Public Relations

Solicitations — Comments Off on Making
01
Dec 10

Making











Guidelines : Making

Making Solicitations

Guidelines and Alternate Phrases

  • Use an attention-getting opening appropriate to your cause. Don’t make this a “routine,” business-as-usual memo.
  • Would you help us improve our schools so your children get the education they will need to make their way in the world?
  • Does it disturb you that…?
  • Are you one of the group who thinks somebody ought to do something about…?
  • These statistics don’t lie:…
  • Within the next two months you will be hearing an announcement that…. And here’s what you can do to help:….
  • Elaborate on your organization and be specific about what you want from the reader.
  • We need your contribution immediately.
  • We ask you appoint two volunteers from your organization to join our committee….
  • We want to add your company’s name to our list of contributors of $1,000, a list that will be going out with our letter to ask for….
  • Can you send us something, anything, today–$100? $25? $10?
  • Point out either personal or corporate benefits from involvement if they are not apparent.
  • Today’s students adequately trained become your future employees.
  • Our children deserve to live in a community that protects their rights to participate in sports events and other extracurricular activities in order to learn the basic skills of life.
  • We think such a contribution will enrich your own life. In buying food for at least one child for a month, you perhaps will be better able to instill in your own children gratitude for what parents such as yourself routinely provide for their loved ones.
  • Support your request with testimonials from prominent people who have endorsed your cause or even with comments from the “average” recipient of the money or services you’re soliciting. In other words, make the reader hear firsthand the good that can come from the donation.
  • Our cause is a worthy one, as any of the people in our shelters will share. One 22-year-old woman commented to us recently, “….”
  • Many of our finest citizens have been personally involved, from our mayor to the president of our local chapter of….
  • If these victims could talk with you one-on-one, they would share what a critical difference this mission made in their turnaround….
  • Bob Jones and Art Wilde have asked me to express their personal appreciation for your help in this way.
  • A recent unwed mother who stayed with us until after the birth of her baby had this to say about what the center meant in her life….
  • Mention your hopes for a specific amount (of money or time) from each contributor if you have a certain goal and are trying to raise the money from a limited number of large corporations or wealthy individuals. When that’s not the case, let the reader know that any amount or donated time will be welcome.
  • We want to limit our sponsorship to about 20 corporations. If you would like to be one of these 20, we need $10,000 toward the construction of….
  • With our membership of more than 12,000 individuals, if we receive just $10 from each member, we could meet our goal to….
  • Someone has suggested we should make this effort an entirely local one–something “we as a community do for our own.” To make that a reality, we’ll need approximately $1,000 from each organization.
  • With our active membership, we could provide 24-hour coverage of the hotlines if each individual could contribute four hours per month.
  • We will appreciate any amount you can contribute and can assure you of its wise use.
  • We hope you can contribute $100 to our cause. If not, we welcome any amount you feel you can afford.
  • Any size gift is appropriate–$5, $10, $25. Simply do what you can to help.
  • Express appreciation for the contribution in a summary statement of the benefit.
  • Thank you for helping with this important research.
  • We appreciate your considering our request for help in providing shelter for these homeless victims of abuse.
  • Thank you for your foresightedness in contributing to this project, one that will put us on the tourists’ agenda for future vacations.
  • We appreciate your sensitivity in contributing to this seldom-mentioned, behind-the-scenes effort in our community.
  • How can we thank you for your help? We hope your own satisfaction will come in knowing that you’ve fed and clothed a hungry, cold child today.
  • On behalf of those your money will help, we appreciate your caring concern.
  • Your contribution will make a lasting difference in educating our young people here in Britely. We thank you on their behalf.
  • Your money–and, most of all, your time–are a constant reminder that there are those who care.
  • The citizens of Dunsburg will enjoy and appreciate your contribution for years to come.
  • Your money can save a life.
  • Your help with these data may be just the impetus our institution and our governmental agencies need to take action.
  • My heartfelt thanks for your support.
  • We will appreciate whatever you can give to help these mentally handicapped people lead self-supporting lives.
  • Thank you for your help in this way. Without your contributions, many abused teenagers would be on the streets tonight.
  • Please accept my personal gratitude for a generous gift toward the day we will conquer this dreaded disease.

Example 1: Sample letters for making solicitations

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Human Resource Director:

We at Samson University are evaluating our programs to determine if we are providing the skills needed by the workforce in your industry. The results of this important study can help you with training, retraining, and other organizational development tasks. Additionally, knowing more about your specific needs will enable us to:

• Minimize your initial training costs for new employees
• Reduce your upgrading and retraining costs
• Tain a ready pool of individuals within your specific hiring area

We are requesting a list of all the job titles and job descriptions for your company’s workforce. The data will be analyzed to determine if our training programs are providing the skills needed for the positions listed in our immediate community. The information collected will be kept strictly confidential and will be used for educational research purposes only.

Your providing us with these research data can mean significant dollar savings to you over the years in helping us train now the individuals you will hire tomorrow.

Sincerely,

Example 2: Request for solicitations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flower Fund

If you’re reading this, you’re not laid up in the hospital and next in line to receive a nice fragrant bouquet of flowers to say you’re missed while away.

But just in case–the flower fund needs to be replenished. All contributions are voluntary, of course; but if you wish to donate, contact Sandy Sherron, who holds the money bag. Two dollars per person should hold us in the black for a while longer.

As a reminder, let me again mention departmental policy is to send flowers to an employee or his/her spouse when confinement exceeds four days. Also, a memorial gift or flowers are sent to the family in the event of the death of an employee or a member of his immediate family.

Come on, gang, let’s chip in to be that “extended family” that means so much in time of sickness or death.

Example 3: Making

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Keystone:

As you know, in July Houston will host the 16th Annual Economic Summit to be attended by the leaders of the world’s seven leading industrial democracies. With the changes that are sweeping the world today, the importance of the Summit cannot be overstated. We are writing to ask your company join with others in the corporate community in contributing toward the success of this momentous event.

At the Summit, President Bush will welcome to Houston the leaders of the democratic world: Margaret Thatcher (United Kingdom), François Mitterand (France), Helmut Kohl (West Germany), Brian Mulroney (Canada), Toshiki Katfu (Japan), Giulio Andreotti (Italy), and Jacques Delors (Commission of European Communities). These leaders will discuss and take action on critical global economic and security issues. Thousands of foreign diplomats and journalists will also be here, and the world’s attention will be sharply focused on our city.

The Houston Economic Summit Host Committee has been formed to help prepare for the Summit and to ensure we take full advantage of Houston’s time in the international spotlight. Civic, social, and entertainment events are being planned for Summit participants and a number of companies have already stepped forward with financial support for these important activities.

A total of $2.5 to $3 million will be needed to underwrite Houston’s Summit role. To date $1.2 million has been pledged or already paid by Houston companies, including Exxon, Shell, and Conoco, which have each committed $250,000. In addition, $150,000 each has been pledged or already paid by Pennzoil, Tenneco, and Enron. We hope that Booher Consultants will join with these other corporate leaders by pledging $10,000.

All contributions and donations to the Houston Economic Summit Host Committee may be deductible under the Internal Revenue Code to the extent allowed by law as an ordinary and necessary expense of conducting a trade or business. However, such contributions and donations are not deductible as a charitable contribution. The Houston Economic Summit Host Committee has been determined to be exempt from federal income tax under section 501(c)(6) of the Internal Revenue Code. Please consult your tax advisor regarding the deductions, if any, allowable under the law in connection with your contributions and donations.

This is a once-in-a-generation opportunity for Houston to shine in the eyes of the world’s most powerful leaders and the international media. We hope you will be able to participate, and we very much appreciate your consideration of this request.

Sincerely,

Kenneth L. Lay

George W. Strake, Jr.

Reprinted with permission by courtesy of Houston Host Committee, Economic Summit of Industrialized Nations.

Example 4: Letter to participation

Memorandum

TO:

FROM:

DATE:

SUBJECT: AVA Symposium Participation

The fall 19– symposium of the AVA has been scheduled for September 23 and 24 in Kansas City. With great anticipation, I’d like to ask you to be a part of that symposium by presenting a 45-minute talk on product packaging. If you agree to participate, I’ll be forwarding a complete program of topics and times in a few weeks.

With your expertise developed over the past 10 years, we feel you’re well qualified to speak on the subject, and we more than ever need to hear what you have to offer us in the way of packaging guidelines. Additionally, I might add this forum is an excellent one to promote your division’s views on all our products and packaging. We expect approximately 50 representatives companywide.

Other speakers include T. A. Smith, Y. E. Yates, J. H. Hilton, and M. K. Chu. Topics have not yet been narrowed down clearly; however, all will revolve around the theme of targeting the proper market. Of course, AVA will cover your expenses; they will not be billed back to your own department.

I look forward to your answer as soon as possible.

Example 5: Making a donation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Friend:

AIDS continues to ravage many of our citizens and touch all our lives in significant ways. In our city alone, someone is diagnosed with AIDS about every 10 hours; someone in the city dies from the disease every 14 hours. These statistics shock us. But do they shock us into caring? Into easing the burden for those suffering and for their families?

AIDS Foundation, Inc., continues to make education and social services its priority. Informed citizens run less risk of contracting the disease. That’s why Mayor Wright and city council representatives Cecil Seaman and Greg Barber have given of their personal time in this volunteer educational effort.

We are asking you volunteer a day or a week of your time to hand out brochures to schools, churches, clinics, and other community groups. We also need volunteers to speak on a variety of civic occasions about the disease and its prevention. Our hotline, which responds to more than 3,000 inquiries every month, needs volunteer coverage. Volunteers also help victims and their families get Social Security benefits and avail themselves of the temporary shelters and food pantries stocked by other concerned citizens.

To keep this ray of sunshine in a dark, diseased corner of the world, we need people like you who care. With your help, there is more hope than ever before. Please call 304-889-7632 to volunteer your time–a few hours a week or a day or two a month. You personally can make a difference in an individual’s life.

If you can’t volunteer your time, would you consider making a donation so we can hire the help we need? Any amount ($500, $100, $50, $25) will be welcome. (You may use the enclosed envelope.)

Sincerely,

Example 6: Fundraising letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Departmental Publication

Have you ever wondered what supervisors Jack Bright and Sarah Gomez do in their spare time? You might be surprised to find out while reading a new monthly departmental newsletter, Tales-N-Techniques, to make its first appearance in June.

Tales-N-Techniques is designed to keep employees informed about departmental issues as well as each other. In the “techniques” section of the newsletter, we hope to discuss current technical problems and offer suggestions for their solution. In the “tales” section, we’d like to feature various employees who are involved in volunteer civic activities.

Here’s how you can help: When you stumble onto a problem and work out a solution with the new equipment or discover a new application that has significance for the department as a whole, let us know. Also, keep your ears open for tales of employees in this or other locations who are involved in volunteer programs like Big Brothers/Big Sisters or Meals on Wheels. Please forward these feature tips on techniques or people to our new editor, Larry Sanders, at extension 4670.

This is your newsletter; we want it to serve your interests. Help us help you stay informed, solve problems, and get to know the person at the next desk.

And stay tuned for the latest developments on Jack and Sarah….

Example 7: Letter of solicitations

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Friend:

Truly exciting things are happening on this campus:

• Establishment of a $1 million endowment for BCU student career testing and educational loans
• Development of a master plan for the campus
• BCU’s first Celebrity Golf Tournament
• Top rating of BCU’s baseball team
• Record enrollment for our spring semester

We invite you to help make possible yet another exciting event: meeting our annual gifts goal for the 10th consecutive year! We have received $2,500,000 toward our goal of $3,500,000 for the fiscal year ending May 31.

Your gift–any gift of $15, $40, $100, $500 or more–will be so very helpful; it will be an investment in the lives of today’s BCU students and tomorrow’s work force.

Please accept our gratitude in advance for your generosity.

Sincerely,

Example 8: Solicitations letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Chamber of Commerce Member:

How would you like to take three of your favorite friends, business associates, and employees to see Mike Scott and the Houston Astros five times next season? Suppose you love the idea but would prefer going to five Houston Oilers games instead?

Suppose we threw in a fabulous dinner for you and your guests either before or after the game? Suppose you and your guests got to meet, obtain autographs of, and have pictures taken with your favorite Astros and Oilers? Suppose the entire program was a business deduction?

Suppose you could enjoy all of the above and, also, strike a blow against our nation’s number one genetic killer of children and young adults–cystic fibrosis?

Well, “Have we got a deal for you!” We at the 65 Roses Sports Club, in conjunction with the Houston Astros and Houston Oilers, are very pleased to offer you this wonderful, unique, and somewhat priceless opportunity. For a contribution of $1,200 you will receive either an Astros or Oilers package.

More importantly, you will take pride and pleasure in the fact that you are an active member of the nation’s most successful nonprofit sports-related activity, the 65 Roses Sports Club, benefitting the Cystic Fibrosis Foundation.

Each 65 Roses Sports Club membership is limited to 65 members and will sell out quickly. Memberships will be sold on a first-come, first-served basis. To reserve your membership, call the 65 Roses Sports Club at 731-523-9044.

Sincerely,

Reprinted with permission by courtesy of the Cystic Fibrosis Foundation.

Example 9: Solicitations letters to donor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

To All Faxton Employees:

Through the United Fund campaign you and I have the opportunity to voluntarily support over 160 human-care services that help to make our city and county a better place to live.

The United Fund activity most familiar to us is the annual campaign, but it is important to realize the United Fund does far more than just raise money. Through volunteer efforts from your fellow citizens, the United Fund ensures services and funds are adequately administered and your contribution goes as far as possible.

The importance of the United Fund in our community hasn’t lessened. People still need emergency aid in time of crisis and support throughout ongoing hardship and handicaps. No matter how much government does, there still is and always will be the need for voluntary contributions. The United Fund is one of the best ways I know to ensure the volunteer voice is strong.

The amount you give and how you give is a personal matter–something only you can decide. For your convenience our company provides a payroll-deduction option each pay period.

Giving to the United Fund is a community responsibility in which all of us with jobs should share. I want personally to encourage and thank you for your decision to support this effort in the most generous way possible.

Sincerely,

Solicitations — Comments Off on Honorary Use of Name
01
Dec 10

Honorary Use of Name














Guidelines : Requesting

Requesting Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

  • Give all pertinent background information about your cause or group if it is not well known.
  • State clearly what will be involved in the use of the name, and assure the reader no personal effort will be expected.
  • We can assure you your name will be more than adequate to support our effort, and, of course, we expect nothing further than your reputation.
  • There’ll be no meetings, phone calls, or dollars requested from you. Your best wishes and name will add all the prestige necessary to make our project a total success.
  • Be persuasive about why the reader should lend his or her name to the cause.
  • Make it easy for the reader to reply positively.
  • Simply sign the enclosed letter granting us permission to use your name in the way we’ve outlined.
  • We’ll be eager to receive your phone call (345-8233) permitting us to name you as our honorary leader.
  • Would you write us with your “yes” so we can go to work making Dallas a better place to live and do business?

Example 1: Solicitations letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Lomax:

As chairman of the St. Agnes Foundation, I am writing to ask your help. A friend has suggested you might be willing to let us use your name as honorary chairman of our upcoming fund drive.

Our foundation, a Texas nonprofit corporation, was founded in April 19–, for the advancement of health care in Dallas. Since its beginning, the foundation has become one of Dallas’ most respected charitable organizations.

In order to maintain this status, we must continue to ask individuals like you for help. Your name will lend us the influence and prestige we need to call once again on corporations for their help in maintaining adequate health-care service in the central city area.

We sincerely hope you will honor us and your friends by granting this request. The extent of your involvement will simply be your name on printed letters of fund solicitation. I’ve enclosed drafts of three letters we plan to use in our efforts.

Leo Harseton will phone you in a few days to see if you can help us out in this way. Thank you for your consideration.

Cordially,

Example 2: Honorary position letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Grafton:

Do you belong to a college or university advisory board? A mutual friend of ours, Hugh Shaffer, recommended I extend an invitation to you to join our Harris College advisory board in an honorary capacity. Perhaps you know of some others in Colorado who have agreed to serve–Dr. Carolyn Fullerton, Mr. Matt Johnson, and Dr. Bruce Wellenberg.

Until recently our advisory board has been small, but if we are going to continue to grow, we need to add people of your stature to help us.

I’m sure by now you are wondering what will be expected of you. I want to assure you that as an advisory board member you will be required to give very little of your time. All of our board business will be conducted by mail, unless you want to attend some of the college’s functions. About every three or four months I will write you and your fellow board members with a couple of questions about various issues here at the college. We will be most grateful if you can either write or phone us with your opinions.

Also from time to time, we will be sending out brochures about the college and would like to be able to list your name as a member of our advisory board. If we have your permission to do that, would you please let me know by signing the attached form?

Should there be any specific questions I can answer about our success record, expansion plans, or anything at all, feel free to call on me. Your name would greatly benefit our efforts to educate tomorrow’s workforce.

Sincerely,

Example 3: Requesting

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Meadows:

Together with my co-chairman, Mayor Henike, I would like to invite you to join an honorary committee being formed to assist the Governor’s Club of San Diego in the celebration of its 30th anniversary.

Founded in 1958 to advance the economic, civic, and social well-being of the people of San Diego, the Governor’s Club has been closely identified through the years with the city’s successes in these areas. We want to make the 30th anniversary a memorable tribute to San Diego and to those who have served our city with devotion and zeal.

The celebration will be held on Thursday evening, March 4, in the Grand Ballroom of the Hilton. On this occasion, the Governor’s Club will pay special tribute to a selected group of Californians and the institutions and achievements they represent.

Proceeds will benefit the Governor’s Club of San Diego to strengthen their efforts to secure permanent good government for the city and for the state.

Would you please write or phone us (123-456-7899) with your answer? I assure you no obligations of your time or money will be involved. The mayor and I hope you will join our honorary committee because your name will ensure the success of our anniversary tribute.

Sincerely,

Example 4: Requesting

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Davenport:

I am writing to ask you to do something that will require very little time and no money on your part, but will pay big dividends in the lives of young cancer patients here at St. Agnes Children’s Research Hospital. Would you allow us to use your name as the honorary chairman of our fund-raising drive for cancer research?

When I first opened this hospital in 1955, the survival rate for our children was 6 percent. Today, we save more than 60 percent, and many are completely recovering from diseases once thought incurable. Still, we can’t accept losing 40 percent of our children. You may have recently seen the KHRV cable TV program about the Stringer family. Last October, they lost their four-year-old girl to leukemia. Now, their 18-month-old son has been diagnosed with the same disease. At St. Agnes, these children and others get the best possible care while they’re fighting for their lives. Our doctors become more optimistic with each advance in our knowledge about the diseases.

On the average, the first year for a child’s treatment costs about $35,000. Each year after that costs about $20,000. Our fund-raising effort to the general public will help us defray the high costs no family alone can bear. Our research costs, of course, are ongoing.

Specifically for this campaign, we’d like to use your photo and name as honorary chairman for our fund-raiser on the appeal letter (enclosed for your review). Someone of your community stature will certainly lend the necessary credibility for our efforts. That’s the entirety of your involvement.

Please write or phone us (320-499-5789) with your answer. Your support can literally make the difference between life and death for someone’s precious child.

Sincerely,

Guidelines : Accepting Request

Accepting Requests for Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

Accept the invitation graciously.

  • I am delighted you have asked me to serve.
  • I sincerely appreciate the confidence you’ve shown in choosing me for this honorary position.
  • I am always pleased to help out the community in small ways such as lending my name to an excellent cause.
  • Thank you for expressing such trust in my endorsement of your cause. I’m very pleased to accept your invitation.
  • Verify that your personal involvement is unnecessary.
  • I understand no time or travel on my part will be involved.
  • Because my schedule is already so full, I’m counting on your assurance no time will be required of me in this effort.
  • As I understand from your letter, no personal appearances or telephone meetings will be expected of me. It all sounds easy enough to me; the real contribution to the community will be made by you and your staff. On their behalf, I thank you.
  • State any personal or business goals you may have in the outcome of the organization’s efforts.
  • Yours is a worthwhile, respected organization, and I’m proud to be associated in this small way.
  • Our company has reaped tremendous rewards because of your past help to our employees. We know our people can continue to look forward to improved schools in their neighborhoods because of your efforts in fighting drug abuse.
  • Wish the organization success in its efforts.
  • I wish you great success.
  • Best wishes to you in this effort.
  • Your organization deserves all the help that may come its way during the days ahead.
  • We hope your fund-raising effort is hugely successful.

Example 1: Sample letter of acceptance for honorary position

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Howard:

Thank you for the invitation to become the honorary chairman of the CISC. Also, I appreciate the invitation to join you and Bill Jamieson for lunch.

I will be delighted for you to use my name in promoting your organization. One of the main thoughts contributing to my decision is my understanding your headquarters will eventually be relocated to our city.

Bob Shearers, my assistant, will be in touch with you about the details. I understand from your letter all you need from me is a recent photo and a facsimile of my signature.

All of our staff wish you great success with the 19– plans for community involvement.

Sincerely,

Example 2: Acceptance letters for honorary position

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Winchell:

I was pleased to receive your offer to make me an honorary board member of Community Action Now (CAN). It would be a privilege to have my name associated with such a worthy organization.

My own neighborhood benefited from your revitalization efforts with the renovated Youth Club. It is rare that a privately funded organization can sustain the strength needed to affect such tremendous change in Boston.

As I’m sure you can appreciate, my busy schedule limits the time I can contribute to CAN. I understand my obligation is limited to approving several fundraising and volunteer recruitment letters to be mailed with my signature.

Thank you for this opportunity to contribute to all the great work you do.

Sincerely,

Example 3: Accepting letter for chair position

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Butler:

I would be delighted to act as honorary president of next year’s city-wide blood drive. Over they years I have developed a tremendous admiration for the skill and kindness of your nurses and volunteers.

If I can lend my support simply by allowing you to use my name, signature, and picture, I will be happy to do it.

I wish you the best.

Sincerely,

Guidelines : Declining Request

Declining Requests for Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

  • Give the reason you cannot accept the invitation.
  • While I understand your dedication to the cause, I hold totally opposite views on the issues involved.
  • My family members have very strong feelings about the related issues, and, therefore, out of concern for their feelings, I’m afraid I can’t accept your invitation.
  • I’ve always been the sort of person who brings great enthusiasm to her interests; I’ll have to be honest enough to say I just do not feel that strongly about the illiteracy matter. I suggest, therefore, you find others who would have much more success for you.
  • Thank you for your confidence, but I simply do not feel I have the broad appeal such an issue deserves.
  • I’m sorry to say I cannot lend my name to such a project unless I can actively participate in it, and such active participation is out of the question for me at this time because of health problems.
  • In other instances, as you may be aware, I have permitted my name to be used. Unfortunately, some groups made decisions and used advertising methods of which I did not approve. Because of those situations, I simply have decided I must refrain from such use. I hope you understand.
  • I’ve already permitted two other groups this year to use my name in their efforts. Therefore, I fear “overkill” for the public. Please forgive me for not agreeing this time.
  • Express appreciation for the honor shown by the request.
  • Thank you for the invitation, and I hope you understand my concern.
  • I appreciate your thinking of me, and I’m sorry I cannot help in this instance.
  • Your request is a compliment, and I appreciate your thoughtfulness in contacting me.
  • Receiving your request has been an honor that I appreciate. I know others will be eager to help you in this way.
  • Thank you for the confidence you have shown by this request. I’m flattered.
  • Extend best wishes for the project’s success if you can do so sincerely.
  • I wish you overwhelming success in your efforts.
  • May you have the best of success in this matter.
  • I commend you on your enthusiasm and efforts.

Example 1: Decline request letters for honorary position

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Jones:

I appreciate very much your extending to me the invitation to participate in the President’s Tutorial Program. My associates and I think this would be a marvelous opportunity for a young person in today’s business world. In fact, when I look back on the matter, I would like to have had the opportunity myself in my earlier career.

Unfortunately, however, we cannot grant the use of our name to your organization. Because of past experiences, we have established a policy against such use.

We hope you understand our position, and we appreciate the recognition your request implies. Best wishes for every success with the student program.

Sincerely,

Example 2: Declining Request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. McAlister:

Thank you for your offer to make me an honorary member of the board of trustees of Urban Health Initiative. I respect the work your volunteers accomplish despite limited funding. In particular, I admire your recent efforts to provide AIDS education to the homeless people of Newark and New York.

While I am flattered by your interest, I am afraid I must decline your offer. However worthwhile, your organization’s stance on needle exchange programs is very controversial. Associating my name with it so publicly will adversely affect other organizations and businesses with which I am involved.

I am sorry I cannot offer my public support at this time. I wish you the best.

Sincerely,

Example 3: Declining Request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Chamberlain:

I appreciate your interest in making me an honorary Global Forest activist. I wholeheartedly agree with your conviction that we must work with world governments to improve forestry and industrial practices. Unfortunately, my beliefs are not in line with the methods Global Forest employs to affect environmental change.

I believe the most substantial change can only take place through education, diplomacy, and legislation. In my experience, holding disruptive protests only antagonizes the people who have the power to implement new policies.

As I’m sure you understand, I only put my name behind organizations I can support without reservation. Thank you for the offer. I hope you can appreciate my concerns.

Sincerely,

Services — Comments Off on Letter of Termination of Service Agreement
01
Dec 10

Letter of Termination of Service Agreement

Example 1: Public service termination letters

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

Dear Mr. Yardley:

Five months ago we hired Davis and Davis as our public relations firm. In these five months, we have received only one poorly-written marketing flyer which was completed a week past deadline. As our information and materials were provided to you on a timely basis, I am at a loss as to why this was the case.

We have written you two previous letters, dated March 6 and April 12 warning you of our intent to terminate our contract. Please accept this third letter has our official termination of the contract.

Sincerely,



Example 2: Sample letter of termination of contract

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

Dear Ms. Burdette:

On June 15 we hired your firm to coordinate an advertising campaign for our new Fashions product line, due out in January.

Since we signed the contract, we have not received even one plan of action statement or submittal drawing for possible ads. We have addressed this problem in weekly letters mailed to your office since the beginning of July.

Since we did not receive a reply until October, and since the drawings we received at that time were hastily done and addressed none of the areas we had specified, we are formally terminating our contract with you.

Sincerely,

Example 3: Notice of Termination of Contract and Agreement

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fimiani:

In spite of our optimism, our Christmas advertising campaign has not gone as well as we had expected. In fact, we have seen only minor increases in sales of our 3-D puzzle towers over last Christmas.

I am sure you understand the profitability of our business depends on strong sales during the holiday season. We feel we may have more success with another advertising agency. We appreciate the work you’ve done for us, but have decided not to renew our contract.

Sincerely,



Example 4: Contract Cancellation Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Speck:

Your print and radio advertisements have garnered us much needed attention in the crowded investment consulting market. Now we recognize greater opportunities in the area of online consulting. As a result, we have decided to dedicate 85 percent of our advertising budget to gaining a presence on the internet.

Because it is a highly technical area, we feel it would be in our best interests to use an agency specializing in online advertising. Therefore, effective August 1, we will terminate our contract with Abeline Advertising.

We regret we won’t be working together. If we decide to return to a print and radio focus we will certainly contact your agency.

Sincerely,

Services — Comments Off on Requesting Information from public Relations Firm
01
Dec 10

Requesting Information from public Relations Firm



Example 1: Information request letters to public relations firm

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

Dear Mr. Welk:

Regel & James, P.C., recommended we inquire about your public relations firm. They cite you as one of the main reasons their business has increased. Pellnor, Fargeson & Tate is a law firm specializing in civil suits. We would be interested in hearing how you handle public relations for a firm such as ours.

Perhaps we could arrange an appointment for early next week? Please call Candice at 593-2943 to discuss a convenient date.

Sincerely,

Example 2: Request to public relations firm for information

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

Dear Ms. Gaines:

Our firm, Breckenridge and McTarnahan, is interested in retaining the services of a public relations firm. We are interested in educating the public about various environmental safeguards and standards we adhere to during our manufacturing processes.

We our interested in how you would approach this topic in print, video, and radio coverage. We would like to schedule a time to meet and discuss the possibility of retaining your services. Would lunch next Tuesday at 11:30 a.m. work for you? Please call me at your earliest convenience. I look forward to hearing from you.

Sincerely,

Services — Comments Off on Hiring a Public Relation Firm
01
Dec 10

Hiring a Public Relation Firm




Example 1: Contract with public relation firm

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

Dear Mr. Stevenson:

We have decided to retain your firm for our “Educate the Public” service announcements. We were impressed by the track record you have in this area, and by the glowing referrals we received from other companies for whom you have handled similar campaigns.

We agree to all rates mentioned in the notes from our July 17 meeting and would like to have a contract drawn up as quickly as possible. We are excited about the partnership that our companies are about to begin. We trust it will be a positive experience for both firms.

Yours Truly,

Example 2: Letter for hiring a public relation firm

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

Dear Ms. Kinshaw:

Bellingham & Washington is pleased to select Hardcastle & McCormick to represent our interests.

As outlined in our October 9 correspondence, we expect Hardcastle & McCormick to handle all media relations not pertaining to sales: new product line announcements, changes in policies or practices, and profiles of our senior management team.

Your liaison at Bellingham & Washington is Fran Kinson. Please submit to her the revised contract for approval. Upon signing of the contract, we will issue you your first assignment.

We look forward to our association with Hardcastle & McCormick.

Sincerely,

Example 3: Public contract letter to media

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

After considerable discussion, Brock Manufacturing has selected Hasslemeier and Associates to handle our public relations needs.

Our decision was based on Hasslemeier’s outstanding and proven track record of dealing with small manufacturing businesses. The satisfaction expressed by those companies and your extensive and impressive client list made you the only viable choice.

As discussed in our initial conversations, Brock Manufacturing requires a comprehensive public relations approach. All inquiries other than sales will be referred to Hasslemeier and Associates. All of our press releases and media relations will be handled by your firm. Our main short-term goal is to update and revamp our printed marketing materials.

We want to start with a one-year contract. All financial details should be finalized as soon as possible. Please contact our legal department to work out the details and set up an appointment.

We are excited about working with you. Let’s hope this is the beginning of a long and profitable relationship for both our organizations.

Sincerely,

Seasonal Correspondence — Comments Off on Seasonal Product/Services
01
Dec 10

Seasonal Product/Services








Example 1: Offer letter for seasonal product

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Brochette:

Jacksonville weather has finally passed 70 degrees, and we all know what that means! LAKE PARTIES! Hot barbecue, cold beer, and a refreshing swim in the lake are what we wait for all winter long.

Don’t have all the latest lake gear? Don’t worry! You can rent all the supplies you need for food and fun right here on the southeast side of Lake Holloway at Tropical Rentals. We rent barbecue pits, ski boats, skis, life-jackets, and just about anything else you can imagine for your lake party. (No deposit is required when you use your Visa or Mastercard.)

If you need instructions for using any of our equipment we will be glad to show you. In addition, we offer special water skiing and scuba diving classes throughout the summer.

We look forward to seeing you soon.

Sincerely,

Example 2: Announcement of seasonal product

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms.Ruquart:

The summer is heating up, and if you are like most people, you’re trying to cool down. If your air conditioner is not cooling efficiently, you could be wasting a lot of money on utility bills.

Rio Grande Electric offers sales and installation of most central and window air conditioning units, and we service all makes and models. If your air conditioner is not cooling as it should, call Rio Grande Electric. All estimates are free.

Don’t overheat this summer. Call Rio Grande Electric at 555-ICED and we’ll cool you down!

Sincerely,

Example 3: Offer letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Erikson:

You may think springtime is too early o think about swimming, but in June you can be sure that cool blue water will be calling you. March is an excellent time to purchase your own swimming pool so it will be ready and waiting when the mercury soars!

Ocean Blue Pools is the nation’s largest pool builder. We build custom pools from start to finish, and and you can expect quality construction every time. Call (800) 898-3432 and ask about our financing and free in-home estimates.

Sincerely,

Example 4: Introduction letter for seasonal products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Marinda:

February is here and love is in the air. Cupid is soon to shoot his arrow toward the heart of your loved one. Fran’s Flowers wants to be your Cupid. We deliver flowers, plants, balloons and candy anywhere in Capedeville and the surrounding areas.

Because Valentine’s Day is the busiest day of the year, the demand for deliveries is great. If you choose to have your flowers delivered on February 13, you can receive a 15 percent discount off your purchase. This way, you can be certain that YOU are the first to send your love.

I hope your Valentine’s Day is a special one. To place an order for Valentine’s Day or any occasion, call (800) 333-ROSE.

Sincerely,

Example 5: Promotional products

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Osborne:

Snow season is quickly approaching, and everyone knows the horrible feeling of being stuck in a blizzard without any snow tires. Melrose Tires is offering a special season opener. Buy three snow tires and get the fourth one free! In addition, Melrose offers free tire mounting and 90-day interest-free financing.

We’re located on the corner of Jenrette Street and Kim Avenue. Just look for the 10-foot tire out front. Don’t get stuck spinning your wheels. Get your snow tires today!

Sincerely,

Example 6: Seasonal products offers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jones,

Let me take this opportunity to wish you a profitable and successful fall season on behalf of everyone at our company. Cold weather will be here soon and it’s not too early to think about preparing for the drop in temperatures.

We stock the best and most economical heating products and supplies available. Our network of suppliers ensures the lowest price and highest quality you can find.

From now until September 1, all orders for heating products and supplies will receive a 20 percent discount off the next order. So take advantage of this opportunity to prepare for this winter and save!

Sincerely,

Example 7: Letter to customer for offers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Kittburg,

Spring is just around the corner. You can see it everywhere. The days are becoming longer and warmer, and the tree limbs are starting to sprout buds. Just what does all this mean to you and Our Old Home Restoration? Spring cleaning.

If your home or office is looking a bit run down after this winter, then consider the following services offered by OOHR:

• Cleaning and refinishing of floors
• Polishing of metal fixtures (including brass and silver)
• Window and siding washing
• Drapery and upholstery cleaning and repair
• Polishing and repair of woodwork and tile

Whatever it takes to brighten and revitalize your home or office, VSR stands ready to assist. Our services are quick, efficient and economical.

So give us a call at (555) 555-5555 to set up an appointment today. Be sure to ask about our home-office discount packages.

Sincerely,

Seasonal Correspondence — Comments Off on Holiday Greetings
01
Dec 10

Holiday Greetings







Example 1: Christmas offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. LaSalle:

Happy Holidays! We know you are in a hurry to get your Christmas shopping done before the big day. Don’t forget to treat yourself to your own holiday gift. In the spirit of the season, we are offering a special discount to all of our valued customers. Come by Belladonna’s Salon & Boutique between December 15 and December 20 and receive 25 percent off all products and services!

Pamper yourself with luxurious facials and body wraps, manicures, and pedicures. And don’t forget to indulge in our new line of aroma therapy products. Join in the holiday spirit at Belladonna’s and treat yourself! We look forward to seeing you.

Regards,

Example 2: Holidays greetings letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Eastmore:

Thanksgiving is a special time of year. It is a time when we can reflect on the positive influence of others in our lives. This Thanksgiving we would like to express our gratitude to you for making us your main office supplier. We are offering a Thanksgiving special! All orders placed before November 24 will be discounted 10 percent off the original purchase price.

We wish you the happiest of holidays. Thank you for your patronage.

Sincerely,

Example 3: Business holidays letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Stonewall:

Happy Fourth of July!

It’s the great American cook-out day. Everyone will be taking out their grills and enjoying barbecued chicken, grilled steaks, ribs, brisket and sausages. We’ve stocked up on our barbecue supplies, including meats of all kinds, buns, and sauce just for this special occasion. Don’t worry, you won’t have to spend an arm and a leg to get everything you need. Pontabla’s Grocery has discounted all of these cook-out products for this special celebration.

Visit Pontabla’s on the corner of Maple and Pine for all of your Fourth of July cook-out needs. We are also offering a delivery service for a flat fee of $5.00 per order. You may even get lucky and find a special surprise at the bottom of your grocery bag. Pontabla’s is giving away American flags with every 10th bag of groceries sold!

Regards,

Example 4: Letter of seasons greeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Gaskin:

Happy Birthday! We want you to know you are being thought of on your special day. I hope all of your birthday wishes come true.

In honor of your birthday, we’d like to offer you this special discount. If you present this card at your next visit to our store, you will receive 20 percent off all merchandise. We appreciate your business and hope to see you again soon.

Cordially,

Example 5: Holiday Greetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Callahan,

Let me take this opportunity to wish you a profitable and successful fall season on behalf of everyone at our company. Cold weather will be here soon and it’s not too early to think about preparing for the drop in temperatures.

We stock the best and most economical heating products and supplies available. Our network of suppliers ensures the lowest price and highest quality you can find.

From now until September 1, all orders of heating products and supplies will receive a 20 percent discount. So take advantage of this opportunity to prepare for this winter and save!

Sincerely,

Example 6: New year letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Johnson,

During this special season let us take the opportunity to wish you and your employees the best. May the coming year be filled with peace and harmony for all.

Wishing you the best this holiday season,

Example 7: Holidays greetings letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jenkins,

This is the time of year when we all reflect on our good fortunes and give thanks. Everyone at our company wishes to thank you for being a part of our family of clients. We appreciate your continued patronage and value your business.

We wish you and all your employees good health and happiness during the holiday season and throughout the year.

Sincerely,

]

Seasonal Correspondence — Comments Off on Anniversaries
01
Dec 10

Anniversaries









Example 1: Example of seasonal correspondence documents

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. and Mrs. Babcock:

Our small produce farm could not have survived the past five years without your loyal support. When tornadoes left most of our crops destroyed last year, you purchased what we could offer and did not forget about us the following year.

To demonstrate our appreciation for your five years of patronage, we would like to offer you a 15 percent discount on all shipments within the month of March.

We are looking forward to doing business with you for years to come.

Sincerely,

Example 2: Letter to business partners

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ray:

Can you believe one year has passed since we struck our first business deal at the Automobile Dealers Christmas Banquet? We hit it off right away and knew we could trust each other. This past year our business relationship has had a positive impact on my sales. Because of your parts management team, my company has been able to provide our customers with high-quality used cars.

Since this month marks the anniversary of our business relationship, I would like to invite you to an appreciation dinner. Another one of our vice-presidents, Joel Sanders, will also be present. He is eager to meet you. My assistant will call to make arrangements.

Cordially,

Example 3: Customer promotion letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. McFarland:

Our lawn company has been maintaining your lawns and gardens for the past eight years. Since your business is so well known and so often visited by customers, you have been an excellent source of advertisement for us. We appreciate your willingness to spread the word about our business to interested customers.

For your eighth anniversary with our company, I would like to offer you six free hours of labor. You can apply the enclosed voucher as you wish. We hope to continue this long-standing business relationship.

Sincerely,

Example 4: Letter customer on company birthday

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Maria:

Ten years and still moving! After all these years, we are still moving Sandoz Consulting employees across the nation every time there is a new hire or a transfer. Thank you for trusting us with this important job. We hope to continue satisfying your employees for at least another ten years.

Because you are a valued client, we would like to offer you a special discount. The price of all moves during the month of August and September will be reduced by 25 percent. We sincerely appreciate your ten years of loyal patronage.

Regards,

Example 5: Customer promotion letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Overton,

Can you believe it has been one year since you purchased your system from our company. Let me be the first to wish you a happy anniversary!

I have not heard from you since the installation of the equipment.

If there is anything we can do to make your system work better for your company, please let us know.

Once again, happy anniversary. Here’s to next year!

Sincerely,

Example 6: Anniversaries

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Johnson,

It’s been exactly 10 years since you placed your first order with our company. Since that time we’ve developed a successful relationship between our companies. We’ve weathered the twists and turns of the economy together and are going strong today.

We wish you and your employees the best as you celebrate a decade of sales and service to the public.

Sincerely,

Example 7: Greeting holidays letter to customers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Cartwright,

As we say good-bye to 1995 and hello to the New Year, our entire staff wishes you the best.

This is not only a time for celebration, but also for reflection. We’d like to say thanks for your business. We hope to continue to meet business needs throughout the new year and beyond.

Sincerely,

Example 8: Internal business seasonal correspondence

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Johnson:

Why are we celebrating this month? Because your birthday is this month. That’s why!

Maybe you’d forgotten. Well, we certainly haven’t. Birthdays are just as important to us as providing the highest quality business products at the lowest possible cost.

We’re sure this will be a very special day for you. Still, to make it even better, please accept the enclosed $100 gift certificate. It’s redeemable at any of our locations throughout the city.

Happy birthday and here’s to another wonderful year.

Sincerely,

Response to Crisis — Comments Off on Response to Crisis
01
Dec 10

Response to Crisis







Guidelines : Response to Crisis

Responding to a Crisis

Guidelines and Alternate Phrases

  • Acknowledge the crisis situation.
  • We do find ourselves in the middle of a temporary crisis.
  • …has reached crisis proportions, and we must immediately take the situation in hand before the crisis overwhelms us.
  • Our pipes did burst and there has been a leak–that much is undisputed.
  • Describe any actions you are taking to minimize dangers or damages.
  • In light of further studies on the cause of the recent biking mishaps, we have redesigned the rear guard for our bike wheels.
  • Until further studies are complete and conclusive, we have asked our distributors to remove our dairy products from their shelves.
  • We have investigated all possible causes for our AMRCO bath oil’s association with the flu-related symptoms and find absolutely no connection between this product and the reported symptoms. We have presented our evidence to the media and have requested continued review of the case from the Food and Drug Administration.
  • Express your concern for employees, stockholders, and the general public who may be affected by the situation. You can always express concern whether or not you accept responsibility for the situation.
  • We are primarily concerned with the safety of our customers and employees. Company profitability always takes on less significance in a crisis such as this.
  • We trust this strong action conveys how serious we are about the situation.
  • We hope you will agree we have acted responsibly in the light of testing done to date.
  • As the facts from our study become available, you can be assured we will interpret them with safety being utmost in our minds.
  • Our biggest concern is the future safety of our employees, our customers, and the public.
  • Although we fail to see how the situation could have been avoided, we do want to express our vital interest in seeing employees and customers do not have to endure such hardship again.
  • More than the immediate profitability of our product line, we are concerned with the long-term effects on our employees.
  • We know of no stronger action to take in this situation. We are expecting a full reversal of the decision and feel our stand is in the best interest of our stockholders, our employees, and the general public.
  • We feel you will agree we have made a responsible decision in light of the facts discovered to date. We have the utmost regard for the sentiments of our managerial staff in the field operations handling this service to our customers. It is their consensus we relocate our manufacturing plant.
  • Assure employees and the public you will continue to keep them informed of further details, changes, or actions.
  • As soon as other details become available, we will pass them on to you.
  • We will keep you informed every step of the way until this situation is resolved.
  • Please direct your questions to my office. We want you to have all the facts as soon as they become available.
  • We plan to provide you with daily bulletins over the coming weeks to summarize court proceedings and our further research of the facts.
  • We will let you know about future actions as details become available.
  • As soon as we know anything more, we’ll pass on the information to you.
  • You are concerned about every detail and rightly so; we pledge to keep you informed every step of the way.
  • We will be monitoring the situation 24 hours a day and will release all the details to you, the public, as soon as we have them ourselves.
  • I personally plan to stay in touch by phone every hour and will go on TV with any new developments.
  • Avoid saying the situation will never recur.

Example 1: Sample letters for response to crisis

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear June:

I’ve been at Eastern for three months now. Since my arrival, I’ve been impressed by the consistent commitment to service from the people here. We’re producing a first-rate product and running a good, on-time airline. Those of you who fly us regularly know first-hand what I’m talking about.

In recent days you have undoubtedly read or heard news accounts about the indictment of nine Eastern employees on charges of falsifying repair records and failing to maintain aircraft. I want to address this in detail because this is a serious issue, and because you deserve an explanation.

At the outset I want to make one point clear–the allegations concern events that occurred almost two years ago at a maintenance facility that has been closed for a year. The investigation has nothing to do with our operations or maintenance practices today.

In every respect, Eastern is running a safe, efficient, and courteous airline. Eastern may have its share of problems but operating an unsafe airline is not one of them. This airline has undergone a rigorous inspection by the FAA, a rigorous inspection by the Department of Defense, as well as our internal audit. In every case, Eastern has passed these inspections in good order, and the FAA continues to be a vigilant observer and enforcer of regulations on the Eastern property to an extent unprecedented in American aviation history.

When the U.S. Attorney advised me the company and certain management personnel would be subject to criminal indictments, I asked our attorneys to enter into discussions with him to try to put this investigation and these matters to rest.

We were prepared to acknowledge to the U.S. Attorney in the form of a guilty plea that improper maintenance practices occurred during the pre-strike period up until March of 1989. Where wrongdoing was found by our own and a separate FAA investigation, employees were terminated or reassigned and penalties were levied by the FAA.

These discussions ended and the indictments were handed down because the company simply could not agree to the U.S. Attorney’s demand for a guilty plea to a conspiracy charge, which in our judgment would have called into question our present superior maintenance program and all employees and managers involved in that program.

I want to sincerely thank you for your support, past and present. Our product is improving and people are responding. Nothing is going to stand in the way of this progress. We have enjoyed serving you in the past, and we hope we can count on your continued support in the coming months.

Sincerely,

Martin R. Shugrue

Trustee

Reprinted with permission by courtesy of Eastern Air Lines.

Example 2: Response letter examples

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

To the Procter & Gamble Organization:

The Company has taken an unprecedented step in voluntarily suspending the manufacture and sale of Rely Tampons. Though you have received our press releases of the last 10 days, we believe you are entitled to more information than such releases can carry.

In order that you better understand what has happened, we attach for your information and any discussion you may wish to have with your associates, your families, the Company’s customers and suppliers, a statement tracing developments surrounding Rely. This statement was prepared by the group in management who handled the problem and recommended to this office the suspension action that was taken on September 22.

It is my sincere hope after studying this material, you will understand the course we have followed and agree the Company has behaved responsibly and in the long-term interest of the public, our stockholders, and our organization.

I am personally proud of the way our people in all concerned departments have behaved under the pressure of real concern for human life and often misleading publicity.

Very truly yours,

Reprinted by courtesy of The Procter & Gamble Company.

Example 3: Responding to business crises

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cohen:

I am sure you’ve heard stories in the news about the indictment of our former vice president of operations, William Mendelsohn. As the news reports have been somewhat misleading, I want to give you the facts of the case directly.

In early November an internal audit revealed that $1.2 million was missing from our pension fund. A subsequent internal investigation pointed to Mr. Mendelsohn. We immediately placed him on suspension without pay and informed the Portland Police Department of our findings. The police conducted their own investigation. Two weeks later, on December 7, Mr. Mendelsohn was charged with embezzlement and his employment at Hewitt & Maynor was terminated. His trial is scheduled for April 14.

We were extremely surprised to learn of Mr. Mendelsohn’s alleged criminal activity. At no time in his eight years with Hewitt & Maynor did we suspect any dishonesty. Upon learning money was missing, we took the swiftest and most appropriate action to bring the person responsible to justice.

We are also confident that we have taken the most appropriate and aggressive measures to return the missing $1.2 million to the pension fund. We are currently pursuing several options including compensation from our insurance company.

I want to assure you that we are doing everything we can to bring the pension fund up to its proper levels. The administration of our employees’ benefits is a serious matter. They work hard to make this company successful. We want them to know their retirement benefits are secure. In order to prevent the misuse of pension funds in the future, we are instituting a double authorization system. It will make for a bit more paperwork, but increased security.

We will continue to keep you informed as the situation develops.

Sincerely,

Example 4: Response to crisis letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hoffman:

As you know, the Americar Engine Plant in Warren, Ohio shut down July 16 because of an employee strike. The plant is our sole supplier of Traveler engines. We currently have 200 engines in stock. Once these are installed, we will be forced to shut down our assembly operations until the Engine Plant re-opens. This means all plant employees will be laid off indefinitely, effective July 24.

Contract negotiations are in progress. Both sides hold significant differences of opinions with regard to wage increases and benefits packages. Americar negotiators report they don’t expect an agreement in the near future, although they assure us both sides will continue to work in good faith to end the impasse.

We regret we have no other choice but to schedule layoffs. I know how hard it is on all of us and our families to be in an uncertain situation. We all want to be back at work as soon as possible. To that end, we have offered the negotiators in Warren any assistance they need.

Thank you for your patience during this difficult time.

Sincerely,

Example 5: Response to Crisis

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Montego:

The three cases of e-coli bacteria found in our Little City Burgers restaurant are a serious and regretful situation, but one we are prepared to handle.

We are surprised and deeply saddened that anyone experienced any negative consequences from eating at Little City Burgers. The three customers affected are expected to fully recover. Two have already been released from the hospital, and the third is expected to be released by the end of the week. We are doing everything we can to ensure they are receiving the best care available.

We want to stress that the presence of e-coli in our tomatoes was completely unrelated to the sanitary practices of our restaurant. We have a team of inspectors who make sure all of our restaurants follow rigorous sanitary policies.

The E-coli bacteria can infect tomatoes, raspberries, and strawberries usually in parts of South and Central America. It remains on uncooked plants regardless of whether they are washed. In other words, the tomatoes were contaminated with the bacteria before they ever reached our restaurants, and nothing we could have done short of cooking them would have eliminated the bacteria.

We purchased this shipment of tomatoes from a grower in Guatemala. Although it passed USDA inspection, it was infected with e-coli before it entered the country. The tomatoes were shipped to 12 Little City Burgers in the northern Illinois area. As soon as we discovered the contamination in our Chicago location, we withdrew all the tomatoes from all 12 locations. We have had no other reports of sickness as a result of eating our chef’s salad. Now that we have identified the cause of these sad incidents and resolved it, we are dedicated to returning our customers’ confidence in us.

Sincerely,

Research — Comments Off on Thanks for Returning Survey(Dissatisfied)
01
Dec 10

Thanks for Returning Survey(Dissatisfied)





Example 1: Thanks to customer for survey

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

Dear Ms. Salvador:

Thank you for your prompt response to our service satisfaction survey. We are sorry to learn you were treated poorly by our staff in long-term parking. As a privately owned facility, we feel it is our duty to provide you with the best service. Enclosed please find a certificate for a month’s free parking.

We appreciate the candor and honesty you showed in your comments, and hope you will give us the chance to be of service to you in the future.

Sincerely,

Example 2: Apology letter to customer after customer service questionnaires

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

Dear Mr. Costa:

Thank you for completing our recent customer satisfaction questionnaire for Versailles Florists.

We are distressed to learn the florist on duty used poor quality flowers in your table arrangements. Please accept our apologies, and our offer of free arrangements for your next banquet.

Again, thank you for your comments. We will take them to heart, and we look forward to your next visit.

Yours Truly,

Example 3: Thank you letter to customer for feed back

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

Dear Ms. Orchid:

Thank you for completing our frequent listener survey. We are pleased you found our selection more than adequate, but were distressed by your comments regarding customer service. We hold our customer service to the same high standards we hold our books on tape.

Please accept the enclosed $15 gift certificate and our apologies. Thank you for your time.

Yours Truly,

Example 4: Thanks to customer for returning survey

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Conroy,

Thank you for taking the time to complete our guest questionnaire following your recent stay at the Hotel California.

I was distressed to learn that you found the clerks at the check out desk unresponsive and the process time-consuming. Please accept my sincere apologies for the poor standard of service you received. I have talked with my staff to insure that such behavior will not occur again, and the hotel will be re-examining our check out process for ways in which it can be made more efficient.

We look forward to welcoming you back to the Hotel California in the near future.

Sincerely,

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