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Basic Sample Business Letter

Some time or other each of us is faced with business letters during our lifetime that is why in order not to put our foot in it, it is better to find out about general distinctive features of each sample business letter. From childhood we are told that a business letter is commonly written when a representative of one company sends the necessary information or even important date to a representative of another company. These letters are always used to allow such companies to correspond with each other, their clients and customers. At the same time the prevailing style of the way of writing will depend in such a case on the interrelation, trust and common interest between the two participants of the correspondence. Whatever you admit it or not, nowadays each of us almost constantly encounters with business letters, in spite of the fact that you may think that you are far away from this subject and it does not have anything to do with you from any point of view. That is it is really necessary to look through the general criteria of each sample business letter in order to be in step with the times.

A sample business letter should include such items as:

  • Letterhead, where we should introduce such data as the sender’s company and the address of the very company. At the same time if you are self-employed or an independent businessman, you should write your name on the place where you have to grant information about your conjectural company.
  • Date, where it is necessary to write down the full date. That is why it should be done either like “January 1, 2013” or like “1 January 2013”.
  • Letter recipient, where you should introduce the full name of the recipient, his or her title, the name of the company, the address and the reference number in the established order.
  • Salutation, which should show your respect towards the recipient of the letter, not depending on the fact whether you were personally presented to the recipient or not.
  • Body, where you have to express your business proposals and desires in a persuasive, distinct and conversational way, trying to evade ambiguous expressions and uncertainty. Most often each body is divided in three logical paragraphs. Writing such a letter it is important not to make any kind of mistakes, because it will immediately adversely affect recipient’s opinion about you, and to utilize only business and literary words, because if you have recourse to the usage of colloquial words, they will present you as an incompetent person.
  • Closing, where you also have to show your respect towards the recipient of the letter as in salutation.
  • your signature,
  • Your name and contact information, so that the letter recipient might be able to establish contact with you if any questions according your business proposal or desire appear.
  • If you add any additional documents to your business letter, they should be enumerated under your name and contact information.

The stated above information is a basic sample business letter and if you should write any business letter, you may use the given data as a foundation without any twinge of conscience.     

 

Sample Letter for Dealership Request

Writing a sample letter for dealership request is an important procedure in each business exchange of letters, because it is universally acknowledged not only by all businessmen and managers, but by the amateurs as well, that without such letters no business will survive. By means of these letters people of different business types suggest other companies, agencies and retail sales outlets to purchase their products and/or to have recourse to their services. That is why it is easy to conjecture that such letters help business owners to promote their products and/or services on the industrial market, which is fully competitive nowadays, because of huge option opportunities of each product and/or service from large majority of them represented on the market. As follows from the above each enterprising and profit-oriented business owner, his or her deputy or manager must by all means get to know the procedure of a sample letter for dealership request writing. Such a letter must be set in as each business letter by the indication of the following data:Your name and surname

  • Your address
  • Your city state and zip
  • Your phone and fax numbers
  • Your e-mail
  • Date
  • Recipient’s name and surname
  • Title
  • Position
  • Department
  • Office address
  • City
  • State and zip.

After the enumeration of the indicated above information the person, concerned with the writing of a dealership request letter, ought to proceed to the letter body, which should be composed of at least three paragraphs without fail, because it is characteristic for the writing of all business letters. In this part of your letter you should explain which product and/or service you want to put on sale, why this namely proposal must be certainly taken into account without delay and why your output is better than the production of the similar enterprises and of their representatives, which means that you have to reveal the advantages of your business proposal here. Due to the fact that nowadays fast each company guidance has recourse to the writing of these letters for the promotion of their produce, it is strictly obligatory to make your letter unique and unconventional in order to force your recipient to concentrate his or her attention exactly on your letter and that namely fact will impel this person to order your product and/or service. Try to elude any grammar or spelling mistakes, because they will show your lack of basic skills and incompetence, what will immediately and certainly have a bad impact on your recipient’s opinion about your business proposal. At the same time you must use only lofty and business style in the time of your letter writing, avoiding any ambiguous and loose expressions, which may put a wrong construction on the letter recipient as well, because this fact will testify to the effect that you are unstable and evasive in your business affairs and proposals. In the last paragraph of your dealership request letter record of your gratitude to your letter recipient for his or her attention to the letter, which has been sent by you, in spite of the fact if the leadership of the very company determines to have recourse to your business proposal or not. You must take into consideration the fact that if the very company has decided not to resort to your production, the guidance of it may prefer to recommend you to somebody else and in such a case you must remain courteous and obliging. At the end of your letter sign it and write your name and surname once more.

That is why if you follow the mentioned above statements in the time of your sample letter for dealership request writing, it will be an easy task to fulfill.

Business recommendation letter tips

A business letter of recommendation is such a letter, in which the author of it estimates the necessary references, capabilities and character qualities of any individual’s aptitude to carry out any kind of mission, task, function or even job. That is why these letters are almost always written about a special individual, where his or her main abilities, qualities and endowments are explained to a particular recipient on the occasion of an appointed kind of activity or work position. Nowadays, when the job market is fully competitive and all the pretendents on a job position have to be ready to work really hard being clearly aware of the daily growing number of the prospective workers, who in their turn are always ready to shove you aside from your job position in order to secure your place for themselves. Hence it appears that business letter of recommendation is of a substantial importance and if it is correctly formed and written, it can bring to naught all the endeavours of another candidates to get namely this job position. But the problem consists in the lack of information from fast each person regarding to the right writing and execution of a recommendation letter. That is why below there are cited the most common tips of a business letter of recommendation.

  • Before starting to write a recommendation letter try to determine if you are completely sure of the fact that the person, who has requested you to write such a letter for him or her, will be able to cope with the task or job, which will be entrusted him or her after that. Ask yourself if you are confident in the abilities, qualities, education and knowledge of a given pretendent. You must take into consideration the following fact: if your candidate does not manage his or her job or task well after receiving it, you will be dragged through the mud and nobody will take you on trust some day again. That is why you have to estimate your pretendent unprejudicedly from all points of view. If your candidate went successfully through your checkup, convice the recipient of the fact that you you have known the pretendent for a long period of time and that is why you are able to form an integral opinion about him or her as of an indisputable applicant and educated enough person for the given task and job position.
  • Writing a business letter of recommendation try to enumerate the pretendent’s abilities, character qualities, talants and intellectual facilities in a concrete way, avoiding ambiguous expressions and vagueness.
  • The most suitable way to show the preferable side of your applicant to the letter recipient to the best advantage is to make use of comparisons. In its turn this fact will help the letter addressee to understand why you have decided to promote the very pretendent in place of somebody else.
  • If working upon a recommendation letter you have come across a weak streak of character or abilities, which are peculiar to your applicant, try not to overstate them, as well as not to conceal them. At the same time it is necessary not to erect your candidate on the top of the whole world by using praises nad exaggerations.
  • Having finished your recommendation letter, which should be usually composed of only one page in total, it is strictly required to write your personal information under your signature in order to give your letter recipient an opportunity to contact you if such a necessity crops up.

It is always difficult to write a correct recommendation letter in every respect, but the enumerated above tips characteristic to each business letter of recommendation will surely simplify your task.

Resignation Letter Samples: What Are the Basic Rules of Writing

Resignation letter samples should be useful for people who are intended to resign from their job decently. If it is time for you to quit, don’t leave a negative impression with your boss and colleagues. Don’t regret about going away. Appreciate all experience and opportunities you were given at the position you resign from. Think about new possibilities and chances for you in the future. If you have already accepted a new appointment with another company try not to hurt your previous employer. Thank him for everything he has done for you, for your growing and developing. Tell about your pleasure to work with him and his company. Announce your resignation two weeks before your leaving. If it is possible, explain the reasons of your decision.  It is not recommended to mention about any problems and confrontations. Leave friends behind you, not enemies. Keep in your mind all good things and events that happened during your last work. Writing a resignation letter can help you maintain positive relationship with your employer, while paving the way for you to move on.

There are different resignation letter samples and you can choose the most suitable for you. As any business letter your farewell writing letter should be simple, brief, focused, and to the point. There is no need to elaborate on your reason for leaving. Simply provide information on when you are leaving and let the employer know you appreciate your time with the company. On the left top place your manager’s address, below insert the date you are writing the letter.  Start your letter with Dear Mr/Mrs. (surname). In the first paragraph announce your resignation formally, its effective date and time of your last day of work. You can include the explanation of your quitting. In the next paragraph give you farewell words of your appreciation and gratitude for your director and the company you worked for. You should mention all good opportunities you have received. Don’t forget to say some good words about the team of the company. Tell that you are resigning in good faith. Truly wish success to your company in future.  In the third paragraph ask your employer to let you know what you can do to make your final time in the company a productive experience, to take the best from your remaining days. Tell him to feel free to contact you after you leave if you can be of any assistance. End your writing with “Sincerely” and your signature. Keep friendly but at the same time formal style of your writing.

After sending the resignation letter and meeting with your boss, all that’s left is for you to continue working there in a dedicated, professional manner until your notice period finishes. This way you leave behind a sterling reputation and many good memories. You will need to check your company policy or your employment contract to find out how many weeks’ notice you need to give upon resignation. Some companies will terminate an employee immediately, so be prepared for this. If you say goodbye to your employer and colleagues really on good terms, they can organize a farewell party for you. They will congratulate you with you new opportunities, new projects, will regret about parting with you. Such leave-taking can encourage you and give you new wings. So choose the best options from all resignation letter samples given in business manuals and remain successful in your future life.

 

Choose The Best From Resignation Letter Samples

Resignation letter samples must be known for people who think how to resign from their job decently. If it is time for you to quit, don’t leave a negative impression with your boss and colleagues. Don’t regret about going away. Appreciate all experience and opportunities you were given at the position you resign from. Think about new possibilities and chances for you in the future. If you have already accepted a new appointment with another company try not to hurt your previous employer. Thank him for everything he has done for you, for your growing and developing. Tell about your pleasure to work with him and his company. Announce your resignation two weeks before your leaving. If it is possible, explain the reasons of your decision.  It is not recommended to mention about any problems and confrontations. Leave friends behind you, not enemies. Keep in your mind all good things and events that happened during your last work. Writing a resignation letter can help you maintain positive relationship with your employer, while paving the way for you to move on.

There are different resignation letter samples and you can choose the most suitable for you. As any business message your farewell writing letter should be simple, brief, focused, and to the point. There is no need to elaborate on your reason for leaving. Simply provide information on when you are leaving and let the employer know you appreciate your time with the company. On the left top place your manager’s address, below insert the date you are writing the letter.  Start your letter with Dear Mr/Mrs. (surname). In the first paragraph announce your resignation formally, its effective date and time of your last day of work. You can include the explanation of your quitting. In the next paragraph give you farewell words of your appreciation and gratitude for your director and the company you worked for. You should mention all good opportunities you have received. Don’t forget to say some good words about the team of the company. Tell that you are resigning in good faith. Truly wish success to your company in future.  In the third paragraph ask your employer to let you know what you can do to make your final time in the company a productive experience, to take the best from your remaining days. Tell him to feel free to contact you after you leave if you can be of any assistance. End your writing with “Sincerely” and your signature. Keep friendly but at the same time formal style of your writing.

After sending the resignation letter and meeting with your boss, all that’s left is for you to continue working there in a dedicated, professional manner until your notice period finishes. This way you leave behind a sterling reputation and many good memories. You will need to check your company policy or your employment contract to find out how many weeks’ notice you need to give upon resignation. Some companies will terminate an employee immediately, so be prepared for this. If you say goodbye to your employer and colleagues really on good terms, they can organize a farewell party for you. They will congratulate you with you new opportunities, new projects, will regret about parting with you. Such leave-taking can encourage you and give you new wings. So choose the best options from all resignation letter samples given in business manuals and remain successful in your future life.

Writing a letter of interest as a tool for success

Writing a letter of interest seems similar to composing a cover letter but they are substantially different. You send your cover document with you resume for the position you know exactly is vacant. You can also get very interested in a job that has not been advertised. Now your writing is unsolicited. You are not sure if you succeed but you go forward. Nothing is impossible to a willing heart. In your inquiring you must convince an employer about your compliance with all his requirements more than in an accompanying writing. Show your self-assurance and ambitions. Persuade the boss of the company that you are just what he looked for. You knowledge, skills, work experience and personal qualities must be of great benefit of the company you are interested for. In other words your success will be also theirs. Before writing your prospecting letter, learn more about the company to which you are writing.  Get all information about their mission and goals, products and services they offer. Seeing your awareness of his company the boss will welcome you as one of his staff.

Writing a letter of interest must be done according to the rules and guidelines of all business correspondence. Arrange it briefly, clearly and formally. Keep your letter focused on your professional accomplishments and skills and on what you can bring to the company. Leave out personal information such as hobbies or other interests, marital status, and the like. Depending on the letter format write at the top your and the recipient’s addresses, the date and your salutation starting with “Dear Mr or Mrs…” In the first paragraph, you should explain the reason of your writing. Indicate how you became familiar with the company and tell the position you are seeking. In the next paragraph or paragraphs, illustrate how you are qualified for the position you seek. Relate your skills, accomplishments, education, positive personal characteristics, and other strengths to the company. As you talk about your qualifications, make sure to refer to your resume is enclosed with your letter. In your closing ask for the meeting with the reader at a time that is convenient for him to learn more about the company and the possibility of working for it. Tell when you will call the letter recipient in order to follow up and give your contact information. Conclude your letter with a cordial farewell ( Sincerely and Thank you) then sign it.

After you have sent your letter don’t hesitate to follow up, as you have said you would. Be persistent even you are told afterwards that there are no positions available at the time. Don’t give up. Still try to set up a meeting where you can learn more about the company and during which the contact can get to know you. If that is not possible, request to keep your letter of interest and resume for the future when the company is hiring someone for the position you are seeking. Consider your writing a letter of interest as a necessary tool on the way to your success.

 

Donation Request Letter That Will Help You to Gain Funds

If you need finances for your nonprofit organization, church, school or hospital, a proper donation request letter will help you. There are many potential donors who are willing to make a donation to charitable organizations. You task is to find them and tell about your need. Try to make them really interested in your goals. A well written letter is very useful in getting great impression about you and your organization. Before writing you must know your objectives and steps of your actions very well. Inform the supporters about them. To be very convincing you can enclose in your letter some photos representing the aim of your formation. For example, if you want to help handicapped children you can send the image of some of them. Including photos you will get more attention of potential sponsors. Give your arguments using stories and facts; it will help people feel the importance of your cause. Like any business writing keep your letter specific and professional. Your request must be not very long, clear and detailed. It must be formal and at the same time heartfelt. Doing it you must remember that your efforts will improve people’s lives and make the world around you better.

You may use this free template of business letter : Letter for Donating to Individual

Everybody can write an excellent donation request letter if he does his best to learn the main steps and principles of it. Donation letters should include the same parts as other formal letters: addresses on the left and on the right, date, salutation, introduction, body and closing. Print the letter on your organization’s official letterhead. In your salutation after “Dear Mr/Mrs” write the name of the person who would be responsible for approving any donations from the business. In the introduction tell about your organization and its aims; state the purpose for sending the letter. Include the information about other successful projects you have organized in previous year. In the body of the letter summarize your intention and actions; describe particularly who will benefit and how the funds will be used. Tell the deadline and location of your goal realizing. Mention the benefits that business people may gain if they donate to your project. You can find out if donations to your organization qualify for tax deductions. You can also include the variants of any marketing opportunities such as newspaper articles, advertisements or announcements that will list the donations and their contributors. Inform about all steps and costs in the donation process. Supply the contact information for the donation coordinator. Provide any guidelines in place for donations. In your closing thank the recipient for his time and consideration. End the letter with “Sincerely” or “Best Regards. Write your name, organization and your position title under your signature will be.

Be very careful in your search of sponsors and donators. There are cases when frauds offer financial support to get access to your personal data and bank information. Check all details about the company that is willing to help your organization. Be ready to write a big project plan that real investors will demand after getting your request. Prepare your heart for passion in your mission and your head for cold statistics and numbers. Find good specialists, bookkeepers who will be able to give you professional advice and count all expenses. Hopefully your donation request letter will be great promotion in raising funds.

Types of Business Letters

A business letter is an official correspondence between a person and a company management or between the leaders of two companies. These letters are written on the different occasions, for example to request information, to appreciate the work, which was done by an employee of an organization or firm, to appeal for a job, etc.

The main types of business letters are:
· an acceptance letter is an affirmative answer to an invitation or an offer of a job;
· an acknowledgement letter is written when a person wants to admit a fact, an operation, which was taken by him or her or a general situation, which happened after these operations;
· an adjustment letter is a written answer to a complaint, which was received in a written form as well;
· an application, which is also called as a cover letter, is sent in order to grant complementary information on the education, skills and experience of a person;
· a collection letter is usually written by an owner of a business, a creditor, an organization or a firm that has not been paid for the services or commodities in time;
· a credit letter is an answer to a written request of a customer for a credit;
· a demand letter is sent to an insolvent in order to inquire about the payment;
· an inquiry letter, which is also called as a letter of interest or a prospecting letter, is written in order to receive information from the reader, who in the opinion of the writer of this letter possesses this information;
· an order letter, which is sometimes called as a purchase order, is written to order the commodities or materials, which will be over or will be needed soon;
· a refusal letter is a negative reply to an invitation or an offer of a job;
· a response letter grants the information or answers, about which it was asked in an inquiry letter;
a sales letter is an implement of the marketing, which is used to advertise a service or a commodity.

Statement of Account Letter

29.10.2009
Edward Anderson
ABC Inc.
57 Edith Street
3110 Bristol
England
Dear Mr. Anderson,
I think there an error in counting has happened. Today I have received the account statement for October. I must inform you that I can not agree with your bill of parcels to the $150 figure you have indicated as my checking account. My accounting records indicate as follows:
Invoice/Payment                                Amount
# 3475467                                            355.00
Payment, Check #756, 29.10.2009      -355.00
#3473874                                              500.00
Payment, Check #756, 29.10.2009        -300.00
Balance                                                   200
I have attached copies of the above bills of parcels and checks. Please recount the account statement to discover the source of the discrepancy and contact me at 233-22-33 as soon as you discover the difference.
Sincerely,
Catherine Wood

Letter to Turn Down a Promotion

Sometimes we need to inform our customers about our current offers and promotion. Here is a sample of letter to turn down a promotion:

Amanda Smith
145 Royal Street
Bath, England, 1234
Tel. number: 0123 56 34
E-mail: Amanda_2010@yahoo.com

Katherine Hudson
ABC Company
111 Green Street
Bath, England, 1234
August,15

Dear Mrs. Hudson,
I highly appreciate your decision to promote me to the managing director. It is very pleasant to know that all my services and of course experience have been positively appreciated by you. However, unfortunately I am compelled to turn down the promotion as valid reasons have impelled me to make such a decision.
I would like to mention that at present time I am satisfied with my current job in full. Its operating schedule allows me to devote the necessary time to my children. Moreover, I have my grandmother advanced in years to care for. New service presupposes extra hours and of course it involves much responsibility and business assignments. Therefore I would not be able to handle all the new tasks and responsibilities.
I am very sorry about the way the things happened. I hope that you will understand my position.

Sincerely Yours,
Amanda Smith

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