24
Nov 10

For Excellent Service from Outside Staff








Guidelines : For Excellent Service from Outside Staff

Commending Excellent Service from Outside Staff
Guidelines and Alternate Phrases

  • Commend the outstanding service performed. Get specific with details about that service so the reader knows what you consider “extra” effort: Was it exceptionally fast? How was it “beyond duty”? Was it particularly efficient? Was it performed with a commendable attitude?
  • You do excellent work. My attendance at your seminar was most enjoyable primarily because of the fine service and accommodations in your resort facilities. The physical fitness center is equipped as well as most membership gyms.
  • Your service was exceptional last week when I dined in your restaurant, arriving half an hour late for my reservations and with two extra guests. Not only did you seat us without complaint on this busy evening, you also saw to it that we were served promptly so we could still make our later appointment.
  • Your people obviously take the quality issue seriously. Two days ago I was in your store and spoke with Marge Hatfield about ….
  • I wanted to let you know how much I appreciate the extra time and care you put into preparing my graphics for the development study we recently submitted to SynTech on such a short deadline. With little more than a day’s notice, your staff (Jim and Janet) created a special application of their software to create the special effect necessary.
  • The service was dependable and thoughtful.
  • His attitude in rendering this special service was certainly one of a person who believes in “going the extra mile.”
  • She offered leadership, enthusiasm, and encouragement.
  • She was particularly astute in picking up on the little details that could have turned the occasion into a disaster, and she averted the problem quite effectively.
  • Explain why you are in a position to recognize and compare such commendable service. In other words, make your letter sound like you really know exceptional service when you see it. In so doing, you add credibility to your comments and make them more valuable to the reader. Remember these letters often go in an employee’s personnel file, and, at the least, they are often shared with colleagues and supervisors.
  • I travel extensively and can assure you that service is not the norm.
  • As a frequent attendee to such functions, I can truly say John’s service and willing attitude are among the finest I’ve seen.
  • Although I have a personal interest in … as a hobby, I recognize expertise of this caliber when I see it.
  • Include names. Recognize the contributions of specific people, not just groups. People like to feel you have remembered and singled out their individual contribution.
  • Please pass on my comments to George, who also took care of several publication details on the project.
  • I know your capable staff, specifically Margaret Hanson and John Blakeley, contributed to your effectiveness with their behind-the-scenes coordination.

Example 1: Commendation letter for outside staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Warner:
I echo the congratulations that certainly must be coming to you from many of those in the industry who recognize superb journalism when they see it. The recent article you contributed to Insight America represents the best of our U.S. efforts to inform and educate the families of disaster victims. Although I read numerous stories on such work done by the agencies you highlight in your article, yours by far was the most thoroughly researched and accurate feature.
My sincere thanks for not doing the usual journalistic fluff piece.
Sincerely,

Example 2: Sample letter of commendation

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Meadows:
People are always so quick to complain, but I’d like to start your day with a praise report. Two of your service station attendants in Phoenix, Mike Smith and Steve Bragg, gave me such excellent service I must let you know about their contribution to your company’s reputation.
The details are lengthy, but I want you to have a genuine appreciation of the time and thought these two men put into solving my car problem. They saw to it I didn’t get back on the road and have trouble in the middle of the night–with little cash at that.
On my recent trip through Phoenix my turn signals became inoperative and my power brakes went out. I eased off the road at the next exit and pulled into your station. Mike Smith, one of your mechanics who wasn’t even on duty that day but was at the station doing some repairs for himself, came over to my car and offered his assistance. He, along with the help of Steve Bragg, immediately diagnosed the problem as alternator trouble, a problem that would cost about $120. Knowing I was low on cash, Mike began to quiz me about the credit cards I had. Sure enough, he found another card that was good at your station.
Then, in the process of disconnecting the alternator, they found a loose wire that had shorted out the alternator. Not about to give up, Mike spliced the wires and took another gauge reading to make sure they had thoroughly repaired the car.
These two men knew they were not making a regular customer; I was from out of state. They could have connected the wires and charged me for a new alternator, and I would have never known the difference. Instead, they were as thrilled as I was they could repair the car quickly, safely, and inexpensively.
Mr. Meadows, as president of this corporation, you are filling an important position. But it is also good men like Mike and Steve, giving of themselves in real service, who make your company great.
Cordially,

Example 3: Response to commendation letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Kawa:
It is not standard procedure I write letters of appreciation after I return from conventions, especially to those outside my organization; however, neither was your effort on my behalf standard procedure in your position. I’m referring to the excellent service you rendered when I had difficulty with my rental car while staying at your hotel.
After my inability to persuade the rental car agency to replace the car at 2:00 a.m., you left your cozy desk in the middle of a rain storm to pick me up in your personal vehicle. And I was 45 miles from your location! Not only would you not let me pay you for the trip, you made special arrangements with room service after hours to bring a warm snack and coffee to my room. Then, much to my surprise the next morning, you coordinated the replacement of my rental car.
Believe me, in all my travels around the country this excellent service has not been matched anywhere. Needless to say, you have my business any time I’m staying overnight in your area. I also plan to send a copy of this letter to your hotel management in case they are unaware of your fine attitude and dedication to customer service.
Cordially,

Example 4: Resposne to appreciation letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Stammers:
I was most pleased to hear you are planning to do a story on one of our employees, Martha Hartman. I am also glad our public affairs department could provide your staff writer, Mark Jones, with the assistance he needed. As you are probably aware, this department gets many requests for information, but the background research Mark had already done on the subject certainly directed our staff in finding applicable statistics quickly.
We also appreciate your generous praise in the initial phone call, and I’m taking the liberty of sharing your comments with those involved.
You and others on your magazine staff such as Mark and photographer, Sheryl Kirkpatrick, are to be commended for your hard work on this project. We here at Dermott will especially be looking forward to the June issue of your outstanding journal.
Sincerely,

Example 5: Letter For Excellent Service from Outside Staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Crawford:
Thank you for taking the time to meet with us last Tuesday and give us a tour of your facilities. We certainly appreciated the opportunity to see your set-up firsthand and to learn of your current procedures.
I especially want to mention the helpfulness of your assistant, Sharon Summers. She was most accommodating in pulling our files to show us what information she had retained on our various product lines. Then, as a big time-saver to us, she provided the necessary forms to add our organization to your source list for the upcoming Hile project.
You have both been genuinely helpful and positive in allowing us to offer our services to your organization. We appreciate that sincerely.
Yours Truly,

Example 6: For Excellent Service from Outside Staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Contee:
Last week while Mrs. Smith and I were staying at your hotel, we received exceptional service from Ms. Tanya Maskoff, your director of housekeeping. We had a last-minute pressing problem she solved very efficiently and at an odd hour with a cheerful attitude.
My work takes me around the world quite often and such a customer-oriented attitude is not at all common. I want to let you know we appreciated Ms. Maskoff’s efforts.
Sincerely,


24
Nov 10

Anniversary of Client’s Business













Guidelines : Anniversary of Client’s Business

Anniversary of Client’s or Customer’s Business
Guidelines and Alternate Phrases

  • Mention the reason for the letter–the anniversary date.
  • Fifty years is a long time to maintain the excellent reputation your company has.
  • During these last 20 years, your company name has become almost a household word in our community.
  • Congratulations. We’ve just been informed you’re celebrating your thirtieth year in the automotive business.
  • Give at least one specific compliment: either mention an accomplishment or two, or state what you appreciate about the company.
  • We’ve particularly appreciated your considerable effort to pay us so promptly each month.
  • Your prompt delivery of equipment is one of the things that always stands out in my mind. We appreciate such effort to meet our special needs and timetables.
  • Your service people have always demonstrated a highly professional manner and courtesy toward our staff.
  • Your sales staff has always proved so knowledgeable about any questions we’ve had through the years.
  • Express your appreciation for their patronage.
  • Thank you for your business.
  • We appreciate your attitude about doing business.
  • We consider you a friend as well as a customer.
  • Clients such as you make our job easy.
  • Thank you for the confidence you’ve placed in our company.
  • We appreciate your trust and confidence through the past 20 years.
  • I can’t think of a single client relationship I’ve enjoyed more.
  • We value your business a great deal.
  • You have our heartfelt gratitude for your patronage.
  • Please know how very much we appreciate your business.
  • Look forward to a continued business relationship.
  • We look forward to a continued, mutually beneficial relationship with you during the coming years.
  • We will continue to do everything possible to maintain your trust in our expertise.
  • We wish you continued success.
  • Best wishes to you and your staff for the decade to come.
  • We wish you every success as you continue to grow.
  • Best of everything to you as you expand your services in the years ahead.
  • A pleasant relationship with clients such as you is one of the things that makes our business so enjoyable.
  • We look forward to many more years together.

Example 1: Anniversary of Client’s Business

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Stein:
I received the notice of your anniversary date in last week’s mail. Congratulations on your exceptional growth during the last 10 years.
As one of the old-timers in the community, I can remember when you began operations here in Belfast. You were in a 20’ trailer, with fewer than 12 members enrolled. As I understand it, your membership now exceeds 150,000 and is increasing by an average of 100 each week. Your living-donor program and fund drive stand out as two of your most noteworthy accomplishments during the last few years. In summary, you have grown from a small-town service to national recognition.
All of these successes, I’m sure, are due largely to the fine employees working continuously to make sure the membership’s needs are met — almost before the members themselves even perceive a need.
I’m proud to be associated with such a fine organization. You richly deserve such success and recognition.
Sincerely,

Example 2: Anniversary of Client’s Business Letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Bruce:

Congratulations on Ibsen Motor Plaza’s 15th anniversary! I was amazed to realize that I had been doing business with your rental company for such a long time now.

As a travel agent, the service you supply reflects on the service I provide. In 15 years, I don’t think I have received even one complaint concerning the quality of your staff or vehicles you rent.

The best thing about Ibsen Motor Plaza, however, has been the staff’s willingness to go that extra mile the few times renters have actually had serious car trouble. I still remember Mr. Morales ( a major client) telling me how Ramona drove another rental car out to where his car had broken down, then stayed with the disabled vehicle until the wrecker arrived so he could make it to an important business meeting. It is precisely these practices which distinguish you from the other rental companies.

Over these past 15 years I have never offered a contract to another car rental agency, and I doubt I ever will.

Yours truly,

Example 3: Congratulations letter to client on their business anniversary

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Heather:

I received the invitation to your fifth anniversary celebration in the mail this morning, and I just want to congratulate you.

Five years ago, people had their doubts. The conversation in the cafe usually ran, “Fitness Center? What we would do with a Fitness Center around here?” Well, you have since shown everybody just what you could do “around here.” I am especially impressed by the free fitness and safety lectures you provide at the local schools; it’s a wonderful community service.

And, incidentally, this little fitness equipment manufacturer the next town over appreciates your loyalty over the past five years. We are proud to know that all of your equipment has been supplied and maintained by our company.

I look forward to attending your celebration. I would like to suggest a toast (with carrot juice, I promise) ahead of time: may our next five years of working together be as productive and amiable as the last five have been.

Cordially,

Example 4: Congratulations to client on anniversary of business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Della and Steve:

I can hardly believe that The Greatest Guitar Shop Ever is about to celebrate 15 years in business. Congratulations are in order.

Over the years, your music store has gained statewide recognition. We have received calls at the plant from first time guitar owners telling us how much they appreciated Sikar Guitars–it seems Della and Steve had spent the better part of the afternoon explaining the merits of our instruments, and they wanted to compliment us on our craftsmanship.

Now, recommending our product is not why you have become legendary in the state (well, maybe it helps a little); it’s that spending the better part of an afternoon with a customer that does it. We are proud to know that you have such respect for Sikar guitars.

We look forward to another 15 years of hearing great things from The Greatest Guitar Shop Ever customers.

Regards,

Example 5: Greeting letter on business anniversary

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Kayla,

Congratulations on celebrating the anniversary of your first year in the landscape design business! Dreamscapes has had a phenomenal year.

We have seen your design work all over the city. Your ability to capitalize on what many people would consider defects in the terrain have truly turned the yards you do into works of art. One favorite of almost all of the workers here at Arboretum Nursery is the night blooming garden at the Tarillo Estate. It is absolutely breathtaking.

We are proud to be a part of the artistry you create. We hope that you will always find the plants, flowers, trees, and shrubs offered here worthy of inclusion in your work.

We look forward to working with you on upcoming projects.

Sincerely,

Example 6: Anniversary business letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. McMurdo:

Congratulations on the 25th anniversary of The Furniture Craftsman.

It was because of you and The Furniture Craftsman that we have enjoyed such success creating custom-made furniture. We can still remember you driving all the way out to Kent at our request to view the furniture we were building. Your generous recommendations regarding the quality of our work resulted in almost more orders then we could handle. We are proud to be represented at such a fine store.

May you continue to experience much success at The Furniture Craftsman. We are grateful to be affiliated with such a fine business.

Regards,

Example 7: Sample letters of Anniversary of Client’s Business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Carol Davies & the Staff of Freeport Preschool:

Congratulations on seven years of providing the finest preschool education in the area.

It hardly seems that long since you started out, with so many expectations of what preschool education should be. Learning for Life Educational Programs was proud to be with you at the beginning. In light of your accomplishments, we are prouder still to be an integral part of your curriculum today.

We feel good knowing our educational programs are being used at what has been ranked the number one preschool in the state for the past four years in a row. It’s people like you who make our educational programs succeed.

We look forward to helping you continue to provide excellence in preschool education.

Sincerely,

Example 8: Letter for Anniversary of Client’s Business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Melrose:

We would like to congratulate you on your 16th anniversary. We hope you enjoy the bottle of wine we have been saving especially for this occasion.

Ten years ago, your store took a chance and began to act as a distributor for our vineyard. We were so grateful for the exposure we would have been happy to be tucked away in the back corner of your store. Instead, you and your staff arranged our wine with care at the front of the store and began enthusiastically promoting our locally-made vintages.

While we have expanded our distribution in recent years, no re-seller will ever be quite as special as Melrose Wine & Spirits. We are grateful for the generosity you have shown us and look forward to working with you in the years to come.

Sincerely,

Example 9: Business anniversary letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Kelvin:

Our company newsletter contained the information that you are celebrating eight years in the software business. We would like to congratulate on this accomplishment.

As software representatives, we have seen companies come and go. We knew, however, that would not be the case with the Kelvin & Stout Company. The innovations you have pioneered as well as the close attention you paid to consumers’ comments and suggestions has made you one of the premier software companies of the decade and the most successful of all the companies we represent. Your reputation for excellence is well deserved.

We are proud to offer your software lines to the retail market and hope to continue to do so.

Sincerely,

Example 10: Example letter for Anniversary of Client’s Business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Mr. Wellman:

We understand that you are about to celebrate your 25th year in the photography business and would like to offer our congratulations.

We are well aware of the recognition your studio has gained throughout the years; the numerous awards you have won for your extraordinary, whimsical photographs of children are well deserved.

We are pleased you have allowed us to supply the photographic equipment necessary to produce your award winning shots for the past 25 years. We appreciate your loyalty and want you to know you can count on ours in the years to come.

Yours Truly,

Example 11: Anniversary of Client’s Business letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Maxwell:

Let’s celebrate! It’s been 10 years since you first selected Atomo-Vision as your exclusive supplier for your promotional needs. Hard to believe it has been a full decade since we produced your first promotional materials.

Since that time, our relationship has proved both mutually beneficial and profitable. I can remember a time when our shipments to your company took up barely two or three boxes. Nowadays they are among the largest we process.

As a sign of our appreciation we’re discounting your next purchase by 25 percent. It’s just our way of saying thanks for the last 10 years and here’s to 10 more.

Sincerely,


24
Nov 10

Individual






Example 1: Individual achievement recognition letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Our New Director of the Board

As you all know, Jason Jones was recently appointed as our new Director of the Board. We would like to recognize Mr. Jones for the excellent guidance he has given the Board thus far. His high confidence level in our employees as well as his strong presence has increased morale and brought new energy to our company. This new energy has been reflected in the work of all of our employees.

Mr. Jones has helped us settle issues which had been sitting on the table for months. We are expecting our net profits to go up this quarter. All of our hard-working employees who have implemented Mr. Jones’ initiatives are responsible for this gain. Keep up the good work.

Example 2: Employee achievement letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to Mary Hanley

I am proud to announce an amazing accomplishment by one of our staff members. Mary Hanley just received a grant in the amount of $290,000 to be awarded over four years for her continued research on low-fat, high-flavor cooking techniques. The grant was awarded by the Heart America Foundation to 3 chefs in the nation who showed great promise, as well as a dedication to the art of healthy cooking.

We are all well aware of Mary’s skills with the skillet. She can turn a regular stir-fry into an amazing health dish. Congratulations to Mary. I’m sure you won’t have any trouble finding food tasters to sample your work.

Example 3: Complimentary letter on achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations on Your Promotion

Congratulations Dan! Your promotion to managing director and chief investment officer is no small accomplishment. You have definitely earned this position after working your way up the corporate ladder. Some of us remember when you were assistant manager of business accounts. Now you have reached the top of your field through diligence and hard work. Those long hours have definitely paid off.

Please let us know if we can help make your transition to this position easier. Best wishes.

Example 4: Complimentary letter on individual achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations

Cheers to you, Jeannette! For the third time you have exceeded our quota in embroidering handbags. Not only are you quick, but you also get the job done right. All of your work passes the quality inspection check points with no discards. This is a major accomplishment. As usual you will be receiving the bonus pay which accompanies overproduction by at least 10%.

We are proud to have such a talented and dedicated seamstress on our staff. Thank you for your hard work.

Example 5: Individual accomplishment letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Baxter:

You definitely exceeded the company’s expectations. In your first month here you have already recruited two major clients. In addition, you re-tooled the plant’s safety plan, collaborated with Jones Chemical for a major research project, and, most impressively, managed to remember everyone’s name. Maybe you can give us “how-to” tips!

We thank you for your significant contributions thus far to Murphy Manufacturing. We look forward to more good work from you.


24
Nov 10

Departmental






Example 1: Congratulation letter on departmental success

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to Processing Department

The Processing Department has just filed the last folder and put the lid on the last box of the Allen Carter’s scholarly papers. After 12 years of processing over 20,000 boxes of archives, the job is complete with indexes.

The high quality processing and indexing of the Carter papers is sure to lead to important acquisitions in the future. We appreciate the dedication and hard work of the Processing Department as they continue to improve our collection.

Example 2: Accomplishments letters

Memorandum

TO:

FROM:

DATE:

SUBJECT:

Congratulations to all of you who have worked so diligently on our new fragrance. Test marketing has indicated a high interest level, even higher than the recent Blast Co. scent.

This accomplishment may be the break our company needs to make us a household name. Our marketing department is currently working on a full-scale international campaign.

Your job requires a lot of patience. Developing a unique scent is no small challenge. We applaud you.

Example 3: Compliment letters on depart success

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to the Shipping Department

As you may have heard, our shipping department has recently developed a new packaging system which has revolutionized the packaging and shipping industry. It is an ecologically sound system because we use 80 percent recycled materials. Wasted packaging is eliminated by a new volume measurement system.

Our customers love the design because shipping costs decrease and there is less waste. We have had several inquiries from companies around the country concerning the new system. If you have a chance to check out the new equipment and procedure please do so. We are all very proud of this accomplishment.

Example 4: Departmental memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Most Volunteer Hours

Congratulations! You have truly shown your dedication to your community. In the last three months your department has logged over 1,000 volunteer hours, representing our company in food bank distribution centers, mentoring programs, and highway litter pickups.

You work together diligently both in the company and in the community. Thank you for the excellent representation. We encourage you to issue a challenge to other departments to meet or exceed this number.

Example 5: Departmental Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Muscular Dystrophy Donations

We are still in the process of raising money to contribute to the Muscular Dystrophy Society on Labor Day. Congratulations to the Marketing Division for bringing in the highest total donation of $4,500 for the month of June. Marketing staffers held boot drives and asked for personal donations to earn this great total.

Overall, our company fund for the Labor Day contribution is $19,990 as of July 20. As you can see, the contribution of Marketing accounts for a large portion of the sum. We thank you for your hard work.


24
Nov 10

Company






Example 1: Congratulation letter on company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Increase in Company Earnings

Congratulations! Our company earnings jumped a whopping 25% to $20 million during the last quarter. You deserve the credit. The Employee Board, which has been the voice of all employees at major board meetings, has helped the company to focus more on the needs of our employees. There has been a general increase in morale and a tremendous increase in productivity.

We realize now more than ever the importance of listening to our employees at all levels. Thank you for your hard work!

Example 2: Company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Increase in Contributions

The entire staff deserves a round of applause for the increase in charitable contributions in the last quarter. Over $200,000 was donated to charities such as the National Cancer Association and the Children’s Hope Foundation in the name of our company.

Your donations, whatever the size may be, are essential to community organizations. We appreciate the way you represent our company inside our own walls and out in the community.

Example 3: Company achievement letter to staff

Memorandum

TO:

FROM:

DATE:

SUBJECT: Improved Safety Statistics

Congratulations to our crew! Our injuries have decreased as our safety standards have increased during the last quarter. The average number of injuries per month is 10. So far this month, only one minor injury has been reported. You are to be commended for implementing the new safety standards.

We know these standards can be an inconvenience from time to time; however, as you can see from these results, safety is well worth the effort. Keep up the good work.

Example 4: Appreciation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Litter Clean-up

Our dream to have a spotless work place is almost reality. The front lawn, once covered with litter from passing cars, is now trash-free and the bushes are beautifully trimmed.

I appreciate the pride you have for your working environment. Thank you for your efforts to resolve the problem. Better working conditions are the key to higher morale.

Example 5: Sample letters for Company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recycling efforts

Although we have only recently begun our recycling program, we are already helping the environment. This early success can be measured in the amount of trash we discard each day. Before the program, the company discarded 12 garbage bags full of waste per day. After only two months, our garbage output has decreased to only three bags per day. This means we have reduced the amount of garbage sent to landfills by 270 bags per month!

Congratulations on this excellent accomplishment.