[tab name=’Guidelines’]

Guidelines : Providing

Providing Information

Guidelines and Alternate Phrases

Thank the reader for the inquiry.

• We are glad to learn of your interest in our products.
• Thank you for letting us know of your specific needs. We are happy, of course, to supply you with the information you need.
• Thank you for your interest in our bidding procedures.
• We were pleased to receive your letter asking for information about local distributors.
• Mention immediately the information you are providing.
• We are pleased to enclose….
• We are mailing you separately….
• Shortly, you will be receiving….
• Today I have mailed….
• Mention anything you can’t send and explain why.
• Such information is confidential and, therefore, not available for distribution.
• We regret we cannot also include the list of stockholders participating in this venture, but the information is quite confidential, as you might understand.
• We regret we simply do not have the available staff to research the kind of information you need.
• Although we would like to provide this information to all our vendors, the cost is quite prohibitive.
• The other information, I’m afraid, is simply not available to me. I’m sorry.
• Offer to help the requester in some other way. What information can you provide? Can you refer the requester to someone else who may be able to help?
• I’m forwarding your request to Joe Bitten, hoping he may be able to answer your last two questions.
• In an attempt to give you at least a partial answer, I’ve enclosed….
• Express appreciation and invite further inquiries if that is appropriate.
• Let us know if this doesn’t answer your questions fully. Thank you for asking.
• Thank you for giving us the opportunity to provide the information upon which you can make a decision. We hope to hear from you again soon.
• I hope this helps. Thank you for your letter and feel free to write again.

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[tab name=’Example 1′]

Example 1: Sample Letter for Providing Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Thatcher:

Thank you for your response to our recent Trends newsletter. As you requested on our response card, we are enclosing your free copy of “Hot Tips for Cold Investors.”

We noted your answers to the other card queries about your specific investment interests. As new offerings are made, we’ll contact you again with items in those areas.

We appreciate the opportunity to assist you in your financial decisions and hope you’ll contact any of our staff again when you need further information.

Sincerely,
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[tab name=’Example 2′]

Example 2: Letter for Providing Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitmeyer:

I have attached copies of the certificates requested by the Port of Houston Authority:

• Insured endorsements
• OCP policy with a $500,000 limit
• Notices of cancellation

The job will last approximately 90 days and will involve earthwork and some underground storm work to provide proper sloping and drainage of the site. The site is approximately 3500 feet from the ship channel and involves no in-water or on-water exposure.

We have a very limited time (until May 1) to get the approved bonds and certificates to the Port Authority; therefore, I will appreciate your help in delivering them as soon as possible. We have come to expect your fine servicing of our accounts.

Thank you,
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[tab name=’Example 3′]

Example 3: Business Letter for Providing Basic Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jones:

Some of the materials you recently requested had to be retrieved from our archives, and if you could see our archives, you’d know that’s no easy task!

We are pleased to enclose the old product pricing policies you needed. However, we have been unable to locate the specifications on the AW-1893 engine. I’ve noted your request on my calendar and will ask my assistant, when she returns from vacation, if she can give me further clues as to where we might locate that information. If you don’t hear from me again, please understand the information is simply too old to still be in our possession.

Best wishes with your research. Let us know if we can help in other ways.

Sincerely,
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[tab name=’Example 4′]

Example 4: Providing Information Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Keyes:

We are pleased to provide you with a complimentary copy of the music sheets for “Canyon Trilogy.” It is exciting to see a music instructor such as yourself offer courses not only in jazz band and orchestra, but also in our country’s Native American instruments. We are sure the students will enjoy the new musical medium you are introducing them to.

If you decide to order performance copies, please call us at (800) 934-9997 and our customer service department will be happy to take your order. Or, your school secretary may fax your request to (319) 934-5868.

Thank you for you interest.

Regards,
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[tab name=’Example 5′]

Example 5: Letter of Providing Information

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Dr. Kimble:

We have received your request for information concerning our company’s current business transactions in Hong Kong. We are pleased that you would consider us a model of ethical business procedures and are sending you a copy of our latest in-house newsletter, which covers precisely the information you specified in your letter.

We wish you luck in your upcoming business ventures.

Yours Truly,
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