Sample Letters

Late Payment, Moderate Tone: Letter #2 (New Customer)

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It has been our pleasure to do business with you.  It is with your good credit history that we have provided you with credit terms on your purchase.  Payment within the 30-day payment period enables us to continue to provide our [products / services] to you and others at reasonable and competitive prices.  We wish to continue to service you on these mutually-amicable terms.

A payment of $[AMOUNT] will protect your good credit rating and will enable us to update your account so that we may have the pleasure of future business with you.  Please contact me if we can help you with any concerns you may have.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Late Payment, Moderate Tone Letter #2 (New Customer) In Word Format

Announcement to Customers: New Subsidiary

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I am confident that you are pleased with the service [PARENT FIRM NAME, ex. MagnaCompressors Inc] has had the pleasure to provide you.  We hope that [STATE PARENT’S PRODUCT/SERVICE AND HOW IT HAS BENEFITED RECIPIENT, ex. our compressors have helped reduce manufacturing costs at your site, earning you higher profits as a result.]

Allow me to introduce [NEW SUBSIDIARY NAME, ex. MagnaMaintenance Inc.], a new subsidiary of [PARENT FIRM NAME, ex. MagnaCompressors Inc.], which specializes in [NATURE OF BUSINESS, ex. servicing our compressors to maximize their efficiency.]

[MENTION PRODUCT/SERVICE WHICH WILL BEST BENEFIT THE RECIPIENT, ex. I believe you will be especially interested in MagnaMaintenance’s elite maintenance program, which guarantees repair of all malfunctioning compressor parts within two business days.  This will enable you to resume production and increase efficiency in relatively no time.  Our technicians will immediately diagnose and repair your problems on-site upon notification.]

[MENTION HOW RECIPIENT CAN CONTACT NEW SUBSIDIARY, ex. MagnaCompressors is located at 1223 First Avenue, between Seventh Street and John Boulevard.  You can contact me at XXX-XXXX and I will be pleased to handle any of your requests.]

We look forward to serving you at MagnaCompressors Inc.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Announcement to Customers New Subsidiary In Word Format

Responding To Justified Complaint: Rudeness

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I want you to know that we value your business greatly.  I am deeply embarrassed by the manner in which you were treated by our employee on [DATE, ex. June 5, 1998].  Indeed, I thank you for bringing the matter to my attention.

I want you to know that [STATE WHAT YOU WILL OR HAVE ALREADY DONE, ex. after your discussion with me yesterday, I immediately terminated the gentleman in question.]  Let me personally assure you that you will never encounter this kind of behavior at our establishment in the future.

I hope and invite you to continue doing business with us.  {OFFER INDUCEMENT, ex. Because I feel ashamed over the entire matter, please allow me to offer you a 5% discount on your next order.}  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Responding To Justified Complaint Rudeness In Word Format

Invitation to Golf Tournament – Humorous

C O N F I D E N T I A L   M E M O R A N D U M

To:                    [NAME OF RECIPIENT]

From:                [NAME OF SENDER]

Date:                [DATE OF MEMORANDUM]

Subject:            Stress Management Seminars

Due to the inordinate degree of stress to which you have been subject as a result of the challenges of your position, you are invited to attend a Stress Management Seminar sponsored by [NAME OF ORGANIZATION SPONSORING GOLF MATCH] which has been scheduled as follows:

Place: [NAME AND ADDRESS OF GOLF CLUB]

(directions and dress code enclosed)

Time and Date: [DATE AND TIME]

Agenda:

1:00 p.m. - Seminar begins – Participants divided into groups of four

6:00 p.m. – Closing reception and awards ceremony with light snacks and drinks being served

Transportation at the seminar will be provided.

RSVP

I hope to see you at the course.

Download Invitation to Golf Tournament Humorous In Word Format

Response to Request about Credit Refusal

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We thank you for your interest in our [products/services] and regret that we were unable to extend credit to you at the moment.  In response to your letter of [DATE, ex. June 10], I have investigated your credit application.  Our records indicate that your application was not approved due to the following reasons:

[LIST REASONS, ex.

o your bank account balances were insufficient for the credit limit requested

o your bank accounts at XYZ Bank have not been active for a sufficient time to form a reliable credit history]

{MENTION WHETHER ADDITIONAL REFERENCES MAY RESULT IN APPROVAL, ex. Although we cannot offer you credit terms at this moment, we may be able to approve your application if you provide us with [X] additional references.}  {OFFER AN INCENTIVE TO PURCHASE, ex. Meanwhile, may I extend to you a discount of [Y]% for cash orders?}  I give you my personal guarantee that you will be pleased with our [products/services].

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Response to Request about Credit Refusal In Word Format