Public Relations

Products & Services — Comments Off on New Services
01
Dec 10

New Services






Example 1: New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Salcedo:

We value your patronage at The Pampered Pup Grooming & Kennel Kingdom. We want you to know about our new organic grooming and kennel meal services.

Our organic grooming service features all natural pet shampoo and flea dips, while our kennel will now offer organic dog food.

The enclosed gift certificate is good for a free grooming or overnight stay. Both you and your pet will notice the difference.

Yours Truly,

Example 2: New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Albertson:

Quality Computers is pleased to offer a new on-line help service: Virtual Advice.

Point your browser to http://www.qualitycomputers.com. Click on the HELP ME!! icon to access the Virtual Advice Support Exchange. Type in your question or concern and our on-line assistants will come to your rescue. You can download a transcript of the entire session for future reference.

No more trying to hold the phone and read message screens. No more having to have the software support specialist try to guess what keys you might be hitting in the wrong order. Thanks to this new system, you will be able to get detailed, accurate help.

Thank you for choosing Quality Computers. We hope you enjoyVirtual Advice.

Yours Truly,

Example 3: New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Honeychurch:

K-9 Trainers is pleased to offer a new training service for your dog: search and rescue techniques.

Clive Crowley, a member of the state park search and rescue team, has agreed to offer his services to our training center. He will teach a series of classes, beginning with basic search and rescue techniques.

Enclosed is a tentative class schedule. We hope you will attend.

Sincerely,

Example 4: New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Regatti:

Dwyer’s is pleased to offer a new service — telephone ordering. With a phone-in account you’ll be able to order office supplies for delivery right over the phone. To be eligible for this service, come to our downtown location at 1414 O. P. Jones Blvd. and fill out an application.

Dwyer’s is proud to make this service available.

Yours Truly,

Example 5: New Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

We’ve got some news of interest to you. We’ve added a 24-hour technical support line and page on the World Wide Web to better meet your support needs.

For a minimal annual enrollment cost, we will provide your company with up to 12 months of unlimited access to both our technical support line and web site. The enclosed brochure will tell you more about this exciting new program.

If you are interested give me a call today, or simply fill out the enclosed enrollment form and mail it back to us in the postage-paid envelope. We look forward to hearing from you.

Sincerely,

Products & Services — Comments Off on New Product Line
01
Dec 10

New Product Line







Example 1: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Julie:

The Holly Shop will release a new line of bath items early next month. It will include scented soap, bath oil beads, bath crystals, body powder, body lotion and floating candles. We have decided to use Victorian floral tins for packaging.

I am sending you a sample set (gardenia, sandalwood and rose) for your review. We’d like to know what you think of them. Specifically, we are interested in how well you think they might sell in your boutique.

Thanks for the help, Julie. We are excited about this new line, and think you will be, too.

Sincerely,

Example 2: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jenkins:

We are pleased you are using Colette’s for your catering needs. In addition to our standard dishes, which you will find in the enclosed menu, I would like to tell you about our new line of organic vegetarian dishes.

We now offer meatless cuisine such as eggplant parmigiana, made with organically grown eggplant and goat’s cheese; vegetarian kabobs, featuring green and red peppers, pineapples and mushrooms glazed in either an organic honey sauce or a garlic and basil butter; and an astounding array of leafy greens and spinach salads. And of course, we are featuring vegetarian hors d’oeuvres and sinfully rich desserts!

In the past you have had difficulty ordering appropriate meals for some employees who are strict vegetarians. I hope this will make catering your office meetings both a bit easier and tastier.

Sincerely,

Example 3: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Pullman:

Lafayette’s is proud to offer a new line of French doors.

From the simple and utilitarian Gregory model, to the high-arched slope of the Estelle, we think you will agree these are extraordinary designs. They are all made with the same attention to quality for which Lafayette’s is famous.

I have noticed the cherry, maple and natural doors in our lines have been selling well for you. Would you like a Gregory in natural, a Heather in maple and an Estelle in cherry for a test run? I’ll be happy to ship them to you free of charge.

Let me know!

Sincerely,

Example 4: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Delacroix:

In our last conversation, you mentioned the possibility of returning your copier and renting a newer model with more sorting trays. I think I have found just what you are looking for.

We are offering a new line of copiers, The Sorter Specialists. The 9300-GK of this line (on page 3 of the enclosed brochure) would suit your needs. It features a revolutionary floating tray design — the trays are arranged in a double row and replace each other, thus allowing for twice as many proposals to be copied.

We can arrange a one-week trial to give you an idea of the 9300-GK’s capabilities.

Sincerely,

Example 5: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Mink:

Grant’s Custom Car Alarms is pleased to offer a new line of alarms — The Cop Connection.

In conjunction with regional law enforcement, we have developed a remarkable system. Each car is fitted with a special transmitter keyed to the police emergency band. When a vehicle is burglarized, the transmitter automatically alerts the local police.

We can arrange a demonstration of this amazing new alarm system if you wish. This alarm system is going to sell. Don’t miss the opportunity to be our only licensed dealer in the area. Give me a call.

Regards,

Example 6: New Product Line

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Callahan,

We are proud to announce the introduction of the newest addition to our family of quality products. The DHP-100 Series boasts the latest advances in technology. It is user-friendly, fast and efficient. But, best of all it is economical.

For more information or a complete demonstration please call (555) 555-5555. Mention product code DHP-100 and receive 10 percent off your next order.

Sincerely,

Products & Services — Comments Off on Leasing Option
01
Dec 10

Leasing Option






Example 1: Leasing Option

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Geiger:

Felton’s Business Machinery is pleased to offer some new options on your payment plan for your machinery lease.

Your company now has the option to pay your rent on a bi-monthly, quarterly, or twice-a-year plan. Or, if you wish, you may continue to make monthly payments.

You have been a responsible customer, and we welcome the opportunity to arrange a payment schedule which best suits your company’s financial needs. Please call Fred and let him know if you want to change your current payment plan.

Cordially,

Example 2: Leasing Option

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Culpepper:

Precision Products has provided your production floor machinery for some years now, and we would like to thank you for the responsibility with which you have handled your account. Do you realize you have never been late with your lease payments? Because of your record, we would like to thank you by extending the following offer:

For every five months in a row we receive your payment on time, you will receive the sixth month of machinery usage at no charge. We have no doubt you will receive two months free usage each year, resulting in substantial savings for your company.

It has been a pleasure to do business with you over the years.

Cordially,

Example 3: Leasing Option

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kleckner:

Thank you for choosing Copiers & More for your equipment rental needs. I want to make sure you are aware of our lease-to-own plan.

Enclosed is a payment schedule outlining the monthly costs of the copier, fax, and computer on our 12-, 18-, 24- and 36-months lease-to-own plans. Briefly, on the 12-month plan, your payments would increase by $40 a month; on the 18-month plan they would increase by $30; the 24-month the increase would be $20; and on the 36-month, $10.

Remember, after you sign the rental agreement, you cannot switch over to the lease-to-own. Call for more information.

Sincerely,

Example 4: Leasing Option

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Clausen:

Hargensen’s Office Equipment thanks you for participating in our lease-to-own plan. We are delighted to provide you a copier that meets all your requirements.

As per your request, enclosed please find an Extra’s Club brochure, which highlights some of the additional services we offer. Our most popular extras are:

1. Automated Monthly Payment: This service allows you to set up an automatic bank draft so your payment is deducted from your bank account every month, eliminating the hassle of coming into the store or mailing the payment. This is a free service.

2. Servicing of Your Equipment: All servicing of equipment, including replacement of parts, is free while you are making payments.

3. Servicing After Ownership: For an additional $25 a month you can extend the service contract to include the life of the machine. This covers replacement of the machine if necessary after you own it and at no charge to you.

Call me if you would like to sign up for the Extra’s Club. Remember, there is a one time registration fee of $30, but you may add or delete club options at any time with no penalty.

Sincerely,

Example 5: Leasing Option

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Johansen,

In a perfect world, budgets would not be an issue. You’d be able to purchase the best printing equipment and systems available with no concern for price. Wouldn’t you?

The bad news is that budgets are reality, and as a responsible business owner, you have to live within your means.

The goods news is that our in-house leasing program allows you to have the best of both worlds – top-quality equipment at the lowest possible cost. Imagine being able to acquire the best the printing industry has to offer without depleting your cash reserves. That’s what our in-house leasing program is all about.

Our in-house leasing program allows the kind of flexibility in terms that you need. Leases can be written for as little as $1,500. There’s no upper limit. Each lease payment can be designed to cover the cost of equipment, consulting, training, support, installation and maintenance.

There’s no more affordable way to upgrade and enhance your printing capabilities. For complete details, please contact me today.

Sincerely,

Products & Services — Comments Off on Available Products & Services
01
Dec 10

Available Products & Services







Example 1: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Zellerman:

Caladium Florists is pleased to offer the following floral selections:

• Tropical House Plants
• Night Blooming Flowers
• Fresh Cut Domestic Flowers for Arrangement
• European Plant Gardens
• Bonsai
• Hard-To-Find Exotics

And if you want something extra to compliment your floral selection:

• Fruit & Cheese Gourmet Baskets
• Porcelain and Blown Glass Figurines
• Hand Crafted Wind Chimes
• Crystal Sun Catchers
• Balloon Bouquets

We offer local and worldwide delivery on all orders. Just call us at 385-CALA or come visit us at 4927 Arbor Circle.

We look forward to seeing you!

Yours Truly,

Example 2: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cartwright:

Thank you for your interest in Bead’s Glass Repair. As you will see in our brochure, we offer reasonable pricing and guarantee our quality workmanship. Allow me to briefly list our services for you.

Auto Glass Repair, Replacement, and Installation:

Repair of
-Rock chips
-Cracked T-tops & sunroofs

Replacement and Installation of
-Truck sliders
-T-tops & sunroofs
-Windshields
-Back & side glass
-Tinting

Commercial Glass Repair, Replacement, and Installation:

-Store front glass
-Tempered & insulated glass
-Mirrors & mirrored walls
-Window glass
-Reflectorized glass

Residential Glass Repair, Replacement, and Installation:

-Window glass
-Glass walls
-Mirrors & mirrored walls
-Beveled glass
-Furniture tops
-Custom shower units
-Patio & sliding glass doors
-Reflectorized glass

Please feel free to call me if you have any questions.

Sincerely,

Example 3: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Donahue:

At Artistic Expressions, we offer a selection of more than 300 frames and 800 mattes from which to choose. You will find wood, metal, and shadowbox frames in a variety of styles and colors, ranging from the homey to the elegant. Our mattes range from a beautiful cream brocade-on-matte-board to an electrifying bright blue gloss matte.

Our first-rate staff has 15 years combined experience in framing:

• Original Paintings
• Photographs
• Prints
• Needlework
• Collections & Memorabilia
• Degrees & Certificates

We invite you to visit us at 1422 Hillcrest. Bring the treasured photographs of your great grandparents.

Regards,

Example 4: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. and Mrs. Williams:

Welcome to Belle Plaine. We are delighted you chose our city as your new home. We trust you will love living here as much as we do.

We know moving can be stressful. It’s not just the packing and unpacking of boxes — it’s finding the grocery stores, the banks, and doctors that are just right for you. While we can’t offer recommendations on all of these things, we do hope to take the guesswork out of selecting an optometrist.

Allow us to introduce ourselves. We are Dr. Troy Collins and Dr. Annabeth Finch of the Constant Care Eye Clinic, located at 4392 West Keyes, just off of Main Street. We have been serving Belle Plaine for more than a decade. Here is just some of what we do:

Exams & Patient Care

• Comprehensive eye exams and personalized attention to detail
• Free testing for color blindness
• Glaucoma & cataract testing
• Myopia reduction/orthokeratology
• Laser refractive surgery
• Vision therapy
• Treatment of ocular diseases
• Vision loss support services referral
• Specialized pediatric optometry (great for your three kids!)

We are also pleased to offer high quality lenses, frames and contacts. We offer evening and weekend appointments, and we are always on-call for emergencies. Best of all, we accept all major forms of insurance, HMO plans, military coverage, and government funded support.

As residents of Belle Plaine, we feel an extra commitment to providing quality care. After all, we are neighbors. To welcome you, we’d like to offer you free first exams for your entire family. Just give us a call.

Sincerely,

Example 5: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. and Mrs. Schmidt:

It’s that time of year again. Time to decide what to do with the back yard—it just needs something. Something new. Something different.

Designer Decking may have the answer. We specialize in custom-built backyard patios and decks, made from your choice of redwood, cedar, or treated pine. Decks and patios aren’t all we do.

We can build, to your specifications, patio covers, sun rooms, shade arbors, and even spas. We can enhance these additions by laying flagstones or brick walkways.

Take a moment to study our brochure. We think you’ll agree the pricing is more than reasonable. Give us all call—we’d love to help you make your yard into something special, something uniquely you.

Sincerely,

Example 6: Available Products & Services

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

In order to better serve both you and our other customers, we’ve expanded the scope of our services and products. The enclosed brochure provides detailed descriptions of what we have to offer, along with a price list.

If there is a particular problem or issue you’d like to see addressed by our technical and support staff then let us know. Our technical support hotline, 800-555-5555, is open 24 hours a day.

Remember, we can only do our best for you when we know what you need.

Sincerely,

Press Releases — Comments Off on Press Releases
01
Dec 10

Press Releases













Guidelines : Press Releases

Media Notices and Press Releases

Guidelines and Alternate Phrases

  • Include a release date at the top of the page.
  • Provide a contact name and phone number for further questions.
  • Use a headline if you wish, but the editor will probably choose his or her own.
  • Type the word “more” at the end of each page and “-0-” or “-30-” at the end of the release.
  • Summarize your story in the first paragraph–who, what, why, where, when, and how.
  • Elaborate on the details, including quotes from important sources, and other newsworthy tie-ins.
  • Raise other intriguing questions or suggest specific topics of interest if you are hoping to generate a feature story or personal radio or TV interview. In other words, make it easy for the journalist to get you in print.
  • Suggest, in a covering “pitch” letter, an interview with the principal person or organization involved (such as a book author or the chairperson for a fund-raising effort).
  • The author, Mel Jones, will be in Philadelphia March 2-3 and will be available for interviews during those days.
  • Because the organization’s headquarters are located locally in Chicago, we can provide several people to answer questions you may have about the campaign and the amount of donations received to date.
  • Ms. Eisenhower has some fascinating stories to tell about the opening of this way station in Peru. If you’d like to talk with her further, we will be happy to arrange an interview for you.

Example 1: Sample of press release letters

For Immediate Release Contact: Doug Nicoll

Wednesday, July 1, l987 313-956-1909

HIGHLAND PARK, July 1–Chrysler Corporation Chairman Lee Iacocca, saying “a simple apology is not enough,” today announced Chrysler was taking immediate steps to assure continuing public trust in the company and consumer confidence in its products.

“The only law we broke was the law of common sense,” Iacocca told a press conference at the company’s Highland Park headquarters. “We made mistakes that we will never make again. Period.”

Iacocca said charges that the company had violated the law and press reports about those charges are causing some customers to question their confidence in the company’s products.

Since October 1986, the company tests vehicles with their odometers connected and places a notice in the vehicles informing dealers and purchasers of the test mileage.

For vehicles tested before October 1986 with their odometers not connected, which can be identified from company records, Chrysler, as a goodwill gesture, is voluntarily extending its warranty coverage to Seven Years or 70,000 Miles. Most of the affected vehicles are already covered by the company’s Five-Year or 50,000-Mile Warranty, the best warranty in the industry at the time the vehicles were built.

In addition, the company is extending warranty coverage on those vehicles to include additional major systems such as brakes, suspension, electrical, steering, and air conditioning. And third, Iacocca said the company will ask owners of the affected vehicles to bring their cars to their dealers for a free inspection under the new warranty. “If we find any product deficiency, we’ll fix it free of charge,” he said.

Iacocca said owners of affected vehicles will be notified by mail. “We are trying to show our good faith to our customers and to reassure them of the quality of their vehicles, so we’re going to back them even better and longer.”

Iacocca said the company also would offer to replace–“no questions asked”–40 vehicles that were damaged in the overnight testing program, even though these vehicles met all the company’s standards for quality and customer satisfaction at the time of shipment. “The owners will get a brand-new car or truck if they want one,” he said.

“We’re going a little overboard maybe,” Iacocca said, “because when people trust you, and you give them reason to question that trust, a simple apology isn’t enough.”

The company will begin mailing letters today to owners of affected vehicles and hopes to complete the mailing by early next week.

The overnight quality test-drive program utilizes a small number of vehicles selected at random at each of Chrysler’s assembly plants, driven by qualified and authorized personnel. If any problems were found, the problems were corrected prior to the vehicle being shipped to the customer. If a common problem was found among the test vehicles, the entire day’s production was inspected and any required corrections were performed prior to the vehicles being shipped to the customer.

Chrysler said the quality test-drive program was one of the contributing factors to Chrysler having the best safety recall record of the domestic auto industry for the past five model years.

-30-

Reprinted by courtesy of Chrysler Corporation.

Example 2: Press releases letters

Release date: July 1, 19– For more information:
James Wells–605-345-6789

MARSELL-DONMELSON OPENS OFFICES IN HONG KONG AND SINGAPORE

Marsell-Donmelson, a leading financial and accounting firm, has announced the formation of Marsell-Donmelson, (Asia) Ltd. with offices in Hong Kong and Singapore.

Each office will have an initial staff of 40 people. The staffs will include English, Australian, American, Chinese, Malaysian, and Singaporean nationals.

A third office will be opened in Tokyo this year, the firm announced.

Ronald Lofton, London-based president of Marsell-Donmelson who supervised formation of the new companies, said: “Hong Kong is perhaps the fastest-growing financial center in the Far East. Many companies, including present clients, have established regional headquarters there. From this office we will have access to the increasingly significant market areas of Malaysia and Indonesia. This Asian capability, added to the six offices we have in Europe and North America, will allow us to offer complete financial service to the world’s three most important business areas.”

Donald Matthews, a leading financial spokesman in Singapore for the past two years, will be executive vice president in charge of Marsell-Donmelson Asian operations. With a CPA background, Matthews also managed a public relations consulting firm in New Zealand.

The Singapore office will be managed by Paul Baker, Regional Vice President, who previously managed a public relations firm in Singapore for three years.

Both Mr. Matthews and Mr. Baker will be on the board of the Asian company.

-30-

Example 3: Press Releases Documents

Release date: December 15, 19–
Contact: Allen Stevenson @ 451-555-2973

SANDRA LOWENSTEIN NAMED VICE PRESIDENT OF SUNRISE BEVERAGE CO.

Sunrise Beverage Co. Board of Directors elected Sandra Lowenstein vice president at their December 14 meeting. Ms. Lowenstein will take over for Robert Greenwell who leaves March 1 to become assistant vice president of the U.S. Information Agency.

Before Ms. Lowenstein came to Sunrise Beverage in 1980, she was the director of operations at Green Valley Foods, Inc. Her tenure at Sunrise includes positions as assistant to the director of marketing and director of marketing. In 1995 she led the most successful marketing campaign in Sunrise’s history to introduce our line of organic juices.

George Adams, President of Sunrise, stated, “I don’t think there’s anyone more qualified for this position than Sandra Lowenstein. She is a proven leader for Sunrise Beverage and the industry as a whole.”

-30-

Example 4: Business press release examples

Release date: February 1, 19–
Contact: Julie Brown @ 952-555-2947

HALPERT MEDIA SIGNS $8 MILLION CONTRACT WITH TRACKER INC. TO BE EXCLUSIVE PROVIDER OF CIRCULATION SYSTEMS, NETWORK AND APPLICATIONS

On January 31, Halpert Media, the largest American newspaper owner, signed an $8 million contract to make Tracker Inc. the exclusive provider of circulation systems, network and applications for Halpert’s print media holdings.

Tracker will now provide circulation software for all of Halpert Media’s newspapers, including three of the top ten newspapers in the United States: the Los Angeles Examiner, the Cleveland Times, and the Miami Press, as well as the Tampa Tribune, the Milwaukee Post, and the St. Paul Observer.

The contract was awarded to Tracker after an extensive year long product and company review. Halpert Media newspapers will take advantage of the entire line of Tracker circulation software. Tracker 5000 is an efficient and flexible database system that tracks circulation. TAE 3.1 is a program specially designed for print media to chart production and materials costs to optimize productivity. TAE Router allows newspapers to make routing decisions and design delivery routes based on scanned maps.

Julian Stein, Vice President of print media operations at Halpert Media, commented, “The contract with Tracker is a big step forward for Halpert’s newspapers. It will allow us to standardize circulation and production systems, making cooperation between our print media holdings more efficient and effective.”
“Halpert Media has the most expansive and sophisticated circulation needs in the country,” said Tracker Inc’s director of finance, Holly Kuske, “We are pleased to offer the software they need. We trust our new business relationship will help both companies move forward successfully.”

-30-

Example 5: Community press release letters

FOR IMMEDIATE RELEASE
Contact: Ray Mellon @ 405-555-2941

GULF AIR TO MERGE WITH AVERY, INC.

Yesterday Gulf Air reported it finalized its merger with Avery, Inc. The agreement calls for the exchange of 3,000,000 shares of Gulf Air’s common stock for the outstanding shares of Avery, Inc. The merger forms Avery Gulf Air (AGA), now the largest manufacturer of airplane technology in the country.

Gulf Air is one of the major American suppliers of commercial airplanes and commercial airline technology. They make the DC-20 and the LR-100, two of the most popular commercial planes today. Avery is the largest supplier of aircraft to the U.S. military and has been contributing aerospace technology expertise to the U.S. Space Program since 1980. In 1997 the Space Program awarded Avery the contract to construct the next space shuttle, the Sojourner.

“The merger compliments the capabilities of each company,” said Ken Pavlanski, Gulf Air director of research and development. “Our commercial airline operations will benefit from the infusion of expertise about military safety technology. Our passengers will be the ultimate beneficiaries. We couldn’t be more pleased.”

Marianne Daniels, Avery, Inc. director of marketing said, “Diversification is the key for today’s successful manufacturers of defense technology. We are delighted to expand our focus with our merger with Gulf Air, one of the most trusted suppliers of commercial air planes.”

-30-

Example 6: Example of press release cover letters

For Release August 12, 19–

Contact: Helen Sung @ 204-555-2954

NATIONAL AUTO WORKERS’ UNION
REACHES AGREEMENT WITH TOPAZ INDUSTRIES

After four months of negotiations, last night the National Auto Workers’ Union reached an agreement with Topaz Industries in Defiance, Ohio and Sharon, Pennsylvania. The agreement calls for Topaz Industries to hire 422 more workers at the Defiance Plant and 265 more at the Sharon Plant. Topaz Industries also agrees not to out-source any additional production jobs. It includes a contract offering employees an across the board 3% pay increase adjustment for the cost of living.

Stated Gerald Andrews, Topaz Industries’ chief negotiator, “I think this is an agreement we can all live with. We aren’t entirely happy with some of the stipulations, but that’s what coming to an agreement is all about. Everybody has to give a little.”

President of National Auto Workers Union, Jack Campbell, commented, “Our members deserve more than the 3% wage increase, but overall this is a contract I feel comfortable bringing to our members. The main issue was out-sourcing, and I think we made it clear we won’t stand for Topaz Industries taking American jobs south of the border.”

NAW will bring the agreement before its members for a ratification vote on Monday, August 15. If ratified, it will go into effect January 1, 19–, averting the possibility of a strike.

-30-

Example 7: Press releases examples

Release date: March 10, 19–
Contact: Tim Green @ 245-555-0023

NATIONAL PACKAGE EXPRESS EXPANDS SERVICE TO AFRICA

National Package Express (NPE) announced yesterday it is expanding its service to the African nations of South Africa and Kenya. With this expansion, NPE delivers to more countries than any other delivery company in the world.

NPE plans to open offices in Johannesburg and Nairobi on April 15 and May 1 respectively. One-day delivery will be offered inside Africa and two-day delivery for any package originating from or destined to another continent.

Margaret Teasdale, director of operations at NPE said, “Traditionally, most package delivery companies have ignored Africa over concerns about infrastructure outside of the major cities. We realize how important service to Africa is for many of our customers, and we think we can provide our usual top quality service in South Africa and Kenya. We are currently looking to other African countries to expand our service.”

-30-

Example 8: Press releases samples

Release date: September 30, 19–
Contact: Emma Gardner @ 863-555-2990

BUILDERS’ CENTRAL ANNOUNCES THIRD QUARTER DIVIDENDS

Tim Simons, president of Builders’ Central (NYSE-BCEN), announced third quarter dividends of $.07 per share payable October 1, 199– to shareholders of record September 15, 19–. Third quarter dividends are up from $.06 for the second quarter, and $.04 for the third quarter last year.

Builders’ Central is a discount building supply store catering to both professional construction contractors and homeowners. Since it was founded in 1979 in Annapolis, Maryland, Builders’ Central has expanded to become the largest building supply store on the East coast with over $1.2 billion in revenues during fiscal year 19–.

-30-

Example 9: Sample of press releases

Release date: September 1, 19–
Contact: Gail Brella @ 824-555-3000

VERONICA MILAN’S NEW BOOK ARCHITECTURAL STUDIES OF DREAMS SET FOR RELEASE OCTOBER 15

Peregrine Press will release Veronica Milan’s new book Architectural Studies of Dreams, October 15. Ms. Milan is the author of various best-sellers dealing with psychology, sociology, cultural history and dream interpretations. Her book released last year, History of the Soul, remained on the New York Times best-selling list for 59 weeks. Ms. Milan is also a frequent contributor to Esquire, Harper’s and the New York Times.

Ms. Milan plans a book tour from October 15–November 5. Her tour will begin at Esmerelda’s Bookstore in New York City and end on the west coast at Pacific Palisades Book Emporium .

Architectural Studies of Dreams. Peregrine Press, 19–. Hardbound, $35.00. Cloth $23.50. ISBN 2-98-203489-3. p. 245
Paperback set for release January 1.

-30-

Example 10: Documents for press releases

Release date: April 2, 19–
Contact: Jeff Florence @ 295-555-2904

CULVER CITY SIGNS CONTRACT WITH
ALLEN ENTERPRISES TO PRIVATIZE PRISONS

Yesterday Culver City Council announced a $22 million contract with Allen Enterprises to privatize Devin Correctional Facility and Culver Maximum Security Prison. The move is expected to save Culver City $2.6 million per year.

Under the contract, Culver City will lease both facilities to Allen Security Enterprises for one dollar per year. Allen is responsible for all building maintenance costs, security, and prisoner services. Current Devin Correctional Facility and Culver Prison employees have the option of signing employment contracts with Allen Security.

Allen has been running prisons in Ashville and Brentwood for the last five years. Their financial and security records are available to the public at the Culver City Library.

Council member Gus Starke commented, “We promised to cut the budget this year, and this contract will take us a long way toward our goals. We wouldn’t have decided to privatize if we didn’t trust Allen Security completely. Their record is exemplary.”

Darrel Masters, President of Allen, will be at the May 2 city council meeting at 7:30 p.m. at City Hall to answer any questions.

-30-

Example 11: Press Releases

Release date: May 19, 19–
Contact: Sarah Peterson @ 216-555-6355

CARLA MONTANA INTRODUCES A LINE
OF WOMEN’S PROFESSIONAL CLOTHING AT CITY OUTFITTERS

Television talk show host and author Carla Montana introduced her new line of professional women’s clothing at City Outfitters yesterday. At a fashion show in the Orlando City Outfitters, Montana said, “Less expensive clothing options for professional ladies are long overdue. I had a wonderful time designing clothes I thought would look great on real women in the real world. We’re not all models.”

The new line features stylish skirts, blouses, and jackets, most for under $28.00. “The best thing about them,” Montana says, “is they are all machine washable. I know today’s women don’t have time to mess with dry cleaning.”

As of May 25, Montana’s line will be available in all City Outfitters stores. Ms. Montana will be in the Seattle store on Tuesday, May 22 and the Miami store on Thursday, May 24 to present her designs and take interviews.

– 30 –

Permission — Comments Off on Requesting Permission
01
Dec 10

Requesting Permission







Guidelines : Requesting Permission

Requesting Permission

Guidelines and Alternate Phrases

  • Pave the way for the request by telling who you are and how you plan to use the quoted material.
  • Request permission for the specific material to be used. If you are telling an anecdote, supply a copy of how you will word the story and in what context. If you are using printed material, be specific about page, lines, figures, photos, and so forth.
  • Give the exact use of the material: One-time limited use? In all foreign translations? On video? On audio? In all associated product brochures and manuals?
  • Suggest a permission line to be used to show copyright, or ask the granter of the rights to do so.
  • Reprinted by courtesy of Holdern Corporation.
  • Courtesy of Tom Mitchell Group, Inc.
  • Reprinted by permission from Banking in America, by Harold Smith, Harper and Row Publishers, copyright 19–.
  • Make it easy for the reader to respond: include copies of anything to be reprinted, the context of the reprint, and permission forms or approval-signature space on your letter of request.
  • Thank the reader.
  • I appreciate your cooperation.
  • Thank you for your courtesy in allowing this use of your material.
  • Thank you for granting permission for this limited use.
  • Such statistics in our handbook will be of great benefit in adding credibility to our own company studies. We appreciate your help.

Example 1: Sample request letter for permission

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Johnson:

I am preparing a speech on corporate ethics to be delivered at the ARP national convention November 6. At a recent Chamber of Commerce meeting, Dave Ferguson used a story about your business and your convictions on not permitting your staff members to enter a competitor’s booth during a trade show. I’d like to use that anecdote in my speech if you don’t mind.

Dave gave me some statistics and other particulars, but I wanted to check with you for verification. Therefore, I’ve enclosed a small segment of the speech that relates to you. Would you mind glancing over this portion and verifying, correcting, or adding any other comments you feel further describe your feelings on the ethics of this situation?

Thank you for your help in making this an inspiring speech for our convention audience.

Sincerely,

Example 2: Letters for permission

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hanlon:

I am writing an article for our company newsletter about the rising awareness of sexual harassment in the workplace. I would like permission to quote the definition of sexual harassment you gave in your 1997 book, The Office Minefield.

The quote I wish to use is on page 112, beginning on line 22 with “Sexual harassment is…” and ending on line 24 with “…of disapproval.” (Please see enclosure for full excerpt.)

I have enclosed two copies of this letter. If you will grant permission, please sign below and return one to me in the enclosed self-addressed stamped envelope. You can keep the other copy for your records. Your signature indicates your permission to reprint your words only for this limited use. In no way do you forfeit your right to the copyrighted material.

Unless you specify otherwise, I will footnote your quote, “from Ronald Hanlon’s The Office Minefield (Wellfield & Brown, 1997).”

I think your definition succinctly nails down some complicated issues. Thank you for your consideration.

Sincerely,

Agreed to and accepted by:

_________________________________________________________________
Signature Title Date

Example 3: Request permission for published article

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Parillo:

The Floyd comic strip you published in the Detroit Inquirer on June 27 made the rounds in our office for several days. We were struck by the way you captured the pitfalls of taking a leadership position. I would like to use your cartoon in the material I plan to distribute at an annual executive training seminar. The seminar hosts approximately 40 executive trainees yearly.

The comic strip will not be used to endorse any of our products. I would like to use it on the title page of a handout entitled “Earning Leadership.” Enclosed is a copy of the proposed title page with your comic strip.

If someone other than you owns the copyright, will you please tell me how I may contact them?

To indicate your approval for this limited use, please sign below and return one copy to me in the envelope provided. I will credit the strip according to your directions.

Thank you.

Sincerely,

Agreed to and accepted by:

__________________________________________________________________
Signature Title Date

Example 4: Request for give permission for print article

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Leeds:

On December 19, I will give a speech to Wilson Broadcasting’s shareholders at our annual meeting. The speech will focus on efforts to make our company more efficient and environmentally responsible. I would like to request permission to quote a portion of your essay, “The Benefits of Down-Sizing America” from your Web page. Your essay is keen observation of America’s “love affair with consumption.”

Specifically, I would like to quote the following two sections:

• From line 11, beginning with “Status in America….”
to line 12, ending with “…a two-car garage.”

• And, from line 32, beginning with “The future health….”
to line 35, ending with “…commitment to change.”

I have attached the section of the speech where I would like to use your words. Of course, I would give you full credit.

The speech will also be published in our January shareholders’ newsletter, “Wilson Notes,“ distributed to approximately 650 people.

Would you sign the enclosed portion of my speech to indicate your consent? Thank you for improving my speech with your words.

Sincerely,

Example 5: Requesting Permission

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Gallaudet:

I am writing a book for Martin & Brown Publishers that is scheduled to be released in March of 1999. The book, entitled Off Track: An American History of Public Transportation, deals with the philosophies, failures, and successes of mass transit in the United States. The statistics on passenger rail you quoted in your speech to the Stanton Civic Club would complement my discussion of federal rail subsidies. I would like your permission to use them in my book, if possible.

I have attached the statistics I wish to use. Please verify they are correct and sign at the bottom of the page to indicate that you grant permission. If you obtained the statistics from another source, please let me know.

I sincerely appreciate your assistance. Thank you.

Yours Truly,

Permission — Comments Off on Refusing Permission
01
Dec 10

Refusing Permission





Guidelines : Refusing Permission

Refusing Permission

Guidelines and Alternate Phrases

  • Begin on a neutral or positive note about the specific permission request.
  • Thank you for writing us about reprinting the newsletter column by Meg Whittier.
  • We appreciate your kind comments about Mark Hatter’s new book, Time and Tax.
  • We’re glad you enjoyed our editorial on creative penalties for drunk drivers.
  • Explain your reasons and then decline to give permission.
  • Mention any conditions under which you will reconsider.
  • If there were no fees involved in your workshops, we would be happy to grant such permission.
  • If the design is changed in later printings of your brochure, we will be happy to re-evaluate your request.
  • Reestablish rapport with a general goodwill statement.
  • Thank you for writing.
  • We wish you well in your training project.
  • Let us know if we can provide assistance in another way.
  • We appreciate your letting us know of your interest in the material, and we wish we could help.

Example 1: Refusing letter to editor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Jack:

I received your note about using the Hartford story in your upcoming tour. As you know, tales have a way of growing through retelling–particularly, my retelling. To be quite honest, I’m not sure all the figures I used are exactly correct. Time muddles the memory, and I don’t even know how to tell you where I got the numbers so you can verify and update them.

I know Raymond is depending on this media blitz to turn things around, and I believe we know each other’s thinking sufficiently so that I am correct in assuming you want every incident to be accurate and verifiable for any press people who would pick things apart. For all these reasons, I’d rather you not quote me and not use the story.

My best wishes for your tour efforts.

Sincerely,

Example 2: Refusal letter for reprint article

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Singer:

We received your request to reprint the material from Joe Davis’s article as it appeared in our company magazine. We get such requests frequently and like to think they are a compliment on the informative nature of our articles.

Several years ago, we did try to evaluate each reprint request that came to us as to its use and any possible liabilities relating to the situation. However, we have found this follow-up investigation too prohibitive in both time and cost. Therefore, we have recently established a company policy not to allow any such reprints of articles from our company newsletter. I am sorry.

Perhaps we can help you in another way sometime. If so, please write again. Best wishes with your other research and the final manuscript.

Sincerely,

Example 3: Permission decline letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Winger:

We are pleased to hear about your new seminar, Managing People Effectively, and to learn of your interest in our annual Memphis Management Institute.

As you may be aware, our trainers have spent more than five years assembling the case studies and other handout materials they use in this management training program. Some of the research and ideas came from our in-house staff; other materials have been purchased from outside sources. Because it would be impossible to trace the sources of all such materials and because of the fear of granting permission to rights we ourselves do not own, we must decline permission for our course materials to be used outside our own organization.

If we can help you with one specific class exercise, please write us again, and we will see if we own the copyright to that specific material. If indeed your selection has been developed by one of our staff trainers and if you can be more specific about your plans and audience, we will be happy to grant limited use.

We are most flattered by your interest and comments on the quality of our management training. Our best wishes as you develop your own seminar sessions.

Sincerely,

Permission — Comments Off on Granting Permission
01
Dec 10

Granting Permission







Guidelines : Granting Permission

Granting Permission

Guidelines and Alternate Phrases

  • Grant permission to quote or reprint for specific uses and for specific material.
  • We are pleased to grant you the rights to use Dr. McDonald’s statistics as you have outlined in your May 6 letter. We understand this report will be for internal use in your organization and will not be published or distributed to any other organization.
  • Yes, we can grant you the rights to reprint the article entitled…for your limited use in Hatden Inc.’s marketing guide.
  • We have received your letter, and you have our permission to use the four paragraphs of Dr. Suzanne Howard’s speech originally delivered at the ATMD national conference, June 22.
  • Indicate any special note or copyright line you want to appear with the material used.
  • We ask all quoted material contain the following note:….
  • Please include a notation stating that copyright belongs to us.
  • Please use the following copyright note on all appearances of the material:….
  • Ask to see the context of the material if the use gives you any concern.
  • As you are probably aware, we would not want to endorse any service without being familiar with it. Therefore, we ask you send us a copy of your brochure text before we grant permission to quote.
  • We would like to see the exact nature of the surrounding text before we grant permission to use the information you have outlined.
  • We are concerned about the use of our materials for profit by any outside organization. Will there be any resale of this material?
  • Mention the reprint fee that you require, if any.
  • For the limited use you have outlined, we will waive the reprint fee.
  • For the uses you have detailed in your letter, there will be a reprint fee of $75.
  • There is, of course, no fee in reprinting our material. We are simply pleased you can use it to your benefit–as long as you credit us as your source.
  • Refer the requester elsewhere if you do not control the rights to reprint.
  • The rights you requested do not belong to us. We suggest you contact the editor of….
  • We do not control the rights you requested. For reprint, we suggest you write to….

Example 1: Sample letters of granting permission

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Turner:

You have our permission to reprint the article “Watching Your Tongue” by Sarah Hartford from Comments from the Edge #34/89 as a handout for your listening skills workshops.

We require, however, you publish the following note prominently on the handout:

Reprinted by permission of Comments from the Edge, the Fuller Group employee magazine. © l994.

Please send us a “blueline” or the layout of your proposed handout because we are concerned with the design of your final handout package. If you can let us take a look at the context and final package, we would be happy to have you use the article in your workshop.

Thank you for writing us.

Sincerely,

Example 2: Granting premission letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Broski:

We grant you the rights to reprint Dr. William Hereford’s speech to the Boston Club on May 5, 1998. Please credit the speech to “Dr. William James Hereford,” and quote the speech in its entirety.

Sincerely,

Example 3: Granting permission for article

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Donaldson:

You may quote a portion of the fourth paragraph of my “Critic’s Corner” review, published in the Daily Gazette on February 22 for the dust jacket of Norman Teller’s book, Fit.. However, please send the dust jacket proofs to me for final approval. I would like to see the layout and exact quote you intend to use before you forward them to the publisher.

Please, credit the quoted material as follows: “Sandia Fuller, Daily Gazette.”

Sincerely,

Example 4: Permission letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Sung:

We received your request to reprint Brenda Crotty’s poem, “Lamplighters” in your upcoming novel, Mrs. Sanders’ Daughters. Unfortunately, we are unable to grant permission to reprint Ms. Crotty’s materials.

Upon her death, the rights reverted to her son, Grant Crotty. Mr. Crotty can be reached c/o Ed Treborn, Esquire, 1183 Bel Vista Lane, Suite 200, New York, New York 10010.

Sincerely,

Example 5: Example permission letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Piscina:

You have my permission to quote in World News the statistics from my June 11, 1997 article in Economy comparing the literacy rates of socialist and capitalist countries.

Because the statistics are being quoted for a “for-profit” publication, there will be a fee of $175.00. Please include a notation that the copyright belongs to me.

Thank you for your interest in my study.

Sincerely,

Participation with Cause, Issue — Comments Off on Participation with Cause/Issue
01
Dec 10

Participation with Cause/Issue







Guidelines : Participation with Cause/Issue

Urging Participation with Causes or Issues

Guidelines and Alternate Phrases

  • Generate enough excitement to catch the reader’s attention.
  • State exactly what you are encouraging the employee/colleague to do or not to do.
  • We encourage you to contact your representative today and urge a “no” vote on this bill.
  • Please consider it your personal responsibility to attend the reception.
  • Persuade the reader to cooperate with personal reasons, if possible.
  • This action will affect each person’s pocketbook by an estimated $22.56 a month.
  • We know you are as concerned as we are about the image this building would create for the businesses in our area and the employees who work here.
  • We think you will value this kind of security in your retirement years.
  • This fund-raising drive is the kind of effort in which we can all be proud to have had a part. Literally thousands of handicapped workers all across the nation must have this access to public buildings.
  • Your career advancement depends on decisions such as this and on our participation in community activities to promote a better quality of life for our schoolchildren.
  • Close with an urgent call to action.
  • Please vote.
  • Please call us today with your answer.
  • Don’t miss this opportunity to purchase your flag.
  • Inform your field staff immediately about the dangers of such delays.

Example 1: Request letter for participation in project with cause

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Investor:

As an investor in insured certificates of deposit (CDs), you should know there is a proposed government ruling that would effectively prevent you from participating in the insured CD market currently available to you through Hargrove Investment.

This proposal, known as the “Doggett Rule,” has been initiated by the Federal Deposit Insurance Corporation (FDIC) and the Federal Home Loan Bank Board (FHLBB) to address certain problems in the financial marketplace. Unfortunately, the rule as it is currently written is far too broad.

We encourage you to take the time to write, call, or telegram your congressional representatives today to let them know of your opposition to this rule. The enclosed directory lists their names and mailing addresses.

The enclosed fact sheet will explain the problems this proposed ruling was intended to address and why we believe it penalizes you unfairly. It is important you read this fact sheet carefully because you can do something about the “Doggett Rule.” There is a comment period during which your senators and representatives can work to see this ruling does not take effect.

Don’t allow your rights as an individual investor to be curbed. We urge you to communicate with your congressional representatives today.

Sincerely,

Example 2: Letter to fellow for participation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Fellow Houstonian:

The arts in Houston are bustling with excitement. Houston Proud and the Cultural Arts Council of Houston invite you to join our campaign to “Celebrate the Arts.”

With the opening of the Wortham Theater Center and the Menil Collection in May and June, Houstonians will have a special opportunity to enjoy the benefits of Houston’s cultural diversity. Here’s how you can participate:

• Attend Performances and Exhibitions Reward your employees and customers with a “Celebrate the Arts” sampler kit or buy one for yourself. The sampler enables you to see some of Houston’s best performances and exhibitions at a fraction of the regular cost. The kit includes coupons which may be exchanged for five performing arts tickets and five visual arts admissions. The cost is $40 with a total value of more than $250. Call 524-ARTS to order. See enclosure for details.

• Promote Awareness of the Arts Combine the “Celebrate the Arts” theme with any of your regular advertising to promote the arts. When you use the “Celebrate the Arts” logo or advertise in an arts section of the Houston Chronicle, the Chronicle will give you a special discount. See enclosure for more information.

• Create Your Own Celebration Consider our list of suggestions or use your imagination. Respond by completing the enclosure or call the “Celebrate the Arts” Hotline, 524-ARTS.

In just a few weeks, Houston will be the focus of international attention. Houston Proud, the Cultural Arts Council and you can demonstrate to Houstonians and people around the world that Houston is a world-class city. Be a part of the excitement. Join the Celebration!

Sincerely,

Reprinted with permission courtesy of Houston Proud.

Example 3: Participation request documents

Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT:

Dear Fellow Employees:

With the November 3 general election less than 60 days away, it is time to consider voter registration and continued eligibility.

In cooperation with the League of Women Voters, we at Barton, Inc. will sponsor a voter registration drive to be held in the third-floor lobby on September 15-16 from 7:00 a.m. to 10:00 a.m. We believe the most meaningful way to participate in the election process is through the power of the vote.

We hope you will use this opportunity to register to vote, if you have not already done so, or to make any necessary changes in your current registration such as name and address.

Representatives will be available during the registration periods to answer questions about any special problems you may have.

Remember you must be registered no later than October 3 to be eligible to vote in the upcoming election.

Example 4: Letter to employee for project /h1>
Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT: Annual Community Outreach Project

It’s that time again! The Annual Community Outreach Project is upon us. Our project this year is to renovate the 14th Street playground. We need your help more than ever. On Saturday, July 14, we plan to repair and paint playground equipment, remove the gravel, spread mulch, plant flowers, and build a backstop for the ball field. Bring your spouses, friends, and anyone else willing to pitch in.

If you are not sure if this is the way you want to spend your Saturday, talk to someone who participated in last year’s project to make a picnic area for the Tremont Senior Center. I think everyone who was there will agree it was not only the right thing to do, it was fun. This year we will be helping the children of the Cleveland Heights neighborhood have a safe place to play.

Just like last year, we plan to celebrate our accomplishments with a barbecue at the playground at 7:00 p.m. Come to the playground ready to work at 9:00 a.m. (A brown bag lunch will be provided at noon.) We could use any lawn tools you have, just be sure to put your name on them so you can get them back at the end of the day.

I look forward to seeing you all Saturday morning.

Example 5: Invitation letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Fellow Clevelander:

We are pleased to announce the National Heart Society’s summer fund-raiser, Moonlight on the Water dinner cruise on Lake Erie.

On July 18 at 7:00 p.m., the Pride of Erie will set sail from the Cambridge Yacht Club. A Cleveland Symphony quartet will entertain guests as they watch the sunset. At 8:00 p.m. dinner will be served by chef Paul Leon of Gershwin’s Restaurant. After dinner, the party kicks in as we dance the night away to music from local favorite, The Allen Archer Band.

The best part is all this fun is for a worthy cause. Proceeds will go to the National Heart Society’s Research Fellowship, supporting some of the most important research being done today on heart disease.

Tickets are $150/person, $275/couple, or $1,500.00 for a table seating 12. We encourage businesses to reserve a table to entertain your clients or reward your employees. This will be the social event of the summer. Be sure you get your tickets before they are sold out. You can reserve tickets by returning the enclosed card or calling Beverly Brocatto at 555-9220.

Thank you for supporting the National Heart Society.

Sincerely,

Letter to Official — Comments Off on Letter to Official
01
Dec 10

Letter to Official







Guidelines : Letter to Official

Writing Letters to Public Officials

Guidelines and Alternate Phrases

  • Identify your effectiveness by describing yourself as a voter, taxpayer, campaign contributor, senior executive of a large company, writer, or individual with other connections to make your voice heard.
  • As the president of Melton Inc., I am concerned for the well-being of our 40,000 employees.
  • As you may have read in my recent interview with the Boston Globe, I am opposed to….
  • We became acquainted with your staff in our recent campaign work in Texas last fall.
  • Address only one subject or issue in the letter.
  • Identify the legislation by a bill number unless it has been widely publicized by a particular name.
  • Describe the action you want and why.
  • I encourage you to support this issue with your upcoming vote and in your campaign speeches. Passage of this bill will only lead to a….
  • We would like to see you sponsor such a bill in order to….
  • I urge you to vote for the proposed delay.
  • Add weight–explain your expertise.
  • I would like to include your comments in an upcoming speech I will be making to the Gippart Club on September 5.
  • Our 28,000 employees and their families all over the U.S. are extremely concerned about the added burden this will place on their children’s financial future.
  • As a personnel director who is well aware of various compensation packages offered by major corporations across the nation, I have seen the direct effects these incentives have on employees.
  • My associates and I will be conducting a door-to-door campaign in the next two weeks informing our neighbors and friends about the upcoming legislation and the various positions their representatives hold. We want to include statements regarding your position. Will you clarify to us whether you are opposed to this bill?
  • Ask for a reply if you want one.
  • I’ll appreciate a response about your position on this important legislation.
  • Would you let me know what you are doing to combat this waste of public funds?
  • Will you clarify your position on this issue?
  • How do you plan to vote on this bill?
  • On the bottom of this letter, would you add your reply about how you plan to vote on this bill?
  • Give praise, if due, for past action.
  • I appreciate the support you have given to similar legislation, such as S123456.
  • Thank you for your willingness to be vocal about the harmful effects of such chemical spills.
  • Thank you for bringing this out of committee in a most timely way. If I can be of further help in getting it through the House, let me know.
  • Thank you for your help. You can count on my support in your upcoming bid for re-election.

Example 1: Sample of official letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Representative Massey:

As a long-term campaign supporter and frequent contributor, I am appalled by the recent legislative (HR3980) push to give members of Congress, federal judges, and high-level managers a salary increase. At a time when we are trying to balance the budget–and having little success–the 40 percent increase strikes me as ludicrous.

We believe congressional pay raises should be contingent on actions to reduce the federal deficit. As chief executive officer of my corporation, I believe pay raises for my employees should be based on employee performance. The same should be true of government; Americans have a right to expect the same criterion–performance–for their elected representatives. Our chronic budget deficits are clear indications that Congress is not doing its job in this regard.

I urge you to vote against this pay increase. Would you please release a statement to the press about where you stand on this issue? Our 8,500 employees want to see if Congress works under the same rules and premises of performance as private-sector employees do.

Respectfully yours,

Example 2: Official letter example

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

The Honorable Senator Long:

On July 2, Senator Charles E. Beasley introduced S1234 known as the Conservation Reform Act of 19–. This bill reforms the Residential Conservation Service program and repeals the Commercial and Apartment Conservation Service program.

I ask you give consideration to co-sponsoring this bill. Your support will be of great benefit to your constituents back home and particularly to the employees of my company.

Implementation of the RCS program has not accomplished the original intent, and the enormous expenses utilities have incurred gearing up for the program are being paid by users of electricity.

I have enclosed a copy of a letter to the editor, published in the Barton Gazette, expressing these same views. Thank you for the help and leadership you can give the many of us concerned with this vital issue.

Yours truly,

Example 3: Public official letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Senator Jennings:

I am one of 800 small business owners in western Connecticut concerned about an increase in the minimum wage. SB1147 proposes a $2.25 hourly increase that would break the back of many small businesses.

My ice cream stands in Westchester and Cobb counties could no longer afford to stay open if we had to pay our employees the proposed increase. Although the bill intends to give low-wage workers more money, it would result in massive job loss. The costs truly seem to outweigh the benefits.

On Friday, September 30, I am bringing the issue before the members of the New England Small Business Council at their annual meeting. Can I have a statement of your position on the issue to present to them?

Sincerely,

Example 4: Letter to Official

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Representative Williams:

As owner of the downtown Boston Urban Theater Company, I want to encourage you to support HB1158 to continue the funding of the Humanities Foundation. I am just one of the 120 theater owners in the state who benefit from the work the Humanities Foundation does—in fact, we couldn’t survive without it.

Despite the rhetoric I’ve heard from representatives Pace and Davidson, the Humanities Foundation is not a radical organization interested in supporting explicit or tasteless displays of art. Our theater won a Boston Theater Critics Best Performance Award this summer for our production of Sing Monkey Sing. We could not have put on the production, which entertained and educated over 30,000 Bostonians, without a grant from the Humanities Foundation.

I appreciate your endorsement of the arts in Massachusetts in past years. I hope, for the sake of my employees, my fellow theater owners, and the people of the state, we can count on your support again.

Sincerely,

Example 5: Examples of official letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Governor Kipling:

As president of the Higher Education Employees of Indiana, I write to you on behalf of our 12,800 members. We are concerned about the budget cuts for the state’s institutions of higher education proposed in SB98-218.

If you do not veto SB98-218, the students of Indiana stand to lose the world class education they now receive. We estimate universities will have to lay off some 2,000 full-time faculty members, increasing class size and decreasing the quality of instruction. Without scholarship money we will lose top candidates to other states or private universities. Libraries and laboratories already strained to capacity will have to scale back services or, perhaps, shut down entirely.

The passage of SB98-218 would be catastrophic for higher education employees, our students, and the future of Indiana. Please, let’s not chase our best and brightest out of the state.

We hope we have your support. Could you send a statement to the Higher Education Employees of Indiana explaining your position on this issue? We would like to publish it in our June newsletter.

Sincerely,

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