Business Letters

Business Letters

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Expenses — Comments Off on Cutting/Watching/Justifying
22
Nov 10

Cutting/Watching/Justifying








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 making your request is your readers may examine your evidence and arrive at an altogether different conclusion. By giving your statement of “wants” first, you can guide their thinking toward your own conclusion.
  • Include a why. Readers need motivation for both belt-tightening and spending. Include both obvious and not-so-obvious reasons for your request.
  • Of course, such uncontrolled expenses reflect an attitude of carelessness to those we supervise.
  • Such extravagance is not the kind of image we want to project to our customers. Our niche has always been the highest quality at the lowest profit margin.
  • Such expenses may drastically affect our available funds for bonuses and raises at year’s end.
  • As we are all happily aware, sales are going up. But if expenses rise to the same point, or even higher, what have we gained?
  • Don’t base your request to cut or watch expenses on personal observation alone. You need facts to back up what you say; otherwise, the reader will likely argue that you have latched onto the “exceptional.” If you don’t want to gather the facts yourself, then ask the responsible person (perhaps your reader) to do so. Without authoritative data, the issue remains vague.
  • Translate vague costs to specific, understandable dollars.
  • When ordering a “cut,” offer alternatives. Suggest ways to accomplish the same activities with fewer dollars. Or ask for such suggestions from the readers. Pinpoint your priorities for spending.
  • When justifying expenses, anticipate alternative solutions and address them. What limitations do these other options have?
  • Be accurate in your predictions and figures. Avoid sounding like you’re going into bankruptcy if the postage meter isn’t replaced, but do make readers aware of the seriousness and specific repercussions of the situation.
  • Don’t reprimand by way of a cutting-expenses letter sent to more than one reader. In pointing out one individual’s weakness, communicate privately, not with a distribution list.
  • Don’t sound abrasive. In a “problem” statement, calling someone by name in direct address (“Wayne, this is a function of your department.”), you have made the issue a personal attack. Including yourself in a we-need-to-cut-or-watch-expenses statement makes a much more palatable suggestion and makes your reader feel that thrift is a team effort.
  • I have every confidence that you, as directors, can pull us out of this unpleasant predicament.
  • I’ll appreciate any suggestions you can give me on how you plan to cut expenses in your division during the next quarter.
  • I know you won’t let me down.
  • Come on, we can do it. Keep one hand on the wheel and the other on your wallet.

Example 1: Sample Letter for Cutting/Watching/Justifying expenses

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reducing Mailing and Printing Costs

Wayne, what can we do to reduce our mailing and printing costs? Down in the supply room, I noticed boxes and boxes of Bylines and last month’s financial statements; I assume these were leftover copies.

I’d like you to do some kind of study of our actual printing and mailing costs and then see what we might do to control these expenditures. Here are some suggestions for your consideration:

• Manual audit of mailouts from each branch
• Duplications from corporate and branches
• Combining financial statements and Bylines into one publication
• Cheaper mailing rates
• Survey of distribution problems

We need to control the checkbook and watch pennies to make profits in these difficult times. Your suggestions for printing and mailing controls will ensure that we do that. Thanks for your help; I’ll look forward to your conclusions.

Example 2: Example Letter of Cutting expenses

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Myres:

In developing my portion of next year’s budget, I came across an alarming situation–our increase in long-distance telephone expenses. The increase for all three buildings in this past year has been more than $6,000 monthly. It seems we have totally lost control! We have no way to allocate long-distance costs to any one area, and we have no management reports whatever to aid us in gaining the control we now need or to plan for the future.

Here is a brief outline of the problems as I see them:

• Telephone company increases in long-distance charges
• No method to allocate cost of calls to individuals or departments
• No monthly reports to managers
• The possibility that we’ve outgrown the present system

Can you put in some time on this situation and get back to me in a month with your recommendations for lowering these telephone expenses? My priorities are rather straightforward–excellent service that allows for company growth with the lowest possible costs. Within these guidelines, I’m open to just about anything you can suggest.

Thanks,

Example 3: Business Letter for Cutting/Watching/Justifying expenses

Memorandum

TO:

FROM:

DATE:

SUBJECT: Justification for an Additional Tape Librarian

Unless we hire another librarian immediately, the library will become non-functional. The burden on one individual to monitor, maintain, and perform tape-librarian functions has exceeded our expectations. Although temporary help has been used from time to time, errors are on the increase due to lack of training and rushed work of all concerned.

The ROT-WPF library currently houses 22,000 tapes, and that number increases daily. The tape-evaluator operator may assist the librarian from time to time, but this extra responsibility detracts from our evaluation process. Temporary help leaves us vulnerable to numerous costly mistakes; one week’s audit revealed we had approximately 16 such errors involving 22 lost hours to locate and correct the mistakes.

Why did we not budget for this manpower need? First, we did not expect the rapid business growth or the expansion on the TN420. Our database has increased 43 percent in the past year. Second, we anticipated the removal of our RW500; but, as the situation now stands, we plan either to convert or merge this database into the TN420.

I propose this new librarian work a delayed first shift to allow maximum overlapping coverage for six hours of the eight-hour shift.

Clearly, this approximate $900 labor cost per month is insignificant compared to revenue losses due to errors or delays.

Example 4: Cutting/Watching/Justifying Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Mailing Costs for Promotional Advertising Campaign

In reviewing our July Expenditure report, we have discovered that our mailing costs for advertising rose nearly 25 percent as compared to the month of June. However, we have seen no corresponding rise in sales of the three items that were placed in promotional advertising.

We believe that the ad campaign the advertising department has generated is an excellent one. However, we will have to either see an increase in sales or be provided with carefully researched demographics that project solid gains in order for us to allow the campaign to continue on the same scale.

We are assigning Ed Turner from accounting to work with Ellis Mackey in marketing and Darrell Kent in advertising. These individuals’ mission will be to compile all information related to the Promotional Advertising campaign for presentation at our September board meeting. At that time we will decide whether to continue or terminate the program. If any of the gentlemen mentioned above come to your department requesting information, please make it available to them.

Example 5: Letter for Justifying Expenses

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel Expenses

Due to extreme increases in expenditures, we are having to readjust our travel expense accounts. Effective August 1, we will be placing a cap of $__________ per business trip. We regret the inconveniences this may cause, but our 45 percent increase in expenditures was met by only a 3.2 percent rise in sales.

We understand that from time to time there will be expenses that will go over a given trip’s budget. You are free at all times to request a reimbursement for such emergency expenditures—simply fill out the Overage Form in accounting and your request will be reviewed. If you know of any unusual costs that you will be incurring before you travel, you may go the accounting department and request pre-authorization for additional funds. Please remember, however, that the accounting department is not required to reimburse for costs they cite as unjustified.

If you are unsure what constitutes justified and unjustified over-expenditures on trips, please refer to section 6-18 of your employee handbook.

Example 6: Cutting/Watching/Justifying

Memorandum

TO: Office Manager

FROM: Executive Director

DATE:

SUBJECT: Increase In Copier Usage

We have seen a staggering 22 percent increase in expenditures for copier paper and supplies. The puzzling part is that the amount of paperwork being assigned in each department has not increased noticeably. Could you look into the matter for me and investigate the following?

• An increase in copier supplies; please compare pricing over the last three months

• Increased wasteful paper usage in departments;please find out how many times a week departments call for recycle pick-up

• Extensive use of the copier for personal material

See what you can do to discover where the increases of costs has come from. After you have done so, I would appreciate a list of possible solutions to get our copy costs under control.

Errors — Comments Off on Point Out Other’s
22
Nov 10

Point Out Other’s








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 time.) At other times, you can walk around a direct assault with a “there are problems” approach.
  • Focus on what you have done or what the reader should do to correct the problem rather than trying to assign blame. Your letter should not begin a game of “Gotcha.”
  • Show diffidence and humility. Don’t patronize. Even the insertion of courtesy words such as “please” and “appreciate” fails to compensate for sarcasm. Watch unusual punctuation marks and underlined words to avoid “screaming” in print. Also, avoid showing your “tolerance” in overlooking or correcting another’s error.
  • Don’t assume the error is intentional or due to carelessness. Consider the possibility that your instructions have been unclear or that circumstances prevented compliance or perfection. At the very least, consider that the reader may not have been aware of the importance of accuracy. Assume some of the responsibility for the error yourself.
  • Don’t exaggerate results of the error. If readers think you have overplayed the subject, they’ll compensate by playing down its importance.
  • Emphasize the importance of accuracy.
  • Suggest precautions against future problems.
  • For further guidelines in addressing errors, see “Complaints.”

Example 1: Pointing Out Other’s Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Handling Incentive Payments

There are still some problems in routing incentive forms and computing payments. Let me repeat the procedure for handling such forms:

Send three copies of the incentive-computation forms to me. After I review and approve the forms, I’ll send one to the sales rep and one to Beaumont and keep one for my files.

Please make a special effort to re-check all computations before they leave your office. We do not have the manpower to do this double-checking here. When checks go out incorrectly and must be returned and re-processed, the cost goes up considerably, not to mention the inconvenience of the delayed payment.

If you have any questions at all about this record-keeping system and routing or about computing unusual splits, please call me before sending the forms. I appreciate your help in handling these correctly.

Example 2: Sample Letter for Point Out Other’s

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cash-Forecast Formats

Enclosed you will find the assumptions used for the February-April 19– cash forecast; we’d appreciate having your next cash forecast sent in this format. In fact, you may want to copy this form to use in developing all your information.

If you have any suggestions for still further improvements, please let us know.

Example 3: Example Letter of Point Out Other’s

Memorandum

TO:

FROM:

DATE:

SUBJECT: Leasehold Improvements–Account 468

Thanks for your memo on the Cedarpoint account (#468); I do understand your reasoning behind expending the costs for remodeling the headquarters office.

In my opinion, however, these expenditures should be accounted for as leasehold improvements. Here’s my reasoning:

1. The improvements’ useful life exceeds one year.

2. Generally accepted practice is to capitalize and depreciate these improvements over the remaining term of the lease.

I’d like to give this further thought and talk to Ed Weese before I ask you to make definite changes. If I’m wrong, let me assure you, it won’t be the first time.

Example 4: Business Point Out Other’s Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Computer Problems

On July 16 you informed computing services that application 4386 was malfunctioning. Your Computer Problems Form states that you would lose two lines of previously typed information every time you used the tab key.

This problem occurs frequently with new users of application 4386. Remember, the tab key is not a viable option in this application. If you need to tab over, use the right arrow key. It will function as the tab key normally does.

As we stated, this is a natural mistake for beginning users of application 4386. People are, after all, used to using their tab key to indent. Please review page 24 in the manual which provides you with a brief explanation as to why the tab key is inoperable. If you have further questions, please call Stacey King in computing services at ext. 246.

Example 5: Letter of Point Out Other’s

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Forbes:

Recently you returned your Snap Quik camera, model number 4500, saying that film developed from this camera was producing blurry pictures. After examining the camera, we can find nothing structurally wrong with it, and are returning it to you free of charge.

You had mentioned in your letter that you had owned the previous model of Snap Quik, which may, odd as it sounds, be the reason for the failure to get acceptable prints with the current model. As you know, the previous model of Snap Quik automatically chooses between two focusing options for you. The 4500 allows you far more focusing choices. However, unlike like the previous camera, these choices must be set manually.

As you look through the lens, glance to the right at the interior of the camera. There you will see a column of small pictures, each representing a different kind of shot, such as close-up, wide angle, and long shot. The shot that is currently chosen will have a red lever showing through the picture. To change this choice, simply move the small red lever on the right side of the camera until the interior lever is behind the shot you want. The camera will then automatically choose the appropriate focus.

If this is not the cause of the malfunction, we will be happy to either replace your current camera with a new one, or, if you wish, refund your money. Please don’t hesitate to call if we can be of further service.

Sincerely,

Example 6: Point Out Other’s

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Michaels:

We have just received notification of the problems your company has been having with your new TalkBox 600 voice mail systems. After speaking with your assistant, I realized he had been reading from the instructions manual of the TalkBox 400 series, which inevitably led to the incorrect programming of your voice mail numbers.

I am enclosing two (2) reference manuals for the TalkBox 600 voice mail systems. The manual contains all the information and instructions you will need to properly operate your new equipment. Please review the contents—there’s a section called “Troubleshooting Tips,” which you and your staff might find especially useful. I trust the manual will answer all of your questions.

Sincerely,

Errors — Comments Off on Admitting your Own
22
Nov 10

Admitting your Own







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 occur again. Rather, state what actions you have taken to correct the problem this time and to make its recurrence less likely.
  • Explain how the error happened and then focus on the correction. When the situation has political undertones to your disadvantage, play down the error with a matter-of-fact tone. After all, everybody makes mistakes. On the other hand, a poor-me approach can work sometimes–that is, exaggerate the seriousness of the error and be profuse in your apology so your reader must console you that things “aren’t that bad.” However, “bleed” only when you know the politics involved and the likely reaction of your reader to your play for sympathy.
  • Take responsibility for errors that come from your office; don’t pass the buck to others even though they may have made the error. After all, you are the supervisor.

Example 1: Sample Letter for Admitting your Own Error

Memorandum

TO:

FROM:

DATE:

SUBJECT: Incorrect Number on Pumping Order

Yes, my scheduler did indeed make an error on the attached pumping order; he used the custody index number rather than the transfer code.

I have cautioned him about confusing the numbers on future orders and have asked him to check his hard copy of all orders after they have been entered into the computer.

Since we’ve had trouble before, I should have given closer supervision here. Please let me know if you uncover still other such errors; I’ll follow them up immediately.

Example 2: Example of Letter for Admitting your Own Error

Memorandum

TO:

FROM:

DATE:

SUBJECT: Patton Island Sketches

In reviewing the Patton Island sketches forwarded to your office yesterday, I notice I’ve made a miscalculation on the sleeve length regarding attachment of the clip angles. The correct length should be 28″ rather than 29″. The shorter length will allow the angles to sit nearly flush against the left side.

Everything else about the sketches seems to be in good order, but I did want to get this information to you immediately, even though I know you won’t review the plans for another few weeks.

Example 3: Admitting your Own Error Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Timmons:

We are please that you purchased a Correct copier for your office, and apologize for the problems you have experienced with its sorting trays. Such a defect does not typically occur with our merchandise.

We have ordered a replacement copier to be shipped directly to your office at no charge to you. As the unit is not scheduled to ship for another four weeks, we have arranged for a rental unit to be delivered to you through Office Annex. We will be paying all rental costs. We hope this arrangement will be satisfactory to you. Thank you for allowing us the chance to correct this problem for you.

Sincerely,

Example 4: Letter of Admitting your Own

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Gunther:

We would like to apologize for the incorrect billing of your account. The error was based on an incorrect data entry and has been brought to the attention of both the shift supervisor and the employee responsible for the mistake.

Your account has been updated to reflect the correction. Thank you for your patience.

Yours Truly,

Example 5: Letter for Mistake

Memorandum

TO:

FROM:

DATE:

SUBJECT: Deduction For Benefits Package From Check # 5348

As you pointed out in your memo of July 15, payroll did indeed deduct twice as much as you were obligated to pay into your employee benefits package. We can handle the correction of this error in one of two ways:

• Payroll can issue you a reimbursement check for the amount of $___________.

• Payroll will credit your employee benefits package so that no deduction will appear on your next check.

Please let payroll know by 5:00 p.m. today which method of reimbursement you would prefer. We apologize for the mistake, and appreciate your understanding in this matter.

Directives — Comments Off on Directives
22
Nov 10

Directives







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 to command. Don’t use “fight” words such as “ignored,” “failed to,” “refused,” and even “must” at times. Such words emphasize a negative and hostile attitude.
  • Don’t resort to sarcasm.
  • Give reasons for your directives when you can. Giving reasons does not suggest weakness or the need for justification of your decisions. Instead, reasons help the reader to determine whether to approach you again if the situation or circumstances change, thus allowing correction. People cooperate better with a “why,” even when they don’t agree.
  • Give all details and guidelines to accomplish the directive. Include names, dates, costs, preparation, procedures, and follow-up expected. Missing details provide an escape hatch for reluctant followers.
  • Acknowledge that the reader may not agree with your evaluation of the situation but be firm about your directive nonetheless.

Example 1: Directives

Memorandum

TO:

FROM:

DATE:

SUBJECT: Air-Conditioning Filter Screens

Since our discussion three weeks ago, nothing has been done to correct the problem about the air-conditioning filter screens. Please install them immediately and confirm to me in writing when they are in place.

Apparently you disagree with my opinion that the cost of the manpower involved in testing for the exact problem is prohibitive. Nevertheless, whether the screens do or do not solve our problem, this ounce of prevention should be our first step.

If you have any problems in the installation process, please let me know so we can work them out immediately.

Example 2: Directives

Memorandum

TO:

FROM:

DATE:

SUBJECT: Audiometric Examinations

You have been scheduled for an audiometric exam at the Clareton Office on May 5 at 8:00 a.m. Please complete the attached Hearing Conservation Record before reporting for the exam. Answer all questions to the best of your ability and have your employee identification number and social security number ready for the examiner.

The test is required as a “base line” audiogram with which subsequent audiograms will be compared to measure any hearing loss.

For us to have the most accurate test possible, your cooperation is essential. Please observe the following:

1. Avoid workplace noise for at least 14 hours prior to the exam. If this is impossible, use disposable earplugs while working.

2. Avoid exposure to loud noise (loud music, gunfire, motorcycles, auto races, and so forth) during off-duty time for at least 14 hours prior to the exam.

If you have any questions about the exam or your preparation, contact me at extension 5729.

Example 3: Directives

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee Parking

Effective July 1, 19–, our new employee parking plan will be enforced. We ask that all employees please do the following:

• Pick up your hang tag at the Personnel department. The number on each tag corresponds with the numbered parking slot. For example, if you are assigned Tag No. 15, your parking place will be in Slot No. 15.

All parking slots will have reflecting numbers painted on the wall above each space. We have attempted to assign everyone as close to their office floors as possible. However, it is impossible to assign everyone one of the “best” slots. Therefore, parking slots were assigned randomly.

Please do not park in spaces marked with blue signs unless you have been assigned a special hang tag. These slots have been assigned to individuals with disabilities.

Example 4: Directives

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee Dress Code

This is a reminder to all employees with regard to our dress code policies.

As our firm handles so many client appointments in our office area, it is important that we maintain a professional appearance. Ketchum & Brinks considers the following to be appropriate work attire:

• For men:

Three piece suit or dress pants with tie and jacket. Dress pants with suspenders and tie are also acceptable. No short sleeve dress shirts please.

• For women:

Business/formal dresses, skirt and jacket combinations, dress pants with either shirt and jacket or shirt and cardigan combinations. Appropriate jewelry (i.e. nothing overly large or for shock effect). No mini skirts please.

On Fridays, this dress code is relaxed due to the fact that we schedule no appointments at that time. However, we do ask that you refrain from wearing jeans with holes or rips in them, t-shirts with sayings or graphics on them, and shorts or mini skirts.

Thank you for your compliance with this dress code. Please contact Debbie in Personnel if you have any further questions concerning what is appropriate.

Example 5: Directives

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Client Claims Form

On August 5, all employees will find a copy of Standard Report Form for Client Claims II in their e-mail accounts. Download this form and delete Standard Report Form for Client Claims I. Please take the time to read through the new form before you begin taking client calls—there are several new questions on the form.

Any claims filed on Standard Report Forms I after August 5 will be rejected by the claims department. It will then be your responsibility to call the client up and resubmit their claim for them using the proper form. Please avoid unnecessary work for yourself as well as inconveniencing your client by checking to make sure you are using the appropriate form!

Decision Not to Do Business — Comments Off on Decision Not to Do Business
22
Nov 10

Decision Not to Do Business














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.
  • Thank you for phoning us about the availability of your staff to complete the Sycon project.
  • We appreciate having the opportunity to review the materials you sent us about your organization.
  • Your interest in Sycon Instruments is flattering.
  • Thank you for inquiring about our bidding process and the projects now underway.
  • Your offer to help us complete the Lybednon work is generous and tempting.
  • We’ve heard a great deal about your organization and are flattered you would think of contacting us about ….
  • Your information arrived today; thank you for considering our products and services in your marketing and distribution plans.
  • Your future plans sound exciting; thank you for offering to make us a part of them.
  • Lead into your statement of refusal by first outlining your reasons for the decision. Then state your turndown as positively and tactfully as possible.
  • We have already made prior commitments for contracting such work.
  • We think a decision to narrow our focus to one company such as yours would limit our future plans. Therefore, to keep our options open with regard to…, we have decided to ….
  • The information you provided on your work with valves interests me a great deal; however, there is currently no formal procurement requirement or open solicitation for this effort.
  • The research you mention in your letter has to do with hydroponics and greenhouse systems. Our emphasis here is primarily on solid substrate mediums rather than hydroponics. The bulk of the work you mentioned is being conducted at other locations.
  • As you may imagine, we can foresee a possible conflict of interest in that ….
  • Therefore, to avoid all appearances of favoritism, we have decided to ….
  • Our experience in similar situations tells us there could be legal ramifications if we were to join hands in ….
  • Because of the politics of the situation and the impression this relationship might leave with our own employees, we must decline the opportunity to ….
  • Suggest either that it may not be in the best interest of your reader to do business with you under the circumstances or he or that she should devote efforts elsewhere.
  • We believe you could formulate a much better arrangement if you contacted some of our competitors who do not perform this work in-house. The price compares very favorably with other products of lower quality than yours; I suggest you raise your price before offering the product line to a more suitable distributor.
  • I’m afraid we simply do not do the volume of business you would expect for your profit margins on an exclusive arrangement.
  • If I were you, I’d refurbish the equipment and housing and offer it to a buyer in the local market. Possibly such a buyer could pay you more than we could because of the logistics and distance involved.
  • We think you’ll find our philosophies too restrictive for your future plans.
  • We fear our structure here would be limiting to your creativity in solving many problems.
  • You deserve freedom to make pricing choices, and our current arrangement would limit that freedom.
  • I’m sure you would be concerned with copyright infringement possibilities, so rather than create confusion over these issues, we think it best to decline.
  • Offer any referral, if possible, for the product or service.
  • In the event you want to contact other divisions, I have attached a list of contact names.
  • Perhaps you can check listings in the Dallas area for nonprofits in a position to take advantage of your work.
  • I want to take this opportunity to wish you well in your efforts to contact other interested organizations.
  • Elaine Turnbolt may be more interested than I in such a program.
  • Perhaps Booker and Charles Ltd. could offer you more exposure than we could. Feel free to use our name in contacting them.
  • Let me make one suggestion: Humbolt, Inc. would seem a likely candidate for this service.
  • Have you thought of offering your service to Humbolt, Inc.?
  • Despite our inability to work out clear, unambiguous arrangements, we wish you success with the project.

Example 1: Sample letter for Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Abrams:

Thank you for your interest in submitting a proposal for the construction work to be done at our Brownsville plant.

The project requires very specialized equipment and technical expertise available from only a few sources we’ve currently identified. The limited information you provided in your letter does not justify delaying our decision on this project in order to receive your full proposal. However, if you would like to discuss your ideas with agency representatives before expending extensive preparation time on later projects, we suggest you contact Raymond Fraiar at ext. 3458. If he considers your capabilities to be in line with our needs for this project, he then can add your name to the bidder’s list for similar projects.

Our company fosters and encourages new and innovative ideas relevant to our mission requirements, and we encourage you to contact other branches of our agency to identify other ventures you may be interested in pursuing.

Sincerely,

Example 2: Letter for Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sanchez:

Thank you for contacting us once again about your information service, Direct Communications. We recognize the quality improvements and cost reductions your organization has achieved over the past few years within many companies around the nation.

After reevaluating your material, we still believe the content is “nice to know” but have difficulty in measuring its value to our organization in light of our production cost of the series. Most of the information has become available to us through other channels.

We know, too, obviously you have some costs in offering the information to us even on a complimentary basis; at the least, the coordination of new issues takes your valuable time. Therefore, our decision to no longer accept, produce, and distribute this information will probably afford you opportunity to apply your efforts to companies that can and will schedule workshops based on your series.

You have our very best wishes with the series. We hope your complimentary arrangement leads to many profitable training sessions in organizations with a budget larger than ours.

Sincerely,

Example 3: Example Sample letters for Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Steinbach:

We have a great respect for the work you did on the Chagrin Lake clean-up, and we are pleased that you thought of our company for chemical supplies.

Although we are mostly known as a chemical supplier, we do, in fact, have a team of safety technicians working out of our Essex facility who specialize in hazardous materials spills. To avoid a conflict of interest, we are unable to sell products to other clean-up companies who operate within our regional district.

Both New Belton Chemicals and Valley Chem have comparable lines of clean-up chemicals. I am sure they would be happy to discuss their stock items and prices.

Sincerely,

Example 4: Example letters of Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Metzger:

Thank you for contacting us about the shares available in Mountain Top Enterprises. Mountain Top is on the cutting edge of climbing technology, and an investment in the company would be a great opportunity to get involved in the latest product advances.

Unfortunately, we have to decline your offer. We recently purchased an interest in Rock World and feel any investment in another climbing-related business would be inappropriate.

Jim Harbaugh at Peak Outfitters mentioned that he knew of several investors looking for a similar opportunity. You are welcome to use our name in contacting him.

Sincerely,

Example 5: Decision Not to Do Business Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Clayton:

We appreciate your bid on the Eastman Plaza project. Welsh & Sons is known as one of the most reliable contracting companies in Chicago, and your offer was certainly attractive.

Unfortunately, we foresee a conflict of interest. We understand that you are working on the plans for the West Avenue Arena, which is coming before the zoning board for approval May 11. You were probably unaware that Steve Bryes, our vice president of operations, was recently appointed to the board. I am sure you understand that in order to avoid the appearance of impropriety, we are unable to accept your bid for consideration.

Sincerely,

Example 6: Business Letter for Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Riess:

We are gratified by Trans Link’s interest in retaining our services during your upcoming Federal Transportation and Safety Board investigation.

We regret that we cannot accept your offer, however. Presently one of our partners is prosecuting a case on behalf of the Interstate Highway Office, a division which reports to the FTSB. We are afraid that Trans Link would be placed in an awkward position by having our lawyers defend against an organization so closely associated with one of our present clients.

I have enclosed a list of other firms with expertise in this area whom you may want to contact. In particular, Bob Mitchell of Hartman & Alexander has experience with several similar cases.

Sincerely,

Example 7: Decision Not to Do Business Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Miss Odessa:

Thank you for inquiring about our promotional product needs. We were impressed with the pins and flags you made for the Westerville Bicentennial Celebration.

We regret, however, that we will be unable to take advantage of your promotional mouse pads. Upon review of your manufacturing specifications, we can see that the production of your plastic components involve the release of CFCs into the air. We are concerned that purchasing such products would strain our relationship with one of our clients, Earth Health Action.

We wish you the best in contacting other interested companies.

Sincerely,

Example 8: Letter of Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Bixby:

Thank you for thinking of us for the graphics on the Lemon Burst Soda Web site.

Without your permission to use the copyrighted images from their print campaign, we are unable to take on the project. We cannot justify the resources it would require to create graphics of comparable quality. Design work of such a nature is more expensive and time consuming than a small operation like ours can handle.

Best wishes with the project. We will keep an eye out for Lemon Burst on-line.

Sincerely,

Example 9: Decision Business Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Johannsen:

Thank you for phoning us with regard to purchasing diesel fuel for your Eastlake plant.

We deliver less than 100 gallons only in rare instances when there are a number of other small deliveries within close proximity. Our tanker trucks are equipped to handle 1,000 gallons. Unfortunately, we cannot afford the expense of sending a driver to Eastlake with less than 100 gallons of fuel.

Can I suggest you contact a smaller local distributor like Freedman Oil?

Sincerely,

Example 10: Letter for Business Decision

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Miller:

We are honored that the Pharmaceuticals Manufacturers Association would consider holding their annual meeting at Roundtop Hotel and Conference Center.

We routinely host groups of your size and larger. However, our facility is not equipped to handle hot food service. I am afraid we simply do not have the resources to offer the kind of banquet your members desire.

I have attached a list of hotels which would be better able to accommodate you. We hope you will enjoy your stay in Cincinnati.

Sincerely,

Example 11: Sample of Decision Not to Do Business Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jacobs:

We appreciate your interest in our steel products. Brenton Metals specializes in the molding of special alloys used in military and aerospace machinery. Unfortunately, we do not have the capabilities to do the intricate assembly or soldering that you require.

Have you contacted John Barry at Penna Steel? They may be more suited to your needs.

Sincerely,

Example 12: Decision Not to Do Business

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Escobal:

You are kind to remember us when considering where to store your boat this winter.

We are sorry to say that the marina units at our Harborpoint facility are full to capacity. These spaces are usually reserved in advance by mid-August, but this year they were gone before July.

With the increased interest in boating, we are looking into the costs of expanding our marina facilities in order to accommodate an additional 100 boats during the winter months.

We’ll keep you posted on further developments.

Sincerely,

Cooperations — Comments Off on Cooperations, Requesting
22
Nov 10

Cooperations, Requesting












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 of cooperation to your reader–smoother operations, safety, savings in time and dollars, commendation, or simply goodwill.
  • Don’t sound demanding. A reader will have an adverse reaction simply because the tone sounds like a complaint rather than a request for cooperation.
  • Don’t use underlining, unusual punctuation marks (such as an exclamation point), or quotation marks when your message could be construed as a complaint. Emphasize important details by putting them in a separate sentence or paragraph, or by repeating them.
  • Anticipate and tactfully handle any negative reactions you expect.
  • Include courtesy words. Soften commands with words and phrases such as “we would appreciate…,” “would you please…,” “thank you for….”
  • End on a positive note. Assume your reader will comply. Either express gratitude or show confidence in the desired outcome rather than referring again to the situation as a problem.
  • Add humor, when appropriate, to get attention and make your message memorable. You’ll undoubtedly recall political cartoons you’ve seen in newspapers and magazines; humor can be just as effective as a sledgehammer in getting your message across.

Example 1: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Necessity for More Documentation

Written documentation of our division’s activities has been lax. Word-of-mouth is the easiest, but definitely not the safest, means of communication. In fact, at present we have an ongoing disagreement about a rather large nonbudgeted expenditure that presumably was okayed by telephone but not in writing.

For your own protection as well as for the smooth operation of our division, please emphasize to your staff the importance of file copies documenting agreements, approvals, directions, solutions to problems, minutes of meetings, reprimands, and other such matters. On occasion, a handwritten note will be sufficient; at other times, an officially typed and signed letter is appropriate. Please give individual guidance to your supervisors to make sure they understand when documentation is necessary.

Thank you for your help to “put it in writing.”

Example 2: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Power Shutoffs

Could you please have your maintenance staff notify our geologists when the power is to be shut off to any part of our laboratory for any length of time? Since power shortages of even a few seconds severely affect our research projects, we need this information in advance to prevent loss of both time and dollars.

This request for advance notification, of course, is in no way an attempt to regulate the work schedule of your men but simply a request for improved communication between our departments.

Thanks for the consideration you have given us in the past.

Example 3: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: The Auditors Are Coming!

From April 23 through May 4, the Durham auditing team will return to do a full accounting audit of First City. They will be checking balancing procedures, approvals, documentation, and tickler files as they apply to each of our departments–Loans, Credits, New Accounts, Bookkeeping, Operations, and Security.

Let’s strive for excellence in every area. You can do it!

Example 4: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flag, Motherhood, Apple Pie, and the Monthly Report–Accuracy, Timeliness

The monthly ERT report has become the number-one financial report in all of Newmell, Inc., having attained a prominence that ranks right in there with the flag, motherhood, and apple pie. In fact, it’s management’s single best tool for planning and, therefore, deserves top priority in timeliness and accuracy.

I’ve enclosed a poster that clearly depicts the report’s importance; please display it on a wall in your department or over the desk of the person responsible for getting this report to me each month. With this reminder, I encourage you to give the ERT your finest efforts.

Thanks. (Apple pie is coming under separate cover.)

Example 5: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Time Clock

Beginning next Monday we will switch over to a new magnetic strip card system of time keeping. Could you inform your drivers they will receive their cards in their paychecks on Friday, and show them how to operate the new time clock?

Although it may be difficult to adjust to at first, this new system is ultimately meant to be more efficient than our old punch card time clock. In the future, drivers will be able to use their cards to fuel their vehicles and track mileage. We plan to install card readers at the pumps in May and in all the trucks by July.

Thank you for approaching this switch with your usual cooperative spirit.

Example 6: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: The On-Line Version of the Sunrise Colombian Coffee Campaign

Can we count on your help with the Sunrise Coffee web site? Sue Kreeger and her team did such a great job on the Loco Wave Board site, I am hoping they can lend us their expertise. As you know, Sunrise wants us to include a web site component as part of our ad campaign.

Besides just getting our ad copy on the site, we would like to do a few fancy things. Would your computer whizzes be able to provide a link to National Foods site? Also, we would like to have a place where people visiting the site could register for the Sunrise in England Bed & Breakfast Contest. This may get a bit tricky though; we want people to be able to register only once so we don’t get bombarded with e-mail.

I think we can create something really polished if our departments work together on this one. The folks at Sunrise should be impressed.

Example 7: Cooperations, Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT:

Kathy Schroeder and I are presenting our investment proposal to Nagy & Feller on September 7. We think our pitch will be stronger if we show them our stock figures for the last quarter. Would you be able to send us those numbers in graph form? We would like graphs showing the investment and the return for each of the following categories: pharmaceutical, computer, aerospace, and chemical stocks. If you could get them to us by the 30th, I’ll have time to send them over to the printer to be blown-up to poster-size.

We appreciate your help, Sarah. Having better visuals will certainly help us land this account.

Example 8: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ross:

As agreed, we will begin to repave your parking areas June 4th. In order for us to complete the project, we will need the cooperation of your employees to keep our work areas free of traffic or parked cars. Barring any delays due to bad weather, this is our schedule:

• June 4-7 South lot repaving

• June 8-10 West lot repaving

• June 11, 8:00-12:00 South lot line painting

• June 11, 1:00-5:00 West lot line painting

Our crew will be as considerate as possible, however, noise from jackhammers, back hoes, and dump trucks is inevitable.

With your help, we can complete this project smoothly and promptly. Please extend our thanks to your employees for their cooperation.

Sincerely,

Example 9: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Woodland Corners tenant:

As part of the improvement project at the Woodland Corners Shopping Center, we would like all of our tenants to have uniform signage. I realize you are anxious to avoid unnecessary expenses right now, but I think new signs are vital to the shopping center’s future.

The design I have in mind would be 3’ x 9’ tan fiberglass signs with 2.5’ high raised green lettering. I have discussed the idea with Larry Martucci at Centerville Custom Signs, and he assures me he can keep the cost under $600.00, including installation, for each store.

On Tuesday, Larry and I will come by to talk to each of you. I hope you will consider this change an investment in your business.

Sincerely,

Example 10: Cooperations, Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Dobbels:

We have a new program designed to reduce the time and effort it takes to book a cruise on a Luau Cruise Ship. The codes in the program are the same ones used in the Sabre system, but travel agents do not have to search for airfares separately. Once an agent keys in the number of the cruise a customer wishes to take, the airline choices automatically appear on the screen.

Most cruise lines have been hearing the complaint for years from travel agents that the standard booking system requires too much going back and forth between air and sea options. Luau Cruise Lines is the only line that has responded. We are sure your agents will find this new program to be time-saving and easy-to-use. However, the only way it will benefit you is if you use it. I know agents are wary of new booking programs because it means memorizing new codes. Our program is different. If your agents know Sabre, they can operate our system without any trouble.

You can download the new program through our web site at http://www.luau.com. Click on the “travel agent resource” button and then select “booking options.” Type the code number 3975987 followed by your agent code to download.

Thank you for giving this a try. If you experience any difficulties using this software, our reservations staff will be happy to help you.

Sincerely,

Confirmations — Comments Off on Of Request
22
Nov 10

Of Request




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 with Nelcro representatives about the delayed U1-terron Project.

We plan to depart the company hangar at 7:30 a.m. on Monday, October 15 and will leave Atlanta at 2:30 p.m. that same day.

If there is any conflict, please let me know immediately.

Example 2: Business Confirmation request letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Dieterich:

We have received your request for copies of the company accounts spanning the last six months. Currently, we are photocopying the necessary materials for you. We should be able to deliver the information to you by the beginning of next week. If there is any information you may need before that time, please let us know. Angela is handling this assignment and may be reached directly at Ext. 350.

Sincerely,

Example 3: Confirmation request letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Lane:

We are reviewing your request for an extended hearing into office policy violations. Due to the gravity of the alleged violations, our initial meetings will be closed to the general office. After we have investigated each charge we will schedule a company meeting to discuss our findings; at that time, employees will be encouraged to voice any concerns they may have regarding office policies.

Sincerely,

Confirmations — Comments Off on Of Registration
22
Nov 10

Of Registration




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 immediately (ext. 4477).

In order for you to receive the most benefit from the course we recommend you review your course materials (attached) prior to attending the class.

The first workday after the course, please submit a completed “Training Evaluation Form” (also attached) and a brief summary commenting on benefits you derived, deficiencies in the course content, instructor’s presentation, and meeting format. Feel free to suggest improvements in any of these areas.

If you have other questions about the workshop preview assignment or evaluation, please ask.

Example 2: Letter for registration

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Murphy:

Thank you for completing your software registration form. Let me outline briefly some of the benefits of registering with us:

• Free software support 24 hours a day by simply calling 1 (800) WE HELP U

• Enrollment into our Discount Software Club

• Free monthly catalog and User Tip Sheets

• Membership in Instant Upgrades

You will receive a packet in the mail in approximately two weeks which will provide further details concerning the services we offer.

Sincerely,

Example 3:Registration Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. McGuire:

We have recently received your registration form for the SoundTronic stereo system you purchased. We are processing your information and you can expect a second mailing in approximately two weeks detailing your extended warranty information. Should you need to contact us concerning any aspect of your warranty before you receive your mailing, call our 24-hour customer service department at (800) 555-8444.

Enjoy your new SoundTronic stereo!

Yours Truly,

Confirmations — Comments Off on Of Phone Conservation/Meeting
22
Nov 10

Of Phone Conservation/Meeting





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 me about…
  • We are pleased to say that…
  • As we discussed today in your office, I will be happy to…
  • As I promised in our May 6 phone conversation, we can offer you…
  • Mention the date and subject of any initial contact. To reference previous discussions by date alone is insufficient.
  • Give all necessary details for the reader to contact you in case your letter reveals some error or misunderstanding.
  • Let me reiterate all the specifics:…
  • Let me see if I have all the details as you specified:…
  • Please review all the procedures outlined below; if there are any discrepancies, phone me immediately.
  • Provide a signature line for the reader if you want the letter to become a binding contract.
  • If this meets with your approval, would you please sign below?
  • If you agree with what I’ve outlined here, please sign below, copy this letter, and return the original for my files.
  • Do you agree? If so, I’ll appreciate an immediate reply.
  • Are we in agreement? Would you write to let me know immediately if we need to modify any of the details?
  • If there is some misunderstanding or omission, please write Margaret Hatcher immediately.

Example 1: Sample letters for Confirmation of Phone Conversation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Taylor:

This letter will confirm our telephone conversation regarding the movement of files and furniture from Towers West to the fifth floor of Cincinnati Commerce Tower in United Fuller Plaza on March 2.

As we discussed, this is a large move because of the Town Davids units involved. We will also be moving file cabinets, chairs, and many boxes. The flat-map file, scout card files, standing map cases, and plotter on the sixth floor will all need special attention. Your movers will need two-wheel dollies and other special equipment.

Please load all furniture at the Bammel Street entrance to the building. The ramp on Berryton Street will be the unloading site. We will furnish elevator operators in both the Towers West and the Cincinnati Commerce Tower buildings. On Saturday, when the boxes are to be moved, please schedule all equipment and personnel as to avoid any delay in our normal Monday-to-Friday office work schedule. We have agreed all movement of furniture and boxes will be complete by 5:00 p.m. on Saturday.

Your personnel must pick up identification badges and log in with our security desk upon arrival at the Towers West location. They must turn in the badges at the end of each shift. Please call our security people at 123-4567 prior to 5:00 p.m. on February 28 to give them the names of your people working each shift.

If we have misunderstood any of your services with regard to this move, please let me know immediately by calling 456-3355. We look forward to a smooth move under your effective guidance.

Sincerely,

Example 2: Letters for Confirmation of Phone Conversation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fuzzirry:

As a follow-up to our March 6 phone conversation, we are pleased to authorize you to represent us in seeking to secure a ruling from the Brazilian authorities that the dividend income distributed by Murphy Government Securities Fund, Inc. to shareholders living in The Commonwealth of Pabbleitz is nontaxable.

We understand you will bill us at your customary rate of $120 an hour for your services. Please include with your monthly bill an itemized statement. We will pay the amount in full within 30 days of receipt of your bill. Also, we request with your bill a brief letter describing the status of the work.

If this is your understanding of our agreement, would you please sign on the line provided below and return one copy of this letter for our files?

Enclosed are all pertinent documents about the ruling: my January 4, 19–, request to the Bureau of Income Tax and four letters from Murphy Government Securities Fund’s general counsel concerning recent developments in Texas and Louisiana that may be of interest to you.

Yours truly,

Larry P. Randall
Ardmore and Ardmore, Legal Counsel

_______________________________________ ________________________
Mr. Harold J. Fuzzirry
Date

Example 3: Letters for Confirmation of Meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Myron,

During our recent conversation with Benton, Inc.’s customer, Ardo Chemical, I think I may have created some confusion concerning whether you should call on them in the future. Let me restate my position:

There is no reason for you or any of your representatives to venture into Benton’s territory. As we’ve discussed on several occasions, territory boundaries are sacred. On occasion, of course, two shop managers may agree that, for a specific situation, crossing boundaries is acceptable. Both shops must agree fully in such a situation, and they should limit such contact to only one transaction.

Benton has a plan to straighten out their problem with Ardo Chemical, and we want to give them the right to do just that. I’m sure you would want the same consideration were the situation reversed.

If, however, you do not agree with my position and feel the situation warrants further review, you may appeal to have a certain territory transferred to your shop. You may direct any such proposal to Marvin Vindler in the Shreveport office.

Keep up the good work you’re doing for us.

Sincerely,

Confirmations — Comments Off on Of Change of Contact Personnel
22
Nov 10

Of Change of Contact Personnel





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, we wish him well in his new career.

Albert’s position as regional customer service manager will be taken over by Glenda Watts. Glenda has 15 years experience in customer service for a state branch of our company. She is well versed in all aspects of our product lines, and will be able to immediately handle all questions and/or concerns regarding ordering and shipping.

We are pleased Glenda has become the head of our productive customer service team. We are sure that after speaking with her, you will feel the same. If you have any questions concerning the change, you may direct them to Kate Moody, our office manager.

Sincerely,

Example 2: Letter for Change of Contact Personnel

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Phelps:

Upon returning from a business trip, I was informed that Tim Grossman, our public announcements contact at your office, is no longer with you. We will miss Tim at Brown & Associates. He created some superb announcements for our firm.

We have been informed that Josh Henderson is to be our new contact. Like all of your employees, we understand Josh is a highly dedicated professional with an abundance of creativity. We are looking forward to getting to know Josh at our upcoming January 8 meeting. If he has not already received copies of past work Tim has done for us, we would be happy to provide him copies from our files.

Sincerely,

Example 3: Change of Contact Personnel Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Gibbons:

I am writing to inform you Jenny Blakemore is no longer with Tarkington Publishers. She has decided to become a freelance agent.

My name is Peter Davies, and I will be assuming Jenny’s current editorial duties, including working with you on your technical manual.

Jenny was very enthusiastic about this project, and after reading over the draft of the manual I can see why. Too many manuals suffer from excessive dryness of tone. Yours, however, manages to engage the reader while still providing them with a wealth of information.

Jenny has briefed me on all meetings, both by correspondence and phone, so I feel I can safely say your goals for this book are very clear to me. Perhaps we can schedule a meeting over lunch to discuss the project more fully?

You can reach me at (318) 888-8888. I look forward to working with you.

Regards,

Example 4: Example letter of changing personnel contact

Memorandum

TO:

FROM:

DATE:

SUBJECT: Santa Theresa Exchange

We confirm that your memo of March 12, 19– and the contract you enclosed with it are acceptable for our purposes on the Santa Theresa Exchange. We have forwarded our check for $88,000 to Boyton National Bank.

When you are ready to begin the final phase of this transaction, please give us five days’ notice before forwarding the contracts.

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