Public Relations

Billing Problems / Business / Complaints / Customer Relations / Problems, Pointing Out — Comments Off on Sample for Claim for Over Pricing, Wrong Delivery
14
Aug 21

Sample for Claim for Over Pricing, Wrong Delivery

Date: ____________________________________

Claimant’s Name: _____________________________

Address of Claimant: __________________________

___________________________

Name of Carrier: _____________________________

Address of Carrier: __________________________

__________________________

This claim for $ ______ (_____________________________ & ____/100 dollars) is made against the carrier named above by _________________________, Claimant, for overcharge in connection with the following shipment(s):

Description of Shipment: ____________________________

Name and address of Shipper: _________________________

Shipped from ____________________________ to ____________________

Final Destination: ______________________ Routed Via ____________

Bill of lading issued by _______________________ (Company) on the ______________ day of _________________, 19___.

Paid freight bill No. _________________ Truck No. _____________ 

And initials ___________________________,

Name and Address of recipient __________________.

Nature of Overcharge: __________________________

DETAILED STATEMENT SHOWING HOW AMOUNT CLAIMED IS DETERMINED

Number of packages __________________, articles  _______________, weight ___________, rate ___________, charges  _____________, amount of overcharge ________________ Dollars.

Authority for rate or classification claimed: __________________________________________

In addition to the information given above, the following documents are submitted in support of this claim:

(___________) 1. Original Bill of lading, if not previously surrendered by carrier.

(___________) 2. Original Paid freight (“expense”) bill.

(___________) 3. Original Invoice or Certified Copy.

(___________) 4. Weight Certificate or certified statement when claim is based on misrouting or valuation.

(___________) 5. Other Particulars obtainable in proof of loss or damage claimed: __________.

Remarks: ________________________________________________________

________________________________________________________________

________________________________________________________________.

The above statement of facts is hereby certified as correct.

Dated: ________________________________.

______________________________________

CLAIMANT

The claimant for Reduced Price – Review List

This review list is provided to inform you about this document in question and assist you with its preparation.  Claims for price reduction are a standard feature of most commercial businesses.  This general format can be adapted to a host of different situations.  The more complete the form appears, the more apt you are to get a reduction in price, whether technically merited or not.

  1. Make multiple copies.  Send one to the signatory by fax and/or mail.  Keep one with the transaction file.  Note a suitable date, such as 7 days later, to follow up by phone to finalize the result.  As with all negotiations, as suggested in our disc of that name, have your end goal in mind when entering into one of these transactions.
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Welcome to New Shareholder — Comments Off on Welcome to New Shareholder
01
Dec 10

Welcome to New Shareholder



Guidelines : Welcome to New Shareholder

Welcome to New Shareholder

Guidelines and Alternate Phrases

  • Make the stockholder feel a part of the company.
  • We welcome you as a company owner.
  • We’re pleased to have you as a stockholder and voting decision-maker in our growing organization.
  • Inform the stockholder about reports or other documents you are enclosing or will be forwarding regularly.
  • Invite the stockholder to ask questions or offer suggestions about the company’s operations.
  • We welcome your questions, ideas, and suggestions for improving our services and products.
  • Let us know when we can provide further information to you.
  • If you discover ways we can improve our operations, please feel free to pass along those ideas to us.

Example 1: Welcome letter to shareholders

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Grafton:

We are pleased you have purchased common stock in Fullerton-Ramsey. As one of the company’s owners, you will be kept informed about your investment. Enclosed is our latest financial statement. You will also begin to receive copies of our annual and quarterly reports.

The annual meeting of shareholders is held on the last Tuesday of May. We will solicit proxies from shareholders who are unable to attend the meeting in person. You will receive a report telling you what happened at the meeting whether or not you attend. We hope you will find our financial and other reports helpful in following the progress and activities of your company.

Fullerton-Ramsey is currently paying quarterly dividends of $1.02 per share. Dividend checks will reach you about the 15th of March, June, September, and December. If you prefer to apply your dividends toward the purchase of additional stock, you may participate in the Automatic Dividend Reinvestment Service described in the enclosed brochure.

We are happy to have you join our group of owners.

Sincerely,

Thank You for Interview — Comments Off on Thank You for Interview
01
Dec 10

Thank You for Interview







Guidelines : Thank You for Interview

Thank You for Interview

Guidelines and Alternate Phrases

  • Express appreciation for the time and effort the reporter made in giving you air time.
  • Thank you for the August 6 opportunity to share with your listeners how they can….
  • I appreciate your taking the time to interview me and prepare a feature story on the issue of….
  • Your questions proved quite out of the ordinary in our August 2 interview. They were a welcome change to the mundane issues that usually come out of such a discussion. I appreciate your thorough preparation on the subject.
  • Summarize modestly your contribution to the publication, radio, or TV audience.
  • I hope your readers now will have a better idea about how to….
  • As a result of the interview, the public now can put a name and an agency with their funds.
  • At the least, your audience now will be aware of all the available avenues to accomplish their tasks of….
  • The key message your audience should benefit from is that….
  • Remind the reporter to direct inquiries to you and provide details about where you can be reached.
  • If your listeners call you for more information, please refer them to my office.
  • Should you receive inquiries about…, let your readers know they can call us direct at 680-8890.
  • We’ll have staff on duty all weekend to handle calls from your viewers who may need help with….

Example 1: Sample of a thank you letter after media interview

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ted:

Thank you for the August 6 interview on work-at-home arrangements offered to employees by major corporations. No doubt, you had read several pieces on that growing trend because you asked such intriguing questions. I hope my answers were equally on target.

Also for those would-be entrepreneurs, the article might spur them into early retirement and a brand-new career. I do think that decision will be easier after they face the realities we covered in the interview.

Should you have any inquiries about the research or our organization, please refer them to Merry Ringer at (800)898-9876 and we will follow up.

Sincerely,

Example 2: Letter of thanks to reporters

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Jeanie:

Thank you for the opportunity to be a part of your morning radio show. We are excited about our company fund-raiser for the local shelter for homeless children, and were grateful for the chance to let even more people know about it.

I appreciated all the questions you asked concerning the fund-raiser. I must admit, at first I was pretty nervous, but your hospitality and the questions you asked not only helped calm me down, but they also helped make sure your listeners got all the pertinent information!

Should anyone call for more information about the fund-raiser, please refer to them to Betsy, our fundraising coordinator, at 490-5395, ext. 484. Thank you again for your time.

Sincerely,

Example 3: Thank You for Interview

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Carson:

Thank you for allowing our organization to be a guest on your show.

Many people have heard the term “non-profit organization” but not everyone knows how a non-profit organization works. Your questions helped guide the viewers through the basics of non-profits. They certainly provided me with an easy framework for getting across all the information I felt was important for people to know.

If you should receive phone calls from people who wish to volunteer their time or services, please have them contact me at 493-2356. I enjoyed being a part of your show.

Yours Truly,

Example 4: Thank you letters

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Noah:

Thank you for the feature story on our company, Interviews Inc. We feel we offer a unique service-—as far as we know, we are the only company in the area that conducts seminars on “how to survive job interviews”.

We especially appreciate you attending a seminar so you could see firsthand how we operate, and the follow-up interviews you conducted with people who have attended our seminar. We are pleased you were impressed with our company. And we must say we were more than mpressed with your article.

If anyone should call the paper for further information, please tell them to contact Stan Lee at the number you provided in your article.

Sincerely,

Example 5: Thank letter to interviewer

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Mr. Calhoun:

Thank you for your plans to feature BioGenetics in November issue of your magazine. We are at the forefront of a scientific revolution, and we welcome the chance to explain how and why our company is advancing in the studies of biogenetic engineering.

It was obvious from your questions you had done a great deal of research before you ever came to our offices, and we appreciated your interest. We only hope our answers interested you as much as your research did.

We look forward to reading your article. Remember, if you receive any inquiries about BioGenetics, you can refer them to Ms. Jane Loyola in our public relations department.

Sincerely,

Thank You — Comments Off on For Letter of Support
01
Dec 10

For Letter of Support



Example 1: Thank you letter for media support

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Mr. Keller:

Thank you for your letter of support for the new design of the XL-42 air bags. Although much of the auto industry is opposed to them, we feel the innovative design could help save countless lives.

Like you, we believe the industry is more opposed to the air bags due to the increase in production costs than due to any inherent design flaws. We are committed, however, to pursuing this design and more importantly, we believe our customers deserve it.

We have forwarded your letter to our design department so they know it is not just their management team who believes in their creative work.

Thank you for your support.

Sincerely,

Example 2: Thanks to team for coverage

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Ms. Martinez:

Thank you for the recent letter of support for our company that you sent to the Chronicle.

Evidently, the reporter from the Chronicle who wrote the feature story on our company did not agree with several of our policies and practices. It was therefore extremely gratifying to see one of our customers come to our defense. Your succinct rebuttal of his one-sided views (with an accurate explanation of the company’s practices) gave us a much fairer representation than his article did.

Again, thank you for your loyalty and support.

Sincerely,

Thank You — Comments Off on For Favorable Coverage
01
Dec 10

For Favorable Coverage



Example 1: Thank you letter to news team for coverage

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Ms. St. Claire:

Tyler & Sons would like to thank you and the WTMX News Team for your coverage of our business practices on your exposé of “honest businesses.”

We were pleased to being featured as a business that is built on ethics. Honesty has been a cornerstone of our business dealings since we opened in 1941. We are honored to be recognized for this.

Thank you again for your time and your coverage.

Sincerely,

Example 2: Letter for media exposure

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Mr. McKenna:

We wish to express our delight at being so favorably reviewed in your weekly Wine & Spirits column.

At Catskills Winery, we work hard to produce quality wine and champagne. We are proud of the vineyard our grandparents started, and are always striving to meet their high expectations. After having read your review, we felt we had met those standards.

It was a pleasure having you visit, and even more of a pleasure knowing that you enjoyed our wine so much.

Sincerely,

Support for Media Position — Comments Off on Support for Media Position
01
Dec 10

Support for Media Position







Guidelines : Support for Media Position

Showing Support for a Media Position

Guidelines and Alternate Phrases

  • Express appreciation to the media for its position.
  • We commend you on your strong stand about….
  • We are pleased to see you respond to the matter of….
  • Thank you for being so alert to the dangers of….
  • Sunday’s feature story entitled…has been long overdue. Thank you so much for the fine research in bringing to light the pitfalls in….
  • Summarize why you agree with the position.
  • Thank the media for bringing the issue to the attention of the public.
  • You have done a valuable service in bringing this to the attention of the community.
  • Thank you for providing the research necessary to help us make an informed decision.
  • Our city owes you much for presenting this often unheard side of the issue.
  • The citizens of Hillsboro owe you a great deal for supporting this cause with your in-depth research and fine article.
  • I, for one, am grateful your newspaper has chosen to make the facts known to the citizens of Hillsboro.

Example 1: Sample letter to media

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Editor:

We at Avalon Incorporated commend your editorial denouncing the trend among major companies in the U.S. to resort to bankruptcy as a means to avoid labor contracts, legal difficulties, and retirement obligations to their employees.

In graduate school, we were taught a declaration of bankruptcy was an admission of failure. Now, chief financial officers often urge bankruptcy as a means to reduce labor costs and dump their retirees at the doorstep of profit.

Avalon believes this alarming trend will undercut the gains made in labor relations for the past 20 years.

We commend you on your farsightedness in presenting these all-too-often hushed reflections among companies that do their very best to treat their long-term, loyal employees as they deserve to be treated.

You may have raised a few hackles in some quarters, but your editorial has done a service for our local retired and soon-to-be-retired citizens. Thank you.

Sincerely,

Example 2: Support letter for media

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Editor:

We would like to express our support for your editorial regarding the decline of the concept of providing service to the consumer.

Too often, companies seem more interested in manipulating the consumer in order to increase their profit margin than they are in accomodating the needs of the loyal customer. Corporate analysts gather demographic data simply to manipulate the consumer. They push the idea of instant gratification, even if what you’re getting is not exactly what you want or need.

Dreamscapes, Inc. strives to provide our consumers not only with a quality product, but also a product that meets their needs. We spend a great deal of our budget on customer research, so that we may provide the consumer with a supreme sense of satisfaction in the products we offer.

While many companies will no doubt be outraged by your editorial, we applaud your stance.

Sincerely,

Example 3: Letter to editor

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Editor:

We applaud your Sunday editorial criticizing the lack of regulation of HMOs. As you point out, many of these HMOs are making profits at the expense of our workers; and in some cases, people have been denied critically needed services because they “would cost too much.”

As business people, we have an obligation to make sure our employees are receiving the best health care we can provide, and we support your call to boycott the HMOs mentioned in your article. Their records of denial of vital services certainly makes a case for a boycott.

At Newcastle, Inc. we recently decided to use a new health provider, and one of the companies mentioned in your article was on our preliminary list. After some research we decided they sounded just a bit too good to be true, and your investigation of their practices has certainly reinforced that position for us.

Thank you for bringing these practices to the attention of both employers and employees. Let’s hope all businesses act in a responsible manner and drop these companies if they are currently carrying them.

Yours Truly,

Example 4: Appreciate to editor

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Editor:

We would like to thank you for your recent editorial urging your readers to support their local businesses. As a local grocer, I am in constant competition with the large supermarket chains, all of whom can offer a wider selection of choices at lower prices than owners of neighborhood stores can provide.

But as the people in the area know, I can special order just about anything, and I can offer them something the chain stores don’t—a genuine interest in their welfare. I know them, their families, and the community. We don’t just ask how they are today, we ask about sons and daughters, baseball games, dance recitals, and graduations. And while these are intangibles, I firmly believe they are just as important as what the customer carries out in their bag—maybe even more so.

Furthermore, our store has become a meeting place of sorts, one that helps to keep the community in touch with one another, and keeps neighbors informed in times of need. As you said, people need to become involved in their communities, and becoming patrons of their local businesses is a great way to start.

Yours Truly,

Example 5: Thank for media/h1>
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Mr. Boudin:

We recently learned of your editorial urging businesses to become more involved in community affairs. We couldn’t agree more.

Three years ago, Farber’s began a reading-incentive program with one of the area schools. This partnership turned out to be rewarding for both the workers who participated in the program as well as the students. A true rapport developed between the workers and the students, to the point that if you walked into the employee break room, the kids were often the main topic of conversation.

After only three years, we have increased our employee involvement to the point that our community has now had to place us in two elementary schools. We are delighted at this turn of events.

Becoming so involved in our community has strengthened our company and its sense of commitment to fellow workers and community at large more than we ever thought possible. It has been a completely positive experience, and one that we feel all companies should experience.

Sincerely,

Suggestion for Interview — 1 Comment
01
Dec 10

Suggestion for Interview







Guidelines : Suggestion for Interview

Making Suggestions for Interviews

Guidelines and Alternate Phrases

  • Grab attention with a startling statistic, pithy quote, intriguing question, or provocative statement.
  • Suggest the interview and possible topics of discussion.
  • Sam Levett is an expert in…and can make himself available for an interview on August 9 or 10.
  • I’m enclosing some further information on the new product line, along with a biography of the principal engineer involved. If you would like to interview Sam, please call 349-009-3879.
  • Your readers would most certainly be interested in how they can…, and Sam Levett is just the kind of guy who can inspire them to action. He will be doing interviews in your city on August 10 and would be glad to set something up with you.
  • Emphasize the interviewee’s credentials.
  • As an engineer with 23 years’ experience for the company,….
  • John has been on the President’s Task Force for the past two years….
  • Having published frequently in trade journals, Myron now has put his information into booklet form and has sold the rights to Prentice Hall.
  • As a consultant to clients such as IBM, Exxon, and Proctor and Gamble, you’ll find Myron a particularly knowledgeable consultant with a wide range of expertise to draw from in fielding questions.
  • Include a contact name and number.
  • If you’re interested in pursuing this subject, please call….
  • If you think your audience could profit from hearing about…., Dan James (312-688-9998) will be happy to schedule an interview.
  • To discuss this idea further, please phone….
  • If you need a guest who can motivate your audience to…., then call Dan James at 312-688-9998 to arrange a convenient interview time.

Example 1: Letter for give suggestion for Interview

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Jamieson:

“I can’t get anything done at the office; I’m going home to work.” When employees utter that sentiment, it’s time for a change. Last year, 18.3 million people ran their businesses from home, a 23 percent increase over the previous year. The IRS reports one in three businesses registered in the last two years has been home-based. The typical home worker is a 41-year-old male college graduate, married with children, making $40,000 annually.

More than 200 major corporations in the U.S. now have pilot projects allowing their employees to work at home at least part of the day or week.

Myron Jones, director of Human Resources at Fountain Corporation, has just completed a study among these 200 corporations on productivity increases. Myron will be available for interviews the week of August 5 and would be willing to share with your readers some other fascinating survey results such as:

• The “mommy track” idea misses the mark.
• Large companies fear small businesses.
• Husbands and wives can blend business and family under the same roof.

Myron’s studies have taken him into corporate offices around the world, where he has met with heads of major corporations to get their feedback on such at-home arrangements. He also has been published widely in trade journals in the human resource field.

If you’d be interested in interviewing Myron about supervising work-at-home employees and the productivity increases associated with this phenomenon, please call Margaret Hayden (315)378-9873.

Sincerely,

Example 2: Recommend the person for interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jensen:

Restructuring a company isn’t an easy task—sometimes you are so close to the situation it is almost impossible to tell where the most effective changes would take place. That’s why I would like to suggest that you contact Kendall Craig.

Kendall is a consultant specializing in restructuring recommendations. Her credentials are impressive, to say the least. She graduated from Harvard with honors, and has established for herself an enviable reputation in her field. Because of her work with Schuster’s last year, they managed to stay afloat, and have even shown a gain this year for the first time in several years.

Mr. Jensen, I really feel that Kendall could help you streamline your company quickly and more efficiently. She can be reached at Crisis Consultation, Inc. I think you will be impressed by what you hear.

Let me know if I can be of further assistance.

Sincerely,

Example 3: Suggestion for Interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Van Dyke:

I empathize with your employee training problems, having had a similar dilemma myself recently. I solved my problem by hiring Rod Sterling as our company’s personnel trainer; and you would not believe the difference he made. Not only were there startling improvements in employee morale, but there were definite net gains as well. Unfortunately, Rod has relocated.

But my misfortune is your golden opportunity, because Rod has moved to your town. I happen to know he is available. If you are interested in his unique training approach, I would suggest you call him at 554-4858.

I hope you will consider letting Rod work for your company. I know you will be pleased with the results.

Yours Truly,

Example 4: Letter to interviewer for suggestion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sue:

I understand you have reached the end-of-year-fiscal-report brain-lock, having read the same words so many times that you are no longer sure how they sound, if words are spelled right, or what a punctuation mark is. However, I just may have the solution for you.

My friend Sharon works at Editors Inc. and not only has 10 years experience with the company, but worked 15 years prior to that as an editor at Random House—in their Corporate & Business Books section. If her experience doesn’t speak for itself, let me add that she worked with me on my company’s end-of-year report last year and I ended up receiving an award as a direct result of her extremely perceptive advice.

I would strongly urge you to call Sharon at work (545-FIXX) and arrange an interview with her. For the amount of work she does, her fee is quite reasonable.

I hope you give Sharon a chance. I know you will be ecstatic with the results (and, more importantly, so will your boss, your CEO, the Board of Directors and the stockholders!) Let me know what you decide!

Regards,

Example 5: Give suggestions for celebrity

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jake:

I know your cleaning company has been doing a poor job, but do you realize that they could be causing an employee health hazard as well?

Studies show that a growing number of people are having problems with dust allergies. That increase in dust and dust mites in that section of the office could be the reason you are experiencing an increased amount of employee absenteeism, as well as why so many people in that division are complaining of “summer colds.”

Tedrow Cleaning Staff cleans our offices, and I highly recommend them. Since Mahkalia Tedrow and her staff have started cleaning for us, the office has been absolutely spotless. The pride they take in their work and the thoroughness of the job they do has been noticed and appreciated by everyone from the receptionist to the CEO, and, more to the point, by our clients.

Should you like the chance to interview Mahkalia Tedrow, her number is 853-7439.

Cordially,

Solicitations — Comments Off on Thank You for Successful Campaign
01
Dec 10

Thank You for Successful Campaign





Guidelines : Thank You for Successful Campaign

Thank You for Successful Campaign

Guidelines and Alternate Phrases

  • Commend the organizations and/or individuals on their efforts, giving an overview of the success of the campaign.
  • We want to commend your efforts to….
  • You should be very proud. Together, you have just given more than $92,000 to….
  • You are a caring group. To date, your donations have just topped $92,000 to the….
  • Thanks to your efforts, the Natshu Foundation has just raised more than $92,000 to begin construction on….
  • You have responded in an overwhelming way. Thanks to your efforts, we now have the funds to….
  • You have been so generous with your time. During the past six weeks, you as members have contributed more than 1,600 hours on behalf of….
  • How can we express our appreciation for your efforts? In case you haven’t heard the final tally, you as a group have just contributed $92,000.
  • You have made a tremendous difference in our future here at the University. As a result of your generosity during this year’s annual fund drive, we have received more than $92,000 to fund our research, attract scholarship students, and….
  • You have shown your concern in a most tangible way. We have received $92,000 to date toward the restoration of the Nateson Building, and we are ready to begin work immediately.
  • Elaborate on specific benefits of the effort or on at least one future use of the donation.
  • Thank the reader for his or her support.
  • Thank you for your generosity of spirit and your contributions.
  • We appreciate your support of this worthwhile protect. Our community will be a better place because you gave.
  • We thank you sincerely for your gifts. The money has made possible so much more than what any one organization could do alone.
  • Your support has made the difference in several individuals’ futures.
  • Thank you for your sensitivity to a need and your generosity in meeting that need.
  • Thank you for caring and giving.
  • Your willingness to support these efforts will be long-remembered by the community.
  • On behalf of generations to come, I thank you for your help in seeing this project to fruition.
  • We appreciate your interest and your open hands. The generosity of people like you makes things happen.
  • Our community is a better place because you gave of your time and your love.
  • We appreciate your support in seeing this project to its ultimate goal–a new hope for the suffering.
  • Thank you for being a part of the good one community can do when its people pull together.
  • We’ve reached our common goal–better schools for a more educated workforce. We thank you for the role you played in this effort.
  • We appreciate your assuming responsibility for leadership and voluntary participation in this project. You and your colleagues have done something of which you can be very proud.
  • We commend you on the wisdom, foresight, and generosity your contribution represents.

Example 1: Thank you letter to donor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Members,

Our fund-raising and tutoring efforts at Boys Country have been an overwhelming success. During the past four months, you have contributed $120,000 and donated more than 1,240 hours of volunteer time in helping the students master this semester’s studies.

With the $120,000, the 8,000 square-foot dormitory that houses from 22 to 26 boys can be renovated and expanded to include eight other badly needed bedrooms and a large recreational game room. The directors also plan to buy two personal computers for the boys’ use in their school work and as part of their own learning and entertainment.

We don’t have to tell you what the hours spent in personal tutoring meant to the boys’ attitudes about school work and to their own self-esteem. Ten of you spent two hours two evenings a week during the entire semester working one-on-one with these children. As a result, 12 of the 14 boys saw a drastic improvement in their grades. No less important than their academic achievement, their improved attitudes about themselves and their abilities can be attributed to knowing someone cares about them individually.

On behalf of Boys Country, thank you for expressing your concern for those less fortunate in such a memorable way. Your efforts will bear results in the lives of these boys for years to come. We hope that brings you great personal satisfaction.

Sincerely,

Example 2: Congratulation letter for campaign

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Ms. Charbonnet:

We just wanted to commend you on the excellent work you have done in our recent campaign for our new edition of the HiTower Graphic package.

Your hard work, your enthusiasm, and your perceptive analysis of every problem area as we worked to bring this project to completion helped to make this campaign such a tremendous success.

Thank you for everything that you have given to this campaign, and this company.

Yours Truly,

Example 3: Thank you letter for successful campaign of fund raising

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Christopher:

We are indebted to you for the remarkable job that you have done with the Conrad Campaign. Your organization of the information and materials from all of the involved departments, and your impressive presentation of the suggested plan of action were instrumental to the acceptance of our proposals.

You should be proud of your accomplishments—we certainly are. Congratulations!

Regards,

Solicitations — Comments Off on Responding Positively
01
Dec 10

Responding Positively







Guidelines : Responding Positively

Responding Positively to Solicitations

Guidelines and Alternate Phrases

  • Express interest in and appreciation for the organization and the cause.
  • Through the years, we have encountered many success stories from those you’ve helped to find life-changing skills.
  • The name of your organization is certainly on the lips of anyone who has followed the plight of the homeless in our community.
  • Because of agency efforts like yours, we as citizens can be proud of our community.
  • You’ve done an admirable job through the years of providing relief for local disaster victims.
  • Morris Chapman, one of our employees, speaks very highly of your efforts toward the prevention of drug abuse. Upon his suggestion, we are enclosing….
  • We are pleased to know your organization is directing its attention toward the need for better mental health care in our community.
  • Thank you for contacting us about the opportunity to help in the restoration of such a rich cultural site as the Nateson Building.
  • We appreciate the attention your organization is focusing on literacy. The plans you describe in your letter will be a welcome relief to many who have difficulty functioning in our complex world.
  • We appreciate the fine work you’ve been doing in our community–for the friends and families of our employees and our corporate neighbors.
  • Your cause is a worthy one that deserves attention from all corporations interested in an educated workforce for the future.
  • State what amount you are pledging or forwarding. If you’re contributing time, be specific about the hours you can volunteer on what days of the week or month.
  • We are enclosing our check for $500 in support of your cause.
  • We are pleased to present to you our $1,000 check for underwriting your efforts with the hospices in the region.
  • Our check for $1,000 will, we hope, help you in supplying the necessary medical equipment.
  • We hope you can use our contribution of $1,000 (enclosed) to alleviate the suffering of some individual with this dread disease.
  • We are pledging our donation of $1,000 to fund the restoration project.
  • For your expansion plans, you can count on our support in the amount of $1,000. We’ve gladly signed the enclosed pledge card.
  • I will be happy to donate a half-day (four or five hours) on the third Saturday of each month.
  • I can volunteer to work the hotline in the early morning hours any time between 5:00 a.m. and 7:00 a.m. Tuesdays.
  • I will be happy to help serve on the project committee with the duties you outlined in your letter.
  • Distinguish between a personal contribution and a corporate one.
  • Although my company cannot contribute at this time, please accept my personal check for $50.
  • My organization is pleased to enclose a check for $500 toward your worthy efforts.
  • On behalf of our organization, I am enclosing our corporate check for $375.
  • Wish the organization success with the campaign for funds or volunteers.
  • We wish you every success in meeting your goal of $1 million.
  • We commend your efforts and wish you success in raising the funds.
  • We appreciate your organization and the fine work you as staff do there. God grant you success in this most recent effort.
  • Thank you for your commitment to eradicate drugs from our schools.
  • Thank you for caring about the plight of our homeless citizens. We wish you success.
  • We wish you success in getting the dollars and donated time you need to carry on this important work.
  • Your efforts deserve our support–both monetary and otherwise. Thank you for your successes.
  • We appreciate your work toward this goal. May you be successful in all you attempt for this worthwhile cause.
  • For all your efforts on behalf of the homeless, we thank you. We wish you success in this current fund-raising project.
  • We have every confidence you’ll meet your goals.
  • We wish you every success in these efforts.
  • Thank you for your commitment to this project; I wish you success.

Example 1: Reply positively to solicitations request

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Johnson:

Your efforts to raise scholarship funds to help young people interested in the social sciences reflect a growing awareness that not all the world’s problems can be solved through scientific or mathematical formulas.

We are happy to enclose our check for $2,000 to the scholarship fund. Thank you for giving us the opportunity to contribute to this educational effort and the long-term mental and spiritual health of our community. We commend your foresightedness and work.

Sincerely,

Example 2: Accept letter for donation,

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Sanders:

We are very pleased about your establishing the Echert Scholarship Fund. Such an effort accomplishes two wonderful purposes: a memorial to a marvelous civic leader and a method to contribute to the education of deserving students.

Our company check for $1,000 and my personal check for $50 are enclosed. We sincerely thank you for the opportunity to contribute to someone’s life in this way.

Best wishes in building the program and providing greater resources for future years.

Cordially,

Example 3: Accept request for donation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Alvarez:

You should be very proud of the tremendous work you do for the people of Chicago. Young Minds Literary Program is one of the most innovative literacy projects in the country today.

To show our support, 16 of our partners and associates have each agreed to spend ten hours volunteering to help train youth tutors at Chicago Public Library on weekends. We have enclosed a list of names, phone numbers, and dates of the volunteers available.

We wish you the very best in expanding your adult literacy program and your English language classes. Young Minds fills a great need in our community using one of our greatest resources—our young people.

Sincerely,

Example 4: Positive response to fund request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cappelli:

We were pleased to receive your letter detailing the efforts of the Clean Break Foundation to fight drug addiction. We agree that one of the best ways to keep people off drugs is to give them other viable options. Your job training and placement program is accomplishing just that. And your ultimate goal to have participants run a cleaning business shows a real commitment to making your program an asset to the community.

It is our pleasure to support the Foundation with the enclosed check for $2,500. We hope this will help get your project off the ground and move you toward self-sufficiency.

We admire your dedication and energetic efforts you have displayed to the Clean Break Foundation. You have an excellent plan, and we are confident you will meet your goals.

Sincerely,

Example 5: Solicitations letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Marsh:

We commend Wakefield Little League Association for providing the city’s youth summer recreation for so many years. Learning to be a part of a team is an important part of growing up. In fact, several of our employees learned that lesson as members of a Wakefield baseball or softball team when they were youngsters.

Marion Technology would be proud to sponsor two teams, one under-15 hardball and one under-15 softball, for the upcoming season. Enclosed is a check for $500 to cover the costs for both teams.

Thank you for teaching our children the joys of learning good sportsmanship. We look forward to rooting for Marion Technology’s teams this summer.

Sincerely,

Solicitations — Comments Off on Responding Negatively
01
Dec 10

Responding Negatively







Guidelines : Responding Negatively

Responding Negatively to Solicitations

Guidelines and Alternate Phrases

  • Begin with a neutral opening, stating you have considered the request.
  • We have received your letter about support for the local YMCA summer program.
  • Thank you for writing us to present your fund-raising goals for the rebuilding of Hague Street.
  • Thank you for letting us know of your needs for funding further research.
  • We thank you for writing us about the opportunity to contribute to the Maxim Foundation for Social Research.
  • The project for restoring Milton Square to attract tourists has interesting possibilities.
  • We admire your dedication and tenacity in your ongoing efforts on behalf of the local Heart Fund.
  • Agree on the worthwhile efforts of the organization making the request, if possible.
  • The museum project you contacted us about sounds wonderfully educational.
  • The work you are doing with the Boy Scouts sounds both fascinating and educational.
  • We have received your letter about expansion at the children’s home; your plans sound exciting and will obviously afford the needed room to house more abuse victims.
  • We hear from time to time about the successes you are having in your counseling centers.
  • We agree these people are very deserving.
  • We are happy to learn your organization has taken on the responsibility to see something is done about these community problems.
  • Your efforts with these deserving groups should be appreciated by all of us who want our children to grow up in a safe, healthy community.
  • Begin with your reason, and then state your decision not to contribute on this occasion.
  • We have asked our committee to review all the requests we have received from excellent organizations such as yours, and the members have chosen to support those they feel most worthy. We regret we have contributed our available funds elsewhere this year.
  • As you are probably aware, so many fine organizations such as yours come to us for financial help each year, and we find great difficulty in deciding which causes are most deserving. This year we have allocated most of our funds to the three local drug-rehabilitation facilities.
  • Because we’ve already overextended our budget for charitable causes this year, we simply cannot help you out this time.
  • We’ve found our own funds for worthwhile causes such as yours have had to be directed to helping some of our own employee families through this difficult economic time.
  • As you can probably imagine, we receive hundreds of requests for funds each year, and, as much as we’d like to, we simply cannot respond to all of them.
  • Our committee for earmarking our charitable contributions has directed our funds toward different organizations this year.
  • Our policy is to contribute five percent of our profits to charitable contributions, and we already reached that point earlier in our fiscal year.
  • We don’t mean to offend you and your noble intentions, but our organization simply does not agree with the tenets of your organization and its programs.
  • We wish we could feel more positively toward your fund-raising efforts, but I’m afraid we disagree with the organization’s philosophies and basic interests. Therefore, we must decline to underwrite this current effort.
  • In our organization we have a policy to match every employee’s personal donation with one of our own to the same organization. Therefore, the list of those who receive our contributions is determined by the wishes of our employees individually in their personal giving.
  • We wish we could contribute to your cause, but we simply don’t have funds available this year to do so.
  • Express your good wishes for the organization and the successful fund-raising/volunteer campaign if you agree with the cause.
  • We wish you the best in your efforts.
  • We hope you meet your goal; your cause is entirely worthwhile.
  • You have our best wishes for raising the funds to meet this literacy need.
  • We wish you success in soliciting the volunteers who can help you meet this great need.
  • We appreciate all you’re doing on behalf of the community, and we wish you success in this most recent undertaking.
  • Your organization meets a great need in the community; we wish you success in your fund-raising efforts.
  • Your organization can make a big difference in the lives of the needy; we wish you success in this effort.
  • You have our thoughts and prayers in your efforts.
  • Your plan sounds feasible and sound. We wish you success with it.
  • Yours is an excellent organization, and we wish you every success.
  • Thank you for contacting us about this opportunity; we hope to help you out at a later time.
  • We wish you the best in your fund-raising efforts. Yours is a worthy project.
  • We know many benefit from your services each year; we hope you’ll continue to be able to keep up the excellent work.
  • Thank you for spending such time and effort in improving the community. We wish you success.
  • Without organizations such as yours, our community would not be the nice place to live that it is. We hope you will have every success in meeting your service objectives this year.

Example 1: Reply negatively to solicitations request

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Cantelloni:

We have received your letter about the scholarship funds now being established at ACL University. With the high cost of education nowadays, such scholarships can really make a difference in a young person’s direction and later contribution to society.

As you may know, our organization established a committee several years ago to consider and evaluate each request we receive for donations and personal involvement. Our policy is to contribute three percent of our gross sales each year to charitable causes such as yours. This year the committee has decided to contribute our funds to other organizations and their programs. We certainly wish we had unlimited funds to donate to the many needs we see around us, but just like the family budget, ours has its limitations also. Perhaps in other years we can be more positive in our response.

Thank you for letting us know of your efforts toward the scholarship funds, and we wish you every success in meeting your goal to help deserving students further their studies. Education truly demands our attention in corporate America.

Sincerely,

Example 2: Refuse letter for donation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Coats:

Thank you for contacting us about your efforts in establishing halfway houses for abused spouses and their children.

With all of the requests for donations, some time ago we established a comittee to consider all corporate giving and to administer our approved budget for charity. The committee members have reviewed our corporate charitable decisions for the year and find it will be impossible to contribute to your organization at this time.

We want you to know, however, we think you are doing very commendable work in the community. We often feel frustrated by the impossibility we face here in not being able to contribute to every worthwhile opportunity, such as the one you are chairing. We wish we could have had a more positive answer for you.

On behalf of the community as a whole, thank you for the help you are giving these abused families.

Sincerely,

Example 3: Decline request for donation

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Mr. Ivee:

Thank you for notifying us about the good work the Virginia Children’s Fund and Camp Blue Sky do on behalf of diabetic children. You certainly seem to be filling an important need within communities across the state. We know how important it is for diabetic children to become comfortable with managing their health and to feel like normal kids at the same time.

We spend four percent of our revenues each year on charitable donations. According to a policy we instituted three years ago, we distribute the money set aside for charities to the same four organizations in Richmond each year. With our commitment of long term support, those organizations have the benefit of being able to make long-term plans. It also helps us avoid agonizing decisions about who to select from the many worthwhile organizations that request our support. Because of this policy, we regret we will not be able to contribute to your worthy cause.

We thank you for introducing us to your efforts to aid diabetic children. We wish you the best of luck in achieving your ambitious goals.

Sincerely,

Example 4: Negative response to fund request

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Mrs. Lauder:

We appreciate your letter about the efforts of the Concord Art in Public Spaces Foundation. Your interactive sculpture across the street from our office has been a delight to our employees since it was erected. I was pleased to read that you are also planning to place several sculptures in Hyde Park City Gardens.

We usually make our decisions regarding charitable donations for the year by the beginning of March. While we would like to support the Foundation’s contributions to the community, our funds have already been allocated to other charitable organizations.

We would be happy to consider supporting you next year if you could contact us toward the beginning of the year. Until then, we will be watching the City Gardens area for more public art. Thank you for all you do to bring art into our everyday lives.

Sincerely,

Example 5: Responding Negatively

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Ms. Gardner:

We received your letter regarding the wonderful projects the Community Health Initiative has planned for next year. In particular, the plan to build a free clinic on the west side of the city is long overdue. The unavailability of affordable health care in that area in the past has been a detriment to many low-income residents.

We have read recent newspaper coverage about recent troubles your organization is experiencing with excessive spending on administrative procedures and unaccounted funds. Donating our limited charitable funds to local organizations is the primary way we as a corporation help the community. I am sure you understand we are extremely careful about the organizations we select. Until we can be certain your current problems are resolved, we are afraid we cannot make any contributions to the Community Health Initiative.

Nonetheless, we applaud your plans to improve medical care for residents on the city’s west side, and wish you every success.

Sincerely,

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