somehow slipped through the cracks. The only possible explanation I can give is that we have recently had a number of key staff changes which might have resulted in your letter being overlooked. Consequently, I have directed our Installation Group to contact you by the end of this week to set up a time convenient to you when they could go to your house and install your new router and make the necessary adjustments to your software. Because of this serious oversight, and as a testament to our appreciation to you as our customer, we are going to provide you with your first three months of high speed service free of charge. Therefore, your account will not be billed until October of this year. Ms. Reitman, let me assure you that what happened in your case is not typical of CableNets level of customer service. We continue to be committed to providing you and all of our customers with the highest standards of service in the industry. If you have any questions please dont hesitate to call me at 754-9785. Yours in service,
November 2004
Page 130
Juan Ramirez
Instant Letter Writing Kit
Copyright 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Page 131
765 Mission Blvd Suite 1210 Pomona, CA 91766 December 14, 2004 Mr. Michael Angelos Director, Business Delevopment NextGen Electronics Inc. 2785 E. Kings Canyon Fresno, CA 93727
Dear Michael: I would like to sincerely apologize for my behavior at last weeks regional business development meeting. Shortly after the brainstorming workshop was over I realized that I had crossed the line with a number of remarks I made regarding the draft business development plan. I should not have addressed my criticism of the plan by attacking you personally. That was completely inappropriate and unacceptable behavior on my part. The only thing I can offer in my defense is that it took place near the end of a long and frustrating day for me, although that in no way excuses what I did. In closing, I am truly sorry for my unprofessional behavior and remarks last week. I can assure you that it will not happen in the future. I therefore ask you to please accept this apology so that we may both move forward for the good of the company. Yours sincerely,
November 2004
Page 132
11 APPLICATION LETTERS
About the Templates
Application letters are also referred to as letters of application.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 133
20 years of experience in the sales and marketing, 6 of those in sales management; Selling services to commercial, institutional, and consumer markets; A record of consistently meeting or exceeding sales quotas; Extensive team management and team building experience; Excellent grasp of "one to one" customer relationship management concepts and techniques; Ability to work effectively in a dynamic, multi-tasking environment.
The enclosed resume provides more details on the above, as well as on other experience, skills, and abilities that I possess. I am confident that my ability to develop and maintain strong relationships with customers will benefit Mountain Electronics Inc. as it has my previous employers. I believe that my excellent record of success in closing sales, winning back customers from competitors, and increasing market share, clearly demonstrates my proven ability to meet and resolve customer challenges and add to a company's bottom-line. After you've reviewed my resume, I would welcome an opportunity to discuss your company's goals and talk to you about the value that I can bring to MEI. Let's talk soon! If I haven't heard from you by early December I will contact your office to see if we can set up an appointment at your convenience. Sincerely, Alan Gustafson Encl.
November 2004
Page 134
Over 15 years of management experience in the customer services field, the last five of those managing my own business operation; Ability to effectively recruit, train, and supervise staff in a multi-tasking customer service environment; Above average communication and issues resolution skills and abilities when dealing with both staff and customers; Excellent grasp of the principles of one to one customer relationship management techniques; Ability to lead an effective and productive team in a dynamic, multi-tasking environment.
The enclosed resume provides more details on the above, as well as on other experience, skills, and abilities that I possess. When I read your advertisement I was immediately excited by the vision and mission of [Name of Company]. Then, when I checked out your impressive Web site, I knew right away that yours is the kind of company to which I would like to contribute. I will call your office [early next week] to see when we can meet to discuss my qualifications and how I can help [your company] better serve its customers. Sincerely,
November 2004
Page 135
Please regard this as an application for the position of the above-noted Chief Financial Officer position that you recently advertised in the Ottawa Citizen. Based on the requirements stated in the ad, I believe that I possess the type of experience you are looking for, having managed the financial operations of a number of fast-growing companies in the manufacturing and services sectors over the past 20 years. I have a proven track record as a pro-active, hands-on, resultsoriented, financial management professional with a unique mix of experience, skills and abilities that I believe can definitely help the company for which you are seeking a CFO. I would relish such a challenge. Experience, skills, and abilities that I can offer that company include:
Over 20 years of experience as a trusted financial professional advising/assisting senior management on strategies to move companies operating in dynamic entrepreneurial environments from the brink of bankruptcy to profit and growth positions. Well-developed communication skills and abilities for the successful motivation and effective management of both teams and individual employees. Extensive experience in analyzing the operations of under-performing companies and then developing and implementing strategies and solutions to revitalize the bottom-line. Demonstrated experience and ability to manage and direct the financial operations of a company including accounting, analysis, reporting, and cash flow management. Proven ability to work closely with, and provide advice to, senior management on all aspects of the financial operations of a company, based on a relationship of trust and integrity.
The enclosed resume provides more details on the above, as well as additional information. Reading between the lines of the advertisement, I have the impression that the CFO postion you are staffing is almost a perfect fit with my background and experience. It definitely sounds like an exciting challenge and I look forward to discussing it with you. Sincerely, Raymond Mitchell, CA Encl.
Instant Letter Writing Kit November 2004
Page 136
12 TERMINATION LETTERS
About the Templates
Termination letters are also referred to as letters of termination.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 137
December 5, 2004 Thomas Zatinski 795 Gilmour St. Apt. 508 Chicago, IL, 60611 Dear Thomas: It is with sincere regret that I must inform you that your employment at Addison Systems Inc. will be terminated as of Friday January 31, 2005. As you know, the Downsizing Task Force delivered their report to the general manager in late October, 2004. Among the task force recommendations was the elimination of all temporary and contract positions. Since you occupy a temporary position, your position is automatically subject to the task force recommendations. I would like to make it absolutely clear that in no way does your termination reflect that the company is in any way unhappy with your work performance over the past 18 months. In fact, you have been highly regarded as one of our most productive contract staffers. Unfortunately, you and the other non-permanent staff that are being let go are simply a reflection of the general economic downturn in the fiber-optics industry over the past year. In an effort to try to reduce the impact of this termination, the company has worked out a severance arrangement that will give you one week's pay for each month you worked beyond 12 months. In your case this will amount to six (6) weeks of severance pay. In addition, your medical and dental coverage will remain in effect until the end of the severance period. You will soon receive a letter from the Human Resources Department with all of the details on the severance package. Thomas, given your qualifications and proven abilities, I am confident that you will be able to find another position in the relatively near future. If you would like, I would be pleased to write a recommendation letter for you, to help with your job search. Sincerely,
November 2004
Page 138
September 13, 2004 Kenneth Harrelson 418 Southpoint Boulevard Suite 805 Jacksonville, FL 32216 Dear Kenneth: This is to advise you that your employment with Rogers Battery Corp. is to be terminated and your last day of work will be Friday September 28, 2004. I am sure that this comes as no surprise to you after our numerous discussions about your sub-standard work performance over the past 18 months. Last week I completed my third formal review of your performance this calendar year and I once again concluded that your overall level of performance continues to fall short of the expectations set-out in your job description. Unfortunately I have had to conclude that there is no alternative at this point but to let you go. I regret that it came to this, but as you said to me last week, you just dont seem to be able to fit in well with our way of doing business here at Rogers Corp. This letter provides you with two weeks notice so that you may have time to get your affairs in order and begin to prepare for your future. However, you are expected to report for work during these final two weeks. In accordance with company policy you will be given one weeks severance pay for each month you were with the company in excess of 12 months. In your case, this works out to a severance check for six weeks pay to cover your 18 months with the company. Your insurance benefits will cease on your date of termination. Also in accordance with company policy we will not release any details of your employment here aside from the name of the position you occupied and your dates of employment. Your salary information will not be released without your written permission. I would ask you to please report to Anne Fraser in Human Resources next week so that she may complete the appropriate forms to ensure that you receive your severance pay and are registered in the government database to qualify for possible future benefits. On behalf of Rogers Battery Corp., I wish you all the best in your future endeavors. Sincerely,
Belinda Costanza
Instant Letter Writing Kit November 2004
Page 139
December 1, 2004
Dear [Name of Employee]: I am profoundly sad to have to advise you that Allied Manufacturing is ceasing all production operations effective immediately. You are therefore asked to clean out your desk and pick up your other personal belongings and vacate the office building by noon today. The decision to shut down operations has not been an easy one by any means. In fact, it was taken as a last resort measure. As Im sure youre aware, the company has been struggling financially for some time now and numerous measures have been introduced to try to improve efficiency and reduce costs. However, the recent loss of the small parts and fastenings contract with the Air Force was the final straw. With that revenue gone and no other replacement contract in the offing we cannot afford to operate, even under a breakeven scenario. I thank each and every one of you for your loyal service and your commitment to sticking it out over the past year. Your efforts to try to turn things around are appreciated by the entire management team. I want to assure you that we have made arrangements for most employees to receive a small severance package to help through the transition to another job. To find out the details on that, or to inquire into any other matters related to this termination, please call our special info-hotline at 1-800-650-6700. With sincere regret,
November 2004
Page 140
13 ACCEPTANCE LETTERS
About the Templates
Acceptance letters are also referred to as letters of acceptance.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 141
Wendy Crichton
November 2004
Page 142
Dear Mr. Whitcombe: Re: Business-Community Partnership Committee I was surprised and humbled when I received your recent invitation for me to become the first Chairperson of your new Business-Community Partnership Committee. I am honored by your offer. After some soul searching and an examination of my personal and professional commitments I have decided to accept your offer on a one year trial basis. By the end of that year I will know whether I am able to juggle the work of your committee with the other priorities in my life. I hope this trial period will be acceptable to you. Should you concur with my condition, I will be available on November 1st to start assembling a list of suggested committee members for your consideration. One of my first priorities would be to draft a terms of reference for the committee. I truly appreciate your offer and trust that you will be able to accept my one year trial condition. I look forward to working with you and the rest of the Citys management team. Please feel free to contact me at 345-5678 if you would like to discuss any of the details of the appointment. Yours sincerely,
Bradley Fleet
November 2004
Page 143
October 10, 2004 Ms. Margaret Wainwright Senior Partner Wainwright and Bryson Consulting Inc. Brentwood Place, Suite 8-500 1501 W. Church Street Lewisville, TX, 75029 972-219-3400
Dear Ms. Wainwright: Re: Community Attitudinal Survey City Services The purpose of this is to advise you that your firm, Wainwright and Bryson Consulting Inc. has been selected as the successful bidder in response to our recent request for proposals for the Conduct of an Attitudinal Survey Regarding the Provision of City Services. I congratulate you on your successful bid The selection committee was impressed by the overall quality and depth of your proposal. As your lead contact for this project I look forward to working with you in ensuring that the survey is completed by the end of this calendar year and the report tabled by January 31, 2005. I suggest you call me as soon as possible so that we can set up a project initiation meeting. If you cant reach me through the main number, please feel free to call my mobile number at (972) 218-3545. Yours sincerely,
Frank Schuller City Manager cc: Brenda Wallace Director, Contract Administration
November 2004
Page 144
14 DONATION LETTERS
About the Templates
Donation letters are also referred to as fund-raising letters.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 145
November 2004
Page 146
Dear Past Supporter, Where there is a will there is a way. As our valued friend and past customer, we thank you for your encouragement and support which continues to inspire us to overcome our disabilities and gain independence by painting with our mouth or foot. It is with pleasure and pride that we forward to you our new selection of festive greeting cards and calendars. All items have been reproduced from original work painted by talented artists who are unable to use their hands due to illness, injury, or birth defect. The price for the complete set of six cards with envelopes is $19.95. We hope you enjoy this years selection and decide to buy it. You are, of course, under no obligation to buy. Should you decide to purchase, your contribution will be vitally important to us and will help us continue with our self-supporting work. We trust that you are pleased with this years offering and we thank you in anticipation of your remittance for the enclosed cards and for any order you might make for additional products that we offer for sale in the brochure. May the warmth of the holiday season surround you and yours with love and happiness. Gratefully yours, Sandra Mathews Mouth Painter
November 2004
Page 147
Dear Friend of the Homeless, Did you know that only $1.97 will feed a hungry person in our community this Holiday Season? Thats right! It will cost just $1.97 to provide a complete Christmas dinner to one of the over 7,000 homeless people we expect to serve over the holiday season this year. Thats in addition to the 57,000 hot meals and other vital services we expect to supply over the entire winter. Please send the best gift you can this year to provide our traditional Christmas dinners on December 19th, or for the many thousands of hot meals we will serve over the winter. Your gift can also help provide safe shelter, spiritual guidance and other essential services for men, women and children in need. We truly appreciate all you have done to help us in the past to help us care for and bring Gods love to the needy men, women and children of our community. We thank you in advance for standing with us once again as, together, we offer hope to the less fortunate. Blessings of the season to you and yours,
Dorothy Merriwether Executive Director. P.S. This annual Christmas fund-raising appeal is vital to our work here at the Mission. Please help us feed and care for those who are hungry and homeless by sending your gift today. Thank you!
November 2004
Page 148
15 CONDOLENCE LETTERS
About the Templates
Condolence letters are also referred to as sympathy letters.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 149
Dear Robert: I would like to express my sincere condolences on the recent passing of your father. Pamela and the children also send their thoughts and prayers to you and your family at this difficult time. Although I didn't know your dad that well, on the half dozen or so occasions that I spent time in his company over the years, I did come to realize his great kindness and compassion towards those less fortunate than him. And I do know that he was very highly respected throughout this community and profession, and his good works changed the lives of many. You were truly fortunate to have such a man as a model in your life. As you know, it was not that long ago that my own father passed away, so I have some idea of what you and your family are going through. No comfort is quite enough to replace the loss. Please pass my deepest sympathies on to your mother, and brother, and sister, and to all of your father's grandchildren. Very sincerely,
Gord Henderson
November 2004
Page 150
November 15, 2004 Mrs. Edith Hampton 4575 Village Drive Seattle, WA 98105-5032 Dear Mrs. Hampton: I was deeply saddened to learn of Frank's death and I would like to express my sincere sympathy to you and your family on behalf of the senior management team here at Interconnect Corp. Your husband was highly respected by managers and employees alike throughout the entire company. He was regarded as a visionary leader by anyone who ever worked with him. Frank's contributions to this company during his 27 years of dedicated and selfless service were many and varied. In the early years he was a major part of our initial expansion overseas, and a number of the offices he set up in Europe are still operating very successfully. In recent years Frank was a key player in our transformation to full digital technology, a move which catapulted us into a leadership position in the industry. Believe me, his contributions to this company will not be forgotten. Please accept my heartfelt condolences at this difficult time and I ask you to please pass these sentiments on to your children. Your husband was a remarkable man in many ways. Knowing him personally as I did for many years, I am well aware of the difference he made in the lives of many people, both here in the company, and in his private life. He will be missed by many. With sincere sympathy,
November 2004
Page 151
November 16, 2002 2698 Stonehearst Ave. Toronto, ON H4S 7Y6 Dear Robert: I would like to express my sincere condolences on the recent passing of your father. Veronica and the children also send their thoughts and prayers to you and your family at this difficult time. I can still picture in my minds eye, that day over 30 years ago, when your Dad brought you into the store for the first time. You got so excited when he bought you that 10-speed racer I was afraid you were going to hurt yourself when you charged out into the parking lot. You should have seen the smile on your Dads face as you raced off for home! He was one proud father. As I believe you are aware, your Dad and I grew up together and went to the same high school. Later, his young family became my valued customers. Over the years, I saw your father grow into a hard working and highly respected member of this community. When the two of us worked together on various community projects, I was often in awe of his truly caring nature and the great kindness and compassion he extended to those less fortunate than himself. I know that his good works changed the lives of many in this town. He will be missed by all of us. You were fortunate to have such a man as a model in your life. As you know, it was not that long ago that my own father passed away, so I have some idea of what you and your family are going through. No sentiment of comfort is quite enough to replace the loss. Please pass on my deepest sympathies to your mother and the other members of the family. Sincere sympathy,
Jack Hutchinson
November 2004
Page 152
16 APPRECIATION LETTERS
About the Templates
Appreciation letters are also referred to as letters of appreciation. Appreciation letters are simply another type of thank you letter, but they tend to be a bit more formal and businesslike.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 153
November 2004
Page 154
Ms. Jessica Patrick Senior Curator American Museum of Sports 505 Hudson Avenue Suite 2805 New York, NY 01253 Dear Ms. Patrick: The purpose of this is to sincerely thank you for the assistance and cooperation that you and your staff afforded us last week when we were filming at your museum. We are well aware that the three days we spent there was not easy for you or your museum visitors. We can only hope that the quality and message of the final product will allow people to forgive all of the disruptions that we caused to the normal routine of the museum. Hopefully, the fact that 10% of the proceeds from this documentary will be donated to the U.S. Olympic Committee will help our cause a little bit. Naturally, all of us working on the film believe that the disruptions during its making will be well worth the trouble if it helps us spread the word about this countrys many great drug free athletes. As I mentioned to you, the producers are planning to give the museum special credit at both the beginning and end of the film. In addition, the museum will be mentioned as a supporter and partner in all major promotional material, and its logo will appear on all posters. Again, thanks very much for your cooperation and support. Yours sincerely,
November 2004
Page 155
Mr. Grant Defalco Assistant Principal Magnolia High School 709 Hickory Street Martinsville, WV 26155 Dear Mr. Defalco: Ive been meaning to write this letter to you for a long time now but things have been so busy getting started at College that I havent been able to get around to it until now. I apologize for the delay. I just want you to know how grateful I am and how much I truly appreciate all of the assistance and support you gave me while I was applying for college admission last year. The advice and guidance you gave me when you reviewed a number of my draft admission essays was invaluable. It allowed me to revise and refine them to the point where I was able to submit high quality essays and personal statements to all of the schools to which I applied. Im not sure if you heard, but I was accepted into three different programs out of the five to which I applied. Thanks to your help! Also, the letter of recommendation you wrote was second to none. I know for a fact that it made the difference at two of the schools to which I applied, including Penn State where I finally decided to attend. I am now in their Liberal Arts Program and am taking electives that I hope will eventually lead to postgraduate studies in Journalism. Im hoping I will have an opportunity to drop in and see you at MHS when I come home for the mid-winter study break. If I can help you in any way at that time I would be happy to do so. Thanks again for your kind and generous support. You will never know the degree to which your influence has shaped my life. Yours in gratitude,
November 2004
Page 156
17 - INVITATION LETTERS
About the Templates
Invitation letters are also referred to as letters of invitation.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 157
Patrick Crampton, M.Sc. President and Chief Executive Officer P.S. Make sure to check our Web site at www.mtia.org for regular updates on the conference. Beginning August 15th well be posting a running list of the latest confirmed conference participants.
November 2004
Page 158
November 2004
Page 159
December 20, 2004 Mrs. Brenda Brewer 1541 Notre-Dame West Suite No. 7 Montreal, QC H3C 1L2 Dear Mrs. Brewer: Re: Private Preview Showing Spring Collection 2005 Ticket No. 798435-2 As one of our longtime valued customers we would like to invite you to our special Private Preview Showing of our Spring Fashion Collection for 2005. The showing will take place at our downtown store at 4550 Sherbrooke St. West, Monday evening, February 20, 2005 from 7:00 pm to 11:00 pm. Limited free parking will be available in our parking garage on the Mountain Street side of the store. In addition to the continuous fashion show that will be running all evening long, there will be a number of spring merchandise draws, as well as a door prize for a $2,000 unlimited shopping spree. So, dont miss out on the fun! For entry into the show and to be eligible for any of the draws you will be required to produce this original invitation with your ticket number printed on it. In order that we may plan for snacks and refreshments appropriately, if you plan to attend, we ask you to please call Danielle Laporte at (514) 982-7593 and advise her by February 10th. Please note: If Danielle doesnt hear from you by Friday, February 10th we will assume that you are not attending the show and we will issue your ticket number to someone else. Everyone here at The Fashion House looks forward to meeting you and sharing our Spring Collection with you at our Preview Private Showing. Yours sincerely,
November 2004
Page 160
18 LOVE LETTERS
About the Templates
Love letters are also referred to as romantic letters.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 161
Nathan
November 2004
Page 162
Dear Robert: I was just reminiscing about Saturday evening; it was such a perfect night. The subtle breeze made me shiver from time to time, but I'm so glad they had a table for us outside. What a wonderful way to spend an autumn evening. Sitting across the table from you, listening to your fascinating stories, I was mesmerized. You're so passionate and intense when you speak of the things you love. I find that so attractive. The wine you selected was perfect. Sipping it from the delicate glass enhanced the taste and it warmed my body as it filled up my insides. Dinner was sumptuous. The pasta was so flavorful; I savored every bite, sucking each strand of linguini slowly through my pursed lips as I listened to you speak. It was a luscious meal, and you were a delicious date. I loved it after dinner when we sat there gazing into each other's eyes sipping our wine. After each sip, the subtle taste of wine lingered on my lips, and I licked them so slowly, catching every last drop. And when you touched my lip with your finger, capturing that one drop of wine that I missed, and then licked your finger, a tingling sensation flooded my entire body. After dinner, as we walked along the sidewalk hand-in-hand, I realized just how much I love being with you, sharing a meal with you, talking with you, and being a part of your life. Love and affection, Diana
November 2004
Page 163
My Dearest Catherine, Even though weve only known each other for a few months I have absolutely no doubts in my heart how much you already mean to me. I just wish you were here with me right now, so I could hold you tight and look deep into your eyes and tell you how much I love you. I can hardly bear to think that I wont be able to hold you close for another 10 days. I wish my job didnt involve so much travel. Catherine, I know that this waiting game is difficult for you too. At least you have your job, family and friends to help keep your mind off our separation. But I know that its still not easy for you either. Late at night is the bleakest time to be without you. The solitude and silence of my hotel room is almost deafening as thoughts of you endlessly invade my consciousness. I swear I can sometimes feel your touch as if you were right here with me. The faint smell of your perfume on my pajamas keeps me awake late into the dark and endless night. Catherine, it hasnt always been easy since we met but weve somehow overcome all of the obstacles weve faced. I believe thats because weve faced them together with the strength of our love empowering us, each and every time. As someone once said love conquers all. Now that I know you, I truly believe that saying for the first time in my life. In fact, it seems that we get ever stronger with each hurdle we overcome together. I must try get some sleep now my love. I have a big day tomorrow. I will think of you in my dreams. I will dream of when I will be holding you in my arms once again, tenderly kissing your lips and pressing my eager body against yours. With much love and anticipation,
Charles
November 2004
Page 164
19 LETTER OF INTENT
About the Templates
Letters of intent are a clear expression of ones specific intent to do something. Letters of intent are often confused with letters of interest. Refer to the samples in the next section to see the differences between the two.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 165
The technical liaison person representing our company for this project will be Dr. Vivien Wong, Senior Research Scientist (303) 492-1567. Financial matters related to the project will be handled by William Crandell, Director of Research and Development (303) 492-2135. Please have your staff contact them directly as appropriate. Sincerely,
November 2004
Page 166
Intent 2: Homeschool
(Print Letter of Intent to homeschool on personal stationery) 45 Rockwell Heights Dr. Painesville Ohio (403) 355-2590 August 1, 2004 Mr. Bradford Kindersley Superintendent Lakeland District School Board 30 Park View Drive, Suite 530
Dear Supertindent Kindersley: As required by your Board, this letter is to advise you that we intend to homeschool our child in Grade 7 during the 2004-2005 school year. Student Name: Student Address: Student Town: Student DOB: Russel Bryant 45 Rockwell Heights Drive Painesville, Ohio Nov. 14, 1994
Attached is a preliminary curriculum list of books and materials we intend to use. However, we reserve the right to change or replace curriculum materials at any time in order that we might achieve the desired academic goals while being responsive to our child's needs and abilities. We look forward to receiving your written acknowledgement. Should you have any questions or comments, we can be reached at the above address and phone number. We do not authorize the release of any information contained in this notice except as specifically provided by law. By this notice we are not waiving our rights under the United States and/or Ohio constitutions as amended. Sincerely, ____________________ Herbert Bryant attach. (2) ___________________ Susan Carter-Bryant
November 2004
Page 167
November 2004
Page 168
20 LETTERS OF INTEREST
About the Templates
A letter of interest expresses ones interest in something. Letters of interest are often confused with letters of intent. Refer to the samples in the previous section to see the differences between the two.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 169
November 2004
Page 170
Mr. Raymond Fielding President Campus Renaissance Inc. 1850 Highridge Road Columbus, Ohio 43201 Dear Raymond: Mitchell-Maxwell and Timberline Properties are pleased to submit herewith our letter of interest to participate in your campus neighborhood redevelopment project. Since being invited to address this exciting opportunity, our team members have collaborated to produce a preliminary plan that we believe will energize the neighborhood, strengthen the University community, and produce long-term benefits for the entire City of Columbus. As you know, we are a team based in the region with the ability to closely and intensively shepherd the transformation of our plan into reality. We are also a team comprised of members who have already worked together on a number of successful projects and who have come together, not for tactical reasons, but as a product of the enormous confidence which we already have in one another. Finally, we are a team with lead partners within which accountability for results will not be delegated. In the weeks ahead, we look forward to hearing comments from Campus Renaissance and the community at large about our preliminary proposal, which is clearly a 'work in progress' and which can only be improved by input from those stakeholders who care the most about the area in question. We therefore look forward to using that input to develop a comprehensive integrated final development plan. Thanks for giving us the opportunity to participate. Sincerely, ____________________ Roy Gooding Mitchell-Maxwell ____________________ Mary Louise Lasser Timberline Properties
November 2004
Page 171
Interest 3: Employment
(Print Letter of Interest for employment on personal stationery) 435 Mountain Road St. Paul, MN 55452 November 24, 2004 Ms. Emily Bronson Employment Services Recruiter Illinois State University Department of Administrative Services Normal, IL 61790 Dear Ms. Bronson: Please consider me an interested candidate for the Office Administrative Assistant position that is advertised on the universitys Human Resources Web page. As you will see when you review the enclosed resume, my background in software is extensive. I am knowledgeable in many types of spreadsheet and database applications. I also have several years of clerical experience which has given me the opportunity to develop good customer relations and communication skills. My previous experience has taught me how hard work, dedication and perseverance are essential when completing a task or project. As your employee, I would welcome hard work, be willing to learn new skills, be mindful of details, and stay on top of the latest software. I pride myself on my dependability and ability to work well with others. I would very much appreciate an opportunity to work at Illinois State University. Please call me at (651) 226-5962 arrange an interview at your convenience. Thank you for your time and consideration. Yours sincerely,
November 2004
Page 172
21 LETTERS OF CREDIT
About the Templates
A letter of credit is an official statement, normally from a financial institution or government body, that guarantees the financial standing of a company or individual, subject up to specific stated limits.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 173
November 2004
Page 174
We hereby establish our irrevocable Letter of Credit in favor of the West Beach Homeowners Association, a California Corporation (Association) for an amount up to one million Dollars ($1,000.000.) for the account of West Wind Developments Ltd. (Sub-divider) securing Sub-dividers obligation to pay Working Capital Funds to the Association in accordance with the Agreement for Payment of Working Capital as required by the California Department of Real Estate. Your draft must be accompanied by the following statement executed by an officer of the Association and dated: The Sub-divider has failed to deposit Working Capital Funds with the Association for every lot or unit, title to which is held by Sub-divider a, as of November 30, 2004, a date six months following the first conveyance of a lot or unit in the subdivision in accordance with the attached Agreement for the payment of Working Capital. It is a condition of this Letter of Credit that it shall be deemed automatically extended without amendment for one year from the present or future expiry date hereof unless, sixty days prior to such expiration date, we notify the Association in writing that we do not intend to renew this Letter of Credit. Upon receipt of such notice, you may draw hereunder by your sight draft accompanied by our statement signed by an officer of the Association that: We hereby certify that we will hold or disburse funds to discharge the obligation of the Subdivider to deposit Working Capital Funds with the Association pursuant to the attached agreement. Drafts drawn under this Letter of Credit must bear its number and date. Partial draws are permitted. We engage with you that all drafts drawn under and in compliance with this Letter of Credit will be duly honored on delivery of original certification and the original of this Letter of Credit for endorsement of amounts drawn, if presented at this office on or before October 31, 2005, or any automatically extended date as set forth herein above. This credit note is subject to the Uniform Customs and Practices for Documentary Credits (1983 Revision) International Chamber of Commerce publication.
_________________________ William Nesbitt Vice-President Corporate Credit Transactions First International Bank
Instant Letter Writing Kit November 2004
Page 175
Special Conditions: 1. All documents indicating Import License No. IPL-73259, dated January 15, 2005. 2. All charges outside U.S.A. are on beneficiarys account. Documents must be presented for payment within 15 days after the date of shipment. Draft(s) drawn under this Letter of Credit must be marked with: Drawn under documentary credit No. OEB-566-05 of the Offshore International Bank, Boston, Mass., U.S.A., dated January 30, 2005. We confirm this credit and hereby undertake that all drafts drawn under and in conformity with the terms of this Letter of Credit will be duly honored upon delivery of all documents as specified, if presented at our offices on or before March 30, 2005. Sincerely, Jeremy Slater Business Credit Department
November 2004
Page 176
22 MARKETING LETTERS
About the Templates
Marketing letters are sometimes confused with sales letters since they are quite similar. Marketing letters are usually more general than sales letters and often promote a concept or an event., whereas a sales letter normally focuses on making a sale of a specific product.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 177
FOR IMMEDIATE RELEASE BATT-TECH Productions Inc. Takes A New Name Will Now Be Known As ACROBAT Corporation
(Montreal, September 30, 2004) - Batt-Tech Productions Inc. is changing its corporate name to ACROBAT Corporation. The change takes effect September 30, 2004. Batt-Tech, a wholly-owned subsidiary of Hydro-Alliance, was established in 1994 to conduct pilot plant activities related to the development of the lithium-nickel-polymer (LNP) battery. Prior to Batt-Tech, Hydro-Alliances research institute had been conducting research and development into LNP technology since 1979. The new name is another step in the companys plan to manufacture and commercialize its world-leading LNP battery technology on a global basis. The re-naming follows the assembly of a new senior management team during the past year. That experienced and market-savvy team was chosen to lead the company as it prepares to launch its LNP battery products in the global marketplace over the next few years. The first two industries targeted as potential major users of LNP batteries are the telecommunications stationary power sector and the automotive electric vehicles sector. Adopting a new name is just a natural evolvement for us as we fast-track our unique LNP technology to the marketplace, stated Boris Cadet, President and Chief Executive Officer. He added, The old name served the company very well during the pilot program days and we will all be a little sad to leave it behind, but it is now time for us to adopt a new image that will get us noticed in the global battery marketplace. Along with the new name, ACROBAT has embraced an entirely new corporate look, with a stylized logo, as well as new company colors, both of which will define its new corporate signature on all company documents and give it a distinctive identity in the marketplace. ACROBAT Corporation is the world leader in the development of lithium-nickel-polymer battery technology. LNP technology is widely recognized as the foremost in advanced solid-state battery design. ACROBAT is currently perfecting its LNP batteries for use in stationary applications (telecommunications) and in both HEVs (hybrid electric vehicles) and EVs (pure electric vehicles). Based just outside of Montreal, Canada, ACROBAT plans to launch its automotive line of batteries by 2005, following a launch in the telecommunications sector in 2003. - 30 Information: Pierre Colombe or France St-Michel, ACROBAT (450) 455-3262, colombep@acrobat.com David Dresden , DD Communications, (514) 327-8205, dresden@videotron.ca
November 2004
Page 178
November 2004
Page 179
November 2004
Page 180
23 REJECTION LETTERS
About the Templates
Rejection letters are sometimes referred to as letters of rejection. They are a formal way to directly refusing a request that has been made by someone asking for something.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 181
November 2004
Page 182
Ms. Charlotte Purie 155 Ashgrove Ave. Ottawa, ON K2G 0P9 Dear Ms Purie:
Your application for undergraduate studies at McGill University has recently been reviewed. We regret to advise you that we are not able to offer you admission to the Bachelor of Arts program for the session beginning in September 2004. As you may be aware, McGill receives a large number of applications and admission is highly competitive. Applications are reviewed taking into account all elements of the students dossier, including general level of academic achievement, marks in specific prerequisite courses, and additional information that may have been submitted. Given the overall high quality of our applicants, we are unable to offer admission to many students who are qualified for university studies. We realize that this decision will be disappointing and extend our best wishes for success in your future endeavors. Sincerely,
November 2004
Page 183
Darren Holmes 1605 Rue Canning Montreal, QC H2D 1L3 Dear Mr. Holmes: Thank you for submitting your recent application for credit. Unfortunately, we are not able to approve your request at this time. Many of our customers in this situation find that understanding the reason(s) for our decision helps them to identify suitable alternatives. Our decision in this case was based on:
Information provided which indicates that the business may not be able to handle the proposed debt; Our assessment that the projections provided need to make more provision for unexpected events.
If you would like a copy of your credit record which we used in our assessment of your application, please contact CreditRec Canada at 1-800-455-8177. Enclosed for your information is our booklet Finding the Money You Need which provides answers to commonly asked questions about business financing. This information may help you in your present search and in understanding how you may qualify for a business loan in the future. If you would like more information, please call me at (514) 495-4575. Yours truly,
November 2004
Page 184
24 INVOICE LETTERS
About the Templates
Invoice letters are often used to bill someone for products delivered or services rendered when one has low-volume invoicing to do. Sample 3 can be sent as a letter but is normally a pre-printed form used for high-volume invoicing.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 185
INVOICE
Mark Burton Editor - Aviation Digest 345 Gilchrist Ave. Suite. 508 Chicago, IL, 60611 Dear Mark Burton:
Please regard this as an Invoice for English editorial services provided while researching and writing a feature article on the state of civil aviation in India titled "Flying High In India: Young High Fliers Spread Their Wings". I understand that the article is for inclusion in your January 2005 issue of Aviation Digest Magazine. The work was performed between November 12, 2004 and December 14, 2004. Final copy (4,800 words) was submitted to you by e-mail on December 13, 2004. English Editorial Services - 35.0 hours at $60. per hour Expenses (LD, faxes, copying - as per attached receipts) State Professional Services Tax (Reg. No. 1426-94, at 8%) Invoice Total (payable within 30 days of invoice date) $2,100.00 $170.50 $181.64 $2,452.14
Thanks very much for this work. I really enjoyed working with you on this project. Please don't hesitate to contact me should you require my services in the future. Sincerely,
November 2004
Page 186
(516) 954-8222
Please regard this as an INVOICE for English editorial services provided while developing your resume/cv and a cover letter. Package includes a Bonus 300 word Career Brief. Work was performed Nov. 20 to 25/04. Final copy submitted to Client by e-mail on Nov. 25/02. English Editorial Services GST at 7.0% (142687426) QST at 7.5% (101394564) TOTAL Amount Owing (payable within 30 days of Invoice date) 5.0 hours at $ 60.00 per hr. $ 300.00 $ 21.00 $ 24.08 $ 345.08
Thanks very much for this work. Please dont hesitate to contact me should you have a requirement for editorial or consulting services in the future. Sincerely,
Robert Williams
November 2004
Page 187
www.corporate.com
INVOICE
INVOICE NO: 2004-354 TO:
Aztec Energy Systems Attn: Raymond Parent 245-3055 Victoria St. St. Laurent, QC J4S 1H1 (450) 754-1379
DESCRIPTION:
Conduct of a Strategic Planning Review and development of a Corporate Business Plan for Aztec Energy Systems to cover the period 2005 to 2007 as per memorandum of agreement dated April 07, 2004. Itemized costs as follows: Project initiation, research and familiarization Meetings and preparation of documents for Strategic Planning Session Conduct of 2-Day Strategic Planning Session Drafting of Business Plan for management review Revising and finalizing report as per management comments Executive presentation and submission of final report Travel and accommodation expenses (as per attached receipts) Services Tax at 7% Prov. Tax at 7.5%
COST:
TOTAL: TERMS:
$ 25,190.60
Payment in full due within 30 days of invoice date. Interest charge thereafter at 1.25% per day.
SIGNATURE:
November 2004
Page 188
25 COLLECTION LETTERS
About the Templates
Collection letters are used to follow-up after someone has not paid an invoice within the original allotted timeframe for payment.
Template Notes
Although the sample templates in this guide are based on actual situations involving real people, identifying information has been altered to protect privacy. All of the sample templates in this guide have been reduced in size slightly to fit the books page format which allows for page headers and footers. The samples use font size of 11 points rather than the 12 points that I recommend as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the margins of this book. You may want to readjust them for an actual letter.
November 2004
Page 189
June 15, 2004 Mr. Dylan Macdonald 150 Armstrong Ave. Georgetown, ON L7G 5S4
Dear Mr. Macdonald: Re: Invoice 279-02 - April 30, 2004 - $1,755.68 This is just a reminder that the above-noted invoice is now two weeks overdue. All of our invoices are due in full within 30 days of the invoice date. Would you please remit $1,755.68 today. If you have already mailed your payment, please disregard this letter. Thanks very much,
November 2004
Page 190
Dear Mr. Macdonald: Second Notice: Re: Invoice 279-02 - April 30, 2004 - $1,755.68 Our records indicate that the above-noted invoice is seriously overdue and remains unpaid. If there is some problem affecting this invoice that we may be unaware of, would you please give me a call at 725-9943. Otherwise, we would ask you to please submit the full amount of $1,755.68 immediately. If you have already taken action to pay this, please ignore this notice. Thank you,
November 2004
Page 191
Mr. Dylan Macdonald 150 Armstrong Ave. Georgetown, ON L7G 5S4 Hand Delivered By Courier Dear Mr. Macdonald: Third Notice: Re: Invoice 279-02 - April 30, 2004 - $1,755.68 According to our records, the above-noted invoice for the amount of $1,755.68 is still unpaid. We assume that there must have been some oversight at your end and we understand that these things happen from time to time. Nevertheless, we would ask you to please remit payment immediately. If there is some problem preventing the payment of this invoice would you please contact our Credit Manager, Mr. M.S. Brandon and he would be happy to discuss the matter with you. If you have already sent your payment, we thank you, and ask you to please disregard this letter. Sincerely,
November 2004
Page 192
November 2004
Page 193
Ms. Wendy Todd 891 Fourth Ave. Ann Arbor, MI 48104 Dear Ms. Todd: This is just a quick follow-up note to thank you for dropping in at Downtown Toyota and entering our "Miles of Smiles" contest. Your entry has been processed and is entered in the draw which will take place on June 12, 2004. I enjoyed our brief chat about the various models of Toyota cars that might be of interest to you. Your observation about the low interest rates we are offering on our lease financing was absolutely correct. As you said, it is the period of economic prosperity the economy is now experiencing that allows us to offer such low rates. As I mentioned, when the time comes for you to trade in your current vehicle, I would be very pleased to brief you on the entire line of Toyota passenger vehicles so that you will be able to make an informed decision about which vehicle best suits your needs. Any time you would like to discuss your personal transportation needs, please give me a call at 234-7865. In the meantime, I would ask you to please accept the enclosed key chain as a small token of your visit to Downtown Toyota and your entry into the "Miles for Smiles" draw. At your service,
November 2004
Page 194
256 Cynthia Drive Little Rock, AR 72201 July 20, 2004 Mr. Jonathan Reddfield Information Officer LR Industries Inc. Little Rock 8156 Rodney Parham Rd. Little Rock, AR 72205
Dear Mr. Reddfield: Further to our telephone conversation yesterday, could you please send me a copy of your company's annual report for the latest complete operating year. As I mentioned when we spoke, I am particularly interested in the overall financial health of your company, its future prospects and the financial performance of your publishing operations. Anything in addition to the annual report that would provide information related to my areas of interest would also be appreciated. Thank you for your help and cooperation. Sincerely,
Linda Struthers
November 2004
Page 195
Bridgewater Office 305 Commons Way Bridgewater, NJ 08807 December 5, 2004 Mr. Shaun Fawcett Final Draft Publications 5-1501 Notre-Dame West Montreal, QC, H3C 1L2
Dear Mr. Fawcett: I would like to order one copy of your ebook Instant Book Writing Kit How To Write, Publish and Market Your Own Money-Making Book (or eBook) Online. I saw the book on your Web site but I was afraid to use my credit card to order it online. Could I ask you to please send me the information by e-mail so that I may download it to my hard drive. My e-mail address is rachelm@coxnet.com. As per the instructions on your Web site, enclosed is a money order made out to you for the amount listed on the Web site of USD $29.97. Thank you. I look forward to reading your book soon.
Rachel Dodson
November 2004
Page 196
Murray Wilson
November 2004
Page 197
Belinda Asher 620 Mayview Ave. Pineville, WV 24874 Dear Belinda: On behalf of everyone here at Deerwood Resorts Ltd., I would like to sincerely congratulate you on your recent graduation from Mountain State University with your M.B.A. (Marketing). I must say that I was not surprised to read of your success in the newspaper. During your first of four summers as an employee at our Lakeland Family Resort I noted how bright you are and how you have a very quick mind for business. Combine those attributes with your relentless work ethic and commitment to quality customer service, and it is obvious that you have a wide-open future ahead of you. I can only hope that your experience working with us contributed in some small way to your success. On behalf of the management and staff at Deerwood Resorts I wish you all the best in your future career and life endeavors, whatever they may be. Yours sincerely,
November 2004
Page 198
Manuela Lopez
November 2004
Page 199
November 2004
Page 200
November 2004
Page 201
Susan Lantos Space SL Gallery 4560 Yonge St., Suite 1010 North York, ON M2N 6L9 Dear Susan: Thank you so much for the invitation to your opening. Andrea and I were thrilled to see that you have finally realized your long-time dream and are opening your own gallery. Were so happy for you. We know how long you have dreamed about it. Unfortunately, we will not be able to attend. We are already committed to a buyers trip in Europe the first two weeks of December so well be out of town. How sad. We would have loved to be there to celebrate with you and your other friends. Shortly after we return from Europe we will contact you and arrange to visit the gallery when you are going to be there. We both look forward to seeing you in your element. We wish the very best of success with your new gallery. Yours truly,
November 2004
Page 202
Patrick and Veronica Miller cc: Mr. Jackon Davies Principal, Couchiching District Secondary School
November 2004
Page 203
Bruce Barry
November 2004
Page 204
1309 Pickwick Court Naperville, IL 60563 November 18, 2003 Ms. Theresa Constantine General Manager, Quality Control Systems NEO Solutions Inc. 2500 Industrial Park Road, Unit 1500 Chicago, IL 60560
Dear Theresa: Further to our conversation this morning, please regard this as a retraction of the resignation letter that I submitted to you on November 15, 2003. As I said when we spoke, I had not thought through all of the personal and professional implications of resigning at this time. I was tending to focus on one particular problem and had lost sight of the bigger picture here at NEO Solutions. A very bright picture I might add, that I will be happy to be a part of. Thanks so much for helping me see the light and for giving me another chance with the company. Yours very sincerely,
Roxanne Daniels
November 2004
Page 205
November 2004
Page 206
Career Letter Writing and Resume Writing: Career Center Articles. ... OWL at Purdue University: The Basic Business Letter
http://owl.english.purdue.edu/handouts/pw/p_basicbusletter.html
Letter Writing Guide: The Career Center. The Florida State University
http://www.career.fsu.edu/ccis/guides/write_eff.html
http://writing.colostate.edu/references/documents/bletter/
Letter Writing Help: letter writing tips & sites - Letter writing is an art
http://www.indianchild.com/letter_writing_help.htm http://writing.englishclub.com/re/
English Writing: Resume & Cover Letter Writing Help AskOxford: Letter Writing: Letters remain important in our everyday lives
http://www.askoxford.com/betterwriting/letterwriting/
November 2004
Page 207
English Works! Writing: Format for Writing Letters. There are several formats
http://depts.gallaudet.edu/englishworks/writing/main/letter.htm
http://www.writinghelp-central.com/letter-writing.html
http://readwritethink.org/materials/letter_generator/
Friendly Letter Writing Unit. Learn to write letters with Mitchell! Letters, Letter-writing and Other Intimate Discourse: General Letter Writing... Plain English Campaign: The plain English guide to writing letters...
http://www.plainenglish.co.uk/letterguide.html
http://www.justdosomething.net/xsp/xsc.asp?uri=/home/zone/toolkit/someone-famous www.kingsharvest.com/letters.html
How to write a letter to someone famous: There are 100's of articles on this site... Author! Author! Writing Letters... Writing Business and Friendly Letters... Business Letter Writing: An interactive online business letter writing tutorial
http://www.businessletterpunch.com
www.kanten.com/styleguide/writing.html
Effective Letter Writing Letter: The average business professional spends 3+ ... Letter Writingletter writing help etiquette letter writing; sales letter writing...
www.worldwriters.net/letter-writing.shtml
November 2004
Page 208
Writing References
A Pocket Style Manual, by Diana Hacker, Bedford/St. Martin's, 3rd Edition (January 2000).
http://www.amazon.com
Basic Grammar in Use: Reference and Practice for Students of English, by Raymond Murphy, Cambridge Univ. Press (March 1993).
http://www.amazon.com
The Chicago Manual of Style: The Essential Guide for Writers, Editors, and Publishers (14th Edition), by John Grossman (Preface), University of Chicago Press (Trd), 14th edition (September 1993).
http://www.amazon.com
Effective Business Writing: A Guide for Those Who Write on the Job, by Maryann V. Piotrowski, HarperCollins,2nd Rev&up edition (July 1996).
http://www.amazon.com
The Elements of Business Writing: A Guide to Writing Clear, Concise Letters, Memos, Reports, Proposals, and Other Business Documents, by Gary Blake, Robert W. Bly, Longman; 1st edition (1992).
http://www.amazon.com
Instant Letter Writing Kit November 2004
Page 209
The Elements of Style, by William Strunk Jr., et al, Allyn & Bacon, 4th Edition (January 15, 2000).
http://www.amazon.com
How To Create and Sell Your Own Profitable eBook, by Ken Silver, Ken Silver Publishing.
http://www.kensilver.com/
How to Say It: Choice Words, Phrases, Sentences & Paragraphs for Every Situation (Paperback), by Rosalie Maggio
http://www.amazon.com
How to Write It: A Complete Guide to Everything You'll Ever Write, by Sandra E. Lamb, Ten Speed Press (1998).
http://www.amazon.com
Make Your Words Sell!, by Joe Robson and Ken Evoy, M.D., SiteSell.com Inc.,
http://myws.sitesell.com/goforitnow.html
Merriam Websters Collegiate Dictionary, by Merriam-Webster, Merriam Webster, 10th Edition (1998).
http://www.amazon.com
MLA Handbook for Writers of Research Papers (5th Edition) , by Joseph Gibaldi, Modern Language Association of America, (June 1999).
http://www.mla.org
MLA Style Manual and Guide to Scholarly Publishing (2d ed) by Joseph Gibaldi, Herbert Lindenberger, (Foreword), 2nd Edition, Modern Language Association of America, (April 1998).
http://www.mla.org
Publication Manual of the American Psychological Association, Fifth Edition, American Psychological Association, (2001).
http://www.apa.org
November 2004
Page 210
Professional Writing Skills, by Janis Fisher Chan, Diane Lutovich, Advanced Communication Designs, Inc.; 2nd edition (1997).
http://www.amazon.com
Writers Inc.: A Student Handbook for Writing & Learning, by Patrick Sebranek, Verne Meyer, Dave Kemper, Great Source Education Group Inc., (August 1995).
http://www.amazon.com
Writing That Works - Third Edition, by Kenneth Roman, Joel Raphaelson, HarperResource; 3rd edition (August 2000).
http://www.amazon.com
Writing Tools
A collection of additional researched writing-related resources can be found at the following links at writinghelp-central.com:
Letter Writing http://www.writinghelp-central.com/letter-writing.html APA Format http://www.writinghelp-central.com/apa.html MLA Format http://www.writinghelp-central.com/mla.html Writing Help Tools In addition, my Writing Help Tools Web site also contains a number of other writing-related resources that may interest you: http://www.writinghelptools.com
November 2004
Page 211
November 2004
Page 212
INDEX
A accept new position, 55, 56 acceptance letter(s), 31, 41, 140-143, 152 alexa.com, 205, 206 amazon.com, 5, 52, 208, 209, 210 annual report, 86, 87 apology letter(s), 31, 41, 91, 126-131 application letter(s), 31, 41, 132-134 appreciation letter(s), 32, 41, 152 B barnesandnoble.com, 5 burn-out, 55, 60 business associate, 86, 88, 110 business letter(s), 4, 7, 14, 24-27, 30, 31, 41, 52, 83-91, 102, 206, 207 business stationery, 22, 23 business writing, 208 business-to-business, 83, 84, 85 business-to-customer, 83, 84, 85 C character reference, 44, 73, 77, 78 charity, 144, 147 chief financial officer, 87, 132, 135 child care, 125 collection letter(s), 32, 41, 188-191 college, 42, 43, 72-75, 155 commendation letter(s), 42, 45, 72, 76 community (service), 66, 70, 77, 81, 140-145, 173 complaint letter(s), 4, 31, 41, 92-101 compliment letter(s), 32, 192, 196 condolence letter(s), 22, 32, 41, 148151 conference(s), 153, 156-158, 176, 178
Instant Letter Writing Kit
congratulations letter(s), 32, 192, 197 consulting services, 140, 143 cover letter(s), 4, 31, 41, 52, 102-110, 115, 186, 206 credit card, 96, 97, 100 customer, 9, 36, 37, 60, 62, 66, 71, 84, 86-91, 97, 114-117, 124-134, 145, 148, 151, 156, 159, 199 customer service, 63, 71, 91, 93, 99, 101, 124-129, 133, 134, 196, 197 D death, 148-151 defective product, 96, 98 document cover letter, 102 donation letter(s), 31, 41, 144-147 downloadable templates, 4, 7, 12 downsizing, 136, 137 E employee mistake, 126, 130 employees, 44, 47, 62, 73, 111, 118, 135, 139, 150 employment, 42-48, 61, 62, 66-69, 7377, 80, 132-141, 168, 171, 180, 181 F facilities, 152, 154 fill-in-the-blank(s), 5, 7, 8, 10 follow-up letter, 32, 66, 69, 104, 114, 119, 128, 176, 178, 192, 193 franchise application, 105, 110 full-block style, 23, 24, 30 fully-formatted, 4, 5, 7, 11, 12 fund-raising letters, 144
November 2004
Page 213
graduate, 43, 50, 73, 75, 77, 79, 105, 108, 157, 167 graduate programs, 43, 73, 75, 77, 79 grammar, 17, 64, 208 H having a baby, 55, 59 health & safety, 55, 58 home owners, 172, 174 homeschool, 164, 166 I inadequate facilities, 96, 99 introduction letter(s), 31, 41, 88, 120125 invitation letter(s), 32, 41, 156-159 invoice letter(s), 32, 41, 175, 184-191
J
letter of invitation (see invitation letter) letter(s) of recommendation (see recommendation letter) letter of reference (see reference letter) letter of rejection (see rejection letter) letter of resignation (see resignation letter) letter of termination (see termination letter) letter of thanks (see thank you letter) level of service, 96, 101 loans manager, 120, 124 love letter(s), 32, 41, 160-163
M
job application, 180, 181 job interview, 61, 62, 66, 67 joint project, 168, 169
L
letter formats, 23, 30 letter generators, 13 letter of application (see application letter) letter of apology (see apology letter) letter of appreciation (see appreciation letter) letter of complaint (see complaint letter) letter(s) of credit, 172-175 letter(s) of intent, 32, 41, 164-170 letter(s) of interest, 32, 41, 168-171 letter of introduction (see introduction letter)
Instant Letter Writing Kit
offshore, 172, 175 order request letter, 195 oversight, 126, 129
P
page compression, 28 parent to teacher letter, 203 performance evaluation letter(s), 42, 72, 76 personal letter template, 25 personal stationery, 22, 23 Ph.D, 46, 50, 79, 165 poor performance, 136, 138 poor service, 96, 97
November 2004
Page 214
privacy, 11, 30, 46, 55, 66, 77, 96, 105, 114, 120, 126, 132, 136, 140, 144, 148, 152, 156, 160, 164, 168, 172, 176, 180, 184, 188 professional assistance, 152, 153 professional error, 126, 127 professional services, 184-187 progress report, 105, 109 public improvement, 172, 173
R
real-life template(s), 5, 9-13, 34, 39, 40 recommendation letter(s), 2, 4, 31, 35, 41-51, 54, 72-77, 137, 155, 200, 211 reference letter(s), 4, 31, 33, 35, 41, 44, 46, 72-82, 90 refusal letter(s), 32, 192, 198, 201 rejection letter(s), 32, 41, 180-183 replacement request letter, 199 request for information letter, 32, 192, 194 request for recommendation letter, 200 research project, 164, 165 resignation letter(s), 2, 4, 8, 9, 31, 36, 37, 39, 41, 52-60, 204, 211 resignation retraction letter, 204 resume cover letter, 102 retraction letters, 32, 192 return to school, 55, 57
S
scholarship application, 164, 167 self-introduction, 120, 122 self-supporting, 144, 146 service breakdown, 126, 128 service club, 63 service error, 86, 91 speaker, 62, 156, 158 spelling, 17, 64 student, 46, 48, 77, 82, 166, 210 style guide, 4, 6 sudden closing, 136, 139 survey, 66, 71, 143
T
teacher commendation letter, 202 teacher reference, 82 teaching, 46, 51 template adaptation method, 6, 13, 33, 40 termination letter(s), 31, 41, 136-139 testimonials, 112 thank you letter(s), 4, 31, 41, 61-71, 152 Top 25, 5, 6, 31, 41, 192, 206 trade show, 176, 179 transition words/phrases, 16-19
U
sales, 47, 86, 89, 105, 106, 111, 114123, 132, 133, 193, 209 sales letter(s), 4, 111-117, 176, 207 sales manager, 105, 106, 132, 133 sample templates (letters), 4-7, 11, 14, 30, 32, 35, 46, 55, 61, 66, 77, 96, 105, 114, 120, 126, 132, 136, 140, 144, 148, 152, 156, 160, 164, 168, 172, 176, 180, 184, 188
Instant Letter Writing Kit
undergraduate, 46, 49 university, 42, 43, 57, 72, 73, 75, 90, 108, 171, 182 unprofessional behavior, 126, 131
V
volunteer, 48, 62
W
Page 215
NOTES
November 2004