Professional Business Documents, Agreements & Letters
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[tab name=’Guidelines’] Guidelines : Cutting/Watching/Justifying Cutting, Watching or Justifying Expenses Guidelines and Alternate Phrases State the expense of concern immediately. Even in a persuasive letter, your readers still need to know to what conclusion you intend to lead them. Without knowing the bottom-line message, they feel manipulated. Another inherent danger in building your case before…
[tab name=’Guidelines’] Guidelines : Point Out Other’s Pointing Out Others’ Errors Guidelines Begin on a neutral note. Then “creep up” on the error if you can. Passive voice constructions can be useful here: “In the future, spare parts should be sent by air freight.” (You do not say the sender has made a mistake this…
[tab name=’Guidelines’] Guidelines : Admitting your Own Admitting Your Own Errors Guidelines Report and correct the error immediately. Delay usually compounds the problem. Evaluate the seriousness of your mistake; explain and apologize accordingly. Don’t be dramatic. Remember all errors are not created equal. Overblown apologies and explanations sound insincere. Don’t promise the error will never…
[tab name=’Guidelines’] Guidelines : Directives Directives Guidelines State the clear, firm directive up front. Don’t bury your directive in implications. Remember even though your intention may be to soften the directive, your reader may not infer what you intend. If necessary, ask the employee to verify compliance. Include courtesy words even when you have authority…
[tab name=’Guidelines’] Guidelines : Decision Not to Do Business Declining to Do Business Guidelines and Alternate Phrases Thank the reader for his or her interest in your product, service, or organization. Thank you for contacting us about the research work you have underway. We appreciate your writing us about the products you saw advertised recently….
[tab name=’Guidelines’] Guidelines : Cooperations, Requesting Requesting Cooperation Guidelines State the problem and/or request immediately. Be specific about requests. Give reasons for your request. Not to do so seems arbitrary. Parents may not always give children reasons for their orders, but adults owe that courtesy to other adults. Find positive motivators. Point out the benefits…
[tab name=’Example 1′] Example 1: Sample letters for confirmation request letter Memorandum TO: FROM: DATE: SUBJECT: Confirming Request for Company Plane This memo is to confirm my phone request for the Rising Star on Monday, October 15, 19–. B. J. White, R. T. Bleyl, and M. K. Wilson will be flying to Atlanta to talk…
[tab name=’Example 1′] Example 1:Sample letters for Confirmation of Registration Memorandum TO: FROM: DATE: SUBJECT: Natural Gas Regulation Course This will confirm your registration for the Natural Gas Regulation course to be held at the Shamrock Hilton, March 3-4, 19– from 9:00 a.m. to 5:00 p.m. both days. If you must cancel, let us know…
[tab name=’Guidelines’] Guidelines : Of Phone Conservation/Meeting Confirming Phone Conversations or Meetings Guidelines and Alternate Phrases Restate all the important facts and details you want to verify. This repetition and verification is a primary reason for putting a conversation in writing. This letter will confirm… We are pleased to confirm… Thank you for meeting with…
[tab name=’Example 1′] Example 1: Sample letter for changing personnel contact Company Name or Letterhead Address City, State, Zip Date Addressee Address City, State, Zip Dear Distributors: As some of you may have heard, Albert McGillis will no longer be with our company as of August 15. While we are saddened to see him go,…