Business Letters

Business Letters

1000 of Business Letters with many examples. Improve your day to day business communications using our best business letters examples
Referrals — Comments Off on Requesting
23
Nov 10

Requesting




Guidelines : Requesting

Requesting Referrals

Guidelines and Alternate Phrases

Recall your past association with the reader, if necessary, such as a mutual friend or attendance at a convention.

Gerald Hines mentioned to me last week you might know of …

After leaving Snyder’s summer employment program more than two years ago, I’ve found plenty of opportunity to use the skills learned as an apprentice there. You were kind enough to let me observe you in your job for two weeks, and, as a result, I’ve carved out a sales position of my own here at Ibco.

I enjoyed our short airplane chat last week on the way to Los Angeles.

Outline briefly your services or products and the target customer or client.

Thank the reader for any referral he or she may have occasion to give and include any mutual benefit that you foresee.

If you have occasion to mention our company, we will greatly appreciate it.

Thank you in advance for any referrals that you might send our way.

We will appreciate your passing on this information to anyone you think could benefit.

If you have an opportunity to refer us to someone, we will very much appreciate your taking the time to do so.

If any of your acquaintances express an interest in our products or services, be sure to let them know of us. We will thank you.

Should any of your friends, family, or business associates mention interest along these lines, please let us know, and we will appreciate the opportunity to follow up with them.

Do you ever run across anyone in need of placement services? If so, I’ll appreciate your giving them my name.

As I see it, you and I sell complementary products to the same customer. Seems to me that whichever of us gets to the customer first should suggest the next logical step in the set-up process. Can you envision a way we could construct a mutually beneficial referral arrangement?

Thank you for passing on any of my information to interested colleagues.

Do you think it would be to our mutual benefit to set up a formal arrangement for commission referrals?

I’ll appreciate it if you can pass my name along to anyone who might be interested in this service, and I’ll do the same for you.

I’d like to work out a mutually beneficial arrangement for referrals. Do you have suggestions?

I’ll appreciate your referring to me anyone who needs such services.

Example 1: Sample letter for asking clients for referrals

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Kai:

I enjoyed visiting with you at the trade show last week in Baltimore. Opportunities to relax around the dinner table certainly provide a more civilized way to get to know colleagues than on that jammed expo floor! Your work with the court systems sounds fascinating.

Although I didn’t get to go into much detail about our consulting services, I wanted you to know our clientele resembles your own. We provide sales training to small organizations of approximately 50 employees or fewer. We go far beyond the usual rah-rah motivational meetings to help individual reps design and achieve personal sales goals, by providing the training they need in a one-on-one setting. Our methods may involve only recommending certain audiotape programs for self-study or consulting with individuals on a three- or four-day proposal project.

I will appreciate any referrals to individuals or small corporations you think may be interested in such one-on-one sales training. Certainly, I’ll keep my eyes open for opportunity to refer any investment business your way. Let’s plan to stay in contact or at least to meet up at the next IACB convention, if not before.

Sincerely,

Example 2: Requesting letter for referral clients

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Wilson:

I enjoyed seeing you again after so many years. I’m glad to hear that my old employer, Hereford Inc., has extended your contract, because there is certainly a need for your services there.

As I told you, I left Hereford in 19– to start my own consulting firm specializing in personnel services for smaller companies. We assist organizations throughout the entire process of personnel activities–from recruiting to termination and out-placement. I’ve enclosed a complete listing of our services.

I will appreciate referrals to any of your clients or acquaintances who might have the need of our services. Perhaps I could even offer some free “friendly” advice to you in a personnel situation. I’m looking forward to seeing you at other chamber events.

Cordially,

Referrals — Comments Off on Offering
23
Nov 10

Offering




Guidelines : Offering

Offering Referrals

Guidelines and Alternate Phrases

Mention the referral immediately, stating why you yourself can no longer provide the service or product.

We are no longer in the hardware business, but I would like to refer you to another organization that excels in this area…

May I offer a suggestion for your next drilling job? I want to let you know of …

We no longer carry the Nexus product line you mentioned in your recent order, but we are pleased to refer you to Belton, Inc., who recently became a Nexus distributor in an exclusive arrangement.

I would like to make you aware of a new firm in your locale that offers janitorial services much superior to what you or I have had to settle for in the past.

Thank you for thinking of us with your recent order for plumbing supplies and fixtures, but we no longer sell those products. We suggest that you contact Wilson, Inc., for the custom work you described in your letter.

We no longer provide such services, but we can highly recommend….

Because he is eager to meet you I gave him your phone number and suggested he call you about your specific needs at Harwell.

Elaborate on the referral specifically. Outline the possible benefits to your reader.

State your expectation that the referral will be of mutual benefit. Inject an enthusiastic tone.

I think you two will enjoy working together.

I think you’ll find Mary a delightful person to work with.

We think you’ll be pleased with the quality of work Gemco produces.

Gemco performs to the highest expectations; I don’t think you’ll be disappointed in any project they tackle for you.

Gemco has a reputation to be envied in the industry; I think you’ll be very satisfied with the results on any project you undertake together.

The results on any Gemco project should be exceptional.

We think your organizations rank with the best in the industry; you should complement each other.

If you do decide to give them a call, I think you’ll be very pleased with the way they’ll work with you.

I think you’ll be more than pleased with any project you decide to undertake with them.

We have the highest regard for both of your organizations; any working relationship between you should be mutually satisfying.

I hope this works out well for you.

Perhaps this is just the company you need to get the project underway.

Let’s hope you both find a discussion profitable.

Example 1: Sample letters for recommendation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Morrison:

Thank you for your vote of confidence in writing us about the kind of candidate you want to hire in your Dallas sales office. However, we’ve changed our focus in the past two years since working with you and no longer place employees below the executive vice presidential level. I do want to recommend Merrill and Merrill, a placement firm in your area that handles job openings for middle management positions.

This firm has done exceptionally well in the past two years, successfully placing several managers at Dowell Corporation and at Boeing Gardner. Their screening process is rigorous, especially for any position requiring technical experience in the physical sciences. I suggest calling Michelle Shong there at 778-9862 to overview your needs; it could be the company already has someone in its database that would be appropriate for you.

I think you’ll appreciate their discrete way of working and the caliber of candidates they send you to interview. Let me know if something there works out for you.

Sincerely,

Example 2: Referral company letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Farmington:

Thank you for your letter requesting more information about financial planning. I’m sorry to say we have not yet added that line of services to our firm. I can recommend Bayars International to you, an organization that I consider to be the best in the city.

Several of my friends and I have worked with Mark Bottoms, who can be reached at 344-6886, and consider him to be highly knowledgeable in investment strategies and opportunities. He has an independent firm that bases its fees on an hourly rate rather than on commissions from investment recommendations.

I suggest you give Mark a call for the help you requested in your letter.

Sincerely,

Recommendation — Comments Off on Recommendation for a Company
23
Nov 10

Recommendation for a Company










Guidelines : Recommendation for a Company

Supplying Favorable Recommendations for Companies

Guidelines and Alternate Phrases

  • Recommend the company immediately.
  • We have no hesitancy whatsoever in recommending that you consider Turner Engineering for the project you outlined in your letter.
  • We are pleased to recommend Turner Engineering as a partner on your construction contract in Houston.
  • Include the facts of your association with the company you are recommending: dates of association, contract projects, or professional associations.
  • Give your opinion about qualifications, experience, or attributes of the company. The more specific your comments are, the more helpful and more credible the recommendation. If you don’t know the company well or can’t offer a high recommendation, you may choose to comment only vaguely.
  • The company seems to be very strong financially and has an excellent reputation for timely completion of its work. Needless to say, we consider the company one of our most valued customers.
  • Verify the reason for the termination of the working association.
  • We completed our last contract with Turner two years ago, upon our phasing out of all overseas projects.
  • Although we no longer bid on projects that require such liaisons, our association with Turner was a pleasant one.
  • Summarize again your recommendation and best wishes.

Example 1: Letter of recommendation for a company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Stafford:

Marilou Davis at Shorwood Construction Company has asked me to write you concerning Barton-Teal Inc.’s bonding capabilities. We are currently bonding this company through Graham Universal, Inc., and they have the capacity to bond single jobs up to $500,000.

All of our experience during our six-year association with Barton-Teal Inc. has been very positive, and to our knowledge this company has a history of timely and successful completion of its jobs.

We know of no reason why you should hesitate to award a contract to this firm.

Sincerely,

Example 2: Company recommendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Franck:

Thank you for your interest in Software Associates. Unfortunately, we do not offer seminars for employees who are using software packages for the first time.

I am happy, however, to refer you to Correct Keyboarders, an independent business here in the metro area that does provide exactly the sort of services you seek.

Correct Keyboarders is owned and operated by Kevin Johnson, whose knowledge of various software packages is overwhelming. We have referred several companies to Kevin, and there has not yet been a software package requested by a company that he does not offer a users’ seminar for. Moreover, we have received nothing but positive feedback concerning his classes.

Kevin can be reached at 712-863-4986. If you would like additional referrals from other companies that have used his services, I would be glad to provide you with a list of companies that have given me permission to release their number.

I feel confident that Kevin can help you out.

Cordially,

Example 3: Company recommendations

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Lee:

Thank you for your interest in the The Hidden Book Store. Unfortunately, we no longer offer services for tracking rare and out of print books.

We would therefore like to refer you to The Book Finders, located at 3708 Cantrell. The Book Finders has been locating rare and out of print books for over 40 years, and their success rate is phenomenal.

Ginny Hart, owner of The Book Finders, has an exceptionally well-trained staff, many of whom have been with her over 10 years. As you are attempting to locate a foreign title, I would suggest asking for Carol Mayton; she specializes in this area and has numerous contacts in foreign markets.

The number for The Book Finders is 227-8999. I strongly urge you to call, and I am confident they can provide you with exactly the expertise you need. Good luck with your search!

Regards,

Example 4: Commendation letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Continuing Costs on K10743 Madra Isle Block 266

Today Fred Brownstone, owner of a 10 percent working interest in the above Madra Isle property, phoned to request an explanation of why he is still being billed for costs attributable to this property. Work was abandoned in March 19–.

Would you please contact Mr. Brownstone (P.O. Box 2588, Pine Bluff, Arkansas) to explain why costs are continuing to come in at this late date and copy us with your memo?

According to our records, all of the following billings have been paid except those for April and October:

April $211.79

May 337.33

June 58.99

July 699.35

August 473.88

September 88.98

October 68.24

Example 5: Reference letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Duplication of Exchange Number 7793

Plant Revenue has notified me we have a duplication of exchange number–Bellasco 7793 and Warner 7793.

I’d suggest we cancel Warner 7793, since it has been inactive since May 19–. Or, if you prefer, we can assign Bellasco 7793 another number.

Please verify the duplication and then advise both us and Plant Revenue about correcting our records as soon as possible. Major billings are due to go out to Bellasco within the week.

Example 6: Company letter of recommendation sample

Memorandum

TO:

FROM:

DATE:

SUBJECT: Tank-Car Shipments Held–Invoicing

Please review the attached list of tank-car shipments to Myrtle Springs, Louisiana, that were held an excessive length of time from February 9; advise me of any discrepancies.

If I do not hear from you within 15 days of this memo date, I will assume you agree, and I will issue an invoice to cover the shipments.

Example 7: Recommendation

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cost Projections on Silver Flier Marketing Campaign

Bob Vreeland and I have two different sets of cost projections for the Silver Flier in-line skates marketing campaign. The discrepancies are for the print advertising and road tour promotion costs. Can you verify the correct numbers so we can plan our design work accordingly?

I would appreciate if you could send me and Bob copies of the correct numbers before the end of the week.

Example 8: Recommendation for a Company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Unpaid Web Site Maintenance Fees

Kirby Bullard at Net Source, our internet server, notified me that they have not received our May and June payments for our web site maintenance. The fees are $45.85 per month.

Would you please contact me when you find the source of the hold-up? Net Source will terminate our account July 14 if our payments are not up-to-date. Therefore, I would appreciate your prompt attention to this matter.

Publishing Journal Article — Comments Off on Publishing Professional Journal Article
23
Nov 10

Publishing Professional Journal Article







Guidelines : Publishing Professional Journal Article

Query for Publishing Professional Journal Article

Guidelines and Alternate Phrases

  • Begin with a startling statement, statistic, quote, or anecdote as a lead-in to hook your reader’s interest in your article or book topic.
  • Give the proposed title of your article or book idea.
  • Overview the central idea of your article or book, your unique approach, and the intended audience.
  • Mention your qualifications for writing on the subject.
  • I have had 20 years’ experience in designing….
  • As a senior executive of Exxon and with six years’ previous experience at General Motors, I feel I’ve seen….
  • For the past six years, I’ve been a consultant on these issues to numerous Fortune 500 companies, including IBM, Procter & Gamble, and General Electric.
  • I have both an undergraduate and a graduate degree in psychiatric nursing from the University of Michigan.
  • Our company was the first to use this manufacturing system with such phenomenal success. Our productivity increased by 52 percent over a six-month period.
  • Estimate the length of your manuscript and the approximate completion date.
  • I estimate the manuscript to be about 2,000 to 2,500 words. Is that acceptable for your journal?
  • The manuscript can be easily divided into a three-part series of about 1,500 words each. Would that be satisfactory?
  • The article of 4,000 words is accompanied by two full-page graphs.
  • As I have outlined it, the book will be roughly 70,000 to 80,000 words. I can complete the manuscript about nine months from the time we sign a contract.
  • Ask for permission to send more material.
  • Would you be interested in seeing the complete article?
  • May I send a more detailed outline of the article?
  • I’d like to send the complete manuscript if you’re interested.
  • Do you think your journal readers would be interested in such a success story?
  • I’d like to give you the complete picture on this important research. May I forward the information to you?
  • Include a self-addressed, stamped envelope for any material you want returned or simply for a faster reply to your letter.
  • Please simply answer in the margin and use the enclosed envelope to let me know of your interest. This is a timely subject I’d like to get before your readers immediately.
  • I’ve enclosed a self-addressed envelope for you to return the manuscript in case you are unable to use the article in an upcoming issue.
  • A stamped envelope is enclosed.

Example 1: Letters to publishers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Skinner:

In a recent survey conducted by Professional Secretaries International, 68 percent of the 2,000 secretarial respondents reported difficulty in working with their bosses as the number-one cause of job dissatisfaction. Here’s how the secretaries most frequently defined those difficulties with regard to their bosses: constantly changing priorities, inadequate instructions, unwillingness to delegate, and lack of time-management skills.

I’d like to submit a 2,000-word article entitled “What Your Secretary Would Like to Tell You,” detailing these secretary-boss difficulties. My basic approach will be how-tos for the boss:

• Suggestions for communicating priorities to subordinates through daily two-minute, stand-up meetings
• Four steps to giving adequate instructions and verifying that the instructions are understood
• Two reasons bosses don’t delegate and how to overcome those hang-ups
• Twenty time-wasters where the secretary is directly affected and tips for improvement

This article will be based on information from boss-secretary interviews done as a follow-up to a recent survey at our company, where I am training manager for the pipeline division. I have developed and taught supervisory-skills courses for the past 10 years at Hewitt International and QRT Associates. My other publishing credits include articles in Training and Development Journal and a management-skills column in our company newsletter.

Would you be interested in seeing the article? I could complete it in about three weeks from your go-ahead. A self-addressed, stamped envelope is enclosed for your convenience in replying.

Sincerely,

Example 2: Query letter to magazine publisher

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Kliene,

Did you realize that in a recent government sponsored study, 75 percent of the businesses surveyed cited lack of funds as their main reason for having facilities that were not yet accessible to individuals with handicaps? What these companies do not realize is that there is an astounding amount of money, much of it in the form of obligation free grants, for just such projects.

I would like to submit a 2,500-3,000 word article tentatively titled, “Accessibility Without the Bill,” detailing how companies can convert their workplaces for handicap accessibility at little or no costs to themselves. My article would cover two areas: where to find such funding and how to apply for it. The following programs would be included:

• Government Incentive Programs and Block Grants.

• Business Association Grants and low interest loans.

• Non-profit groups who will provide office equipment, such as TDDs, special monitors for the visually impaired, and special desks for wheelchairs for free or at greatly reduced prices.

• Private Foundation Grants

Each resource covered will include a listing of organization names, contact people, and addresses and phone numbers for businesses who need to convert their facilities. As a professional grant writer who has specialized for the last ten years in developing grants for businesses who wish to become handicap accessible, I feel I can provide readers with enough information to get them started on this important task.

If you are interested in seeing a copy of the article, I would be glad to mail it to you at your convenience. I have enclosed a self addressed stamp envelope should you wish to reply.

Sincerely,

Example 3: Letter to journal publisher

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Auchey,

We’ve all been there. Staff meetings that seem to go nowhere. You know, the kind you walk out of thinking, “I could have been doing something productive with my time instead of sitting in there.”

As part of a university research group, I have conducted surveys and interviews with employees of over forty companies here in Des Moines, and have come up with several common reasons why employees find staff meetings do not go well, namely: lack of a clear agenda, inadequate preparation on the part of speaker(s), poor speaking abilities of the person conducting the meeting, and lack of necessary handouts or directives.

I would like to submit a 2,000 word article entitled, “Successful Staff Meetings,” detailing strategies for successful staff meetings. My approach would be to focus on these tips for the planner of the meeting:

1. Creating a cohesive agenda
2. Prepping speakers
3. Confidently addressing a group
4. What to hand out when

This article would be based on information gathered during research, as well as techniques I learned while pursuing a double major in speech and management at Drake University. While at Drake, I published several articles in Management Quarterly and Speakers Review which dealt with effective meeting procedures.

If you are interested, I would be happy to submit a completed draft about two weeks after I receive your request. I have enclosed a SASE for your convenience.

Yours truly,

Example 4: Query letter to publisher

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Rameriz:

At some point in their lives, almost 30 percent of all people who enjoy back packing and hiking will find themselves lost or injured in the wilderness. While serious wilderness buffs know what to do in these situations, most weekend hikers do not. My article, “Survival Skills,” gives hikers not only practical first aid, food, fire building and shelter information, but also highlights conventional search and rescue techniques.

Much of my 4,000 word article is devoted to the description of various SAR techniques and equipment for different landscapes, such as mountains, desert and forests. Knowing how SAR units operate in these situations can help the frightened hiker, etc. realize that help is on the way, and in many instances, allow them to put themselves in locations where rescuers are more likely to be searching. For example, if a hiker knows that the SAR unit will first attempt to do a corridor search because if the small area and level terrain, they will know that the best thing to do is not to try to “walk out” but rather to remain in one place and let the searchers come to them. I also cover how to signal search planes, and leaving a trail discernible to either the eyes of searchers or the noses of SAR dogs.

As a veteran of fifteen years with the Rockies Search and Rescue Unit, I feel strongly that people should be aware of what they can do to minimize their risk of serious bodily harm or death in the event of an accident in the wilderness. Too many people have not survived situations that could have been easily handled had they the proper knowledge.

If you would be interested in running such an article, please contact me. I have enclosed a self addressed, stamped envelope. Thank you for your consideration.

Yours truly,

Example 5: Cover letter to auditor

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Casey,

We hear a lot about how to effectively handle customer complaints, but how often does anyone talk about how to complain effectively? As amusing as that statement sounds, there are many people out there who are not good at lodging a an effective complaint.

My 2,500 word article, “Complaining Nicely,” points out various methods designed to make complaining about services, merchandise, or employees more successful and less stressful for everybody involved.

The article is separated into several scenarios in which a complaining customer must best decide how to lodge their complaint.

• In a restaurant, concerning food or service

• In a store, concerning merchandise or service

• On the phone, discussing inaccurate billing or poor service

For each of these scenarios, I give examples of the right way and the wrong way to approach these situations, and explain why some approaches work better than others.

I have been a clinical psychologist for the past twenty years, with my specialty being human interaction. For several years I lectured and presented workshops designed to improve employer/employee relations, and from there I moved into customer service issues. I now do customer service consultations for several business in the metro area, and have published various articles concerning customer service issues in Service, Inc., Serving With Style, and Business Weekly.

Would such an article interest your publication? I have enclosed and SASE for your response. If you are willing to review it, I could have the article to you in three weeks from the time I receive your response.

Cordially,

Procedures — Comments Off on Procedures
23
Nov 10

Procedures












Guidelines : Procedures

Procedures

Guidelines

  • Give an overview of what the procedures cover, whether this is a new or revised procedure, when the procedure applies, why the procedural change, and who is involved. Any time you require employees to learn a new procedure, they want to know, “Why bother?” Also, when readers understand the “why” behind procedures and how they fit into the big picture, they can make better judgments about exceptions or problems that develop. The actual steps of the procedure then will be the expanded “action” of the basic format.
  • Use the subject line to show whether this is a new or a revised procedure or only documentation of the present procedure.
  • Begin at the beginning. Be careful regarding assumptions about the reader’s knowledge. In fact, in most procedural writing, you should visualize yourself talking to the least-knowledgeable person who must follow your instructions.
  • Give steps in chronological order.
  • Identify each step that is a revision of existing procedure, explaining the purpose of the change.
  • Highlight prominently any safety precautions or problems that may develop. If precautions are lengthy, promise specific details later in the chronological procedural step.
  • Indicate each action in a separate sentence. Be particularly careful about linking phrases, items, and clauses with the word “and.” Usually a more specific linking word is called for. For example: “Press the EV button and eject the tape.” Is this one action or two? If you mean two separate actions, put them in separate sentences. If there is a time relationship, say, “Press the EV button. Then eject the tape.” If there’s a cause-and-effect relationship, say, “Press the EV button, thus ejecting the tape” or “To eject the tape, press the EV button.”
  • Give illustrations or examples for complicated steps or explanations.
  • Acknowledge and note exceptions immediately after each step to which they apply.
  • Use active-voice verbs. Because phrases telling who does what often sound awkward, writers are tempted to drop them out. That’s dangerous: Who does what is particularly important in procedures. Not: “Any emergency work orders should be brought to the attention of the maintenance supervisor for immediate action,” but: “Each engineer should bring any emergency work order to the attention of the maintenance supervisor for immediate action.” Or “Bring any emergency work orders to the attention of the maintenance supervisor for immediate action.” (The command form of the verb here indicates the reader is the one who does the action.)
  • Use headings, lists, or any creative design that will help the reader move quickly through the procedure to skim or relocate information.

Example 1: Introduce procedure letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change in Procedure for Medical History and Physical Examination Records

We will no longer place employees’ medical history and physical examination forms in their personnel file. Rather, when these forms are completed and returned to you, you should file them separately according to the following procedure:

a. Record employee’s name on the physical examination form and medical history log sheet located in File Drawer C. Record in chronological order by the dates the completed forms are returned to you. (Note: Previously, we have filed these by date of exam shown on the form.)

b. File the actual medical history or exam forms alphabetically by employee’s last name in the expanding file in the records section, eighth floor.

c. When an employee terminates, remove the employee’s name from the chronological list in File Drawer C. Remove his or her medical history and exam form from the alphabetical expanding file and place it in his or her personnel folder filed in the inactive section, File Drawer D.

This change has been made so departmental heads reviewing a file to fill a vacancy will not permit an employee’s medical history to influence decisions on transfers or promotions.

Example 2: New procedures for reporting

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Procedures for Reporting Flow-Computer Failures

Because of the 15 additional computers to be installed this year, verbal reports of failures are no longer adequate to keep records up-to-date in our headquarters office or to ensure proper maintenance. Therefore, we have established the following procedures for reporting on failures. Use the enclosed Flow Computer Inspection (FCI) form for developing this information.

Please note we have outlined the steps to be taken even before you attempt to get the computer up and running and report the failure to headquarters:

Steps to Get Computer Up and Running

(Note: If another employee is present, ask him or her to witness your inspection and cold start.)

1. Check CRT and note what is being displayed on the entire screen (Item 3 on the form).

2. If a request for programming is on the screen, note the date and time being displayed. Then record the actual date and time (Item 4 on the form).

3. If the screen is locked on any other display, note which display, along with the date and time being displayed (Item 5 on the form).

4. Note whether the clock or computer is running (Item 6 on the form).

5. Go through a cold start. If the computer cannot be restarted at this time, check all voltages supplied to the cards (Item 8 on the form).

6. When the computer is running, complete the remainder of the information on the FCI form. If you cannot start the computer, call headquarters and wait for further instructions.

Steps for Making Verbal Report and Submitting Flow-Computer Inspection Form

1. Call the clerk at extension 4489 to report the failure, being prepared to give the information you have recorded on the FCI form.

2. Record the failure on the log kept at your site.

3. Send the original FCI form and a printout at the time of the failure to Bob Duffy in Fort Worth. Make sure the printout contains a variable dump. This variable dump will help us to verify the constants being used in the volume calculation and possibly to locate past incorrect entries. Keep the pink copy for your records. Give the green copy to the inspection witness (if one was present at the time you attempted to restart the computer).

We have attached a sample completed form reporting the last failure at your site. If you have any questions about the reporting procedure or form, call us (ext. 4884).

Example 3: Document samples for company policies

Memorandum

TO:

FROM:

DATE:

SUBJECT: Documentation of Present Procedures for Purchase of All Materials and Supplies

Origination of Purchase Request

As materials and supplies are needed, prepare a purchase request by way of memo and submit it to the Purchasing Department. In your memo, give all the following information:

• Type and grade of material or supplies
• Quantity
• Technical specifications sheet, if necessary
• Date the material is needed
• Estimated cost
• Signature of approval by appropriate manager

Purchasing Department Procedures

Step Action

1. Purchasing agent logs in the request and assigns a buyer.

2. Buyer checks the material request for corrections or other necessary information from the requester.

3. Buyer requests and selects single or multiple bids as follows:

a. When dollar value is less than $500, he will solicit only single bids, even on competitive materials.

b. Bids for technical material will be pre-determined by the material itself. If single source, he will solicit only one bid. If of a competitive nature, he will solicit multiple bids.

c. If the material is technical, buyer transmits specification sheets to the bidder.

d. Buyer reviews and analyzes all bids received, preparing and issuing a purchase order to the selected vendor.

4. Clerks type all purchase orders placed by buyers and distribute copies to all appropriate parties (buyer, vendor, requester of materials).

5. Clerks confirm to the requester by way of Form MS 200 the promised shipment date.

6. Clerks file confirmations with the original purchase orders issued by the buyer.

Example 4: Procedures and policies letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Phone System

We have installed a new phone system with a greater number of incoming lines to meet our growing company’s needs. Each work station will receive a new telephone by tomorrow morning. As a result, several of the options you currently have on your phones will be changed. The following functions will be affected.

Placing An Incoming Call On Hold
Previously, you pressed *96 to place an incoming call on hold. With the new phones, simply press the Hold key, which will be the third option button. The option pad is located on the left side of your telephone. The phone monitor will display the Message, “Call Placed On Hold.” To return to the call simply press the Clear key at the top of the option pad.

Transferring A Call To Another Person
While all extension numbers will remain the same, the steps for transferring have changed.
1. Place the call on Hold.
2. Press the Transfer Key (second key on option pad).
3. Press *, enter the extension number, then press #.
4. The phone monitor will display either the “Call Transferred” message or the “Transfer Unsuccessful.”
If you receive the “Transfer Unsuccessful” message, immediately press the Clear key, confirm that the customer is still on the line, then repeat steps 1-4.

Speed Dialing
Unfortunately, we have had to change our speed dialing codes. You will receive a new list of all speed dialing codes with your new telephone. Your long distance access codes will remain the same. To speed dial, follow these steps:
1. Press Speed Dial key (fourth key on option pad).
2. Phone monitor will display “Enter Code Now.”
3. Enter client’s code, then press #.
4. If the call is long distance, an automated voice will ask for your access code.
5. Enter your access code, then press #.

Receiving Your Messages
With the new system, you will no longer have to check periodically for messages. Instead, the phone monitor will flash the message “Message Received.” If you are on another call and wish to turn off the flashing display, simply press *00*. The steps for retrieving messages are as follows:

1. Press Message key (fifth key on option pad).
2. An automated voice will ask for your password.
3. Enter your password, then press #.
4. The automated voice will tell you how many massages you have.
5. To listen to the message press 1. To repeat the message, press 2. To save the message, press 3. To delete the message, press 4.
6. To hear the next message press *. Choose from the appropriate choices in step
5. You will have to press 1 in order to hear each message!
7. To complete your message check, press the End key (last key on option pad).

Calling Other Work Stations

1. Press the In Office key (sixth key on option pad).
2. Dial extension.
3. The phone monitor will display the name of the person you are calling. If the person is on another line, it will display an “On Another Call” message.

Example 5: Change in policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change in injury and/or accident reporting

Due to the number of false injury and accident claims being filed nation-wide, our insurance company will be installing monitor cameras in each work area. These videos will be reviewed by the insurance adjuster only. This does mean, however, that supervisors will have to revise their reporting procedures. New Injury and Accident Forms will be issued. While most of the information on the form is the same, the following items have changed.

A. After attending to the needs of the injured person, go to monitor control (to be installed in each section’s supervisor office) and record the display screen’s camera number, tape number, and timer number in Section I as items 1, 2, & 3 respectively, on the new form.

B. Calculate the approximate amount of time that has elapsed since the injury or accident occurred. Record the time in Section I, item 4, of the new form.

The rest of the form has not been updated. Fill it out according to the usual procedures.

Example 6: Samples for company policies

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change In Issued Safety Clothing For Sections 2, 5 & 11

After our last safety inspection, which was conducted by Garner & Sons, we have decided that the following gear, which was optional, will now be mandatory in Sections 2, 5 & 11. All persons working in these sections MUST be wearing the gear in order to be able to clock in for work.

Heavy duty hard hats. To be supplied by company. See Jana in Supplies.

Steel toed work boots. To be supplied by employee.
Take receipt to Ken in Accounting to be reimbursed for cost.

Leather work gloves. To be supplied by company. See Jana in Supplies.

If you were using the gear already and wish to have worn gear replaced, see Jana. For those of you who purchased boots previously and now have no receipt, see Ken. He will base your reimbursement off of the current prices for the brand of boots you have purchased.

Example 7: Sample letter to clients about changing companies

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change in Return Goods Policy

Previously, we have taken back any returned goods that customers bring to the Customer Service Desk. However we find that we are receiving an increasing amount of merchandise that has been obviously used. Therefore, we are updating the following policies.

Exchanges
Exchanges will now only be granted on merchandise that still has the tag on it, is unopened, is obviously damaged through no fault of the customer or has a receipt accompanying it. We will only accept opened merchandise with a receipt that is less than 5 days old.

Refunds
Refunds will now only be granted for defective merchandise. If a person has received a duplicate of an item at a party, etc. they can no longer be granted a refund. Inform them that they may exchange it for merchandise of equal or greater value. They will be required to pay any remaining balance on the item they chose in exchange. We will accept merchandise for exchange only if it still has the tag on it, is unopened, is obviously damaged through no fault of the customer or has a receipt accompanying it.

If you have an item in either of these categories that is questionable, or a customer who is unhappy with the new policies, please call a supervisor immediately. The supervisor will handle such situations for you.

Example 8: Smoking policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Smoking Areas

Due to the recent change in legislation, employees are no longer allowed to smoke in most areas of the building. Employees will now be able to smoke only in the following locations:

a. Outside of the West Entrance. We have provided several small benches and trash cans with ash tray tops beneath the overhang.

b. 3rd and 6th floor break rooms.

Smoking in the lunchrooms, bathrooms, non-smoking designated break rooms or your workstation is strictly prohibited.

Example 9: Company procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change in Faxing Procedures

We are now networked to send your faxes directly to your work station computer. This means less paper clutter and no more running to the receptionist’s desk to send your faxes. Your software will allow you to:

1. Receive notification of each incoming fax.
2. Update, revise or respond directly on the fax that has been sent to you.
3. Save the fax in a correspondence folder (Please create a back-up disk).
4. Fax the changed document back from your computer.
5. Check the Mail Board to ascertain the transmission status of your fax.

Please study the user’s manual you will find in your mail room box. We will hold a brief training session with Eric on Monday morning at 8:00 in conference room 1. Have your questions ready.

Example 10: Procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Change In Filing Procedures

To facilitate accessibility to our purchasing files, we are asking that the following changes be made.

1. When filing the paperwork for the new order please make sure that it is filed by purchase order number rather than by entry date.

2. The lowest purchase order number should be to the back of the file, with each ascending purchase order number being placed towards the front.

Return all updated or notated files to their proper place!

3. If a company assigns branch numbers for its various offices, use an expandable hanging file for the company, with sub-files for each branch. Follow steps 1 & 2 for each sub-file. Place sub-files in alphabetical order, suing the branch locations (i.e. Arkadelphia, Conway, Texarkana).

By following this filing system, we will make it easier for our customer service and sales representatives to locate a file when a customer calls in.

Problems, Pointing Out — Comments Off on Problems, Pointing Out
23
Nov 10

Problems, Pointing Out












Guidelines : Problems, Pointing Out

Pointing Out Problems

Guidelines

  • State the problem immediately.
  • Don’t use the once-upon-a-time format, giving details in chronological order. Such details have no meaning to the reader until he or she knows the problem.
  • If they’re not obvious, state all repercussions of the problem if a solution is not found.
  • Suggest one or more possible solutions. At the very least, suggest steps to investigate possible options.
  • Mention any deadline by which a solution must be found.
  • Keep in mind all details surrounding a problem are not necessarily relevant to its solution; be cautious about telling your reader more than he or she wants to know.

Example 1: Discuss problem letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Log Sheets for Graphics Terminal

Due to the increased use of the computer graphics equipment, we’ve had numerous scheduling conflicts that have resulted in some projects going beyond deadlines. I’d like to suggest a log sheet to reserve computer time.

We could schedule our time on the log sheet located in room T-989 by signing name, date, and estimated time requirements. If anyone must cancel this reservation, he or she should do so immediately to free the time slot for other work.

Time on the graphics equipment should be used only for final editing and graphing. Engineers will have to negotiate high-priority jobs among themselves. For work of lesser priority, we could use the terminals in C-445 and D-558.

Do you think this will work?

Example 2: Business letter of problem

Memorandum

TO:

FROM:

DATE:

SUBJECT: Signature for Power of Attorney

I foresee a potential problem with our present policy with regarding signatures under a power of attorney. According to law, the power-of-attorney procedure can be used by an absentee to conclude contractual obligations. Such procedure, however, always raise the probability of fraud and could leave us with the problem of collecting on a loan under guarantee.

Therefore, I would suggest we amend present company policy with regard to accepting signatures under power of attorney. I’d recommend we handle all power of attorney signatures on a case-by-case basis at the vice-presidential level. This new policy should go into effect immediately.

Example 3: Office complain letter

Memorandum

TO: All Pediatric Therapists

FROM: Marjorie Dayton, Infection Control Coordinator

DATE: March 9

SUBJECT: Recent spread of staph infection

As I am sure you are aware, staph infection has been spreading among our therapists and clients. The infection, caused by the staphylococcus bacteria, can result in stomach cramps, vomiting and/or diarrhea. The bacteria is usually spread through bodily fluids, such as saliva and urine.

In December, all therapists were instructed on the latest universal precautions that should be taken when working with clients. The following list is a reminder of the most crucial steps to take in order to avoid the spread of infection. Please follow them strictly to help us wipe out the current spread of staph infection.

• Wash your hands before and after seeing each client.

• Wash all toys or equipment handled by the child with the special disinfectant provided by our clinic even if they toy was not placed in the child’s mouth. Extra bottles of the disinfectant can be found on the top shelves of the linen closets on each floor.

• Be sure that all children thoroughly wash their hands with anti-bacterial soap after going to the bathroom. All staff should take special care in following this precaution themselves.

• Wear latex gloves if your therapy involves contact with the child’s mouth or if you need to change any diapers.

This weekend all equipment will be treated with a very strong disinfectant which must be left overnight.. Please clearly mark any toys you would like to have cleaned and place them in the “to be cleaned” basket located on the south side of the gym.

I appreciate your cooperation in helping us wipe out this infection. Let me know if you have any further suggestions.

Example 4: Office problems memos

Memorandum

TO: All staff members

FROM: Milton Hill, Director

DATE: May 1

SUBJECT: Unauthorized long distance calls

The long distance charges for the phone in the staff lounge area have been steadily increasing. Until now, calls from this phone have gone un-monitored, and staff members were asked to use their calling cards for personal long distance calls.

Because of increased misuse of this line, we have installed an individual calling code required for all long distance calls. In addition, each long distance call must be logged into the notebook under the phone stand. This procedure will help to avoid misuse by staff members from other companies in the building as well as our own. If problems continue to arise, we will be forced to match calls made with each code to the log sheets to determine who continues to make unauthorized calls from this phone.

We do not like to penalize everyone for the indiscretion of a few persons. However, the new dialing and logging process has become necessary to control in-house costs. You can pick up your calling code from Jerri. Please do not share this code with anyone.

I appreciate your cooperation and apologize for any inconvenience this may cause. If you would like to discuss this or any other issue which may be of concern, please call or come by my office.

Example 5: Problems pointing out letters

Memorandum

TO: Plant employees

FROM: Robert Cole, Supervisor

DATE: March 11

SUBJECT: Plant safety

As I am sure you have noticed, the number of accidents being reported on our plant floor have increased in the past three months. These accidents have ranged from minor burns to several broken bones. We are very interested in your safety and are currently searching for solutions.

A private safety inspector, hired by our company, will be making several unannounced visits to the plant within the next three weeks. He will be looking for overall safety in structure and equipment, as well as the general manner in which employees conduct themselves on the plant floor. A report on the conditions will be sent to me soon after the visits with suggestions for changes.

If you are aware of any conditions on the plant floor which seem hazardous, please report them to me immediately. Your safety is our utmost concern.

Example 6: Problems pointing out documents

Memorandum

TO: Manchester Office Building Tenants

FROM: Mark Fagel, Manager

DATE: December 3

SUBJECT: Trash in hallways

I have recently noticed that bags of garbage are being placed along the hallways while waiting to be thrown in the dumpster outdoors. The fire safety inspectors have informed me that this could obstruct the narrow hallways if it becomes necessary to evacuate the building immediately.

I am aware that the bitter cold this time of year is unbearable. Everyone wants to spend as little time as possible outdoors. However, we ask that you find an alternative solution to leaving the bags of garbage in the hallway. Not only is it an obstruction, but it also tends to be unattractive to visiting clients.

I appreciate your cooperation. If you have any suggestions or problems, please call me as soon as possible.

Example 7: Problems suggestion

Memorandum

TO: All Hargrove Mills employees

FROM: Jeff Greenberg, Public Relations Manager

DATE: June 5

SUBJECT: Public Service Opportunities

Several of you have approached me concerning opportunities to improve our public image through community volunteering. You suggested providing educational workshops for high school children interested in agriculturally-based careers, setting up community food banks, and serving at local soup kitchens. All of these ideas are excellent.

I have looked into each of these and found that all are possibilities, depending upon the number of employees interested in volunteering in each area. Local teachers and administrators indicated that we are welcome in the schools. If we provide a syllabus of the workshops, they can be worked into the curriculum to enhance real world learning. After interested participants are determined, a committee will be formed to design the workshop.

The local soup kitchen on 24th and Santa Angela St. reported a desperate need for servers, especially at lunch time on weekdays. Top administration has approved an extended lunch break one day per week for any employee wanting to volunteer.

The most difficult suggestion to implement is that of setting up a community food bank. This would require an empty building, persons willing to transport food from our factories and pick up food donations from local grocery stores, persons to organize and stock the building, and, of course, persons to distribute the food during hours of operation. This project will take several months of planning and a commitment on the part of many volunteers.

If you are interested in participating in any of these projects, a sign up sheet will be posted in the lunch area. If anyone would like to lead the committee in organizing these projects, please indicate your interest next to your name. My office will organize these lists and update you on committee meetings concerning your individual projects of interest.

Your interest in representing Hargrove Mills in these community service projects is greatly appreciated. Thank you for your commitment to the company and to the community.

Example 8: Problems letters

Memorandum

TO: All HealthWest employees

FROM: Andrew Adams, Director of Personnel

DATE: March 10

SUBJECT: Allergic reactions due to perfumes

Have you ever been on a crowded elevator early in the morning when everyone had just applied his or her favorite perfume or cologne? This is pretty overwhelming for the person without allergies. Imagine being allergic to fragrances and having to be exposed to several of them in closed-in areas. Several of our employees have been reporting headaches and/or allergic reactions when entering the office area.

The administration of this rehabilitation facility does not want to infringe on the personal rights of any individual. However, we would like to request that everyone lessen or eliminate the use of perfumes or colognes during the workday. This would help to create a more pleasant work environment for all employees.

Thank you for your cooperation. If you have any questions or concerns, please call my office.

Example 9: Company problems pointing out

Memorandum

TO: All non-salaried employees

FROM: J.B. Douglas, Director of Personnel

DATE: July 15

SUBJECT: Misuse of time cards

We have recently discovered that some employees are getting paid for hours they have not worked. It seems that some employees are having their co-workers punch out on the time clock for them when they decide to leave early. This dishonesty hurts all employees as it decreases productivity and morale.

Please be aware that punching out for another employee will result in immediate termination of both employees, with the possibility of a full-scale investigation of other “hours worked” in previous pay periods. We have developed new check systems to carefully monitor this situation. If there are no changes, we will be forced to install a new signature or fingerprint system which would require the employees signature or thumb print each time the card is accessed. We hope not to have to resort to such measures, as we do not believe in keeping our employees on a tight leash.

If this memorandum does not apply to you, we thank you for your loyalty to this company. You can be certain that your honesty and hard work will be rewarded.

Example 10: Problems, Pointing Out

Memorandum

TO: All Westside Insurance employees and their supervisors

FROM: James Jones, Vice President, Westside Insurance

DATE: June 1

SUBJECT: Dress code

Dressing professionally is an important step in setting the professional tone of an office. Westside Insurance demands a high level of professionalism from all of its employees and requires business suits to be worn by both men and women everyday. If you have always abided by this dress code, we appreciate your professionalism.

It has come to our attention that, unfortunately, not all employees are adhering to the dress code. Incidences of employees wearing jeans, sleeveless blouses, and casual suits have been reported. Please be informed that none of the above mentioned clothing is suitable for our office environment. Supervisors are expected to give one warning to their employees. Continued inappropriate dress will result in the employee being asked to change.

To avoid this situation, please review the attached form indicating the specifics of the dress code and a statement of agreement to abide by these rules. Please sign the form and return it to your supervisor by June 8.

Policy Statements — Comments Off on Policy Statements
23
Nov 10

Policy Statements









Guidelines : Accepting

Policy Explanations
Guidelines

  • Explain a company policy in clear, consistent terms. If appropriate you might include some history of the development of the policy.
  • Let the customer know how your company policies are to their own benefit and that they are designed to facilitate the best business relationship possible.
  • When quoting company policy in response to a complaint do not be unsympathetic to the concerns of the customer. Be firm and consistent in your application and enforcement of the company policy, but remember you don’t want to lose any customers if at all possible.
  • In the closing of your letter include an offer of assistance with any concerns or questions the customer may have.

Example 1: Examples letter of company policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Basque,

Thank you for your opening order. In response to your question about our credit policy, we will be pleased to establish a line of credit for your business upon receipt of the following:

• Tax returns for the past three years
• Four trade references
• Two bank references
• Personal financial statement

For your benefit I have enclosed the necessary forms.

Application processing takes from two to four weeks. Upon approval, your opening line of credit would be $10,000.

In the interim, we will be happy to complete your current order on a prepaid or COD basis. We do accept Visa and Mastercard.

We look forward to working with you in the future.

Sincerely,

Example 2: Policy statements letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Gorecki,

In response to your recent letter, please allow me to explain our company’s policy regarding the return of custom-made merchandise.

In your letter you expressed your desire to return the product you ordered from us. It is my understanding that you wish to discontinue the use of the assembly unit, of which the our product is a major component.

We cannot accept any return of custom designed or imprinted merchandise. There is no resale market for custom-made industrial equipment.

My apologies for our inability to grant your request.

Sincerely,

Example 3: Delivery shipping policy letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Callahan,

I’d like to take a moment to tell you about our delivery policy. Understanding this will allow you to take full advantage of our timely and efficient shipping program.

The majority of our products are currently in stock and ready for immediate shipment to your location. In general, you can expect delivery within 2-3 days of our receipt of an order.

If a product is not currently in stock, we will notify you either by telephone, fax or e-mail within 24 hours of receipt of your order. We will provide you with a firm delivery date at that time.

Depending on the size and volume of your order, we ship by either common carrier, Federal Express or UPS. Unless otherwise directed, all shipments are routed by the most economical way. Each shipment comes complete with a packing slip attached to the box.

Should you have any questions about our delivery policy, please do not hesitate to call me.

Sincerely,

Example 4: Policy statements of company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

With the holiday season approaching all of us at Conner Fashions want to thank you, our valued customer, for your patronage this past year.

We’d also like to take a moment to explain our policy regarding gratuities. We do not allow Conner employees to accept or solicit gratuities of any kind during the holiday season or at any other time of the year. Our employees are well-compensated for their work.

Your thanks and continued business are enough.

Have a safe and happy holiday season.

Sincerely,

Example 5: Holiday Credit Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Martin-Medeski,

There is excitement in the air at each of our stores. As the holidays approach, we are busy stocking our shelves with beautiful, new, and surprisingly affordable gift items to make your shopping experience easy and affordable.

We’re introducing a special credit plan just for the season. This plan is designed to help you better plan your budget for the holidays.

The next time you shop at our store, just show the enclosed card to the salesperson prior to making your purchase. You’ll then be able to charge merchandise up to your account limit with no payments due until June 1 of next year. Best of all, it’s all interest free!

So come on by today. We’re ready to make your holiday shopping experience easy and enjoyable.

Sincerely,

Example 6: Sampling Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lavelle,

We appreciate your interest in our line of products. I understand you are seeking a low-cost, high-quality alternative for your business needs. I think we may be able to help you.

We’ve been providing regional businesses with the best products available for years. All this is possible because our products are only available directly from our central distribution warehouse.

I’ve included samples of our product line per your request. Additionally, I’ve enclosed a complete catalog of all our products and services.

To order, simply return the order form to us by mail or fax – or call us on our toll-free number (555) 555-5555.

Thanks again for your interest in our products. I look forward to hearing from you soon.

Sincerely,

Example 7: Service Call Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Marquette:

I was sorry to hear about the problems you are experiencing with your processing unit. That model has an unusually good track record, especially in comparison to similar units.

When you purchased the unit, a 12-month service agreement, including no-charge parts and labor, was included. Unfortunately, your service agreement expired last month. As a result any service work will require a charge according to the enclosed schedule.

We are the largest distributor of industrial equipment in the area. Our extensive experience and expertise allows us to guarantee all repairs completed in 120 days. You won’t find a similar offer from any other distributor in the area.

To arrange an appointment for your repair, or to have our convenient pickup service come to your place of business, call (555) 555-5555.

Sincerely,

Payments & Returns — Comments Off on Underpayment, Effect on Discount
23
Nov 10

Underpayment, Effect on Discount




Example 1: Demand payment letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Burke:

We received this month’s payment for gym membership on July 3 in the amount of $50.20. The monthly fee for your family is $75, with a five dollar discount for payments made on or before the third of the month. This amount was agreed upon in your contract, regardless of the changes in the number of family members using our facilities. Please submit the remaining balance for $25.20 by July 15. Unfortunately, your early payment discount does not apply since the full amount was not received by July 3.

Member satisfaction is important to us. Please contact our accounts receivable office if you have any questions or concerns about your monthly charges.

Regards,

Example 2: Discount policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jackson:

Welcome to our book-of-the-month club. We are always anxious to acquire new members who are excited about reading the latest, greatest science fiction novels. We received your July membership dues in the amount of $20.25 on July 5. The actual monthly payment due is $39.25. Please remit the remaining balance for $19 by July 18 in order to avoid delay in the shipment of your books. Unfortunately, we cannot offer the new member discount of $8.25 since the entire amount was not paid by the required new-member deadline.

If you have any questions or concerns, please contact our office.

Happy reading!

Sincerely,

Example 3: Payment late letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Edwards:

Your payment of $353.12 for our moving services was received on August 9. Unfortunately, the actual amount due was $535.12. We realize that transposing numbers occasionally occurs; however, we will be unable to apply the original discount for first-time customers since the account was not paid in full by the required deadline. The original charge of $585.12 will apply, which brings your current balance to $232. Please remit this amount by August 25 to avoid late charges.

Best of luck in your new location. Please contact us if you have any questions or concerns about current or future accounts.

Sincerely,

Payments & Returns — Comments Off on Underpayment, Remit Balance
23
Nov 10

Underpayment, Remit Balance




Example 1: Past dues letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Nugent:

We received your check (#3344) for your July statement in the amount of $123.89. Unfortunately, the amount of the bill is $133.89. We realize that these slip-of-the-pen errors occur occasionally. Please send the remaining $10.00 before August 1, so that your account can be cleared before late charges are assessed.

We’d appreciate your prompt attention to this matter.

Regards,

Example 2: Letter for underpayment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ure:

Thank you for your recent payment. On July 3, we received a check (#4343) in the amount of $2123.90. This balance only covered the amounts for invoices #1222 and #1245. An additional amount of $567.92 for invoice #1196 should have been included in this payment. Please remit this balance by July 29 in order to avoid late charges and collection letters.

Thank you for allowing us to be your Morton Tools distributor.

Sincerely,

Example 3: Outstanding letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Epstein:

Your check in the amount of $10.00 was received on March 16. This, unfortunately, is only a portion of the amount owed for your February utility services. The amount of the bill, as seen in the enclosed copy, is $109.90. If you are interested in working out special arrangements for paying this bill, please contact us immediately. Otherwise, remit the remaining balance of $99.90 by March 31 to avoid late charges and termination of your utility services.

Please contact us if you have any questions or concerns. We will do what we can to assist you.

Sincerely,

Payments & Returns — Comments Off on Overpayment, Balance as Credit
23
Nov 10

Overpayment, Balance as Credit




Example 1: Letter of over payment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Haskins:

Thank you for your prompt payment for your July telephone service. The two checks enclosed were equal to $10.50 more than the actual balance on the account. A credit in this amount will be applied to your next bill.

You are a valued customer. We appreciate the responsible manner in which you handle your account. If you have any questions about this matter or any aspect of your telephone service, please contact our office.

Sincerely,

Example 2: Letter of over payment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Campling:

We received your prompt payment for the July 10 statement of your Visa card. Our records show a $50.02 credit to that account for a returned purchase from Hair Supply, Etc. The return was probably made after the statement was printed and mailed. You now have a credit balance of $50.02 which will be applied to your August 10 statement.

Thank you for the responsible manner in which you have handled your account over the past several years. If you have any questions, please contact our 24-hour customer hotline at 1-800-908-0987.

Sincerely,

Example 3: Balance credit letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Kellerhan:

We received your premium payment in the amount of $230 for the months of June, July, and August on May 31. Because you are a new customer, the processing of paperwork can be a lengthy procedure. As you were informed by an agent, full coverage did not actually take effect until June 15, when your application was accepted. Therefore, your account will be credited for $38.33, the amount equal to 15 days of coverage. This discount will be reflected in the amount owed on your next quarterly statement.

You are now fully covered. Thank you for allowing us to be your health insurance provider.

Have a healthy day!

Sincerely,

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