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

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!

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.

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

Writing Business Letters - 1

The use of this lexical approach is essential for successful language acquisition in English for Specific Purposes. However, teachers are often not equipped with the exact English terminology required in very specific trade sectors. For this reason, core vocabulary sheets go a long way in helping teachers provide adequate materials for students with English for Special Purposes needs.

These core vocabulary reference sheets (here focusing on writing business letters) provide between 150 and 240 key words and phrases for each industry. Each series is divided into three pages that, when combined, form an alphabetical list. In taking this lexical approach to attaining key vocabulary, students should be encouraged to translate the specific words and phrases into their native tongues as each phrase has a very specific translation in each language.

to act on behalf of on arrival of the goods
to agree with on behalf of
always at your service on condition that - provided that
as agreed on delivery
as far as I'm concerned on receipt of the order
as far as the payment is concerned on short notice
as follows on written request
as per invoice order to be confirmed
as per to the conditions our best attention
as per your request our offer is still open
as requested outside address
as soon as possible to pay the maximum attention to the matter
at your convenience payable in advance
at your earliest convenience please allow us
at your expense please send us
awaiting your reply please send us your instructions
to be able to prices are increasing
to be authorised to to reach the destination
to be characterised by to refer to
to be confident in to return a letter to the sender
to be delighted to to sell at the best
to be held responsible for to send under separate cover
to be in arrears with payments sender address
to be in difficulty short term
to be interested in similar to sample - up to sample


Writing Business Letters - 2
to be late to stop negotiations
to be overrun with orders to submit a sample
to be prepared to - to be willing to to suit the quality - to meet the quality
before the date we agreed upon to take into consideration
Best regards the aim of this letter
body of the letter the following items
circular letter the goods are available in our warehouse
claim - letter of complaint the goods are not similar to sample
to come to a decision the goods are sold out
to come to an agreement - to reach an agreement the goods arrived in good conditions
complimentary close the letter remained unanswered
to cope with the competition the matter in reference
to correspond to the sample the meeting was cancelled
to correspond with to our mutual benefit
covering letter to the kind attention of
due to oversight under separate cover
enclosure - attachment up to an amount of
to fix an appointment utmost care
following your instructions we acknowledge receipt of
from order receipt we apologise again for
further to our letter - following our letter we apologise for
goods listed below we apologise for the delay
greeting we apologise for the mistake
half-price we are sorry to have to
to have the pleasure to we are sorry to inform you


Writing Business Letters - 3
to have the power to we have received
hereby we hope we'll receive the goods soon
in case of need we look forward to your kind reply
in compliance with - accordingly we must apologise for
in due time - in due course we remain - our kindest regards
in good condition we sent you
in our favour we thank you in advance
in partial payment we wish to inform you that
in reply to your letter we would appreciate it if you could answer
in the absence of we would appreciate your reply
to inform in due time with no obligation - without commitment
inside address with reference to - in reference to
to let someone know in advance with the compliments of
letter opening - beginning of the letter with the utmost care
letterheading - heading with two weeks' notice
to look forward to within the end of the month
looking forward to an early reply within which
looking forward to hearing from you without delay
to make the goods available without notice
to meet a demand would you please let us have
to meet customer's requirements would you please let us know
to meet the demand you ordered
Messrs you requested
to notify in advance about you sent us
on advanced payment Yours faithfully (GB) - Yours truly (GB)

How to Write a Business Email

From Kenneth Beare,
Your Guide to English as 2nd Language.
FREE Newsletter. Sign Up Now!
(Continued from Page 2)
Business Email Basics

Example 1: Formal

Hello,

I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity?

Thank you for taking the time to answer my questions. I look forward to your response.

Jack Finley
Sales Manager, Young Talent Inc.
(709) 567 - 3498

Example 2: Informal
At 16.22 01/07/2002 +0000, you wrote:

> I hear you're working on the Smith account. If you need any information don't hesitate to get in > contact with me.

Hi Tom,

Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there.

Do you think you could pass on any information you might have?
Thanks

Peter

Peter Thompsen
Account Manager, Tri-State Accounting
(698) 345 - 7843


Important Points to Remember
Email is much less formal than a written letter. Emails are usually short and concise.
If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
When writing to someone you know well, feel free to write as if you are speaking to the person.
Use abbreviated verb forms (He's, We're, He'd, etc.)
Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
It is not necessary to include your email address as the recipient can just reply to the email.
When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.