Example 1: Temporary employment agencies inquires letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Coleman:

We need six data entry personnel to complete a project transferring our old customer files to a File Wiz 4.1 database. We anticipate the project will last from April 15 to May 30.

Hours will be from 9:00 to 5:00, Monday through Friday. Candidates must be able to type at least 55 w.p.m. and be familiar with 10-key by touch. The position calls for people with a high school diploma or GED plus one year office experience. The most important quality in any candidate is dependability and punctuality. We would like to pay no more than $10.00 per hour including fees.

If you think you will be able to provide temporary staff for this project, please call me this week.

Sincerely,

Example 2: Letter to temporary staffing companies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Murison:

Would Pro Temporary Staffing be able to help fill a full-time temporary technical writer position? We are currently looking for a technical writer to revise our Accounting Pro 2.1 program manual to reflect the changes in our new 3.2 version.

We estimate it will take approximately eight weeks of full time work to complete the revisions. The project needs to be finished by November 19. Depending on your fees, we will pay the temporary employee between $15.00 and $17.00 per hour.

We require someone with a bachelor’s degree in English, Accounting, Technical Writing, or a related area. Successful candidates will have two to four years experience in technical writing and will possess knowledge of basic accounting procedures. They must also have experience working on PCs.

There is a possibility we may hire a successful candidate for full-time permanent employment, writing manuals for future accounting software programs.

If you think you can help us fill this position, please call me with your rates.

Sincerely,

Example 1: Sample letters for inquiries the telephone equipment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Olander:

We are seeking bids on the telephone equipment for an office in Ludville.

The office needs 32 telephones with voice mail capabilities and at least four line capacity. Twenty of our computer modems need to be hooked up. We also need two telephone headsets for our reception desk.

We would prefer equipment having at least a two year warranty. Also, we would like information about your service contracts.

If you can provide these services and would like to submit a bid, please send it to us no later than March 25.

Sincerely,

Example 2: Inquires letter for telephone equipment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Bateman:

In the last year our call volume has steadily increased, and one receptionist can no longer direct all of our incoming calls in a timely fashion. To solve the problem we are considering switching to an automated call processing system.

The system we have in mind would be able to handle up to 40 calls simultaneously. It could offer to connect callers to all eight of our departments and all 230 employees within those departments. Callers could select specific employees either by spelling their names on the telephone keypad or by entering the employee’s three digit extension.

Would Excell Telecom be able to meet these needs? I would like to talk to you about our automatic call processing ideas. Please call me this week if you are able to offer us your services.

Sincerely,

Example 1: Sample letters for inquires of office

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Alexander:

We are in the process of setting up a new office in Hyattsville and would like to compare prices from the local office furniture companies.

We will need 12 desks and 24 chairs, six metal filing cabinets, a 2.5’ x 4’ dry erase board, and a conference table that seats eight. The conference table and eight of the chairs should be high quality wood. As the office is opening on February 15, we would need the furniture delivered by the 13th. We are looking to spend no more than $4000.00.

If you would like to offer a quote or discuss our needs in more detail, please call me. We hope to have all our quotes by next Friday.

Sincerely,

Example 2: Office equipment prices letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Techmeyer:

Next month we are planning to redecorate our eight executive offices. Several office furniture companies are offering their proposals and bids. If Office Outfitters is able to suit our needs, we would be pleased to have your bid for the project.

We would like to spend a maximum of $5,000.00 on the furniture for each office. The furniture for each office would be the same: one mahogany desk, one leather desk chair, two leather chairs for guests, one wooden filing cabinet, and a love seat.

I would be happy to show you the offices we plan to redecorate and further discuss our expectations. If you would like to make an appointment with me, please call me at 555-2085, ext. 235.

Sincerely,

Example 1: Medical and dental plans letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Osborne:

We are presently exploring our options for dental health plans. We are a company of 35 employees, and we currently do not offer any dental insurance as part of our standard benefits package. If we can do it for a reasonable cost, we would like to extend dental care from a managed care company.

Please call me if you feel Foundation Dental would suit our needs.

Sincerely,

Example 2: Medical insurance plans for employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Evans:

Alistar Inc. is looking for a health plan provider for our 150 employees in Sarasota and Tampa Bay.

We would like a provider that offers our employees and their dependents a flexible plan that can be tailored to individual needs. Because of our limited staff in the Employee Benefits and Services Division, the company we choose would be responsible for conducting annual information sessions in both Sarasota and Tampa Bay to explain the plan to employees. Also, we prefer that our provider be able to handle medical, dental, life, and vision insurance coverage.

A board made up of executives and employees would like to hear proposals from health plan companies between October 14-17. If National Health Care could meet our criteria and would like to make a proposal, please call me.

Sincerely,

Example 1: Inquiry of legal service

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Wertz:

St. Mary’s Hospital is currently seeking legal services from a local law firm who can handle a large clientele; we have 350 employees and approximately 550,000 patients per year. We are looking for a law firm that can provide defense mainly in medical malpractice and workers’ compensation cases. We would prefer people who could present bi-annual workshops to educate our staff about malpractice laws. We also need a lawyer skilled in employee rights to review our hiring and sexual harassment policies.

If Wexler, Sanders, and Brown offers these services, would you please call me to discuss our needs?

Sincerely,

Example 2: Legal services letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Morton:

National Car Insurance of Tacoma is looking for legal counsel to defend us in cases of improper claims. This job requires extensive correspondence to claimants and their lawyers as well as frequent court appearances. Although it varies greatly from year to year, last year we had 44 cases filed against us for refusal to pay a claim. We brought 6 cases against policy holders for false claims.

We prefer a lawyer who has a proven record of success in insurance claims cases plus at least eight years experience in the area of insurance claims.

If you anticipate being able to meet the criteria outlined above, please contact me.

Sincerely,

Example 1: Leasing office space letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fujisaki:

My partner and I are interested in opening a private practice on the west side of town. Your building was listed as having available office space in the approximate location we are searching. At your earliest convenience, please send information about the available space along with the leasing costs and terms of the lease.

We are particularly interested in obtaining several small rooms and two spacious rooms to accommodate our examining and reception/waiting areas. The building must be excellently maintained indoors with appealing grounds. It must also be wheelchair accessible.

After receiving and reviewing this information, we will contact you for a site visit. Thank you for your time.

Sincerely,

Example 2: Letter for office space

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Carmello:

We are inquiring about the “For Lease” sign outside of a small office building on the corner of 43rd and Bluebonnet. Our consulting firm is seeking office space from which to base our operation. From the outside, your building seems to be in excellent condition. However, we have a few questions about the interior: Do your facilities allow for Internet hook-ups? If not, would you be willing to install the appropriate equipment to accommodate our network of computers?

In addition, we would like to make an appointment to view the interior of the building to see if the office space physically accommodates our needs, as we intend to hire several additional employees within the next few months. We will discuss leasing costs at that time.

We are anxious to meet with you. Please contact us as soon as possible.

Sincerely,

Example 1: Sample letters for inquiries the landscaping services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Miss Camaro:

Tito’s Mexican Restaurant has recently opened its doors on the south side of town. We have ample space in front of our building to create an outdoor patio. We would like to design the patio landscaping with a Mexican theme.

Please send us a detailed outline of your landscaping services. We are looking for both design, construction, and maintenance of the patio and its surrounding area. A portfolio of your previous work and references of former employers would be greatly appreciated. We would be happy to set up a meeting time in order to view your portfolio.

We look forward to seeing your work.

Sincerely,

Example 2: Landscape services letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Ottaway:

I have recently acquired an office building with 45 offices which I intend to lease. The courtyard is currently overgrown and not very appealing to the eye. In order to attract leasees, I am interested in revamping the landscape of the courtyard and surrounding areas. This would hopefully include flowers, bushes, trees, and thick grassy areas.

I would be very interested in seeing a portfolio of your work, as I have heard that you have an excellent reputation for your landscape designs. Please let me know when we can meet to view your portfolio as well as review your services. We should probably meet at my new building so that you can survey the area and give me your general suggestions.

I will be awaiting your call. Thank you for your time.

Sincerely,

Example 1: Web design services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Faust:

We are a research committee for a veteran tire company interested in exploring the options of the Internet. Our committee is comparing the costs and benefits of creating and maintaining a Web site. Your company has been mentioned to us as an efficient host service. We are interested in your approximate fees for the following services:

_ access to the Internet (per hour or unlimited)
_ access to e-mail
_ Web site (all server fees, including registration, monthly charges, and storage charges per MB)

On your fee outline, please indicate those charges which are necessary to maintain the above listed services, and those which are optional. Our committee will be creating a variety of budgets to indicate our Internet options.

Thank you for your time.

Sincerely,

Example 2: Internet service letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Montesanto:

Our pet food company is anticipating high traffic to our Web site and we are currently searching for a server which will best suit our needs. Please send us an explanation of your serving capabilities. In addition, please outline your charges for standard Web site serving fees as well as personal access to Internet and e-mail. We are also interested in directory options and charges.

We have recently discovered that some servers provide a free trial period to allow company owners to determine the accessibility of their site through a particular server. We would be interested in such an offer, if available, to determine if you have a good user interface.

We are looking forward to receiving complete information concerning your fees and services. Please respond as soon as possible.

Sincerely,

Example 3: Hosting service letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Monahan:

We at Skylark Motors are excited about creating a Web site which will allow us to reach customers all around the world. We are just beginning the process and are in search of a hosting service. We have been informed that your company has hosted the Web sites of many large corporations.

We are adamant about finding the hosting service which best suits our needs. We anticipate a high volume of traffic daily and want to ensure that our site can accommodate it. Also, we will need direct access to our site since frequent updates will be necessary.

In order for us to learn more about your company, please send us information concerning the services you offer. We would appreciate details concerning our specific needs mentioned above.

We look forward to hearing from you.

Sincerely,

Example 4: Hosting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Cunningham:

Last spring, we developed a Web site for our company, we’ve grown substantially as a result of its addition. Due to the growth, the traffic to our site has increased; however, our current server has been unable to accommodate the increased flow of users. When we are not easily accessible, our customers become frustrated. In order to remedy the situation, we are considering changing servers.

Your company is well-known for its ability to handle Web sites with high traffic flow. Please send us the details of your service, as well as your current charges.

Thank you for your time and attention in this matter.

Sincerely,

Example 5: Letter to site maintenance service

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Vincente:

Our robotics actuator company has recently created a Web site in hopes of sharing our product line with large corporations around the world. Unfortunately, our site has not had many hits since its creation. One way of increasing our hits may be through ensuring that our site is one of the first listed when customers use the search engines.

We have recently been informed that your company provides an excellent site-maintenance program. Since we are constantly updating information and products, we need a maintenance crew which will periodically update our Web site to ensure an adequate listing spot when the subject is located by various search engines.

Please let us know what your company can do for us. We are interested in your monthly charges, as well as any initial fees. We are looking forward to hearing from you.

Sincerely,

Example 6: Letter for charges for standard web site

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Kensey:

Calendars, Etc. has been operating a Web site for more than a year. We have seen our small company grow as the market has increased in extraordinary proportions. We are now interested in periodically updating the graphics and product information on our site. Unfortunately, the employee who created and designed our site is no longer with our company. Therefore, we are seeking a maintenance service to provide our site with much-needed updates.

Please send us more information concerning your graphic maintenance abilities, including references from companies whose Web sites you are now maintaining. In addition, we are interested in your month-to-month availability as well as your service fees.

We would greatly appreciate a prompt response. Thank you for your time.

Regards,

Example 7: Internet services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Smith:

We at Sunbright Sunglasses Company are interested in utilizing the Internet to find prospective customers for our product line. We have already located a server and must now find the designer which will provide us with a graphically appealing and informative Web site.

Your name was provided to us by General Homes, Inc. who seemed pleased with their design. Please provide us with a list of other Web sites which you have designed, including your own, with a reference name and phone number for at least three of the sites.

We realize there can be a range of fees due to the countless variables involved in designing a site. However, we would appreciate a list of your typical hourly, per page, or per job fees as well as your current availability, as we are anxious to get this project off the ground.

Thank you for your time.

Sincerely,

Example 8: Website Creation/Design

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. McKnight:

Our computer software corporation is interested in finding unique Web site designers who are skilled in creating interactive sites with specialized graphics. We have our own server and are host to a variety of sites, most of which are our own. Our new sites will be linked to our home page, but will be individually dedicated to the new branch offices that our corporation has acquired.

We are willing to pay top dollar for a top-of-the-line designer. In order to make our selection we need the following information:

• URL of your own Web site
• URLs of your six best Web sites designed by you for small businesses or corporations and the contact person’s name and phone number for at least four of the jobs
• Your current availability
• Affiliation or membership, if any, in developers groups or programs

We look forward to receiving information on your company. As soon as we receive this information, we will contact the selected designers and discuss details.

Regards,

Example 1: Insurance Coverage

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Carter:

We are in the process of revamping our employee benefits program. Our employees are not satisfied with the current insurance provider and we would like to investigate other options. Your agency has been mentioned to us as a reputable insurance provider for local small businesses.

Please send us information on your health insurance coverage and premium options for a company with seven employees. The entire staff has expressed a desire to avoid HMOs. They are interested in coverage for doctor’s visits (to the doctor of their choice), prescriptions, and hospital stays.

Our employees will provide you with specific information to obtain an exact premium quote after we have reviewed the above information. We would appreciate your prompt response.

Sincerely,

Example 2: Insurance Coverage

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Blanchard:

Our zoological association has been looking into opening a private zoo. We plan to house rare jungle animals in as natural an environment as possible. The zoo will eventually be open to the public for a fee. Although all precautions possible will be taken to protect our animals and our visitors, we are aware that this natural environment could put some of our visitors in danger. Likewise, our animals may become susceptible to certain infections associated with a different environment.

We have been informed that your agency is one of the best in the business when it comes to unusual insurance policies. Please send us more information about possible umbrella policies that would insure our visitors, animals, and employees in case of accident, injury, or illness. We are aware that you will need specific information concerning the number of persons and the value of animals insured. However, for the time being, we are only interested in general information and a ball-park figure that will allow us to do some comparison shopping.

We look forward to hearing from you.

Sincerely,

Example 1: Sample letter for Inquiries the Housekeeping service

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Quintana:

We are seeking a new custodial agency to handle our local office buildings, as our current agency has gone out of business. Your custodial agency has an excellent reputation in local business office maintenance. We would like more information about your services to determine if you are the right agency for us.

A complete listing of your services and fees would be appreciated. We are particularly interested in overnight services, as our offices are high-traffic areas during the day. In addition, please send us licensing and bonding information.

Please respond with written information at your earliest convenience.

Sincerely,

Example 2: Housekeeping Services Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Solomon:

Your employees have done an excellent job at meeting our custodial needs in our downtown office building. We are acquiring a new office building near the river front and would like to inquire about drawing up a new contract to include the new office spaces.

The office building (located near the corner of Julia and South Peters) consists of 24 offices and six 2-stall restrooms. We are certain that you will need to survey the building prior to estimating the additional costs. Please contact us at your earliest convenience concerning setting up an appointment to visit the building.

We look forward to hearing from you.

Sincerely,