Business Letters

Business Letters

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Appointments — Comments Off on postponing/Cancelling
22
Nov 10

postponing/Cancelling








Guidelines : postponing/Cancelling

Postponing or Canceling Appointments

Guidelines and Alternate Phrases

  • State the postponement or cancellation up front, giving your reasons if possible.
  • We find it necessary to postpone the appointment we had originally confirmed with you for the afternoon of July 7. Two of our staff will be out of the country that week.
  • I’m sorry to let you know we must cancel the appointment with you for 10:00 a.m. Tuesday, May 27. The figures that would have made our meeting meaningful have now been collected and reviewed by all the appropriate staff. Subsequently, we have decided that we will not be moving ahead with the project as we discussed.
  • Cheryl, would you mind if we waited to talk until I can be more definite in my profit projections?
  • I’m afraid our meeting date about the Hyde proposal is not going to work out for me. I’ve had to change my schedule and will be away during that week.
  • Because I’m new in the organization, I’m finding over and over again my time is still not my own–and it may never be. I’m embarrassed to say I must postpone our June 2 meeting until I learn more about our organization’s strategies and goals for this region.
  • I’m in the position of having to curtail some of our activity and spending in the advertising arena for this next quarter. Therefore, I need to cancel our upcoming participation in your video demo session on August 10 and 11.
  • Be sure to include full details about the date, time, and place so the reader will know exactly which appointment or meeting you are referencing.
  • I’m referring, of course, to the meeting we tentatively scheduled for September 5 at the Hyatt Grand Ballroom.
  • So, perhaps you can find something more profitable to do with your hour on Friday, June 5, than discuss fiber optic options with me. I’m sorry for having to cancel so late in the month.
  • Because Fred Swanke has no further information at this point, our June 9 meeting in my office would be counterproductive.
  • Show your concern about inconveniencing the other person and take the initiative in rescheduling.
  • I’m sorry to have to put you off once again. Please bear with me in this long process.
  • Thank you for your understanding about this last-minute cancellation. I do want to be able to meet with you later when I can give your request the full attention it deserves.
  • Would you forgive me for this inconvenience? We should be able to reschedule before the summer is over. I’ll give you a call.
  • Bill, please write me again to let me know when you will next be in Shreveport. I’m sorry you’ll have to change your itinerary at this late date, and I’ll do my very best to arrange my schedule to be available to meet at your convenience during that time.
  • I’ll phone you to reschedule as soon as we have the go-ahead.
  • When the information arrives, I’ll get back to you.
  • I’m sorry to inconvenience you with this sudden change of plans, but I trust you understand my decision under these circumstances.
  • I hate to cancel appointments and hope you’ll understand my need to do so this time. Feel free to call again, however, at the end of the year, and we’ll plan to talk in January.
  • Thank you for being so accepting of my situation. Will you please phone me again next month about getting together?
  • Please give me a call in a couple of months to see if it would be appropriate to set up another meeting then.

Example 1: Sample Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jakawa:

Our company situation has changed since we arranged to meet in my office July 10 for an overview of the legal services your firm can provide our employees involved in the Baytown incident. As you may have read in the papers recently, a new investor group has purchased both of our Houston divisions. Of course, with this change in management, a decision to retain legal counsel for the rumored lawsuits would be unwise.

If you don’t hear from me within the next eight to ten weeks, you can assume the decision has been made to use our internal legal staff for the situations we have discussed.

Thank you for offering to take the time to meet with me about our current difficulties and your professional expertise along those lines. I wish you every success as you and your new firm put down roots in the community.

Sincerely,

Example 2: Example Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear George:

Will you forgive me for having to postpone our April 2 meeting during the TIB convention? You were so thoughtful to call and suggest a get-together for dinner at the Houstonian, but we find the timing is not going to work out with the client commitments we’ve made during the week. I trust you understand our wanting to take advantage of being in the city for the convention to see our clients in the region.

I’ll phone you the next time I’m in Baltimore and see when you’re available for lunch. Your new strategy for Malaysia is timely, and I’ll be eager to hear more.

Sincerely,

Example 3: Example letters for cancelling appointments

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of Budget-Controls Discussion

Bart, I need to cancel our budget-controls discussion scheduled for next Tuesday, June 16, in my office. Sometime next week, I’ll phone to arrange another date to get together about this important matter.

I’m sorry for any inconvenience this cancellation may cause, but three key individuals from whom I need to gather information before you and I talk are on a field trip to our Oklahoma plant.

Example 4: Cancel Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bill:

April to June is our very busiest season of the year, and when we set our April 28 appointment, I’d forgotten the attendant deadline pressures.

Could you give me a call later in the year, perhaps in November, to see if we can work out a mutually convenient time for discussing the fiber-optic project you mentioned in your April 4 letter?

Cordially,

Example 5: Business Document for postponing/Cancelling appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

Would it be possible to postpone our breakfast meeting on September 8 at the Anatole? I’ve just received an invitation to attend a management seminar in Vienna that week and I am trying to juggle my schedule to make the trip.

If convenient for you, I can make a breakfast meeting a week later, Wednesday, September 15, at the same place. Just let me know how that week looks for you. Planning so far in advance has both its advantages and disadvantages, doesn’t it?

Please forgive me for this urge to get on a plane every time my management there invites me, but I do hope you understand the situation. Thanks.

Cordially,

Example 6: Example of postponing meeting letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Columbine:

We regret to notify you at this late date that the Graphics-Made-Easy seminar you were to attend on March 21 at the Regent Hotel has been canceled due to insufficient enrollment. Although we’ve presented this seminar in-house for the past ten years at many large corporations across the nation, we have discovered we know too little about marketing our seminars through direct mail! And we hope to change that situation soon.

In the meantime, we apologize for your having to reschedule your week because of this seminar cancellation. If it is possible for you to travel out of town, however, we have the same seminar scheduled for March 27 in St. Louis at the Belfast Hotel. I’ve taken the liberty of enclosing more detailed information about that seminar.

Let us know if you would like us to switch your enrollment to the St. Louis class. Otherwise, we’ll be refunding your registration fee by return mail.

Thank you for considering our programs. As you are well aware, excellent graphics spell the difference between an almost-effective proposal and one that wins the contract.

Sincerely,

Appointments — Comments Off on Declining
22
Nov 10

Declining








Guidelines : Declining

Declining Appointments

Guidelines and Alternate Phrases

  • Decline the appointment up front in a firm but courteous tone, giving reasons, if possible, for the refusal. Point out why the appointment would not be beneficial to the reader or in the best interest of others.
  • Thank you for considering our company in your marketing efforts, but we find we have no need for a new copier at this time. Therefore, I would not want you to waste your time with the demonstration you offered in your December 1 letter.
  • The May 2 appointment you suggested will not be convenient for our staff because of a major restructuring we have recently undertaken in our division. We have had to pour all our resources and productive time on just sorting out who does what, where, when, and why.
  • Jack, I will be out of the country for an extended time during the winter months. Therefore, the February 10 appointment will not be feasible.
  • I don’t think an appointment would be the appropriate way to handle this matter.
  • I’m afraid no matter how hard I try, I’m not going to be able to find a free hour for a meeting on the Boyton project. We are gearing up here for our exhibit for a major convention in two weeks, and every moment is precious.
  • I’m pleased to say we’ve already selected a vendor that we think can meet our computer needs, and therefore, any further meetings to analyze our tasks would be a waste of your valuable time.
  • Since you phoned several weeks ago, our management has changed priorities for the upcoming few months. I’m going to have to postpone my opportunity to learn more about your company until I can focus more time on the subject of retail displays.
  • Suggest alternatives to the meeting, if you’re so inclined. Can you handle the situation or issue with a phone call, with a letter, or by referral to another individual or group?
  • I’m enclosing a list of the appropriate purchasing agents whom you may wish to contact to discuss your service more fully.
  • I suggest perhaps you send me some written information so I can present it to my colleagues. If there’s an interest, then we’ll get back to you later.
  • Perhaps Meryl Stanton could tell you more about the situation than I could.
  • If you’ll simply send me your information, I’ll be happy to add it to my reading stack and make my way down to it as soon as possible. If you haven’t already given up on me and my inefficiencies of time by that date, I’ll phone you if I have some further interest at that point.
  • Have you thought of contacting nonprofit organizations about these services? They would probably have more inclination to attend these forums than those in organizations such as ours.
  • Would you leave me on your mailing list, however, to receive further information? If my situation changes, I’ll let you know immediately.
  • I’m attaching a list of our Atlanta offices you may find useful in gathering such information. You may use my name and let them know I suggested your call to them.
  • Mention your openness to other issues of discussion. Be positive about what you can do, and state any condition under which you will reconsider scheduling an appointment.
  • If the budget picture changes, I’ll be in contact with you at that time.
  • If we do begin to notice a decline in the performance of our present equipment, we’ll give you a call and see if you can arrange to come by and talk with us further then.
  • I’ll keep your name on file in case I hear of others in the organization who might have an interest in your PR ideas.
  • If our budget allocations change next year, I’ll be much more receptive to the Carter idea and will give you a call for more information at that time.
  • If your vice president is agreeable to discussing a mutual sharing of technology in this area, then, of course, that would be another matter. Let me know if that is the case.
  • Should we decide to add staff in the Atlanta office, further discussion might be advantageous to both of us. When and if that’s the case, I’ll be sure to phone you to arrange a time to review your plans and interests then.
  • Should the political outlook change, I’ll be in touch.
  • If the economic crisis subsides, there may be more interest in your services, especially in our Denver area. Could you phone me again in about six months for an update on where we stand?
  • Be courteous, rather than arrogant or punitive, in your refusal. You never know when the situation may change and you’ll need to build on this rapport or contact.
  • Thank you for making me aware of your services. It’s always advantageous to stay abreast of new technology.
  • Good luck in your ongoing marketing efforts.
  • Thank you for writing us about the project.
  • We appreciate your letting us know of the opportunity.
  • I appreciate your calling the situation to my attention.
  • Please feel free to call or write again with other projects that may interest us.
  • Thank you for thinking of me.
  • I appreciate your bringing this opportunity to my attention.
  • You never know from one month to the next what twists and turns the market holds. Let’s both hang on through this industry crisis.
  • I wish I could be more positive in my response. I’m sorry we can’t find some mutual project to work on together.
  • I wish I had more authority in this area, but I simply can’t make decisions of that magnitude without conferring with others.
  • Thanks for your patience and many efforts in contacting me about this venture.
  • Best wishes in finding a suitable replacement.
  • I wish you every success in finding those organizations and individuals that can use your service. You have an innovative idea.
  • I appreciate your effort in phoning, writing, and sending literature on this product line for us to consider.
  • Keep us in mind for other projects.

Example 1 : Sample letter for Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Garcia:

Has there been some mistake? I received your letter to confirm our appointment but have no recollection of talking with you about meeting to discuss our financial investments. As a matter of fact, I’m quite pleased with our account executive at Merrill Lynch and have no plans to change brokerage firms.

Thank you, however, for thinking of us in your marketing efforts.

Sincerely,

Example 2: Example of Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitherton:

I received your letter confirming an appointment with me in my office September 5. There must have been some misunderstanding when we spoke on the telephone last week because all appointments regarding the Hitton litigation must be approved by our Senior Vice President, Sarah Marshall.

I understand that Ms. Marshall has been in touch with you about the matter, and I suggest any appointments be made directly with her in the future. Thank you for understanding our position in this situation.

Sincerely,

Example 3: Sample Letter for Declining appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Wayne:

My assistant passed on the message you would be in the city the week of July 10, but I’m afraid a meeting during the summer months would be much too early to be fruitful for either of us. As of yet, we still have not completely staffed our new offices in Kuala Lumpur or Tokyo, and any discussion of training needs there would only be a guess at this point.

After all of our new managers have been hired and have spent six months on the job, they, and we, will have a much better understanding of our needs.

I’ll take the liberty of calling you at that time if we identify deficiencies you can help us remedy. Best wishes in the meantime.

Sincerely,

Example 4: Sample Letter of Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Stone:

I’m afraid I’m not the appropriate person for you to see about our on-line information retrieval services. For the past eight months I have been involved in an altogether different area and would have no say-so in the matter of selecting or changing vendors.

Perhaps you’d like to contact Fred Wyatt in our Dallas office (214-444-3232) to see if he has any need of your services.

Best wishes for your continued success with the new database retrieval services.

Sincerely,

Example 5: Letter of Declining

Memorandum

TO:

FROM:

DATE:

SUBJECT: Requested Appointment about Zinc Oxides

In response to your request to meet and discuss new suppliers for our zinc oxides, I want to let you know Bob Ageet is now handling our purchases of this product. Frankly, I haven’t been involved with actual vendor decisions in the past nine months; therefore I can’t intelligently respond to the price questions and delays you mentioned in your June 2 memo.

Please do feel free, however, to contact Bob about your concerns, and perhaps you and he can clear up any problems and consider new guidelines or controls. If, after your discussions with Bob, there is still some problem with the suppliers, please ask Bob to get in touch with me again.

Thank you for your attention to details such as this.

Example 6 : Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jahns:

Mr. Nettles will be out of town the week of July 30; therefore, after receiving your recent letter to confirm an appointment during that week, I realized there must be some mistake.

I do recall speaking with you by phone a few days ago, and as we discussed then, all appointments are subject to final confirmation by Mr. Nettles himself.

I understand Dianna Flores has been in contact with you about the purchase and suggest that it might be more beneficial to you to set any appointment with her in the future. Perhaps you and she can work out the issues mentioned in your letter to the satisfaction of both our companies.

Sincerely,

Appointments — Comments Off on Confirming
22
Nov 10

Confirming








Example Guidelines: Confirming

Confirming Appointments

Guidelines

  • Express appreciation for the person agreeing to meet with you.
  • Restate the time, place, and purpose for the meeting. Include any pertinent details or information.
  • List what you hope to accomplish from the meeting. Cite specific courses of action to be taken during the meeting if appropriate.
  • Close on a note of positive anticipation.

Example 1: Sample Letter of Confirming Meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gennamari:

This is to confirm our appointment on Tuesday, April 8 at 10:00 a.m. at the Benston construction site. As we discussed on the phone, I would like to offer some suggestions about how we might streamline the design for the new parking garage.

I am aware of your concerns about deviating from the original plans, however, I think there are several changes we can make without sacrificing the quality of construction. As you know from Bill Stevenson’s report, we will have to make some changes to bring the project in under budget.

I look forward to speaking with you.

Sincerely,

Example 2: Confirming Meeting Schedule Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jan:

I want to confirm that we will meet at the Rockville office on the 20th at 9:30 a.m. I look forward to discussing your plans for the Martinez account, and I know Susan’s team would certainly appreciate some fresh ideas.

When we meet, I would also like to present the proposal Dave and I put together to expedite our on-line ordering system. We think we can solve the instant credit check problem more economically ourselves than if we hired an outside firm. Could you bring the bids you got for it last month so I can look them over?

Sincerely,

Example 3: Letter of Confirming meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gleason:

I look forward to meeting with you next Wednesday at 1:30 p.m. to discuss your parts supply needs.

As I told you on the phone, we can offer a zero defects contract if Gleason’s Vacuum decides to buy housings exclusively from Monarch Plastics. We guarantee our made-to-perfection vacuum parts. The presidents of Handy Vac and Clear Air Vacuum have expressed to me their satisfaction with Monarch parts; I hope you will agree.

Thank you for your time and attention. I look forward to meeting you.

Sincerely,

Example 4: Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Woods:

I want to confirm that we are scheduled to meet on Monday at 4:00 p.m. in the conference room at our Northridge location.

There are several points I would like to discuss, including the design for the new lobby of the Smith Building and the budget for the renovations. I am currently holding discussions with several contractors who have submitted reasonable bids. I will bring their offers so you and I can decide who to choose.

I look forward to moving ahead with this project.

Sincerely,

Example 5: Sample of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jameson:

This is to confirm our appointment at my office on June 12th at 10:30 a.m. I am pleased to have the opportunity to discuss the possibility of working on your MediTech case. Our firm is experienced in successfully handling complex liability cases of this manner.

I will bring our proposal which outlines the strategies we would like to pursue in this case.

I look forward to meeting you.

Sincerely,

Example 6: Example of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Bob,

This letter is to confirm our meeting on Friday morning at 9:30 to continue the negotiations for next year’s contract.

I have several matters I would like to cover when we meet: I am concerned that we are still far apart on changes to the benefits package, but I have several ideas that may solve the impasse. Also, Mr. Corcoran asked me to rework the hiring agreement so future employment numbers are more in line with our growth projections. I am confident we are close to agreement on all the other major components.

I hope that we can finalize the contract on Friday.

Sincerely,

Appointments — Comments Off on Apologies for Missed Appointment
22
Nov 10

Apologies for Missed Appointment




Example 1: Sample Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davidson:

I offer my sincere apologies for missing our meeting on February 12th. I was unavoidably detained by some urgent business. I hope we can reschedule because I believe our bookkeeping software can be a real asset to your accounting department. I will call you this week to arrange an appointment.

Sincerely,

Example 2: Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Kelly:

Please accept my apology for missing our appointment on Monday. Be assured this does not reflect a lack of interest in participating in the Teasdale/Allen project. The project seems to be an exciting one, and I believe I have the architectural expertise to contribute. I will contact you within the week to reschedule.

Sincerely,

Example 3: Apologies for Missed Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lopez:

I am sorry for the inconvenience my absence at our Thursday morning meeting might have caused. My schedule last week was unexpectedly hectic, and I regret I was unable to reach you in time to advise you of my change of plans. I would still like to discuss how our financial services could maximize your savings without having to make high-risk investments. Can we make another appointment for the week of the 11th?

Sincerely,

Annual Meetings — Comments Off on Annual Meetings
21
Nov 10

Annual Meetings





Guidelines : Annual Meetings

Notices of Annual Meetings

Guidelines and Alternate Phrases

  • Give explicit details about time, place, schedule, and the vote being taken.
  • You are cordially requested to attend the Farnsworth Engineering, Inc. shareholders meeting at 7:00 p.m. on August 17, 19–, in the company’s headquarters office at 15567 Acton Avenue, Memphis, Tennessee.
  • Farnsworth Engineering, Inc. will hold its annual shareholders meeting at….
  • You are cordially encouraged to attend the annual meeting of shareholders that will be held in our offices in Houston, Texas, on May 4, 19– at 10:00 a.m. For those of you who cannot be present at this 34th annual meeting, we urge that you participate by indicating your choices on the enclosed proxy and completing and returning it immediately.
  • Include the purpose of the meeting or proxy vote.
  • The meeting is being held to….
  • The purpose of the meeting is….
  • The agenda items are as follows:….
  • Matters to be discussed at the meeting are…
  • In addition to acting on the election of directors and ratification of the appointment of auditors, you are being asked to approve amendments related to our Restated Certification of Incorporation.
  • Our agenda calls for a discussion and/or action on the following items:…
  • Make it easy for the reader to understand and complete any proxy form correctly and to return it promptly.
  • Please sign, date, and mail promptly the enclosed proxy in the envelope provided.
  • So that your stock ownership may be represented at the annual meeting, please complete, sign, date, and return the enclosed proxy form promptly. By doing this, you are assured of representation. Should you attend the annual meeting, you retain the right to vote in person even though you may have previously mailed in the enclosed proxy form.

Example 1: Sample Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Gentlemen and Ladies:

The annual meeting of Varlco Incorporated will be held on Wednesday, May 6, 19–, beginning at 12:00 noon in the Congress Room of the Artral Hotel located at 3100 Breckenridge, Building 6, Duluth, Georgia.

The meeting is being held for the following purposes:

• To consider amending investment advisory agreements
• To propose a distribution-of-funds plan
• To review compensation of senior executives
• To transact other business that may properly come before the meeting

The Trustees have fixed the close of business on March 5, 19–, as the record date for the determination of shareholders entitled to notice of and to vote at the meeting.

If you are unable to attend the meeting, please promptly sign and return the enclosed proxy. Thank you.

We look forward to meeting you on May 6.

Yours truly,

Example 2: Example Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Shareholder:

You are cordially invited to attend the annual meeting of shareholders that will be held at our corporate headquarters, in Dallas, Texas, on June 6, 19–, at 12:00 noon. For those of you who cannot be present at this meeting, we urge that you participate by indicating your choices on the enclosed proxy and returning it as soon as possible.

We have also enclosed an agenda listing important matters on which action is expected to be taken during this meeting. It is important that your shares are represented at this meeting, whether or not you are able to attend personally. Accordingly, please sign, date, and mail promptly your proxy in the envelope provided.

On behalf of the Board of Directors, thank you for your encouragement, cooperation, and participation.

Sincerely,

Shareholder’s Proxy : Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Member:

If you will be unable to attend the 19– annual meeting on Sunday, June 23, 19– at the Georgia World Congress Center, Atlanta, Georgia, please complete the following:

I hereby appoint the 19– Corporate Secretary as my proxy to vote in my name, place, and behalf. This proxy is valid only for the following purposes:

Amendments to Bylaws, Article VII

Amendments to Bylaws, Article IX

___ I VOTE FOR the amendments.

___ I VOTE AGAINST the amendments.

Signature ___________________________________

Printed name ___________________________________

Membership number ___________________________________

Please return the proxy in the enclosed postage-paid envelope.

Yours truly,

Announcement — Comments Off on Special Announcements/Events
21
Nov 10

Special Announcements/Events









Guidelines : Announcements

Guidelines

  • Announcing Changes in Terms, Price or Rate Increases
  • Express your appreciation for a customer’s current and continued business.
  • Include any explanations or reasons that will lend credibility to the increased rates, prices or changes in terms.
  • Announcing New Services or Products
  • Briefly and concisely explain the benefits of the new product or service you are offering or selling.
  • Be clear and specific about the benefits and features of the new product or service you are selling. By the time the reader finishes reading your letter he/she should have a clear understanding of your new product or service.

Example 1: Sample Letter for Special Announcements/Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wood,

Next month, DHP Recreational Products will launch a comprehensive advertising campaign for its new line of backpacking tents and accessories.

The primary target media will be special interest magazines (Back Packing Today, Camping Review, etc.), Sunday newspaper circulars and billboards. At the present time we have no plans for either radio or television advertising. However, some radio spots are under consideration.

The campaign kicks off in April and will run through October.

Reprints will be made available for imprinting and mailing to your customers. This campaign is sure to generate leads, and we are prepared to aid you in the closing of orders.

Best of luck and good selling.

Sincerely,

Example 2: Sample Letter for Announcements of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Scott,

Can it be true? It certainly is. As one of our valued customers, New Dawn Communications Group would like to send you and a guest of your choice away for a week of relaxation and rest in the Virgin Islands. You’ll fly first class, stay at the luxurious Azure Hotel, and dine nightly beside the beach.

How can you win? It’s so easy! Just watch the New Dawn announcement channel on Cable 11 each Tuesday evening between the hours of 9:00 p.m. and 10:00 p.m. We’ll broadcast a series of code numbers. Be the first to call with the winning sequence of numbers and you’ll be registered for our Virgin Island vacation.

The vacation drawing will be held August 12 and broadcast on Cable 11.

Wouldn’t you like to spend seven wonderful days on the beaches of the Virgin Islands? Watch for your chance to win!

Sincerely,

Example 3: Example of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Tarnahan,

Enclosed please find one floppy disk containing your upgrade to version 1.2 of SpringBack. This upgrade provides the following improvements to your software:

• Improved compression
• Support for System 7 balloon help

To install your software, follow these steps:

• Insert the floppy into your floppy drive.
• Double-click on the icon called “SpringBack 1.2 Updater.”
• Follow the on-screen instructions.

Thank you for registering your copy of SpringBack. We appreciate having you as a customer.

Sincerely,

Example 4: Sample of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Breckinridge,

We are pleased to announce that the rates for many of our services have dropped! Improvements in scanning technology and additions to our staff have enabled us to review more manuscripts more thoroughly in less time. We are actually able to charge less and give you more.

Enclosed you will find a new pricing schedule for our scanning and proofreading services. Call me at 555-555-5555 and I will be glad to explain the changes we’ve made. I’m sure you will be as impressed with our service as you are delighted at our new prices.

Sincerely,

Example 5: Letter of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davis,

Effective May 1, our rates will increase by 0.5 percent. We have made every effort to postpone and avoid this increase, but the recent increases in gas prices and taxes on interstate shipping have left us no alternative.

Many of our competitors raised their rates in February when the changes in the tax code were first announced. I believe you will find our rates are still better than our competitors’.

A complete schedule of our new rates is attached. Please review it, and feel free to call me at 555-555-5555 with any questions you may have. Our commitment to serving you has not wavered. In fact, we will make every effort to justify our increased rates with improved quality.

Sincerely,

Example 6: Example of Special Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Harcourt,

This letter is to inform of conflicts you may encounter while using SpringBack 2.0. Some users have reported problems with SpringBack 2.0 when the following extensions are in use on Macintosh computers:

• METoolkit 1.1a
• UltrafaxMonitor 2.1 and 2.2
• TELinit 6.0
• ScreenZap 4.11

Of most concern is the apparent corruption of archives when TELinit 6.0 is in use. TELinit’s developer, Phase Glide Systems, has corrected the problem with TELinit version 6.0.1, which is available by calling (555) 555-5555. It may also be downloaded from either Phase Glide’s page on the World Wide Web at http://www.phaseglide.com/.

Other problems experienced by some users of SpringBack 2.0 include system freezes and/or crashes when verifying archives, non-recognition of backups on double-density 3.5 disks, and System Error #127 messages upon launch of application.

We apologize for any problems you may have experienced while using SpringBack 2.0. We are currently preparing an upgrade/fix for the application. Upgrade version 2.0a will ship next month to all registered users of SpringBack 2.0.

Sincerely,

Example 7: Sample Letter for Announcements of Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Larson,

We at Oven Fresh would like to take a moment to thank you. Because of your kind comments, Willamette Week has awarded us “Favorite Neighborhood Bakery in Portland.” We are proud to have won this award for the last two years.

We don’t want to be accused of buying votes after the fact, but we want to share our award with you. So if you’ll bring this letter with you the next time you visit our store, we’ll give you a blueberry muffin on the house.

Thanks again for the honor. Drop by soon and let us start working on your vote for next year!

Sincerely,

Example 8: Letter Sample of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Brace,

I wanted to send you another quick update of Johnson Software’s progress with the retail channel.

Last week, CompUSA agreed to pick up all four of our products for shelf placement in July. I’ve enclosed a copy of our initial marketing insertion orders for your review.

Also, Barnes & Noble will be selling RouteWare and TestTrack beginning in May.

Software Etc. has said that they would like to carry our line, but as you know, they will only buy through Brock. We have a number of additional national accounts who have said they will be ready to carry the products this summer, so as you can see, we’re making a great deal of progress.

I sent you a request for a meeting May 16 or 17 , and hope these latest retail developments will persuade you to take a few minutes to discuss our plans. I understand that your schedule is extremely busy, but we really want your company as a our distributor.

Thanks for your consideration.

Sincerely,

Announcement — 1 Comment
21
Nov 10

New Services/Products















Guidelines : New Services/Products

Announcing New Services or Products

Guidelines and Alternate Phrases

  • Arouse interest immediately–with a provocative question, a startling statistic, a pithy quote, a problem statement, a dream or a promise.
  • If you’re like most marketing professionals, you’re probably finding it increasingly more difficult and expensive to reach qualified prospects.
  • You should be able to cut your check-processing time in half with a new ___.
  • We’ve already proven we can help you eliminate malfunctioning ___ in your large offices–and we think we can now do the same thing for your home. We now have ….
  • Do you know where you plan to be in your organization in five years? Do you want to know? We want to help you answer that question. We’re looking for qualified representatives in your area to …
  • Have you noticed that budgets and goals often contradict each other? We understand. And we think we have a promising solution.
  • You can now purchase ___ directly from us. No more waiting and paperwork delays.
  • Thank you for asking about our new consulting services. We’re pleased to say we can now provide ….
  • We’ve just completed a landmark study–the results of which should have an impact on the way your organization ….
  • If you’ve ever tried to learn a software package without benefit of an excellent learner’s guide, you’ll appreciate knowing that ….
  • By now, you’ve read numerous news stories and journal articles about ongoing problems with …. We can help.
  • Why should you go through the usual hassle of changing insurance carriers? Two reasons: one is ….
  • Are you prepared to answer some tough questions? What are you planning to do next year about…? And about….?
  • When you responded to our recent telephone survey about …, you confirmed the need for more …. As a result of your comments about how we can improve and expand our services, you may be interested to know that ….
  • As the owner of a small business, you know how much effort it takes to succeed. We congratulate you. And we’d also like to help you. I think you’ll be interested to know about ….
  • We want to introduce you to a product that in its first six months on the market has captured attention in the most-respected industry journals such as ___. Here’s why….
  • Did you see the recent article in ___ about a new method of …? If not, I’ve enclosed a copy of that article and noted in the margin something that should mean direct dollars to you.
  • Cost-of-living increases are a benefit that most of your employees expect. Relocation assistance and medical benefits are also key issues with them. But how much is too much? How much is fair?
  • If you own a home, please take a minute to read why you might be interested in protecting that investment against ….
  • Consider the convenience of having all your insurance with one company. You’d have only one agent to handle all the paperwork and hassles–along with the biggest advantage of all, an objective look at your real needs.
  • Please call us at our new toll-free number (1-800-444-7777) to get your free copy of … This is the first such listing you can use immediately to contact ….
  • I’m sending this to your home to alert you to a serious situation developing in the workplace. I’m referring to the recurring accidents during the last few months. We’re all fortunate that no one has been seriously injured, but the potential for injury and costly damage is there. You have two options with regard to your safety and financial protection: ….
  • Explain the benefits of what you have to offer.
  • We can take the risk out of evaluating new equipment for your factories. As part of our service to you, at no cost we will ….
  • Have you heard of the Huffton line of copier supplies? If not, maybe you’re not aware that now you can ….
  • We have four ways to help you reduce current operating costs and to capture savings on future equipment purchases. First, ….
  • The most compelling reason this program works is that the framework design allows you to ….
  • Almost every organization can benefit from the increased speed in … and the decreased chance of confusion in ….
  • Our business has grown to serve more than 300 clients in 42 states. What that means to you specifically is the convenience of ….
  • You will find this offer unique to our company. Only our customers have the option of ….
  • Either ask for the order–by phone or mail–immediately, or tell readers how they can investigate further. If your product or service is not one they’ll make an immediate decision about, then identify the next step for them in the buying process. Should they see a demonstration? Attend a meeting? Ask for literature? Call some references? Visit your trade-show booth? Set an appointment with a local representative? Fill out a survey form for a customized analysis of their situation?
  • If you would like to discuss alternatives available to you in manual design, I’d love to drop by and visit with you further (call me at ext. 4589). I can bring along several samples of manuals we’ve put together for other clients. At the least, you could pick up some ideas for new programs you plan to develop for the upcoming year.
  • We will appreciate the opportunity to share with you our professional experience in making the decision you’re facing. May we help?
  • We can set up a demonstration in your office so that all your staff will see the results firsthand.
  • I invite you to take a risk-free look at the directory. We’ve copied and attached a few pages of entries so that you can see for yourself what kind of information you’d have at your fingertips. Call us today, and we’ll ship out the complete directory tomorrow.
  • All you need to do is call 1-800-123-4455 and ask them to put you in touch with your local representative. He or she will be happy to meet with you at your convenience to outline a systematic approach to stocking your various locations.
  • Simply return the enclosed response card, and we’ll put some additional information in the mail to you. For example, we have some statistics you can compare to your own in the area of ….
  • If you’ll answer the six questions on the enclosed survey, we’ll send you information for your specific situation. Then if you’re still intrigued about the savings involved, we’ll send out one of our agents to sit down with you and go over the costs on an employee-by-employee basis.
  • If you’ll just attach your business card to this letter and return it in the enclosed envelope, we can give you some information that will help you make that decision.
  • For a copy of a special report that contains some of the key industry statistics, simply call us at 1-800-432-0000, and we’ll send it by return mail.
  • We’ll offer you a free estimate on your move and answer your questions at no obligation. What do you have to lose?
  • We have other similar events scheduled for the next quarter. If you’d like to be our guest at one of these seminars and learn more about …, call ext. 4889 to reserve a seat.
  • Just jot us a note on the bottom of this letter and return it. We’ll be glad to add you to our mailing list for receiving updated information and prices.
  • We have a video that will give you more details about the commitment involved if you decide to join us. Call me or Andy Reece at the above number, and we’ll put one in the mail to you immediately. Then you can really say you’ve made an informed decision.
  • Whatever you’re introducing, get to the point quickly and be clear and specific about the new product or service. Too many readers finish an entire letter with only a vague understanding of what the writer has to offer.

Example 1:Sample Letter for New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Engineering Executive:

Many of you have told us your problem in preparing quality maps, and now we’re ready with a solution. Our newest software package, MAPPON, allows you to.

What does that capability mean in your day-to-day operations? We think you’ll see three improvements in preparing client proposals:

• Faster turnaround time from initial draft to final map
• Improved clarity of blow-ups
• Impressive four-color layout of the proposed design

If you’ve lost some contracts lately that “should have been yours,” then I suggest we talk further. The least I can do is examine the maps you’re now using in your proposals, show you samples of what our software package can do, and give you some figures to help you determine the actual cost per map for your own operations.

Would you please initial the card I’ve enclosed and return it to me? When I hear from you, I’ll phone to see when we can get together. If your need is more immediate because of a more significant pending proposal and contract, you can always phone me at 234-5555.

Sincerely,

Example 2: Example Letters for announcement New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Howard:

We have some good news. We’ve talked with one of your staff members briefly on the phone about your volume of outgoing parcels and our shipping rates. Comparing what you’re paying versus what we charge, we think we can save you between 15 and 20 percent on your monthly shipping bill.

In addition to the lower cost, we can offer a convenient pick-up at your office. You won’t have to change anything or go through any long, drawn-out process. Simply call us at 334-4449, and we’ll schedule a stop at your office every day from now on. That’s all there is to it.

If you’d like to check with other satisfied customers about their experience with our dependability, the courtesy of our staff, and our record-keeping and parcel-tracking processes, we will be glad to put you in touch with several people in your neighborhood.

May we work together?

Sincerely,

Example 3: Example of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Crocker:

Congratulations on your engagement! There’s no question you’re about to plan the biggest day of your life. As with any special event you’ve hosted in the past, you know the necessity of careful planning and hard work to ensure you and your guests that everything will run smoothly.

We think a perfect reception begins with a beautiful atmosphere. As you review our enclosed wedding brochure, you’ll see our creativity in decorating, our well-dressed staff, and our formal serving pieces will make your reception one to cherish. Of course, as you glance through the brochure, keep in mind these photos are suggestions only; we will work with you to customize any theme, setting, and service you want.

At your convenience during the next couple of weeks, I’d love to meet with you personally to give you a tour of our hotel in downtown Fairbanks. If you’ll phone 446-9987, I can even make arrangements to stay late one evening or have my assistant here to show you what we can offer.

I’ll look forward to sharing ideas and making plans with you for that special day.

Cordially,

Example 4: Example Letter of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Shipley:

Kent’s Furniture is pleased to announce an exciting new service for our customers. Our main location now offers an interior design center, including an experienced interior designer to answer all of your decorating questions.

The center is open during regular store hours. If you have specific questions, our interior designer, Laura Sulley, will be available on Monday, Wednesday, and Friday afternoons from 1 p.m. to 6 p.m.

We are excited about our new design center. We invite you to stop by anytime and take advantage of this unique service.

Sincerely,

Example 5: New Services/Products Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Miss Hawkins:

Sweet Tooth is happy to introduce a special treat for our customers — our new cake decorating service. We recently hired Cindy Hauser, a professional cake decorator with years of experience in everything from Snoopy birthday cakes to elaborate wedding cakes.

We are excited about this new service, because we are now able to fulfill all of your baking needs. Whether you need a dozen donuts or a wonderful wedding cake, we’re here to serve you. The enclosed brochure includes a product and price list, as well as Cindy’s cake decorating rates. Thank you for your patronage.

Sincerely,

Example 6: Sample of New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. DeSoto:

Victory Suites is thankful to all our corporate patrons. To demonstrate our appreciation, all corporate guests now have access to two new services. They will receive free pick-up and delivery of all dry-cleaning garments, as well as access to pay-per-view movie channels for a discounted fee of $2.00 per movie.

We make every effort to help our guests feel comfortable at a time when they must be away from their families. We hope these additional services will contribute to that effort. Thank you for staying with Victory Suites.

Sincerely,

Example 7: Document for changing New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Chase:

High Tech Distributors is booting up a new line of TechnoRobotics products. These products are automation components which can be assembled by your engineering departments to meet the specific needs of your manufacturers.

Don’t be concerned if your engineers are not familiar with determining their automation needs. TechnoRobotics will provide consultants to assist in the design as well as provide specific directions and guidance in the assembly process.

For more information, contact Leland Black at High Tech Distributors. Or come by a High Tech Distributors’ warehouse and we will be happy to give you a tour.

Sincerely,

Example 8: Letter for introduce New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Newhauser:

Williams Jewelers is pleased to announce our educational workshops starting February 1. We are offering this service to ensure our clients can make informed decisions in their purchases of all their jewelry products and services. The workshops include jewelry-making techniques, cleaning techniques, and jewelry appraisal methods.

The enclosed brochure outlines dates, times, and prices for these workshops. We hope you will take advantage of this new service.

Thank you for your continued patronage.

Sincerely,

Example 9: Letter of New Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kennedy:

Robinson’s Grocery knows how hectic life can be. Finding time to do the shopping is sometimes nearly impossible. For this reason we are pleased to announce our new on-line shopping and delivery service.

With this service, Robinson’s customers can enter their shopping list on the computer by selecting from over 15,000 items. Our expert shoppers will fill your order to your exact specifications and deliver the groceries to your door within two hours of your final click on the mouse. The attached sheet explains the details of acquiring the service and using it in the most efficient manner.

Robinson’s Grocery is happy to make your day a little less hectic. Make every day a great one with on-line shopping.

Sincerely,

Example 10: Sample Letter of introduce New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Director of Special Events:

Tito’s Mexican Restaurant is pleased to announce the opening of our Fiesta Room. This room will be available for private parties of 15 or more persons. In the past, many groups have requested our services on special occasions. Until now we have not had the space to accommodate such large parties.

If you are interested in reserving the room, please call at least two-weeks in advance, as we anticipate that openings will be filled quickly. Special menu arrangements can be made to accommodate the groups.

Thank you for contributing to Tito’s ongoing success. We hope to see you and all of your friends soon in the Fiesta Room!

Sincerely,

Example 11: Samples of New Products Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Eider,

We hope you are enjoying the deck Binford Decks built for you. With the beautiful view you have from your home, I can understand why you would want to spend as much time in your backyard as possible.

I think we have a way to make that time even more enjoyable. Binford Decks is pleased to announce that we are now an authorized installer of Bubbleblast spas. Bubbleblast offers hundreds of spas, saunas and pools–from two-person hot tubs to an above ground pool that can cool off the entire family.

With our expertise in deck design and construction, we can easily expand your deck to incorporate a family pool, or added a sauna on your existing deck. We can finance to fit almost any budget.

Please look over the enclosed brochure on Bubbleblast products. Please give us a call and we would be happy to give a free estimate.

Sincerely,

Example 12: Document for New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Brahm,

In January 19– DiscoTech released SpringBack 1.0, our automatic back-up and archive software for individuals and small businesses. Since then, our competitors have struggled to catch up.

On August 4 of this year, they’ll have to try even harder.

On that day we will release SpringBack 2.0. While maintaining the reliability and ease of use that you have come to expect from SpringBack, this new version offers many improvements that will allow it to grow with your needs. Improvements include:

• Support for larger hard drives – up to 16 terabytes
• Support for TCP/IP networks – so you can backup your laptop computer over the Internet
• Support for new removable media – including popular new drives from Iomega and Syquest
• Improved compression and security

SpringBack 2.0 will open archives made with Version 1.0, as well as those made by Retrosave and Autoback.

For more information about SpringBack 2.0, call us 1-800-555-5555, or visit our site on the World Wide Web at http://www.discotech.com for frequently updated information.

Sincerely,

Example 13:Example of changing the New Services/Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Weathers,

TestTrack has been upgraded! Version 2.0 includes close to 100 new features requested by people like you. Please take a look at just a few of the highlights:

• Scheduled Start Date Columns
• Scheduled Finish Date Columns
• Actual Start Date Columns
• Actual Finish Date Columns
• Automated “Slip” or “Early Start” Bars
• Durations
• Links and Dependencies
• Fit to Page Layout
• New Toolbox
• Unlimited Custom Columns
• Chain Activities
• Lock Activities
• New Scales
• Moveable Rows
• Global Move Tool
• Percent of Work Complete
• New Manual
• Many Many MORE!!

We understand that today Macintosh users are being bombarded with upgrade opportunities, and sometimes the few new features aren’t worth the cost of the new version. However, TestTrack 2.0 offers drastic improvements that have been applauded by some of our most demanding customers:

“I think it’s a fantastic improvement! The linking helps greatly.” Michael Brook, RTS, Inc.

“I find TestTrack 2.0 to exceed the capabilities of other programs to allow total functionality.” Vaughn Oliver, Fauxreaux Development.

The cost of the close to 100 new features and the completely rewritten reference and user manual is only $89 (plus shipping and handling) and will be shipped to you overnight via Airborne Express.

To convince you that TestTrack 2.0 is worth investing in, we’re offering a free demo kit plus the what’s new in version 2 booklet for your evaluation. To request the free upgrade evaluation kit call us at (555) 555-5555 or FAX us at (555) 555-5555.

This major upgrade came from requests from our users, we greatly appreciate the input that has driven development efforts and look forward to more ideas and suggestions.

Please don’t delay, you won’t be disappointed!

Sincerely,

Announcement — Comments Off on New Rates/Price/Terms
21
Nov 10

New Rates/Price/Terms








Guidelines : New Rates/Price/Terms

Announcing New Rates, Prices or Terms

Guidelines and Alternate Phrases

  • Show appreciation for the customer’s business.
  • We thank you for your long-term business association with us.
  • Thank you for your recent order; we are eager to ship your merchandise immediately. We have had a price increase, however, since you last ordered. The price on the items you have selected is now ___.
  • We value your business and are continually looking for innovative products that will help you run your operations more efficiently. And, as you know, such state-of-the-art technology is expensive. We’ve found it necessary to increase the price of our ….
  • Thank you for choosing to do business with Horton Parts. We strive to maintain a complete inventory for your every automotive need. But the cost of maintaining such a variety of stock is going up. Because we’ve had an increase in our leasing costs, we’re being forced to raise our prices on several lines of standard equipment, specifically the ….
  • Thank you for being such a prompt-paying, loyal customer.
  • State the new rates, prices, or terms, along with any explanation you think will make the changes understandable or acceptable.
  • It’s always with reluctance that we have to announce a price increase to cover our increased cost of equipment, supplies, and staff. We trust that our 10 percent increase, effective March 1, will still allow you to enjoy the services you’ve come to expect from an advisory group such as ours.
  • The enclosed billing for January through June reflects an increase in our collection rates. This rate increase has become necessary to retain the most experienced maintenance staff to service your equipment properly.
  • Today, we are announcing a six percent increase for our products and services contracted on or after February 14. We always hate to raise our prices, but unfortunately our cost of doing business has also risen accordingly.
  • The unsettled state of the economy and the difficult times many of our vendors are experiencing in their own businesses have made us rethink our own credit terms and decide to bring them more in line with current reality. Effective March 1, the terms we can now offer are full payment at the end of 15 days. Of course, we still are pleased to offer a 1 percent discount for payment at the time of purchase.
  • Rather than increase our annual membership fee to add new services that our members have requested, we have added several minimal fees for activities and privileges we now provide. The enclosed list of fees will allow you to send your children to the center with the appropriate money. Please be assured that these minimal charges will be much less than the expense you would incur were we to raise the annual membership fee. This “pay as you go” plan, we think, will be more amenable to everyone’s budget.
  • Remind the customer of the benefits of doing business with you and express confidence that the business relationship will continue.
  • As always, please note the enclosed list of our official work holidays and mark your calendars accordingly for the remainder of the year. We’re looking forward to continuing our service to you–fast, efficient, dependable.
  • At Hurstford Ltd., there’s only one thing we value more than our new customers–and that’s our established customers who depend on us year after year. Thank you for being one of that loyal, long-term group.
  • This increase will allow us to continue to lead the industry in developing new products to help you run your business more efficiently.
  • We value you as a long-time customer–and a friend.
  • Call on us whenever you think of anything we can do to improve our service to you.
  • We invite you to stop in from time to time and chat with one of our senior executives to let him or her know of any new needs you have in the field. Who knows? Together, we may just come up with a new product that will change the way we all do business.
  • Thank you for the privilege of providing this service to you.
  • Thank you for coming to us with all your product needs.
  • We will never take your business for granted. That’s why we are continuing to improve our service to you.
  • We pledge to you that we will continue to improve our service in all the ways that count for you.
  • A quality product is our reason for being in business. Thank you for buying from us.

Example 1: Sample Letter for New Rates/Price/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Customers:

We’re pleased to announce new terms on discounts for our premium gift items. You can purchase any item in our catalog at 50 percent off the retail price from now until March 5 if you order directly from our warehouse.

To take advantage of this new discount, please submit your order on the form provided with the enclosed catalog. Pre-payment is required, and we do accept all major credit cards.

We hope these new terms will make our gifts even more attractive to you and more conveniently accessible. When you’re happy, we’re happy.

Cordially,

Example 2: Letter of New Rates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Friends:

It gives us great pride to know our staff can provide the counseling that makes a difference in a marriage, in a family, in a career. Thank you for your ongoing confidence in our services.

Despite our intention to keep our services as reasonable and affordable as possible, we will have a price increase for appointments scheduled after June 1. The new hourly fee of $___ is certainly in keeping with established rates of other clinics and will allow us to retain the most qualified professionals to help you in your time of crisis.

We hope you continue to depend on us for the help that can save a marriage, save a family, or save a life.

Sincerely,

Example 3: Example Letter for New Rates/Price/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Forney:

It is that time of the year for us to review and retain services at the Fullerton location in accordance with our ongoing contract.

Currently, your annual payment is $100. As we have agreed, we are renewing the agreement with Bayden Associates, at a seven percent increase. This increase covers our additional expenses from suppliers involved in producing our security products.

Your new contract fee for this year will be $107. We appreciate your having chosen us as your supplier of alarms. We intend to continue building the quality into our products, not trying to “add it on” when difficulties and inefficiencies of operation occur. Thank you for your continued confidence in our company and in our quality products.

Sincerely,

Example 4: Sample Letter for New Price

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Friends:

Russell’s Fine China is announcing a new purchasing program for our fine dining items. The new program will allow you to have the perfect china for all of your special occasions.

An overwhelming number of brides register their china patterns with us and do not receive as many sets as desired. We would like to announce new terms which will help you acquire an adequate number of complete dining sets after the wedding. To complete your fine china set, all you have to do is make a down payment (at least 10 percent on the remaining sets) and then select from the various payment agreement options.

We hope this will ease your anxiety in acquiring your valued china patterns. If you have already registered your patterns with Russell’s Fine China, simply call and we’ll set up the program by phone.

Cordially,

Example 5: Announcement for new terms on service Products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Resource Director:

Your corporate account has been reviewed. We have determined your prompt payments make you eligible for our new payment terms.

By returning the enclosed card you are allowed to choose the best day of the month to receive your bill. Likewise, you are allowed to choose one month out of the year to skip your payment with the condition that at least the minimum payment will be made the next month. Interest charges will accrue during this month.

These payment terms were designed to allow you some flexibility in paying your monthly account. We hope you will take advantage of the offer. Thank you for responsibly maintaining your account.

Sincerely,

Example 6: Example letters for Announcing the New Price/Rates/Terms

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

Quick Delivery is announcing new rates effective January 1. Changes in both intrastate and interstate deliveries will better accommodate our customer’s changing needs.

Please see the enclosed pamphlet for details of the rate changes. You will note a decrease in rates for small packages and special letter deliveries with a slight increase in air delivery services.

Please contact our office if you have any questions concerning our services or the new rates.

Sincerely,

Announcement — Comments Off on Sample Letters for Announcing New Policies, Procedures And Plans
21
Nov 10

Sample Letters for Announcing New Policies, Procedures And Plans

Guidelines : Announcing New Policies, Procedures and Plans

  • Guidelines and Alternate Phrases
  • Summarize the Business letters for announcing new policies, procedures and plans for the company. Announcing a new return policy, business opportunities element, policies & profit, without getting bogged down in minute details. Include effective dates.
  • Beginning October 1, we will implement a new procedure for shipping library materials to our field training sites. All orders for videos, periodicals, audio series, or other packaged courses must be placed through Jan Graves. After you phone her (ext. 3456) or drop her a note with your order, she will ship your materials to you within 24 hours.
  • Feel free to make any changes in current orders or place any new orders from the current catalogue until February 9. After that date, we will no longer print a direct-mail catalogue or ship products from this location. Instead, your new orders will go directly to ….
  • Use a positive, upbeat tone (rather than a scolding tone) that makes readers feel as though the change is to their benefit or at least to the benefit of the customers as a whole. Giving adequate explanations goes a long way in helping customers accept changes.
  • This system is currently being used by only 15 percent of our customer base, and the expense of the extra handling negates any profit on these orders.
  • While some of you have enjoyed the convenience of …, we think the added value of … will more than compensate for the extra time required to ….
  • We suggest that you try the procedure for six months. If you’re not completely satisfied that you’re getting better service, let us know. We welcome feedback and will make changes accordingly. Our goal is to provide the best possible service at the lowest cost, and this new procedure is getting high marks in other firms similar to ours.
  • There may be some confusion in the interim period, but we think the changes will be well worth any initial frustration with the learning curve.
  • We promise to help you every step of the way. And we can assure you that this new policy will add value to your membership in the years to come.
  • Address the most obvious concerns with specific details. Then give readers a source for questions that will arise about exceptional situations.
  • The specifications for the new equipment sound restrictive and costly. In fact, they are not. In the chart below, I’ve compared ….
  • You may have questions about your benefits, your rights, and even the advantages of staying in such a business partnership. We have prepared a list of key people with their addresses and phone numbers so that you can direct your questions to the most knowledgeable source. They are expecting you to call and will be glad to calculate for you ….
  • We’ve added a special hotline number (1-800-334-6666) just for your questions. We want you to understand fully all the implications of the law on this new issue.
  • Express appreciation for their cooperation.
  • Thank you for your usual cooperative spirit.
  • We appreciate your willingness to try new ideas that we hope will save us all time and money.
  • Thank you, our customer, for your patience during this transition.
  • We’ve listened to you, and we’ve made changes. That in itself should show you how much we appreciate your business and your help in offering the finest service available.
  • We appreciate your willingness to make changes whenever we receive valuable feedback about how we can run our business more efficiently.
  • Thank you for accepting this new policy as a necessary step in growing a business.
  • We thank each of you as customers for your loyalty and your cooperation each time we make a change for the better. Here’s to our continued partnership under these new arrangements.
  • Thank you for your help in making this work.
  • We are working for you to help you grow. This new procedure is one more example of our effort to provide innovative products and services in a timely manner at the lowest possible cost.




Example 1 : Sample Letter for New Policies And Procedures

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Agents:

Effective May 1, you can call extension 7788 for your medical insurance renewal changes. We will enter any changes directly into the system and within 2 days. We will mail you’re insured a revised or amended renewal declaration and an invoice. If it’s necessary to add a dependent to the coverage, we will mail the declaration and invoice within twenty-four hours.

Such efficient, fast service is a primary concern to both of us, and this direct access will reduce the time for processing these changes. If you have concerns about how this procedure will work, call me at 222-4587.

Cordially,

Example 2 : Letter for New Policies And Procedures

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Olson:

Effective May 20, all shipments by Surety, Inc. to our exchange terminals will be handled by overnight express. This new procedure will continue through the end of August, at which time we will revert to our normal shipping guidelines. We, not our customers, will bear this additional cost as part of our ongoing efforts to ensure customer satisfaction.

This express shipping procedure should allow us to process the backlog of orders generated by the increased media exposure with regard to the Midland situation. If you have questions about arrival dates on your orders, continue to deal directly with your normal contacts.

We want you to know we truly value you as a customer.

Sincerely,



Example 3 : Example of New Policies And Procedures

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

Dean’s Department Store has been serving the community since 1902. We work hard to provide our customers with the latest fashions at the most reasonable prices. In the past, we have offered flexibility in our return policy. However, these policies have been revised to accommodate the changing times.

We are announcing a new return policy on all apparel, both men’s and women’s. Cash refunds require a cash register receipt and all clothing tags must be intact and attached to the garments. Clothing must be returned within 30 days to be eligible for a cash refund. Refunds after 30 days will be made in the form of merchandise exchange only. For an exchange, a receipt is not required however, you will only be credited for the current price of the item.

We regret any inconvenience the new return policy may create. Thank you for your cooperation.

Sincerely,

Example 4 : New Policies And Procedures Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Members:

Jim’s Gym is continuing its mission to encourage and facilitate a healthy lifestyle. In fact, health issues are the reasons for our implementing new policies and procedures in the gym for our members.

We have recently learned that minor infections related to gym conditions are being spread. In order to prevent the spread of infection through perspiration, the following precautionary measures should be taken:

1. Workout clothes should cover the entire back and front of the torso. This will help “catch” sweat.

2. Machines must be wiped down after use. Towels will be provided by Jim’s Gym.

3. Discarded water bottles should be placed in the appropriate receptacles.

Thank you for your cooperation.

Sincerely,

Example 5 :Business letters for Announcing the new policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Clients:

Jan’s Babysitting Service is proud to announce success in the Baytown area. In order to ensure continued success and preserve our clean safety record, we are adopting a new policy for our newest clients.

In the past, only sitters were required to submit references. We will now require families wishing to use our services to submit at least two references, one of which must be an employer or former employer. This will help to ensure the safety of the sitters as well as the children and their families.

We hope you understand the necessity of this new policy. We feel that it will contribute to high-quality service in a safe environment. Please submit your references in the enclosed envelope and return them as soon as possible. We appreciate your assistance in this matter.

Sincerely,

Announcement — Comments Off on New Hours of Operation
21
Nov 10

New Hours of Operation







Example 1: Sample Letter for New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Clients:

Therapy Services, Inc. is pleased to announce new hours of operation, effective July 1. The new hours are from 10 a.m. to 7 p.m. The change, which includes a later work day, will help to accommodate after-school appointments for students.

Your therapist will meet with you to discuss direct changes to your therapy schedule. If you have any questions or concerns, please contact our office between 10 a.m. and 7 p.m. We will be happy to assist you.

Sincerely,

Example 2: Example of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Patrons:

Due to road construction on Highway 39, our delivery trucks will be forced to use an alternate route. This will cause several changes in our delivery schedule.

Customers located in the Washington area will be reached first and will receive deliveries from 8 a.m. to 11 a.m. For those in the Fort Hope area, deliveries can be expected between noon and 5 p.m. This schedule will be maintained for the length of the construction.

We regret any inconvenience. Please contact us if you need to set up personal delivery arrangements.

Sincerely,

Example 3: Letter of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

Sunnybrook Women’s Clinic regrets to announce that a shortage of physicians will affect our days and hours of operation. Effective immediately, the clinic will be open four days a week: Monday through Thursday, from 10 a.m. to 4 p.m. Our sincere apologies for any inconvenience these changes may cause you and your family.

Sunnybrook Women’s Clinic is committed to providing quality health care services on a sliding-scale basis. Your cooperation and patience is very much appreciated as we search diligently to increase our staff of qualified physicians at the clinic.

Sincerely,

Example 4: New Hours of Service Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Valued Customer:

At Ginger’s Natural Remedies, we attribute our healthy success to our open-minded customers who seek natural alternatives to synthetic medications. As a gesture of appreciation, we are extending our hours of operation to make shopping at Ginger’s as convenient as possible.

In addition to our regular weekly hours of 8 a.m. to 5 p.m., we will be adding Saturday hours from 9 a.m. to 4 p.m. and on Sunday from 1 p.m. to 6 p.m. We hope these business hours will accomodate your schedule. Thank you for your patronage.

Sincerely,

Example 5: Sample of New Hours of Operation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Students:

The end of the fall semester is just around the corner. Soon you will be “burning the midnight oil” in preparation for your final exams. You will need quick, inexpensive food to fuel you through those long, grueling hours of studying.

That’s why Americana Ranch Cafe wants to help you with your studies. During the two final weeks of the semester, as well as the week of final exams (Nov. 25 – Dec. 13), American Ranch Cafe will be open until 4 a.m. to cater to your late-night munchies while you prepare to ace your tests!

Visit our drive-thru for a quick pick-up or come in and enjoy the casual atmosphere. Whether you’re in the mood for a frosty milkshake or our famous “King Burrito” plate, come join us! And best of luck in your studies.

Sincerely,

Example 6:Letter for changing the service timing

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ewell,

Because of increased customer demand, Oakmarque Decorators and Furniture is pleased to announce expanded hours of operation.

Starting next Monday we’ll be open from 9:00 a.m. to 9:00 p.m., Monday through Friday, and from 10:00 a.m. to 7:00 p.m. on Saturdays. Our Sunday hours will remain 1:00 to 6:00 p.m. We hope these new hours will make it more convenient for both our regular and new customers.

As always, our professional home and office decorator staff will be available to assist you and answer any questions you may have.

We look forward to serving you during these new hours.

Sincerely,

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