Example 1: Thank you letter for participation

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Holst:

We would like to thank you for the excellent job you did in coordinating the annual Office Skills Fair. You managed to schedule a wide variety of professionals to instruct on skills that will benefit our office staff.

We especially appreciate the new topics you introduced. Building Web pages, for example, is an area our company has been wanting to explore. Now that we have employees who have learned to do so, we can capitalize on that knowledge. It was also interesting to see demonstrations of so many new types of office software.

Planning a week-long Skills Fair such as this is a monumental undertaking. Your attention to detail, from the scheduling of presenters, to the arrangements of the room, to the choice of caterers made this one of the most successful Skills Fairs we have ever had. Thank you for a job well done.

Sincerely,


Example 2: Thank you letter for event participation

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thank You to the Banquet Planning Committee

We would like to extend a hearty thanks to LaShonda James, Parker Grey, and Josiah Temple for the wonderful job they did in planning our annual banquet.

Their choice of the River Queen made this year’s banquet a unique experience. It was the first riverboat ride many members of our company have taken, and the chief of the River Queen was excellent, as promised.

The committee, however, outdid themselves with the securing of Dr. Albert Sooner as our keynote speaker. Dr. Sooner is a gifted speaker, who is as entertaining as he is thought-provoking. His speech is not one we will soon forget.

Congratulations for an outstanding job to these fine individuals are in order. Please be sure to offer them your sincere appreciation.

Example 3: Thank you letter after meeting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thank You for Your Work

We would like to thank you, Beth, for the fine job you did when arranging travel and hotel arrangements for our meeting participants. Some important clients attended this meeting and your efficient planning of every detail, including arranging for pick-up or having a rental car already arranged, helped the process go smoothly. No one had to worry about a thing, which is precisely what we wanted when we assigned you this job.

Coordinating for sixty people was quite a task, we know, and we appreciate the professional manner with which you handled it.

Example 4: Thank you to participate

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Casey,

We would like to thank you for the excellent invitations you designed for our upcoming stockholders meeting. The redesigned logo was perfect—you captured the bold, innovative feel of the company. We are pleased to be sending them out.

We would like to consider the possibility of using the new logo on all our future stationery. Please give me a call at Ext. 998 to discuss the possibility.

Regards,


Example 5: Thank you letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Transcription of Board Meeting Tapes

We would like to thank Beverly Jackson, Emile Carstairs, and Ben Warner for their transcription of our two day Board Meeting tapes. Having these tapes transcribed has been quite helpful for our board members—the tapes have allowed them to carefully study several key points of the meeting that will be voted on at the next meeting.

We realize the time and work involved in such transcription; particularly when the tape quality was at times less than perfect! Your efforts are greatly appreciated.

Guidelines : Thank You For Opportunity to Speak

Thank You for the Opportunity to Speak at Meeting

Guidelines and Alternate Phrases

• Thank the reader for the opportunity to speak.
• Your soapbox was solid and lofty–thank you so much for letting me climb on it last week to share a few “words of wisdom.”
• I appreciate so much the opportunity you gave me to address your group last Monday.
• Thank you for letting me share my ideas with the Forum group last week.
• Thank you for the opportunity to conduct the sales seminar for your group.
• Thank you for your confidence in having me address your group of engineers last week.
• What confidence you showed in asking me to be a part of last week’s panel before your managers! I thank you for the opportunity.
• Thank you for letting me do what I do best–talk. Your group made marvelous listeners!
• Give your assessment of how the meeting went, showing modesty about your contribution.
• The group seemed genuinely interested in hearing how ….
• The audience members were so good about responding to all my shenanigans.
• The audience asked some tough questions–I like that because it allows me to ….
• They were so willing to participate in all the activities I’d planned for them.
• The synergy of the group was fantastic; their potential to work together to achieve … will be unlimited.
• Although I’m sure there were some who disagreed with my theories, the majority expressed a great deal of support.
• Although some of the group already seemed well-versed in the subject, I hope they, too, picked up a few ideas about specific uses for ….
• The group certainly kept me on my toes with their questions.
• From reading the faces of the audience members, I think they were most receptive to the changes I suggested.
• Remind the meeting planner of any promises about referrals or other follow-up publicity efforts.
• The mailing list you offered to send will be quite helpful to me in making follow-up materials available to your group.
• I’ll be looking forward to getting some calls from the audience members about presenting this information at your local branches.
• Thank you for your offer to phone Jack Dunaway about the possibility of facilitating such a meeting with his group. That certainly will give the ideas wider exposure.
• I’ve enclosed a photo and print materials for the follow-up story you mentioned writing for your in-house newsletter.
• Ask for a testimonial letter if you want to seek other speaking opportunities.
• Would you mind dropping me a note about the presentation? As you may know, speakers live by word of mouth.
• I’ll appreciate it if you can write a letter mentioning your own and the group’s reaction to the briefing. I’d like to have some record to pass along to my supervisor, who is in the process of determining whether such briefings are really worthwhile.
• May I ask a favor? Would you drop me a short note giving your reflections on the meeting? Do you think the group will find the ideas helpful? How specifically will they profit from the information? These comments would be helpful for other managers trying to decide whether their teams would benefit from such a seminar.
• Would you please write me a letter about the audience’s reception to my ideas? No, I’m not planning to sit around and pat myself on the back. Rather, I want to have something in the file for other managers who might be considering a workshop similar to the one I presented for you.

Example 1: Thank you letter for opportunity to speak

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Kenny:

Thank you for the opportunity to speak to your group this week about relationship selling. I always look at such meetings as a learning experience for myself when I leave with so many true stories that underscore the validity of the concepts presented.

The group members seemed very receptive to the ideas. They asked some particularly thought-provoking questions that make me think they plan to use the information right away to their benefit. After you have had time to talk with others in the group, I’d also appreciate a note summing up their reactions to the ideas and the meeting. This feedback gives me invaluable direction for any follow-up sessions at other branches.

For those in the group who left their business cards with me, I’ll be mailing further information. If you have later inquiries, please direct them to my office.

All in all, I was thrilled about the potential of your group to change the way our industry does business.

Sincerely,

Example 2: Letter for opportunity

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Kruger:

Thank you for allowing me the opportunity to share my ideas on making the most of committee work. Knowing how to operate effectively in a group, I feel, is the key to a successful business. Obviously your employees felt that way—they asked specific questions which indicated they were seriously evaluating my ideas and methods.

I especially enjoyed the role-playing portion of the presentation. I often feel as if I learn more than the participants do. They always come up with a novel approach to a problem I had not considered. I guess that further validates the idea of working together! If at all possible, I would be interested in hearing your employees’ feedback concerning the presentation. Their comments are important to me, because if they disagreed or failed to understand a part of the presentation, then I need to adjust accordingly.

Thank you for your kind offer to pass my card along to other colleagues with a letter of recommendation for my presentation. I realize that you are extremely busy and appreciate the time you are taking to do so.

You have a group of bright, motivated employees. It was a pleasure to work with them.

Sincerely,

Example 3: Address in conference

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Joan,

Thank you so much for the opportunity to speak to your marketing class last week. I have often wondered how college professors manage to stand up at the front of the room and lead a group discussion—I initially found it more intimidating than giving a presentation to the Board of Directors!

Fortunately, your students soon set me at ease. I enjoyed hearing their perceptions of the world of marketing almost as much as they seemed to enjoy hearing about it from someone who is “in the trenches.” They asked excellent questions—ones that made me stop and consider certain marketing practices that are taken purely as a matter of course. Having to explain these practices gave me new awareness of my own field.

I have enclosed the bio and picture that you requested for your department newsletter. Thank you for the honor of including me in it!

I would also like to ask if your department may be interested in arranging some marketing internships with my company. If all your students are as perceptive and motivated as the ones I met in your advanced class, I’m sure it would be a worthwhile project.

Regards,

Guidelines : Soliciting Details about Audience

Soliciting Details about Audiences

Guidelines and Alternate Phrases

State your purpose.

I want to make sure I’m meeting the specific needs of your audience. Would you help me by answering a few questions?

Audience needs and expectations vary, so I want to make sure my comments are appropriate. Your answers to the following questions will help me focus my efforts.

I’m wondering about my aim. That is, I want to shoot my comments straight to the heart with your group. For example, will you answer the following:…

Ask your questions as specifically as possible.

Make response easy.

I’ve enclosed a two-page questionnaire for you to complete. Simply circle the appropriate numbers.

Simply jot your notes in the margin.

You may want to review these questions, think about your answers, and then phone me with your responses.

Could you direct me to two or three other members of your group who might answer the following questions for me?

Example 1: Soliciting details about audience letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

I’m looking forward to speaking to your group on April 14. Would you help me make my comments as appropriate as possible by giving me a profile of the group members?

Simply jot your answers to the following questions in the margins of this letter. Or, if you prefer, you can call me at 379-7796.

• What is the male/female mix?
• What is the age range?
• What is their socio-economic level?
• What is their education level?
• Describe their technical background with regard to ….
• Is attendance required or by choice?
• What is their attitude about my subject?
• What is your objective for the meeting?
• Are they used to audience participation activities?
• Should I allow time for questions and answers?

Thanks for your help in making sure I’m on target with your audience.

Sincerely,

Example 2: Requisition letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Martin:

I am pleased to be able to meet with your employees to discuss customer service concerns with them. In order to ensure that I do not waste time covering material that your employees may already be proficient in, I would appreciate answers to a few questions. Feel free to jot your answers in the spaces provided. Thank you for your time—these answers will help me meet your audiences’ needs much more efficiently.

• How many employees will be attending?

• How many years has each employee been in customer service?

• How many years has each employee been with your company?

• Are any of your employees still in training? How many?

• How many employees are Level 1 Certified?

• How many employees are Level 2 Certified?

• How many employees are Level 3 Certified?

If there is a great deal of diversity in training levels, would you like me to divide the employees into groups and deliver small group presentations rather than one large group presentation?

As you can see, the answers to these questions will definitely determine what type of presentation I give. Thank you for your time.

Sincerely,

Example 3: Target audience letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Caroline:

I am looking forward to speaking about Floor Sales Strategies to your sales staff. In order to address their direct concerns, I would appreciate it if you could have the staff answer the following questions for me:

• What is the most difficult situation you have ever found yourself in when dealing with a customer?

• What aspects of floor sales do you have questions about? What things would you want to change?

• What would you consider to be an ideal work/sales situation?

Just fax me their answers at 554-8984. Thanks so much, Caroline!

Sincerely,