Commendations — Comments Off on To Speaker
24
Nov 10

To Speaker







Guidelines : To Speaker

Commending Speakers
Guidelines and Alternate Phrases

  • State the general commendation about the speaker’s presentation.
  • What an informative talk you made last week!
  • Your session at last week’s conference made my week.
  • If nothing else had been of personal benefit, your presentation alone was well worth the price of my registration for last week’s conference.
  • Thanks for taking the time from your busy schedule to share your expertise with us at last Thursday’s luncheon.
  • I appreciate the time you took to work with us last week. Your presentation was sincere and urgent, as it should have been.
  • From all indications, your Tuesday workshop was a success. Thank you for so willingly giving your every effort toward planning and presenting an effective, well-received program.
  • We want to express our appreciation for the excellent job you did in both preparing and presenting your topic to our eager audience.
  • We appreciate so much your speaking to our group of CPEs last Tuesday about the need for continuing creativity in the field.
  • Thank you for making yourself available to our graduates last week in their tenth session this semester.
  • We have read the evaluations–you were a real favorite with the attendees at this year’s Boston convention.
  • We appreciate you sharing your expertise with us at our Tenth Anniversary Celebration in San Antonio.
  • Thanks so much for the outstanding presentation you made to our group this past week as we launched our organization into what we hope will be our finest year ever.
  • From the comments that continue to come into our office, your presentation last week at the IBA convention was a tremendous success.
  • Be specific with your praise. State at least two or three details you appreciated about the presentation. Were the speaker’s comments timely, fresh, well documented? Did you like his or her presentation skills–fast-paced delivery, use of humor, method of telling anecdotes? Single out one or two things that were particularly helpful to you personally or to your company. In other words, let the reader know you still remember the presentation!
  • Your enthusiasm was contagious; I felt my spirits lift two notches after hearing you speak.
  • Not only did you give us “the facts” but also you illustrated them in such a memorable way they really took on new meaning.
  • The visuals you selected to reinforce your key points certainly increased the effectiveness of what you had to say. They were so professionally prepared.
  • I certainly appreciated your humor. As you are well aware from the many speeches you give on this topic each year, it’s not a topic that, in and of itself, keeps people awake at night. Your presentation style made it come alive!
  • You did a superb job of keeping the audience’s attention under difficult circumstances.
  • The statistics you quoted were quite alarming and should call us all to immediate action. Would you do me the favor of telling me where I can get a copy of the article containing the numbers you cited?
  • What a superb speaker you are! Your delivery style is captivating–who could dare not listen to a message expressed so beautifully with all the right words and gestures?
  • Your analogy of the malfunctioning elevator will stay with me for a long time. What a memorable way to present your “me-first” obstacle to good customer service.
  • The slides you used to illustrate our key points looked so professional. I’m sure they’re evidence of the long hours you spent in making the presentation meaningful to our group specifically.
  • Your levity added just the right mix to the seriousness of our situation.
  • Particularly to your credit was your ability to keep the audience tuned in with so many distractions outside in the hallway.
  • The statistics you quoted certainly impressed upon me the urgency of taking action now.
  • Your five how-tos were as instructive as your stories were motivational. And I’ve been one to say we need know-how and inspiration. Thanks for delivering large doses of both ingredients to our plan for success.
  • I was overwhelmed by your knowledge of the subject. You handled the audience’s every question with accuracy, honesty, and brevity. In fact, the multitude of questions should underscore again to you the audience’s genuine interest in your ideas.
  • To put it succinctly: you fired us up.
  • Share any new insight or benefit to you personally. Mention the ongoing value of what the speaker had to say.
  • I plan to use some of these tips in my job with Kemper Insurance.
  • The negotiation skills have already paid off in the purchase of a new car just last week.
  • Not to mention the immediate value in my current job, listing my completion of your course on my résumé should prove to be a real attention-getter. Your work is held in such high regard in the industry.
  • Actually, your presentation shed new light on our glibly accepted industry standards. You’ve motivated me to do more reading on the subject.
  • In fact, you’ve moved me to immediate action about the issue. I’ve written my representatives in Congress to express my feelings about passage of the Hammer-Shold legislation.
  • I had no idea what you planned to say in last week’s New Orleans session would change my career goals and, in fact, my life.
  • I plan to make my notes on your presentation a permanent part of my sales manual.
  • Your ideas are going to work for me; my desk is looking better already.
  • Our group will never be the same. We can’t help but realize some return on the ideas you planted.
  • It’s been a week now, and I hear still comments in the cafeteria and hallways about your presentation. I think your ideas have already become a permanent part of our culture.
  • Mention any commendation you plan to pass on, if appropriate, to his or her superiors. Offer to refer the speaker’s name to others, if you’re in a position to do so.
  • I’m sure you’ll have no objection to my passing your name on to others who have need of a first-rate speaker.
  • I plan to keep your name on file should I have an opportunity to recommend you to another group looking for such a professional presentation.
  • Please know you will be the first person called when we again need someone of your expertise on the topic.
  • Perhaps you won’t object to my tooting your horn from time to time when I hear of similar groups looking for a speaker.
  • I’ve taken the liberty of passing on your name and my enthusiastic referral to our national headquarters.
  • Several other regions could certainly benefit from this program. I intend to forward information to them about how they can contact you directly.
  • I’ll assume you don’t mind if I want to drop my regional directors a note suggesting they contact you directly for other follow-up programs.
  • If you ever need a reference for someone who has had his head in the sand for the past decade and doesn’t know who you are, give me a call. I’ll be happy to tell him what you’ve done for our organization.
  • Your name will be on the tip of my tongue for others looking for a unique presentation on this subject.
  • I plan to keep your brochure and my notes on your session permanently so I can share them with colleagues in the months to come.

Example 1: Speaker commendation letters

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Vernon,
What a special treat it was to hear you at BNA! Your outstanding program had to be a convention highlight for the entire audience. The program content was packed with an incredible amount of usable information. I particularly found helpful the “Ten Ingredients of a Successful Proposal.” That formula should certainly improve my sales ratio.
Your delivery style, too, was both captivating and powerful. I could tell within the first 30 seconds the audience became instantly eager to hear what you had to say, recognizing the immediate payoff of your ideas.
I plan to keep in touch with you and your contributions to the industry. Specifically, I intend to make my own local chapter aware of your availability and your strong message. In the meantime, best wishes for outstanding success in your groundbreaking work.
Sincerely,

Example 2: Letters for presenter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Pat:
You were certainly a vivacious addition to the conference this weekend. You gave us so much more than the same old theories.
Specifically, I found the tips on proposals quite useful, never having given much thought to how an effective transmittal document could enhance the proposal itself. Then, too, I discovered I knew little about proposal structure itself. I’m looking for these two tips alone to bring me some otherwise lost contracts. To sum up, your presentation was one of the best “nuts-and-bolts” sessions I’ve ever attended.
If the occasion arises, you can be sure I’ll have your name on the tip of my tongue for other such managerial meetings.
Thank you for making the conference so worthwhile for me.
Sincerely,

Example 3: Sample thank you letter speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Escalante:

It was such a pleasure to hear your presentation on ethics and business at last weekend’s Mid-Atlantic Business Conference. I have long felt the conference needed to address not only how to get ahead, but also how we, as business people, can get ahead “with dignity and honor.”

The ideas of dignity and honor no doubt came as a surprise to many of the participants, who were expecting yet another 5 Steps to Success type presentation. What you provided instead, was a forum to explore what dignity and honor meant, and how much they were or were not a part of our businesses. Redefining my own business’ mission statement in light of the comments you made helped me realize just how much room for improvement my business had.

Because of you, I am now more aware of my own business practices, and am readjusting accordingly. Thank you for an inspiring presentation.

Sincerely,

Example 4: Appreciation letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Banks:

I attended your seminar on Work Place Relations last week and was simply blown away by all the useful information you had to offer.

Recently, we have experienced strains in employee relations. As we have never had such problems before, I was unsure to how best to deal with them. Your calming lecture came at the perfect time. The scenarios you used and suggestions you made for solving problems suddenly made my own difficulties seem more manageable.

I appreciate the time you reserved at the end of the presentation for questions from the audience. Your insightful comments when I explained my predicament made me realize all offices experience such upheavals, and there are practical ways to get through them.

I am currently through the worst of the situation, thanks to your practical advice.

I understand that you also speak at individual businesses and have passed the seminar information you offered along to several colleges.

Your presentation was just what I needed to hear!

Sincerely,

Example 5: Compliment letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Amelia:

Your presentation on “Working with Non-Profits” was certainly a welcome addition to last week’s conference. Your delivery was so personable and inviting; I can’t remember when I’ve seen that much animation during the question and answer portion of a session.

I never realized there were that many services out there for placing disabled workers. Your guidance regarding the different groups and the requirements of each helped me narrow my list down to three groups to choose from.

Before I attended your session, I was at a loss as to how to proceed; we knew we wanted to work with a non-profit to place workers in our company but had no idea where to begin or who to call. I will certainly recommend you to all my colleagues who are interested in working with non-profits.

Thank you for such an informative, useful presentation.

Yours Truly,

Commendations — Comments Off on To Program Chairperson
24
Nov 10

To Program Chairperson







Guidelines : To Program Chairperson

Commending Program Chairpeople or Meeting Planners
Guidelines and Alternate Phrases

  • State your general commendation about the program or meeting arrangements.
  • I want to express my admiration for your planning skills–the convention schedule and logistics could not possibly have been handled any better than during this recent AVA meeting.
  • Just a note to tell you I thoroughly enjoyed the recent AVA seminar topics and speakers. Your selection was right on target for our group.
  • As you must have realized by now, the AVA meeting was a great success, thanks to your planning and foresight.
  • Last week’s AVA meeting was one of the highlights of my career. Your administration of the details, the program, and the follow-up roundtables far exceeded my every expectation for the meeting. I want to commend you for making it such a worthwhile and enjoyable experience.
  • Mention at least one or two specific details that were particularly outstanding. For example, comment on the planning time and effort involved, share complimentary remarks you heard others in the group make about the meeting, or pass on follow-up results or successes you attribute to the meeting or program.
  • As I left the room, I heard others in the group comment on your wise selection of a speaker and how applicable her comments were to the group as a whole. Such, as you know, is not always the case.
  • I’ll have to admit I was dreading “just another long drawn-out meeting.” What a pleasant surprise to find the agenda was well defined, the speakers addressed the topics they’d announced, and the accommodations were exceptional.
  • The delicious food, not the usual banquet fare, was served fresh and warm.
  • When you chose the accommodations, you certainly had people like me in mind–the large work space in each room, the exercise and jogging facilities, and the easily accessible transportation around the area.
  • Thanks to your attention to detail, things ran so smoothly–not a single hitch or complaint.
  • Thank you for your special effort in making it easy for those attending the conference alone to “network.” I know having the message boards and all the special sign-up booths for dinner groups and after-hours tours required additional volunteer help, but such extras made the trip especially enjoyable for those of us traveling alone.

Example 1: Appreciation letter to organizer

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Summers:
As you may know, this past week was my first time to attend the AVA monthly meeting and the first time to observe your group in action. I was extremely impressed.
Having spoken to such groups on many occasions, your organization ranks among the finest participation from the individual members, and, most importantly where you’re concerned, efficiency. There’s much to be said for the obvious planning behind an unhurried dinner meeting for 123 persons that can be completed in less than an hour. By my watch, that’s exactly how long it took, and I congratulate you.
Such careful planning on your part shows an uncommon sensitivity to the busy schedules of those in your audience.
Sincerely,

Example 2: Commendation letter to program chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Steck:

I was impressed with your organization of a week-long day camp for young adults with learning disabilities. You made addressing these problems fun for the participants, something that rarely happens in a normal academic setting.

As a parent of a child with a learning disability, I am all too aware of the frustration involved for both the child and the parent when it comes time to do homework. That’s why I especially enjoyed the activities that were centered around working with both the parents and the child. We learned several practical ways to tackle Brian’s reading problems. In fact, Brian can’t wait for school to start so we can try them out.

What I was most impressed with, though, was the attitude the camp instilled in the participants. They felt like they could do anything, succeeding despite their disabilities. After listening to years of the schools talking about Brian’s disability and why he couldn’t succeed, this change in attitude was very welcome. Brian now knows that other people besides me think he can succeed no matter what the odds. And that ‘s important for him to realize.

The CLDA did an exceptional job when they chose you to be the program chairperson for this year’s day camp. We have come away from it with new knowledge and a new attitude.

Yours Truly,

Example 3: Organizer appreciate letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hoover:

I was extremely impressed with the Wholesaler’s Conference I attended last weekend. Past conventions have not gone as smoothly.

I was happily surprised when I arrived at the convention and found that not only were the speakers presenting actually the same as the ones listed in the registration flyer, but that they were all correctly listed on the schedule of events. This attention to detail allowed me to participate in all of the sessions I was interested in, something that did not occur in previous years as I went from room to room trying to locate the right speaker.

I also noticed that the caliber of speakers this year was much higher than in past years. I especially appreciated the session headed by Raymond Doreset, who has long been the most respected wholesaler in the nation.

I am writing the UWA to recommend that you remain chair for next year’s conference. You are to be commended on the fine job you did.

Sincerely,

Example 4: Commendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Card:

As a first-time participant in Weekend Writer’s Retreat, I was impressed by your thorough planning.

It was obvious that the writer/mentor assigned to work with me, Ted Scarsborough, had carefully read the manuscript I mailed to him a month before the retreat. Because of this, we had some very intense, productive editing sessions. In fact, all the other retreat participants made the same comments concerning their mentors. At a few other retreats I have attended, this was not the case—it was immediately obvious the writers hired by the program chair had either skimmed the work briefly, or not looked at it at all.

I also appreciated your attention to the small details. I am diabetic, and was pleased to find the section on your registration form that dealt with any special needs concerning meal preparation. Retreat planners do not often consider such points.

Your care in planning made this an enjoyable, productive weekend. I look forward to attending the next Weekend Writer’s Retreat.

Cordially,

Example 5: Letter to Program Chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Pittman:

Thank you for the tour of your facilities last week. The tour allowed us a chance to review all aspects of your operation, as well as to speak with each of the foremen concerning their sections’ productivity.

As possible investors in your company, we are looking at not only your profit margin, but also at your management and organizational skills. It became immediately obvious you are an exceptional planner and organizer. Furthermore, all of the managers we met obviously held these skills as high on their priority list as you do.

We will be meeting next week to vote on whether or not to invest. If the details in the reports we have received are of the same quality as the people working with you, we will call to discuss our investment rights and options.

Sincerely,

Commendations — Comments Off on For Excellent Service from Outside Staff
24
Nov 10

For Excellent Service from Outside Staff








Guidelines : For Excellent Service from Outside Staff

Commending Excellent Service from Outside Staff
Guidelines and Alternate Phrases

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

Example 1: Commendation letter for outside staff

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

Example 2: Sample letter of commendation

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

Example 3: Response to commendation letter

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

Example 4: Resposne to appreciation letter

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

Example 5: Letter For Excellent Service from Outside Staff

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

Example 6: For Excellent Service from Outside Staff

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

Anniversary of Business — Comments Off on Anniversary of Client’s Business
24
Nov 10

Anniversary of Client’s Business













Guidelines : Anniversary of Client’s Business

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

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

Example 1: Anniversary of Client’s Business

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

Example 2: Anniversary of Client’s Business Letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Bruce:

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

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

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

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

Yours truly,

Example 3: Congratulations letter to client on their business anniversary

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Heather:

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

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

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

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

Cordially,

Example 4: Congratulations to client on anniversary of business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Della and Steve:

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

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

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

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

Regards,

Example 5: Greeting letter on business anniversary

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Kayla,

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

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

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

We look forward to working with you on upcoming projects.

Sincerely,

Example 6: Anniversary business letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. McMurdo:

Congratulations on the 25th anniversary of The Furniture Craftsman.

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

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

Regards,

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

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Carol Davies & the Staff of Freeport Preschool:

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

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

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

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

Sincerely,

Example 8: Letter for Anniversary of Client’s Business

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Melrose:

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

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

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

Sincerely,

Example 9: Business anniversary letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mrs. Kelvin:

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

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

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

Sincerely,

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

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Mr. Wellman:

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

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

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

Yours Truly,

Example 11: Anniversary of Client’s Business letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Maxwell:

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

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

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

Sincerely,

Accomplishments — Comments Off on Individual
24
Nov 10

Individual






Example 1: Individual achievement recognition letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Our New Director of the Board

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

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

Example 2: Employee achievement letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to Mary Hanley

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

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

Example 3: Complimentary letter on achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations on Your Promotion

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

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

Example 4: Complimentary letter on individual achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations

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

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

Example 5: Individual accomplishment letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Baxter:

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

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

Accomplishments — Comments Off on Departmental
24
Nov 10

Departmental






Example 1: Congratulation letter on departmental success

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to Processing Department

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

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

Example 2: Accomplishments letters

Memorandum

TO:

FROM:

DATE:

SUBJECT:

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

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

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

Example 3: Compliment letters on depart success

Memorandum

TO:

FROM:

DATE:

SUBJECT: Congratulations to the Shipping Department

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

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

Example 4: Departmental memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Most Volunteer Hours

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

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

Example 5: Departmental Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Muscular Dystrophy Donations

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

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

Accomplishments — Comments Off on Company
24
Nov 10

Company






Example 1: Congratulation letter on company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Increase in Company Earnings

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

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

Example 2: Company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Increase in Contributions

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

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

Example 3: Company achievement letter to staff

Memorandum

TO:

FROM:

DATE:

SUBJECT: Improved Safety Statistics

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

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

Example 4: Appreciation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Litter Clean-up

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

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

Example 5: Sample letters for Company achievement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recycling efforts

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

Congratulations on this excellent accomplishment.

Welcome — Comments Off on Welcome
24
Nov 10

Welcome







Guidelines : Welcome

Welcome

Guidelines

  • Be sincere and honest, avoiding a flowery, gushing tone.
  • Express appreciation for their service, business, or interest.
  • If applicable, state what will be expected or required of them. For example, the payment schedule a client may be expected to follow.
  • Explain any procedures that may apply to them. For example, the number of meetings a board member will be expected to attend.
  • State that you are looking forward to working with them or doing business with them.

Example 1: Welcome to new board member letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Berthold:

As CEO of Osborne Enterprises, I extend to you my warmest welcome. You are a valuable addition to our board of directors.

I am sure the expertise you gained in digital information systems as director of World Link will be a real contribution to the board. We will certainly benefit from your guidance as our telecommunications division expands into international markets.

John Turaj acts as assistant to the board of directors. He is responsible for scheduling meetings and handling other administrative tasks for board members. John will be in touch with you next week to discuss the June meeting.

If I can be of any assistance, please call me at 555-0019.

Sincerely,

Example 2: Welcome to new client

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Trausch:

As president of Edge Design, I want to welcome you as a new client. We are pleased to have the opportunity to design the print ads for your marketing campaign.

Although we have extensive experience in print ad design, your account represents our first opportunity to contribute to a national marketing campaign. We intend to expend every effort to ensure your ads will turn heads from New York to L.A. Our first proofs should be ready for your approval by May 19.

We hope this is the beginning of a long and fruitful business relationship. If you have any questions, feel free to call my direct line at 555-2590.

Sincerely,

Example 3: Welcome letter to new employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Thome:

Welcome to the team. You are now part of a team of 48 distributors helping to spread Xeron Film worldwide.

We appreciate the confidence you have shown in our film. We work hard to provide our distributors with the highest quality 35 mm film in the industry. Professional and serious amateur photographers see the difference. Our sales have grown by at least 27 percent for five of the last six years.

If you have any questions please call me at 555-0925, ext. 359. We are glad to have you on board.

Sincerely,

Example 4: Welcome letter to new supplier

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Vanderhorst:

As the purchasing manager for Osborne Enterprises, I want to welcome you. Enclosed is the signed contract that officially makes Mayville Chemical our supplier.

We are pleased to have Mayville supplying our labs. Your reputation in Geauga County as a distributor of high quality chemicals and solvents is unparalleled.

David Williams is the purchasing agent in charge of chemicals. He will be contacting you with our orders. Feel free to call him at 555-2999 if you have any questions about our account. Billing questions should be directed to Sally Anderson in our accounting department at 555-9280.

We look forward to developing a strong relationship.

Sincerely,

Thank you — Comments Off on For Suggestion implemented
24
Nov 10

For Suggestion implemented





Example 1: Thank you letter for accepting suggestion

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Chieko:

Thank you for your suggestions detailing how to update our accounting practices. After serious consideration, we would like to implement your new procedures. Please contact Sylvia Pratka concerning these changes. We would like the two of you to begin training employees in the new methods at the beginning of next month.

You are to be complimented on your ideas.

Sincerely,

Example 2: Thank you letter for advise

Memorandum

TO:

FROM:

DATE:

SUBJECT: Alteration of Ad Campaign for Bug Boards

Timoteo:

We appreciate the memo we received critiquing the proposed ad campaign for Bug Boards. Your analysis of the inherent flaws of the ads, as well as your thought-provoking suggestions for correction have been instrumental in our redesigning he ads.

Thank you for your insightful comments; because of them we believe we have vastly strengthened the promotion of Bug Boards.

Example 3: Suggestion letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee Email Accounts

Craig:

Your persuasive arguments in favor of employee e-mail accounts have paid off. Mrs. Westlund has agreed to assigning accounts for all employees, as long as the provider’s rates fall within the company’s budget for the project.

Thank you for sponsoring this project. We appreciate the hard work you have done.

Example 4: Thank you letter for suggestion implemented

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Swonke:

Your next visit to Round Mountain Brewery and Pub ought to be even more enjoyable than your last. That’s because we’ve added, per your suggestion, a sampling room and cigar shop. They’ve already proved to be winning additions to our establishment. We have you to thank for the increased business and customer satisfaction.

As a show of appreciation, please accept this gift certificate in the amount of $50. It is redeemable any time between now and the end of the year. So come on in and relax. We look forward to seeing you soon.

Sincerely,

Thank you — Comments Off on For Your Suggestion
24
Nov 10

For Your Suggestion





Example 1: Thank you for suggestion samples

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Batino:

Thank you for your suggestion of rotating parking assignments. The parking issue has become an overwhelming one, and we appreciate any ideas you may have concerning a solution to the problem.

The planning committee is taking your recommendation into consideration. They will address their findings at our next staff meeting.

Sincerely,

Example 2: Suggestion thank you letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Working From Home

Ben:

Thank you for your suggestion that employees be allowed to work from home. We appreciate the fact that you addressed issues such as quality control in regards to an employees work, the decrease we would see in parking and work space problems, and the availability of office equipment designed for home use.

We have forwarded your proposition on to Mr. Grant. He should be contacting you. We value the initiative you have shown.

Example 3: Acknowledgement letter for suggestion

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee Fraternization Policy

We have received your proposal concerning a revision of the Employee Fraternization Policy. We appreciate the time you have taken to critique the current policy and will take under serious consideration the revisions you have submitted. Anders Numata will contact you after the Employee Policies Committee meeting next week.

Example 4: Example of thank you letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Thomas,

Please allow me to introduce myself. My name is Doyle Roberts, manager of Ultra Car Care. My assistant manager, Jeffrey Jones, told me about the suggestion you made after a recent visit to our N. Davidson location.

The idea of a coffee bar in our waiting area is something that had never occurred to me. But, you’re right. Given the nature of clientele it would be a welcome addition to the services provided by UCC.

We are still in the process of studying the cost and feasibility of such an addition. But, I feel certain it is something we’ll be doing in the near future.

Thanks again for your suggestion.

Sincerely,

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