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,

Example 1: Sample Letter of Employment Agency

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Ray:

We are a local financial institution interested in hiring 2-4 freelance artists to complete a major art project. The project involves designing and painting murals on two interior walls and three exterior walls.

I would like to set up an appointment with your agency to view the portfolios of your currently available artists. At that time, we can discuss fees and conditions for payment.

I look forward to hearing from you.

Sincerely,

Example 2: Employment Agency Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Phillips:

We are a bit short-handed this summer, as many of our administrative assistants are taking their vacations. Your name was listed in Southern Business Partners Newsletter as a reputable temporary employee provider. Please send us information concerning the experience and expertise of the employees you typically refer. We are particularly interested in employees who have experience in a health care environment.

Along with this employee information, please send us references of past or current businesses who utilized your employment service and a list of fees and payment terms.

We look forward to receiving this information, as we are anxious to fill these temporary positions. Your prompt response would be greatly appreciated.

Sincerely,

Example 1: Letter of Credit Application

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Goddard:

We are anxiously awaiting a response to our credit application for an OfficeRight credit card. The application was mailed on June 1. Although we received a confirmation of receipt four weeks ago, an affirmative or negative response has yet to arrive.

Please notify us if the application has been misplaced. If necessary, we will be happy to fill out another application immediately. Your prompt attention to this matter would be greatly appreciated.

Sincerely,

Example 2: Credit Application Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Poe:

We recently applied for an increase in our credit line through your new on-line credit application service. The transmission was made on August 4, exactly one month ago. If you have encountered any problems with the application or have not received it, please notify us immediately. We are interested in acquiring a higher credit line in order to complete recent office renovations.

We look forward to hearing from you.

Sincerely,

Example 1: Sample letters for Inquiries the consulting services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Crispin:

Our business office is interested in applying the latest technology to become more effective and efficient. However, we do not have the expertise to manage a variety of new software on one common structure. In addition to the initial set-up, we need employee workshops to ensure effective use of the software. Please send us more information about your computer consulting services. A list of services, fees, and references would be appreciated.

Thank you for your time.

Sincerely,

Example 2: Letter of Consulting Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Romanov:

Our human resources department is interested in implementing employee health programs in hopes of maintaining a healthy, happy staff. Two Seattle-based companies have informed me that your consulting firm brought invaluable ideas on health education and fitness opportunities. We are interested in a similar program.

Please send us detailed information concerning employee workshops for stress management, first aid, general nutrition and health issues, as well as fitness guidelines. In addition, we would like more details about setting up “health rooms” to include exercise equipment and health information.

We are excited about implementing this new program and hope that you can be of assistance.

Regards,

Example 1: Sample of Collection Services Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Miss Leland:

We are a nationwide furniture distributor and have always provided short-term credit options to our customers. Recently, several of our customers have closed their businesses and have disappeared with the stock. We do not have the resources to locate these customers and collect the money owed.

Please send us information concerning your collection policies. We are interested in hiring an agency which is fully licensed and bonded. Please send a list of fees and references of businesses who have used or are using your services.

Thank you for your time.

Sincerely,

Example 2: Business Collection Services Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Adams Collection Agency:

Our local chain of restaurant suppliers is seeking a qualified agency to handle the collection of small debts. We have heard that you get results while handling customers with respect.

Since the majority of our collection needs are for small balances of $500 or less, we are looking for an effective, cost-wise way to collect. We are interested in letter writing and other techniques you may use. Please send us this information, as well as an explanation of fees, a list of references, and any certifications or licenses you may hold.

Please contact us by phone if you are able to set up a personal meeting in addition to providing this information in writing. Your quick response would be greatly appreciated.

Sincerely,

Example 1: Sample letter of Chamber of Commerce

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Bingham:

Several months ago we were contacted by the Mayfield Chamber of Commerce concerning membership. We were unable to join at the time but are now currently interested in acquiring membership. The information you initially provided has been misplaced. Please send us the most recent copy of your packet.

We are hoping the information you send will answer the following questions: What efforts do you take in recruiting new and out-of-town customers? Do you have local economic data and business information available to members? Is counseling available for members? What are membership fees for businesses with fewer than ten employees?

We are excited about the prospect of joining the Mayfield Chamber. Thank you for your assistance.

Regards,

Example 2: Letter of Chamber of Commerce

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Parker:

Our fresh produce company has recently moved its head of operations to the Baltimore area. We have always been active members of our local Chamber of Commerce and are interested in securing membership here. Please send us more information about benefits available. We are particularly interested in the following points:

• methods used to advocate for local businesses
• legal defense, if available
• committees and events to provide networking opportunities
• ability to provide certificates of origin (for exports)
• membership dues

We look forward to joining you as advocates for locally-managed businesses.

Sincerely,

Example 1: Sample Letter for Business Credit Card

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Kalani:

A recent expansion of our clothing distribution business has required our salesmen to travel extensively around the country. We are interested in acquiring business credit cards for each salesman to charge traveling expenses.

Please send us more information concerning authorization requirements, limitations, and restrictions imposed on the cards, as well as credit limits and interest rates. We are also interested in end-of-the-month processing procedures and annual card charges.

A prompt response would be greatly appreciated, as we are interested in acquiring an account as soon as possible.

Sincerely,

Example 2: Business Credit Card Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davidson:

We are a newly established appliance repair business interested in acquiring a business credit card. Small shop owners in the area have informed us that business credit cards are a convenient, organized, and efficient way of handling small day-to-day expenses, such as office supplies or lunches.

Please send us more information concerning the terms of your business credit cards. Particularly, we are interested in interest rates, annual fees, the process of obtaining a card, remittance requirements, and security measures available. Any additional information would also be appreciated.

Thank you for your time. We look forward to hearing from you.

Regards,

Example 1: Sample Of Business Association Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Preston:

Nighthawk Seafood is a new chain of elegant seafood restaurants on the Gulf coast. Many of our new colleagues in the restaurant business have suggested that we gain membership to the Association of Southern Restaurants. They indicated that your membership roster is the largest among restaurant associations in the country.

We would like more details concerning the benefits and duties of membership. Please provide us with information concerning your role in networking, public relations, and government policy. Information on general membership and fees would also be appreciated.

We look forward to establishing ourselves as a respected Southern restaurant and hope that your association can be a catalyst in the process. Thank you for your time.

Regards,

Example 2: Business Association Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Daniels:

Sound Works has been a leading retail music chain for the past 25 years. Your new organization—Retail Music Dealers Association—was mentioned the other day at a business meeting. We are interested in learning more about this exciting new association.

Please send information about the costs and benefits of becoming a member, including legal support, bulk purchasing opportunities, discounts, and updated industry information. An outline of the application process and a list of fees would also be appreciated.

We look forward to hearing from you.

Regards,