all about MEETINGS

Business Meetings in English
From Kenneth Beare,
Your Guide to English as 2nd Language.
FREE Newsletter. Sign Up Now!
Introduction

The following dialogue is an example of a typical business meeting. As you can see from the dialogue, a typical business meeting can be divided into five parts:

This example business meeting is followed by the two sections which provide key language and phrases appropriate for typical business meetings.

Introductions

Meeting Chairman: If we are all here, let's get started. First of all, I'd like you to please join me in welcoming Jack Peterson, our Southwest Area Sales Vice President.

Jack Peterson: Thank you for having me, I'm looking forward to today's meeting.

Meeting Chairman: I'd also like to introduce Margaret Simmons who recently joined our team.

Margaret Simmons: May I also introduce my assistant, Bob Hamp.

Meeting Chairman: Welcome Bob. I'm afraid our national sales director, Anne Trusting, can't be with us today. She is in Kobe at the moment, developing our Far East sales force.

Reviewing Past Business

Meeting Chairman: Let's get started. We're here today to discuss ways of improving sales in rural market areas. First, let's go over the report from the last meeting which was held on June 24th. Right, Tom, over to you.

Tom Robbins: Thank you Mark. Let me just summarize the main points of the last meeting. We began the meeting by approving the changes in our sales reporting system discussed on May 30th. After briefly revising the changes that will take place, we moved on to a brainstorming session concerning after sales customer support improvements. You'll find a copy of the main ideas developed and discussed in these sessions in the photocopies in front of you. The meeting was declared closed at 11.30.

Beginning the Meeting

Meeting Chairman: Thank you Tom. So, if there is nothing else we need to discuss, let's move on to today's agenda. Have you all received a copy of today's agenda? If you don't mind, I'd like to skip item 1 and move on to item 2: Sales improvement in rural market areas. Jack has kindly agreed to give us a report on this matter. Jack?

Discussing Items

Jack Peterson: Before I begin the report, I'd like to get some ideas from you all. How do you feel about rural sales in your sales districts? I suggest we go round the table first to get all of your input.

John Ruting: In my opinion, we have been focusing too much on urban customers and their needs. The way I see things, we need to return to our rural base by developing an advertising campaign to focus on their particular needs.

Alice Linnes: I'm afraid I can't agree with you. I think rural customers want to feel as important as our customers living in cities. I suggest we give our rural sales teams more help with advanced customer information reporting.

Donald Peters: Excuse me, I didn't catch that. Could you repeat that, please?

Alice Linnes: I just stated that we need to give our rural sales teams better customer information reporting.

John Ruting: I don't quite follow you. What exactly do you mean?

Alice Linnes: Well, we provide our city sales staff with database information on all of our larger clients. We should be providing the same sort of knowledge on our rural customers to our sales staff there.

Jack Peterson: Would you like to add anything, Jennifer?

Jennifer Miles: I must admit I never thought about rural sales that way before. I have to agree with Alice.

Jack Peterson: Well, let me begin with this Power Point presentation (Jack presents his report).

Jack Peterson: As you can see, we are developing new methods to reach out to our rural customers.

John Ruting: I suggest we break up into groups and discuss the ideas we've seen presented.

Finishing the Meeting

Meeting Chairman: Unfortunately, we're running short of time. We'll have to leave that to another time.

Jack Peterson: Before we close, let me just summarize the main points:

Rural customers need special help to feel more valued.
Our sales teams need more accurate information on our customers.
A survey will be completed to collect data on spending habits in these areas.
The results of this survey will be delivered to our sales teaMs
We are considering specific data mining procedures to help deepen our understanding.
Meeting Chairman: Thank you very much Jack. Right, it looks as though we've covered the main items Is there any other business?

Donald Peters: Can we fix the next meeting, please?

Meeting Chairman: Good idea Donald. How does Friday in two weeks time sound to everyone? Let's meet at the same time, 9 o'clock. Is that OK for everyone? Excellent. I'd like to thank Jack for coming to our meeting today. The meeting is closed.

Useful Meeting Phrases
Interrupting


May I have a word?
If I may, I think...
Excuse me for interrupting.
May I come in here?

Giving Opinions

I (really) feel that...
In my opinion...
The way I see things...
If you ask me,... I tend to think that...


Asking for Opinions

Do you (really) think that...
(name of participant) can we get your input?
How do you feel about...?


Commenting on Other Opinions

I never thought about it that way before.
Good point!
I get your point.
I see what you mean.


Agreeing with Other Opinions

Exactly!
That's (exactly) the way I feel.
I have to agree with (name of participant).

Disagreeing with Other Opinions

Up to a point I agree with you, but...
(I'm afraid) I can't agree


Advising and Suggesting

We should...
Why don't you....
How/What about...
I suggest/recommend that...

Clarifying

Have I made that clear?
Do you see what I'm getting at?
Let me put this another way...
I'd just like to repeat that...

Requesting Information

I'd like you to...
Would you mind... I wonder if you could...

Asking for Repetition

I didn't catch that. Could you repeat that, please?
I missed that. Could you say it again, please?
Could you run that by me one more time?


Asking for Clarification

I'm afraid I don't quite understand what your are getting at.
Could you explain to me how that is going to work?
I don't see what you mean. Could we have some more details, please?

Asking for Verification

Do you mean that...?
Is it true that...?

Asking for Spelling

Would you mind spelling that for me, please?

Asking for Contributions for Other Participants

What do you think about this proposal?
Would you like to add anything, (name of participant)?
Has anyone else got anything to contribute?
Are there any more comments?

Correcting Information

Sorry, that's not quite right.
I'm afraid you don't understand what I'm saying.
That's not quite what I had in mind.
That's not what I meant.

Keeping the Meeting on Time

Well, that seems to be all the time we have today.
Please be brief.
I'm afraid we've run out of time.
I'm afraid that's outside the scope of this meeting.
Let's get back on track, why don't we?
That's not really why we're here today.
Why don't we return to the main focus of today's meeting.
We'll have to leave that to another time.
We're beginning to lose sight of the main point.
Keep to the point, please.
I think we'd better leave that for another meeting.
Are we ready to make a decision?


Opening the Meeting

Good morning/afternoon, everyone.
If we are all here, let's
. . . get started (OR)
start the meeting. (OR)
. . . start.

Welcoming and Introducing Participants

Please join me in welcoming (name of participant)
We're pleased to welcome (name of participant)
It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant)
I don't think you've met (name of participant)


Stating the Principal Objectives of a Meeting

We're here today to
Our aim is to ...
I've called this meeting in order to ...
By the end of this meeting, I'd like to have ...


Giving Apologies for Someone Who is Absent

I'm afraid.., (name of participant) can't be with us today.
She is in...
I have received apologies for the absence of (name of participant), who is in (place).
Reading the Minutes (Notes) of the Last Meeting

First let's go over the report from the last meeting, which was held on (date)
Here are the minutes from our last meeting, which was on (date)

Dealing with Recent Developments

Jack, can you tell us how the XYZ project is progressing?
Jack, how is the XYZ project coming along?
John, have you completed the report on the new accounting package?
Has everyone received a copy of the Tate Foundation report on current marketing trends?

Moving Forward

So, if there is nothing else we need to discuss, let's move on to today's agenda.
Shall we get down to business?
Is there any other business?
If there are no further developments, I'd like to move on to today's topic.

Introducing the Agenda

Have you all received a copy of the agenda?
There are three items on the agenda. First,
Shall we take the points in this order?
If you don't mind, I'd like to ... go in order (OR)
skip item 1 and move on to item 3
I suggest we take item 2 last.

Allocating Roles (secretary, participants)

(name of participant) has agreed to take the minutes.
(name of participant) has kindly agreed to give us a report on this matter.
(name of participant) will lead point 1, (name of participant) point 2, and (name of participant) point 3.
(name of participant), would you mind taking notes today?

Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc.)

We will hear a short report on each point first, followed by a discussion round the table.
I suggest we go round the table first.
The meeting is due to finish at...
We'll have to keep each item to ten minutes. Otherwise we'll never get through.
We may need to vote on item 5, if we can't get a unanimous decision.


Introducing the First Item on the Agenda

So, let's start with
Shall we start with. .
So, the first item on the agenda is
Pete, would you like to kick off?
Martin, would you like to introduce this item?


Closing an Item

I think that covers the first item.
Shall we leave that item?
If nobody has anything else to add,

Next Item

Let's move onto the next item
The next item on the agenda is
Now we come to the question of.

Giving Control to the Next Participant

I'd like to hand over to Mark, who is going to lead the next point.
Right, Dorothy, over to you.

Summarizing

Before we close, let me just summarize the main points.
To sum up, ...
In brief,
Shall I go over the main points?

Finishing Up

Right, it looks as though we've covered the main items
Is there Any Other Business?

Suggesting and Agreeing on Time, Date and Place for the Next Meeting

Can we fix the next meeting, please?
So, the next meeting will be on... (day), the . . . (date) of.. . (month) at...
What about the following Wednesday? How is that?
So, see you all then.

Thanking Participants for Attending

I'd like to thank Marianne and Jeremy for coming over from London.
Thank you all for attending.
Thanks for your participation.

Closing the Meeting

The meeting is closed.
I declare the meeting closed.

business conversation#2

Example Conversations - 2
Here is a discussion between two friends who work in the same building, but not for the same company. They are on their lunch break:
Tom: Hello, Frank. How do you do?
Frank: Well, I'm fine. How are you?

Tom: I'm fine. Thank you very much for asking. I was wondering if you might be able to help me with a problem. Do you think you might have some time for me later today?
Frank: Sure Tom. I'm your best friend. Hey, what did you think of the game last night?

Tom: Oh, I thought that both of the teams played extremely accurate and well executed games.
Frank: You mean they both were hot.

Tom: I guess you could say that.
Frank: By the way, what's the mtter with you today?
Here is a list of the mistakes in this conversation:

Language Function Mistakes:

This is an informal discussion between two friends at lunch.

Tom has a question, but the forms he uses are much too formal for the informal purpose of this conversation. Finally, the question "How do you do?" is completely inappropriate as the two friends are not being introduced, but, rather, saying hello.
Domain Mistakes:

Tom and Frank are friends and are eating lunch together. In this situation, informal discussion, idiomatic language and forms are absolutely normal. Asking a question is certainly within the domain of this conversation. However, a formal analysis of the way the teams played the night before (i.e. "both of the teams played extremely accurate and well executed games") is not called for in this situation.

Register Mistakes:

Tom and Frank should be using informal, direct language forms due to their informal friendly relationship. Also the fact that it is lunch time calls for a more relaxed, informal tone.

Urgency Mistakes:

The message is not so urgent. Two friends are passing time together during a lunch break. The formal tone of the question and comment on the game make these messages too important.

Conversation 2 - Corrections

Here is a more friendly, and appropriate, version of the conversation:

Tom: Frank. How are things today?
Frank: Great. Good to see you. How's the wife?

Tom: Just fine. Listen, can you pop by the office and give me a hand later today?
Frank: Sure, no problem. Hey, how about the game last night?

Tom: Incredible! Both teams were really on.
Frank: Were they ever! They couldn't miss a shot!

Summary

As you can see from these simple example conversations, good English usage also depends on judging the situation well. Grammar is important. Knowing how to use various forms of the language in different situations can make the difference between communicating and communicating effectively.

business conversation

Example Conversations - 1
This is a discussion about a business matter and the function of this conversation is professional. Personal requests should not be included (i.e. - how about dropping the Mr Peterson and calling me Bob). The informal tone is also inappropriate when discussing a business report.


Mr Peterson is speaking to Ms Bank who is his direct supervisor. He would like to ask Ms Bank to analyze a report he has done. The first conversation has a number of errors in language usage based on the situation. See if you can spot the mistakes:

Mr Petersen: Oh, Anne, come here.
Ms Bank: Yes, Mr Peterson. How can I help you?

Mr Petersen: Well, first of all, how about dropping the Mr Peterson and calling me Bob.
Ms Bank: If you don't mind, I would prefer to talk about why you would like to talk to me.

Mr Petersen: Come off it, don't be such a snob. Anyway, I finished the report you demanded. Wanna take a look at it?
Ms Bank: Yes, I would as a matter of fact.

Mr Petersen: Well, here it is. Give it a good one over and tell me what you think.
Ms Bank: Thank you Mr Peterson. I'll get back to you tomorrow.


Domain Mistakes:

As a subordinate who has been requested to do a report, Mr Peterson is responsible for presenting a report in a positive manner to the supervisor who has asked for the report. The use of 'demanded' is much too strong in this case. Also, supervisors generally set the standard for whether or not first names are used between management and staff. However, it is true that in most business settings in the US today, a more informal environment is preferred and first names are generally used between most employees.


Register Mistakes:

Mr Peterson is clearly not aware of the fact that he is speaking to his boss. His choice of informal language, imperative voice (tell me what you think, etc.) and idiomatic usage (wanna take a look?) are all inappropriate register choices for this conversation.

Urgency Mistakes:

While the message that Mr Peterson wants to get across is very important, his choice of language detracts from the importance of the fact that the report is finished. In this case, the most important business task at hand, i.e. the report, might be ignored because of his improper use of language forMs

Conversation 1 - Corrections Here is the same discussion with a more appropriate approach:

Mr Petersen: Excuse me, Ms Bank. Could I ask you to come over here for a moment?
Ms Bank: Certainly, how can I help you?

Mr Petersen: I've finished the report you requested and I was wondering if you wouldn't mind taking a look at it.
Ms Bank: That's good to hear. I'd be happy to look through the work you've done.

Mr Petersen: I'd also appreciate it if you could give me any feedback for future reports.
Ms Bank: Certainly, I'll be sure to let you know what I think.

Mr Petersen: Thank you.
Ms Bank: Thank you Mr Peterson.

Explore useful phrases and proper language use in these business English articles

Asking Questions - Advanced Level

From Kenneth Beare,
Your Guide to English as 2nd Language.

Speaking Skills - Asking Questions

Students - even higher level students - often run into problems when asking questions. This is due to a number of causes: i.e., teachers are the ones that usually ask questions, the inversion of the auxiliary verb and subject can be especially tricky for many students.

This simple lesson focuses on helping higher (intermediate to upper intermediate) level students focus on some of the more difficult question forms.

Aim: Improving speaking confidence when using question difficult question forms

Activity: Intensive review of advanced question forms followed by student gap question exercises.

Level: Intermediate to upper intermediate

Outline:

Focus on auxiliary verb usage by making a number of statements in tenses the students are familiar with.

Ask students to identify the auxiliary verb in each case.

Ask a student or students to explain the underlying scheme of the object question form (i.e., ? word Auxiliary Subject Verb). Have students give a number of examples in different tenses.

Review the question forms of some of the more difficult tenses and constructions such as: conditionals, used to, present perfect continuous, past perfect, etc.
Split students up into pairs. Distribute worksheet and ask students to ask an appropriate questions for the given answer taking turns.
Follow-up check of questions either by circulating through the student pairs or as a group.

Ask students to each take the second exercise (one for Student A the other for Student B) and complete the gaps by asking their partner for the missing information.
Solidify question forms by quickly playing a verb inversion game using the various tenses (i.e., Teacher: I live in the city. Student: Where do you live? etc.)
Asking Questions

Exercise 1: Ask an appropriate question for the response

It was really rather wet and windy with temperatures well below normal.
Since eight o'clock this morning.
I was cleaning up.
I'd buy a new house.
She can't be at home, I tried to call her a few minutes ago.
Why don't you go shopping?
For about 2 years.
Exercise 2: Ask questions to fill the gaps with the missing information

Student A
The last few weeks have been very difficult for my friend ______. He discovered that he hadn't insured his car after his car was stolen __________. He immediately went to his insurance agent, but she told him that he had only bought ____________, and not against theft. He became really angry and ________________, but, of course, he didn't do that in the end. So, he hasn't been driving for the past two weeks, but ___________ to get to work. He works at a company about 15 miles from his home in __________. It used to take him only twenty minutes to get to work. Now, he has to get up at ___________ in order to catch the seven o'clock bus. If he had more money, he would ___________. Unfortunately, he had just spent most of his savings on an _____________ before his car was stolen. He had a wonderful time in Hawaii, but he now says that if he hadn't gone to Hawaii, he wouldn't be having all these problems now. Poor guy.

Student B
The last few weeks have been very difficult for my friend Jason. He discovered that _______________ after his car was stolen three weeks ago. He immediately went to his ___________, but she told him that he had only bought a policy against accidents, and not ________. He became really angry and threatened to sue the company, but, of course, he didn't do that in the end. So, he hasn't been ___________ for the past two weeks, but has been taking the bus to get to work. He works at a company about __________ from his home in Davonford. It used to take him ____________ to get to work. Now, he has to get up at six o'clock __________________________. If he had more money, he would buy a new car. Unfortunately, he had just __________________ on an exotic vacation to Hawaii before his car was stolen. He had a wonderful time in Hawaii, but he now says that if _______________, he wouldn't be having all these problems now. Poor guy.

Common Mistakes in English - Double Negatives

From Kenneth Beare,
Your Guide to English as 2nd Language.
FREE Newsletter. Sign Up Now!
Double Negatives

When using the negative form of a verb (e.g. He isn't working ..., They aren't going to ...) do not use a negative quantifier such as nobody, nowhere, etc.

Examples:

They aren't going anywhere special. NOT They aren't going nowhere special.
She hasn't spoken to anyone yet. NOT She hasn't spoken to nobody yet.


do you understand the rules?? feel free to test urself here. :-)

Dialogue: The Meeting

From Kenneth Beare,
Your Guide to English as 2nd Language.

The Meeting
(Two workers in an office)

James: Hi Alice. How are you today?
Alice: Hi James. I'm fine, and you?

James: Great, thank you. Remember, the meeting is at 3 o'clock.
Alice: Excuse me, which meeting?

James: Which meeting?! The meeting with the boss!
Alice: Are you sure there is a meeting today?

James: Alice, Alice, every month there is a meeting with a boss. This month that meeting is this afternoon.
Alice: Calm down. OK, there's a meeting this afternoon. What time is it?

James: Alice, this is important. The meeting is at three o'clock sharp!
Alice: Thank you James... By the way, what time is it now?

James: It's quarter past eleven.
Alice: It's time for lunch!

James: Lunch, now? Lunch time is at twelve.
Alice: Well, I'm hungry now.

James: You're funny Alice. This is an office.
Alice: I'm hungry ... it's just a snack ...

------

Multiple Choice Questions

1. Which statement is true?

Alice isn't coming to the meeting.
Alice doesn't remember the meeting.
James isn't coming to the meeting.


2. How often do they have a meeting with the boss?

Every week
Every month
Every year


3. When is the meeting?

3 a.m.
3:15
3 p.m.


4. Alice is _____.

hungry
thirsty
angry


5. What time is it?

Twelve o'clock
Three o'clock
11:15

Compliment or praise a product or service supplier

Copyright © 1996-2007 WriteExpress Corporation. All Rights Reserved. Use of this material is subject to the WriteExpress Tips Agreement.

Tips: Be sure to mention specifically what you like about the service or product and, if appropriate, mention the names of individuals who have provided extra help.

Sample Letter #1:

We want you to know that we are very pleased with the quality of service your company provides. We sincerely appreciate your responsiveness and the way you conduct business. We have recommended your company to others because of our satisfaction with your service. We look forward to doing business with you for years to come.



Sample Letter #2:

We want you to know how much we appreciate the way you have cared for our lawns and flowers this year. I can't remember a time when our lawns have looked so nicely groomed and weed-free, or when the flowers have been more beautiful. Several visitors to the corporate headquarters have commented on how nice things look. Thank you for your excellent service.



Sample Letter #3:

Thank you for your prompt deliveries to our Doe Plant.

In our business we must get our products to the stores on a regular schedule. We rely on dependable service from suppliers like you to help us keep our schedule and satisfy our customers. We want you to know that we appreciate your efforts and look forward to continuing our business relationship.



Sample Letter #4:

Thank you for the computer benchmarks produced by Springfield Computer Associates; they really are excellent!

Computer benchmarks produced by an independent third party such as your company provide a professional and unbiased standard that the industry relies on for making critical purchasing decisions. In addition, the software is easy to use and is updated regularly.

Thank you once again for your contribution to the industry.



Or, create your own letter with step-by-step instructions and choice sentences and phrases for each writing step:
1. Tell the supplier that you are pleased with the service or product.

Sentences:

We want you to know how pleased we are with the outstanding service you have given us.
I couldn't let our contract end without telling you how much I have enjoyed your friendly service.
For five years you have faithfully delivered top quality products to our door.
It's a pleasure to work with people who know the meaning of efficiency.
I would like to compliment your foreman on finishing the work a week before the deadline. I appreciate the timely completion and the excellent workmanship.
We have appreciated the friendly business relationship we have had with your company.
The brochure you created for us was a huge success.
Phrases:

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

2. Elaborate on the compliment.

Sentences:

Rarely has a supplier given us such complete cooperation.
We have always been able to rely on your flexibility and courteous service.
Your staff has consistently made extra efforts to assist us in completing our projects on time.
Your supporting work on the Doe project did not go unnoticed.
You always seem to make something positive out of negative events.
Phrases:

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

Sentences:

Thank you for your support.
Thank you for your assistance.
We look forward to many more years of cooperation. Thanks.
Thank you for the timely deliveries.
Thank you for your promptness.
Phrases:

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

Compliment or praise an employee's work performance

Copyright © 1996-2007 WriteExpress Corporation. All Rights Reserved. Use of this material is subject to the WriteExpress License Agreement.

Tips: Praise is a powerful motivator. Take the time to give genuine, specific compliments in a friendly, yet professional manner. A bonus check or some other tangible expression of thanks may accompany this letter.

Sample Letter #1:

I want you to know you have an exceptional employee, Jane Doe, in your support division. Her calm, patient manner was a great help to me when my frustration was at an all-time high. Her knowledge of the software and her remarkable problem-solving abilities are rare indeed. If the quality of a firm's employees is an indication of future success, then Doe Corporation has a very bright future.



Sample Letter #2:

I am writing to thank you for the training seminar you arranged, and to especially thank you for sending Mr. Doe to be our primary instructor. He did his homework well, and was more aware of our needs than any of our previous instructors. We appreciate the time he took to study samples of our work in advance so his comments were immediately applicable. We would welcome his instruction again. Please convey our thanks to Mr. Doe.



Sample Letter #3:

As manager of our computer department, I commend your employee, John Doe, for the prompt and courteous service he gave us last week. He determined our cable needs and produced a fair written estimate very quickly. Once he started the work, he stayed on location until he had installed all additional computers. You can be certain that we shall ask for him personally to serve our future needs.



Sample Letter #4:

I wish to commend your receptionist, Jane Doe, for the way she handled our problem yesterday. She was courteous and friendly as she made half a dozen telephone calls on my behalf, not giving up until she had traced the missing shipment. Such professionalism is rare nowadays. Ms. Doe is an asset to your organization and is part of the reason I look forward to doing business with you again in the future.



Or, create your own letter with step-by-step instructions and choice sentences and phrases for each writing step:
1. State why you are complimenting the employee.

Sentences:

We have thoroughly enjoyed our relationship with your company, especially because your customer service representative, John Doe, has been so helpful.
Your representative, Jane Doe, is to be commended for her outstanding work on your last project.
We want you to know how impressed we were with the way Jane Doe handled the delinquent accounts.
During a recent internal audit, John Doe found a rather large discrepancy in our financial records. Had he not found that error, our corporation could have faced heavy legal fees.
I want to tell you how pleased I am with the landscaping plan your new intern prepared for me.
Phrases:

a very helpful attitude
among the finest I've seen
by your co-workers
commendations and congratulations
convey my appreciation to
exceptional work done by
express my appreciation for
has been extremely helpful
have thoroughly enjoyed
have been deeply impressed
have come to admire
how pleased we have been
how impressed we were
how highly we think of his efforts
how much we appreciate
how pleased I am
is to be commended for
please accept
received exceptional service
want to let you know
with the services of

2. Acknowledge the employee's qualities that made the contribution worthwhile.

Sentences:

His attention to detail helped our work move smoothly, without a single legal snag.
His broad knowledge of the machinery has helped our trouble shooters keep the assembly line moving during the periods of heaviest demand.
Her public relations skills helped us collect on most of the accounts that others had given up on. We hope she will be available for future cooperation.
We commend his attention to detail. He is the most thorough accountant we have had work on our books.
She has a good sense for balance, with the right mix of colors and textures.
Phrases:

a pleasure to work with
an excellent sense of
attention to detail
broad knowledge of
consistently gone out of her way to
courteous, well-trained staff
dependable and thoughtful
diligence and skill
efficiently and with good humor
going the extra mile
has helped us to
intelligent and cooperative
made sure everything ran smoothly
never-failing professionalism
one of your company's greatest assets
particularly astute in
professional and courteous
public relations skills
stays calm under pressure
the time and thought he put into
took care of all the details
took the trouble to
went out of his way to
willingness to help

3. Express appreciation and wishes for continued success.

Sentences:

Thanks again for assigning him to work with us. Best wishes for the future.
We send our warm regards and wish you continued success.
We wish you similar successes with your other clients.
Please convey our appreciation to Jane for a job well done. We hope we can work together again.
May your future endeavors be as successful as this one has been.
You are fortunate to have Jane as an employee. Best wishes to her and the rest of you at Doe Corporation.
Phrases:

are looking forward to
best wishes for
congratulations on your
continue your tradition of
convey my compliments to
how much we appreciate
keep up the good work
one of your greatest assets
our sincere thanks and appreciation
our warmest regards
please let everyone involved know
please pass my appreciation on to
please thank him for us
thank you for
thanks to the efficiency of
want you to know
will assure the continued success of
wish you continued success
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would like to thank her for

Write an Effective Fundraising Letter in 14 Steps

By Alice Feathers, M.A. TESOL, Professional Editor and Writer

1. Consider the size of your paper.
The standard 8 ½ by 11-inch sheet of copy paper looks professional, business-like--and impersonal. In a fundraising letter, you want to make a personal request for a contribution--a friendly appeal for help from one person to another. If possible, use paper the size of personal stationery: 7 by 10 inches.



2. Can you use a logo?
We have never stopped liking pictures since we were children and first learned to read. Does your organization have a logo? If you put a logo on the envelope, and/or on the letter, you will attract more interest and your letter is more likely to be read--and remembered.



3. Start with a personal hello.
Write the letter as if you were sitting down and personally explaining the situation to a friend. In order to do that, you should use the prospect's name in the salutation. With computer-generated letters, it won't be difficult to insert the name of the addressee in every letter that goes out. If this is not feasible, at least use a term that suggests what relationship this person should have with your organization:

Examples:
Dear Margaret:
Dear Mr. Benson:
Dear Fellow Conservationist:



4. Write an interesting opening line.
Get the readers involved immediately with a personal reason they should support your organization, a short illustration that shows the serious nature of the problem, or a "thank you" for a previous contribution.

Examples:
As a small manufacturer, you face unfair competition . . . .
I want to tell you a story about a little girl . . . .
Thank you for your generous contribution last year . . . .



5. Develop the readers' interest.
Continue the story or reasoning you began with, giving the readers enough information to understand the situation and what they can do to help alleviate the problem.

Separate the new prospects from those who have contributed in the past. Explain to past donors how much good their contributions have already accomplished, but that there is still much to be done. Impress your readers--include dates, facts, and/or statistics. Be careful, though. People will lose interest if your letter is too long.



6. Choose your format and your font carefully.
Indent each paragraph and double space between each one--it's easier on the eye, so is using a serif font such as Georgia or Times Roman. A serif font is one that has small horizontal lines and flourishes on the tops and/or bottoms of the letters that help carry the eye along and make the task of reading easier. Arial is not a serif font. The use of bullets and numbered lists rather than long, informational paragraphs also help readers scan and comprehend information easier. Don't make your paragraphs too long--five lines are a good length, but don't make any paragraph longer than seven lines.



7. Emphasize the positive.
Using "no," "not," and "never" can register in readers' minds and make them think a cause is hopeless. Turn your language around to show the positive influence money can have on a negative situation.

Example:
Your contribution to our medical fund can help pay for needed treatment and make the difference between life and death . . . .



8. Include the date for a timely response.
You don't want your letter to get lost in the pile of non-urgent mail. You want it to be in the pile of bills that have specific due dates. State exactly when you would like to receive the donation or imply an easily understood deadline.

Example:
Please share the many blessings you will enjoy on Thanksgiving Day. Help us plan a fitting banquet for the children of St. Joseph's by sending your donation today.



9. State the specific amount of your request.
Fundraisers sometimes think that if they state a specific amount, they will discourage higher-income donors from offering more. In reality, most people only want to contribute the standard expected amount, somewhat like tipping in a restaurant. If you suggest a specific, reasonable amount for the contribution, your readers are more likely to contribute. They can write out their checks for that amount and feel satisfied they have contributed their fair share to feed the hungry, help save the whales, or to aid whatever cause it is you are supporting.

State the specific amount of your request towards the end of your letter after the readers have read all the information necessary to understand why funds are needed and how much their personal contributions will help alleviate the problem.

Example:
Your donation of $25.00 will feed and clothe a hungry child for a month.


You could also include response cards with check boxes for the requested amount and two additional options--both larger amounts. Your readers can then choose the amount that fits their budgets and offers them peace of mind as well. For example, a reader might think: "If a donation of $25.00 will feed and clothe a hungry child for a month, I will feed and clothe him for two months!"



10. Explain how the readers should make out their checks.
The simpler you make the process of contributing, the better. Explain exactly how you want the checks made out to avoid any problems cashing them later on.

Example:
Just make your check out to "Books for the Children," and return it in the enclosed envelope.



11. Thank the readers for being willing to help.
If you thank the readers for their help, this presupposes they actually will and continues the positive attitude of your letter.

Example:
Thank you so much for being willing to help us. Your check will provide care for retired and worn-out circus animals on their new wildlife preserve.



12. End the letter politely and sign it.
You want the readers to understand that this request is coming from a flesh-and-blood person, and not from an impersonal organization. End the letter warmly, make four returns, then type your name. Sign your name in blue or black ink (or use a cursive font) in the space in between.

Example:
Please accept my sincere thanks,

Jonathan Wilson



13. Don't forget to add a P.S.! Traditionally, writers used a P.S. to add something they forgot to put in their letters. In a fundraising letter, however, a P.S. can be an effective place to rephrase your donation request or perhaps invite readers to consider donating a lesser amount (rather than nothing at all). In fact, studies have proven that readers often go to the P.S. before they even read the body of a letter.

In a computer-generated letter, it would be easy to use a font in the P.S. that mimics a hand-printed note, such as Andy. Make this font one or two steps larger than your text font. This would add a final reminder that your letter is coming from a living person.

Example:
P.S. If $25.00 is too much for you to pledge at this time, would you consider pledging $10.00 or $15.00 instead?



14. Include a return envelope.
Make it easy for the readers. Don't expect tired and busy people to find envelopes and address them to you. You are more likely to receive a response if you include a pre-addressed envelope for the contribution. Decide whether or not your organization can afford to include a postage-paid envelope but, if not, at least include an envelope with your name, followed by your organization's name and return address.



Summary
Now you are ready to write your own fundraising letter! You have all the information necessary to write an effective letter that can bring you the support that you need!

Best wishes in all your fundraising efforts!

Accept a job offer

Congratulations on your new job! Now write the perfect acceptance letter.
An acceptance letter provides proof of what you believe to be your terms of employment before you actually begin work.

Although you will often accept a job offer in person, it is a good gesture and a wise practice to formalize it with a letter.

How to write a letter to accept a job offer
Begin your acceptance letter by thanking whoever sent you the job offer, and then make it clear that you have decided to accept it.

Use your acceptance letter to restate the basic terms of employment as you understand them, including hours per week, salary, and benefits.

Restate what instructions you were given regarding such details as your starting date, work hours, appropriate dress, and where you should park.

Request clarification in your acceptance letter of any terms of employment that were vague in the interview or that concerned you afterwards.

Express how much you look forward to filling this new position and mention one or two aspects of the job you will especially enjoy.

Type your acceptance letter in block or semi-block format, using three or four paragraphs, one page in length, and sign it by hand.

Make sure your acceptance letter is professional-looking; check it carefully for grammatical mistakes, typographical errors, and misspelled words.

Write Effective Follow-up Letters

by Stacie Heaps, Professional Editor/Writer (English B.A., Editing Minor)


Follow-up letters can be very important to help you accomplish what you want or need to. For one thing, follow-up letters show to the recipient of the letter your interest in a particular subject or position or your dedication to a responsibility or cause. Furthermore, when written correctly, follow-up letters can be effective tools in helping or ensuring that important tasks get done.

Purposes of Follow-up Letters
Follow-up letters are written for a wide variety of reasons, but they are most often written for one of four main purposes:

Provide further information and show continued interest after an interview.

Recap important points or decisions made at a meeting, seminar, workshop, etc.

Reiterate the benefits of a product or service, or demonstrate continued interest in a client or potential customer by announcing a special offer.

Remind readers of an upcoming meeting or other important event.

Follow-up Letter after an Interview
When writing a follow-up letter after an interview, you should:

Thank the interviewer and briefly remind him or her of your name and qualifications.

Reiterate your interest in the position.

Add important information that did not come up during the interview.

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

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

Send the follow-up letter within 24 hours. Sending a follow-up letter will show that you are courteous and professional, and it will give you an edge over job applicants who do not send thank-you or follow-up letters (many do not).

Follow-up Letter to Recap Important Information
Send a follow-up letter after a meeting or other occasion in order to:

Remind individuals who attended a meeting of the decisions and assignments that were made (this can help to move the work along).

Reiterate important ideas that were shared.

Promote further discussion and collaboration.

Follow-up Letter to Reiterate Benefits or Announce a Special Offer
Writing follow-up letters to customers allows you to:

Establish or renew a relationship with a current or potential customer.

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

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

Thank a customer or announce a special sale or limited-time offer.

Keep your company's name before the customer, and reinforce the impression that you are a good person to do business with.

Follow-up Letter to Remind Readers of Important Events
By sending a follow-up letter, you are able to:

Include reminders about upcoming meetings or appointments.

Include in the letter the date, time, and location of the event, along with any other important information that the reader may need to know before attending.



9 Tips for Writing Effective Follow-up Letters
Send your follow-up letter promptly, especially after an interview (usually within 24 hours; 48 hours at the most).

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

Send reminders about meetings and appointments well in advance so that the recipient has sufficient time to prepare or fulfill assignments. You may send other reminders as the need arises. The message of your letter should be brief and clearly stated to avoid misunderstandings.

Take advantage of follow-up letters to reiterate the positive aspects of your service or product, and gently urge your client or potential customer to take the next step in negotiating a sale. If the reader has already expressed interest in your business, give a firm sales pitch. Highlight the benefits of your product or service, but don't push too hard.

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

When following up after an interview, indicate that you are willing to provide additional information or references (if applicable).

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

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

How to Write the Perfect Farewell Letter

by Larry Barkdull, Award-Winning, Nationally Recognized Writer


Maybe you are leaving a job and want to say goodbye to your co-workers. Perhaps you are moving and want to say farewell to your friends and neighbors. This article will give you the information you need to write an effective farewell letter. Below are a few essential points to include in your letter.

The perfect Farewell Letter consists of several essential components:
Address the reader in friendly terms. Use the same form of address that you use when you are speaking to him/her in person. With a neighbor or co-worker, start your letter with an informal salutation such as "Dear Jack," followed by a comma.

Announcement. Begin by announcing or confirming your departure. Depending on the circumstance and without going into too much detail, you may want to explain your difficulty in making this decision. If you are leaving your job and another person is replacing you, say something complimentary about him or her--not only to be professional, but also to help give that person a good start and to leave a final, positive memory of you.

Gratitude. Express your thanks for your association with the people you are leaving and for their kindness, love, support, friendship, etc.

Memories. Depending upon the reason for your departure, you could recall one or more of the good times you've had together.

Final Thoughts. The end of your farewell letter should express your best wishes for the future of everyone you are leaving. Repeat how much you value this friendship or association. Close on a positive or even humorous note. You may want to say that you want to keep in touch, but avoid overused phrases such as, "Let's keep in touch." If you really want to keep in touch, leave your new address or new email address (if changed) and make a clear invitation to continue communication.

Examples: "I'll write as soon as we get settled and I hope to hear from you, too." "Send me an email and let me know how you're doing."

Close. Skip two returns after your last paragraph, and type a close such as "Sincerely," followed by four single returns, then type your name. In the space between the close and your typed name, sign your name with a black pen.

Note: You can adapt this outline to writing a farewell letter to a variety of situations. Here are a few examples and additional tips:

To a person who is leaving
Write this letter personally to an employee, co-worker, boss, or valued client who is leaving. Focus on your positive memories of the relationship. If the person is leaving due to adverse circumstances, try to put yourself in the same position and imagine how he/she is feeling and respond accordingly.



To your boss, management, or co-workers
Write this letter if you are leaving your job. This letter focuses on your positive relationship and one or two happy memories that you have shared. It should end with expressions of goodwill and best wishes for the future. This is not a letter of resignation. For suggestions that will help you write the perfect letter of resignation, go to Resigning your way to success...your ticket to good references for future jobs.



For an employee's retirement
If you are an employer, address this letter to your staff, announcing the retirement of one of your employees. Be sure to list one or more of his/her significant contributions and that the employee's retirement will be a loss to the company. Avoid mentioning any past problems here. End with well wishes for the employee's future.



For your retirement
Typically, an employer only announces an employee's retirement. Depending on the circumstances, you may desire to write a separate letter to select individuals announcing your retirement. You can use your letter to announce your immediate plans, express your appreciation and affection for all the associations you formed in the workplace, and to welcome the person who is taking your place.



To a co-worker who is retiring
Write this letter to a colleague who is retiring. Focus on how much you value the relationship. Recall one or more positive, mutual experiences that you shared at work. Express congratulations and best wishes for the future.

Resigning your way to success...

your ticket to good references for future jobs
by Dr. Melvin Luthy, WriteExpress Chief Editor
Brent McKinley, WriteExpress VP of Marketing



Bottom LineYour resignation letter will be the final document in your personnel file. This means it will be the first document seen when a future employer calls for a reference or if you reapply at your company.

Resign correctly and leave the windows of opportunity open for future jobs. The goodwill you build now could help you network with colleagues later. Resigning incorrectly by "burning your bridges" may haunt you in the future. Your inappropriate reaction might even be considered a serious character flaw.



Your Character...More Valuable than Gold
Your personal and professional reputation is on the line here. You will be remembered by your employer and co-workers by how you handle this important last impression.

And why should you care? Because the world is much smaller than you can foresee. Chances are very good that you will meet these same people in social and professional circumstances in the future.

The people you leave behind may affect (or afflict) your future life. Treat them accordingly. You may be angry and you may have been treated unfairly, but keep a cool head and show that you are a person of composure and style. Settling scores by venting has no place in a letter of resignation.



Resignation Considerations
Before you resign, consider the following:

1. The Company Resignation Policy

Find out how your company treats resigning employees before you hand in your resignation letter. You may give two weeks notice but two minutes after your boss receives your resignation letter you may find yourself standing in the parking lot without your personal belongings.

Some companies consider the day you announce your resignation your last day of employment. If you are unsure, ask a few trusted fellow employees whether they know company policies and how previous resignations have been handled. Don't give your employer excessive advance notice when you may be dismissed immediately.

2. Your Legal Rights

By resigning, you may forfeit severance pay, unemployment benefits, stock options, and other forms of compensation. Make sure you carefully examine any employment contracts or other agreements that you signed. If you are considering leaving the company for reasons of harassment or discrimination, consult an attorney before signing any documents or submitting a resignation. Your letter of resignation may be used in a lawsuit or other legal action. Never put in writing what you may regret later.

3. Preparation

If your company's exit policy requires you to vacate as soon as you give notice, make sure you have "cleaned up" before you submit your resignation.

Gather all of your personal files from your computer and office and any other personal belongings that you will want to take with you. Many employers will not allow an employee access to computer equipment, the network, or their work space once they have announced their intention to leave. If your home budget, e-mail, resume, or other personal files are on your computer, you may not see them for a period of time, if ever. Back them up on a CD-R before you announce your resignation if you do not already have copies at home.

Any questionable material in your work space or on your computer may be used by a disgruntled employer as leverage to withhold compensation or to create other problems for you. Make sure that you are prepared for an immediate exit if this were to happen.

4. Counter offers

Letters of resignation should never be used to solicit a counteroffer. This tactic is not a professional way to negotiate a better salary.

If you are a valuable employee, your employer may make a counteroffer, but before you jump at the chance to stay for a few extra dollars (or a lot of non-binding verbal promises), consider the following:

Although you may be given a counteroffer, your loyalty to the company may now be in question. You tried to leave once; will you do it again as soon as you receive a better offer?

Is the counteroffer a temporary way of keeping you until business slows down or a replacement is found?

If you had to resign to get a raise or promotion, is this really the right company for you?

Is the counteroffer giving you a pay boost that you would have received at an annual review anyway?

If you have already accepted an offer from another employer, retracting your acceptance will not be looked on favorably and might damage your future chances for employment with that company.

Consider carefully your initial reasons for resigning. Will the promised changes resolve the issues that led to your decision?

5. Reality Check

The National Employment Association claims that over 75% of employees that accept counteroffers are no longer with that company six months later, either through voluntarily leaving or dismissal. Still, there may be circumstances in which a sincere counteroffer is extended, evaluated, and accepted.

With the above cautions in mind, you can be prepared to make a wise decision. If you have thought through your decision carefully, stick to it and move on.



Writing the Letter
Much of the advice that you will find on web pages suggests that a resignation should be short and concise, offering little additional information. In some cases this may be okay, but we suggest a better way--a way to let your resignation letter sell you in future job opportunities. This is what we call "Resigning Your Way to Success."

A well-written resignation letter provides enough information to make the employer feel good about the person resigning. An expression of gratitude and sincerity goes a long way.

Here is a basic resignation letter format that takes a positive approach to resigning with the intention of securing a positive future reference.

Sections:

The purpose of the letter (resignation)

Your regret in leaving

Positive things about the company, your co-workers, and your experience

Highlight your accomplishments at the company (what noticeable contributions you made while you were there)

Express gratitude for your opportunity to work at the company as well as for skills and knowledge gained



Tips for Leaving
When you have made the decision to move on, keep the following in mind:

Work up until you leave. Remain focused. Finish projects that you have been working on if time permits before your departure.

Make sure your files are in order and you have accurate and clear "to do" lists for your replacement. Create documents explaining what you were doing, where you left off, and what you were planning to do. Make it easy for your replacement to continue where you left off.

Leave on good terms with you co-workers. Try to settle outstanding problems with others.

If your company permits, get a list of your co-workers names, phone numbers and e-mail addresses. This list may help you network with colleagues for future jobs.

Keep a positive attitude and be careful not to gloat about your next job. Be positive about the company you are leaving, your supervisors and co-workers. Be a class act. People will remember you for it.

Provide thank you letters and your new contact information to supervisors and co-workers when appropriate after your departure.

Avoid making personal attacks or giving constructive criticism in your exit interview. You want the Human Relations person to remember you as a positive, contributing employee. If there were problems, state them briefly, but always end on a positive note and explain what you enjoyed about your job and the company. You want to leave others with the impression that you are a team player with effective interpersonal skills.

Keeping in Touch--Thank You Notes and Other Gestures of Goodwill

By Alice Feathers, M.A. TESOL, Professional Editor and Writer

Good letter writing is a lost art in our society today. With the onslaught of electronic mail, voice mail, and faxes, good letter writing has gone the way of the dinosaurs. And yet, a well-written, personalized business letter can do wonders for your business relationships.

Business correspondence does not have to be dry and tedious. In fact, the most effective business letters often touch on very personal matters, not just on money or the bottom line. In this day of information overload it is still important to be short and to the point in most of your correspondence. However, this does not preclude the fact that a personal reference and warm tone can open doors that otherwise would have remained closed.

Along these same lines, it is important to note that a well-prepared letter can exert tremendous influence over its reader. Good writers are like good speakers. They are able to build strong relationships using words. Therefore, it is in your best interest to spend time developing your business writing skills.

There are basically two types of business letters: formal business letters and informal business letters. Often times, there is a fine line between the two.



Formal business letters.
Formal business letters do not have to be all business. They may include one or two personal sentences or touch on a personal subject. However, they would still fall under the umbrella of the formal business letter. According to Letitia Baldridge's New Complete Guide to Executive Manners, there are several rules of etiquette that you should follow whenever you write a formal business letter.

Use company letterhead when appropriate. Make sure that you only use company letterhead for business, not for personal matters.
Use the proper salutation to open your letter. If you have just met someone who is more or less your peer, then the proper salutation would be "Dear Jane". If you have just met an executive level person and do not feel comfortable using their first name, use both names to show that you do not want to be too stiff or formal (i.e., "Dear Jane Doe"). If you are a young executive who has just been introduced to a senior executive, do not use their first name in correspondence since it may come across as too aggressive and lacking in respect. Instead use the more formal introduction, "Dear Ms. Doe."
Use a complimentary closing. For any formal business correspondence, using either "Sincerely" or "Sincerely yours" to close your letter is an appropriate way to close your letter.

Always sign your letter. Many letters include a typed signature block followed by a handwritten signature. The primary reason for this is that many people's handwriting is illegible. However, it is a serious error in judgment to only include the typed signature. Make sure you include your written signature underneath the typed signature block.
Informal business letters.
Informal letters are exchanged by business executives on a regular basis these days. They are most commonly used to please the recipient in some manner. Examples of informal letters include congratulatory letters, complimentary letters, requests for favors, thank you letters, and letters of encouragement.

Letitia Baldridge outlines the basic characteristics of an effective informal business letter in her book the New Complete Guide to Executive Manners. According to Baldridge, a good informal business letter:

Should be brief.
Is thoughtful, honest, simple and prompt.
Includes an informal and personal statement immediately following the opening salutation.
Has a trace of humor as well as a trace of praise in it in regard to the recipient of the letter.
Refrains from foul or offensive language.
States the purpose of the letter in the first paragraph.
Includes everything that you feel it is important for the recipient to know.
Does not include any exaggerations.
Is interesting in style.
Is carefully edited.
Overall, both formal and informal letters are professional letters of the heart meant to build bridges and grow relationships. By practicing your letter writing skills, you will find what is most effective for you. In the meantime, consider taking classes in business writing to improve your ability to communicate effectively with others. By doing so, you will not only enhance your business relationships, but you will also improve your bottom line.

(Online Women's Business Center, Dallas, TX)

How to Write the Perfect Refusal or Rejection Letter

by Larry Barkdull, Award-Winning, Nationally Recognized Writer


In order to make this type of negative message easier to write, both the Refusal Letter and the Rejection Letter need to be short, congenial, and to the point. This article will give you some valuable tips on crafting a professional, courteous, and effective letter.

Refusal Letter
Imagine this scenario: you've been offered a desirable position and you've accepted it. Now it's time to write a Refusal Letter to any other companies that may have offered you employment. You should notify them as soon as possible so they can resume their employee search. It is a mark of professional courtesy to send a Refusal Letter.

Here are some guidelines for your Refusal Letter:

Say "Thank you." Graciously thank the employer for his/her time, interview(s), offer of employment, and any special considerations that may have given you during the hiring process.

State your refusal clearly. Don't use a buffer to begin a negative message. Experienced employers can anticipate what's coming anyway. Be courteous, but get to the point quickly.

Explain your reasons. The more specific the reason for refusal, the better. For example, tell the employer that you have accepted another offer because it more closely matches your educational degree, your career goals, your desired job location, etc.

Close the letter courteously. Close the door on your relationship gently by ending on a note of goodwill. Who knows? You may be approaching this same employer for another job down the road.

Rejection Letter
If you are writing a Rejection Letter for another reason, your goal should be to make the reader feel that he/she would do the same thing if the situation were reversed.

Get to the point. It is better to deliver the message of rejection in the beginning rather than placing it farther down in the Rejection Letter.

Be brief--don't verbally attack the point. You want to be straightforward, not argumentative. Briefly state how you came to your decision. This will help the reader realize that you were trying to make a decision that was best for everyone.

Make the ending short and sweet. Depending on the circumstances, conclude with a statement of goodwill. However, this is not always necessary. In some situations, positive endings actually annoy readers and sound condescending. The professional wording and tone of your Rejection Letter are the most important considerations.

Close the letter courteously. Close the door on your relationship gently by ending on a note of goodwill. Who knows? You may consider this applicant for another job down the road. A friend of mine turned down a company twice. The owner said, "Good people like you are hard to find. We hope you apply again. Three times is a charm."

Final Note: As a mark of professional courtesy, send your Refusal or Rejection Letter in a timely manner--as soon as you officially accept the position you have chosen.

Action Verbs for business letters

Action verbs should be used abundantly throughout your resume and cover letters to promote your achievements. They help make a strong impression.

Use action verbs extensively in sales copy. Begin benefit statements with action verbs but in the active voice.

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compiled
described
dispatched
edited
estimated
executed
gathered
generated
implemented
inspected
listed
maintained
monitored
observed
operated
organized
overhauled
prepared
processed
proofread
published
purchased
recorded
reduced
retrieved
screened
specified
streamlined
systematized


Additional Action Verbs
anticipated
arbitrated
ascertained
charted
checked
classified
collected
completed
conducted
conserved
consolidated
constructed
controlled
coordinated
counseled
created
decided
defined
delivered
detailed
detected
determined
devised
diagnosed
directed
discovered
dispensed
displayed
disproved
dissected
distributed
diverted
dramatized
drew
drove
eliminated
empathized
enforced
established
estimated
evaluated
examined
expanded experimented
explained
expressed
extracted
filed
financed
fixed
followed
formulated
founded
gathered
gave
generated
guided
handled
headed
helped
hypothesized
identified
illustrated
imagined
implemented
improved
improvised
increased
influenced
informed
initiated
innovated
inspected
installed
instituted
instructed
integrated
interpreted
interviewed
invented
inventoried
investigated
judged
kept
led
learned lectured
lifted
listened
logged
maintained
made
managed
manipulated
mediated
memorized
modeled
monitored
motivated
navigated
negotiated
observed
obtained
offered
operated
ordered
organized
originated
painted
perceived
performed
persuaded
photographed
piloted
planned
played
predicted
prepared
prescribed
presented
printed
processed
produced
programmed
questioned
raised
read
realized
reasoned received
recommended
reconciled
painted
perceived
performed
persuaded
photographed
piloted
planned
played
predicted
prepared
prescribed
presented
printed
processed
produced
programmed
projected
promoted
proof-read
protected
provided
publicized
purchased
recorded
recruited
reduced
referred
rehabilitated
related
rendered
repaired
reported
represented
researched
resolved
responded
restored
retrieved
reviewed
risked scheduled
selected
sensed
separated
served
sewed
shaped
shared
showed
sketched
solved
sorted
summarized
supervised
supplied
symbolized
synergized
synthesized
systematized
talked
taught
tended
tested
trained
transcribed
translated
traveled
treated
troubleshot
tutored
typed
unified
united
upgraded
used
utilized
verbalized
warned
washed
weighed
wired
worked

Writing a complaint letter

Writing a complaint letter is often an undesirable task, but if it is done well, the end result can be very rewarding. Complaint letters can be used for the purpose of having products replaced or money refunded, for changing company policy or government legislation, for influencing the media, and so forth.

Often a complaint letter is more effective than a simple phone call or e-mail message. Furthermore, in many cases, the formality of a complaint letter can add a seriousness to the situation that will bring results. When writing your complaint letter, identify a definite purpose and outcome that you want to achieve, and indicate those ideas clearly in your letter.

Remember the Purpose of Your Complaint Letter
Keep in mind what it is that you hope to accomplish with your letter, and stick to the point.

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

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

Indicate what the reader can or should do to address your complaint, and specify how long you are willing to wait to have your complaint resolved. (Be reasonable.)

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

8 Tips for Writing Complaint Letters
Before writing the letter, make sure that you have the facts straight and that your complaint is legitimate.

Type your letter if possible. Use a spellchecker, or have someone proofread your letter. If it is handwritten, make sure it is neat and easy to read.

Generally keep your letter short and concise. Write short paragraphs, and almost always keep your letter to one page. However, do include all important facts. Include important dates or places (for example, when and where you bought the product or received the service), and include any additional relevant information you can (such as the product number or type of service).

While writing your letter, remain diplomatic and courteous at all times. No matter how justified your complaint may be, do not allow your letter to become angry, sarcastic, or threatening. Keep in mind that the person that reads your letter will often not be the person responsible for the problem.

Try to put yourself in the other person's place, and write your letter accordingly.

Include copies of any documentation relating to your complaint. Do not send original documents.

Keep a copy of the complaint letter for your records.

If your complaint letter does not bring about the results that you hoped for, consider writing another letter with a firmer tone, or try writing to someone higher up in the chain of command.



How to Write a Complaint Letter:
Start your letter with something positive in order to soften the blow of your complaint and so that the company or entity will be more willing to work with you. For example, if writing to complain about a faulty product that you purchased, you might begin, ‘I have been a loyal customer of your store for many years.’ Mention some of the positive aspects of the company or organization, such as the overall quality of the products or services, the low prices, the excellent customer service, and so forth.

Open the next paragraph with a sentence that begins to allude to the problem. For instance, you might write, ‘It is understandable that companies that offer a wide variety of electronic products would occasionally come across a faulty piece of merchandise.’ Then, in the next sentence, state your complaint. (Again, if you intend to do more than just complain and want the problem to be solved, it is best to remain professional and courteous. Do not sound accusatory or demanding.) After clearly stating your complaint, indicate what you would like to have done to rectify the situation, if anything. You may want to mention, also, the actions you will take if your complaint is not answered or the problem is not solved.

In the last paragraph, mention that you would like to continue to use the company's products or services, or to continue to be a customer of the store, or a member of the organization, or a viewer of the TV station. Then, suggest why it is in the other party's best interest to grant your request: you might mention the importance of maintaining a good reputation or keeping you as a customer, or you might appeal to their sense of justice. In other words, give them a positive reason to want to resolve the concern. As you close your letter, express confidence that your complaint will be taken care of. Finally, thank the company or other entity for handling your complaint.

Writing an Apology Letter

Writing an Apology Letter
What You Need to Know
By Alice Feathers, M.A. TESOL, Professional Editor and Writer


Each of us has, at one time or another, said or done something that we wish we hadn't said or done. Rather than dwell on the mistake, however, we should take quick action to remedy the problem and then get on with life. An effective letter of apology is an important part of that process and can help turn "lemons into lemonade" and actually improve a relationship. This short article will give you several reasons for writing an apology letter and offer a few important suggestions to help you write a good one.

TIMING. Write the apology letter as soon as possible.
ACTIONS. Rather than focusing on the damage you have caused, write about things you will do to rectify the situation.
BRIEF. Keep your apology letter short and to the point.
SINCERITY. No one wants to read overly dramatic language. Choose your words carefully and express yourself clearly and simply.
TONE. Your apology letter should be considerate and respectful. Remember, you are trying to rebuild a damaged relationship.
BLAME. Take full responsibility for what you have done.
FOLLOW UP. Try to set up a time when you can apologize in person, then back up your apology with considerate behavior in the future.
Apology Letter Tips:
For a defective, damaged, or incomplete product
Write this apology as soon as possible after the incident. Focus on actions to rectify the situation rather than any damage you may have caused. Accompany your apology with a promise of compensation or restitution. A sincere apology can go a long way toward winning back a disgruntled customer. Consider offering the customer a peace offering such as a discount on their next purchase.

For a late payment
Your apology should be brief and to the point. Your reputation as a trustworthy customer and credit risk may be in question, so your immediate and thorough attention to the matter is important. Focus on your actions to correct the problem and offer assurance it won't happen again. A sincere, well-worded apology can do much to defuse a potential problem. Rebuild your reputation by consistently making payments on time in the future.

For a missed deadline
Apologize for a missed deadline as soon as possible after the incident. The tone of your letter should be considerate and respectful because you have probably caused some inconvenience. The letter should focus on actions you will take to make up for the missed deadline. A sincere, well-worded apology followed by positive action can do much to undo any damage to your reputation. Rebuild your reputation by consistently making your deadlines in the future.

For a shipping delay or error
Write this apology as soon as possible after the incident. Do not apologize unless you plan to take full responsibility, and do not blame your reader or anyone else in any way. A sincere, well-worded apology can be effective in winning back an unhappy customer's confidence and patronage. Consider offering the customer a peace offering such as a discount on their next purchase.

For betrayed trust
Write this apology as soon as possible after the incident. Don't apologize unless you plan to take full responsibility. Focus your comments on the actions you are taking to rectify the situation, not on the damage done. A sincere, well-worded apology, coupled with action, can go a long way toward repairing the damaged relationship. In this situation, it is usually best to apologize with a handwritten note or face to face.

For hurt feelings
Write this apology as soon as possible after the incident. Assume your reader has good reason for being offended. Express your regret with deep sincerity. In this situation, it is usually best to apologize with a handwritten note or face to face.

For missing a meeting or an appointment
Whether you have already missed an appointment or will miss an appointment in the future, an explanatory note is a courtesy that will be appreciated. It shows you do take the relationship seriously. Be concise and polite.

For missing an event or for forgetting someone
Write this apology as soon as possible after the incident. Focus your comments on what you are doing to rectify the situation rather than on any damage you may have caused. A sincere, well-worded apology can go a long way toward patching up a damaged relationship. Back up your apology with considerate behavior in the future.

For being late to a meeting or appointment
Write this apology as soon as possible after the incident. Don't apologize unless you plan to take full responsibility and don't blame anyone. Rebuild your reputation by being consistently on time in the future.

For offensive behavior
Write this apology as soon as possible after the incident. This apology is best expressed with a handwritten note. Back up your apology with considerate behavior in the future.

For poor or inadequate service
Write this apology as soon as possible after the incident. Don't apologize unless you plan to take full responsibility. A sincere, well-worded apology can help win back disgruntled customers and business associates. Back up your apology with model behavior in the future.

For someone else (business)
Normally, you should only apologize for your own offenses. However, if you are in some way accountable for the offender's behavior--as a supervisor might be, for example--it may be appropriate to write an apology even if the offender also writes one. Write a sincere apology as soon as possible after the incident.

For someone else (personal)
Normally, you should only apologize for your own offenses. However, if you are in some way accountable for the offender's behavior--as a parent or youth leader might be, for example--it would be a good idea to write an apology, even if the offender also writes one (under your guidance). Write a sincere apology as soon as possible after the incident.

To an employee or employees
Write this apology as soon as possible after the incident. The apology should be unilateral. Do not attempt to apologize unless you plan to take full responsibility. A sincere, well-worded apology, coupled with action, can go a long way toward patching up damaged relationships with employees. Consider offering the employee(s) some sort of peace offering such as a check bonus or a one-time, 2-hour lunch break.

Business apology
Write this apology as soon as possible after the incident. It should be clear, concise, and dignified. Focus on actions you are taking to rectify the situation, rather than on any resultant damage. A sincere, well-worded apology can go a long way toward winning back disgruntled customers and business associates.

Personal apology
Write this apology as soon as possible after the incident. Focus on actions you are taking to rectify the situation, rather than on any damage you may have caused. A sincere, well-worded apology can go a long way toward patching up a damaged relationship. Back up your apology with considerate behavior in the future.

Summary
In order to make a letter of apology effective, always write it as soon as possible after the offensive action takes place. Write a brief letter that is carefully worded and sincere. Whenever possible, make suitable restitution and assure the offended party that you will not repeat your regrettable behavior in the future. Back up your apology letter with appropriate behavior at the next available opportunity.

Apology Letter Topics
Get a variety of apology letters for each of these topics:
Business/Work
Apologize for a defective, damaged, or incomplete product

Apologize for a late payment

Apologize for a missed deadline

Apologize for a shipping delay or error

Apologize for an invoice or billing error

Apologize for betrayed trust

Apologize for damaged property

Apologize for hurt feelings

Apologize for missing an appointment

Apologize for missing an event or for overlooking or forgetting someone

Apologize for missing or being late to a meeting or appointment

Apologize for offensive behavior

Apologize for poor or inadequate service

Apologize for providing incorrect or incomplete information

Apologize for sending a collection letter by mistake

Apologize for someone else (business)

Apologize for someone else (personal)

Apologize to an employee or employees

Write a business apology

Write a personal apology

Related Apology-Letter Topics:
Announce a layoff

Announce an office or store closing to employees

Announce bad news to employees

Cancel or decline to schedule an appointment

Cancel or postpone an appointment

Cancel or postpone an invitation

Correct your own error in a transaction

Deny an expected or hoped-for promotion or raise

Dismiss an employee for reasons beyond the employee's control

Explain an error you have made

Inform customers of a misprint

Reject or terminate a business relationship

Respond to a complaint while admitting fault and making an adjustment