Bids — Comments Off on Accepting
22
Nov 10

Accepting





Guidelines : Accepting

Accepting Bids

Guidelines and Alternate Phrases

  • State the good news–acceptance of the bid–immediately.
  • We are pleased to accept your quotation for plant-care service and will be forwarding a contract to you within the next two weeks.
  • The proposal you recently submitted for management development training sounds like exactly what we need, and we want to offer you a contract for 28 seminars next year.
  • We accept your bid and warranty for installing the computer equipment at our Chicago offices.
  • With pleasure, we have selected your firm to provide training programs for our sales staff.
  • Your pricing information was exactly on target for our transmission requirements; we are happy to begin plans to schedule delivery dates by your firm.
  • Our committee is pleased to tell you we have identified your firm as the one we’d like to work with in managing our international expansion.
  • Highlight the primary reasons for your selection to reemphasize and confirm the bidder’s commitment in these areas.
  • We were particularly pleased with the delivery dates you offered us.
  • The prices you quoted were right on target for our budget, and we are pleased you can supply every single item we specified. That availability was one of our primary considerations in selecting your bid.
  • Of all the proposals submitted, your approach seemed the most creative in terms of staffing. We were delighted you estimate the need for only two full-time custodians.
  • Our decision became firm when we examined the beautiful photos you included as evidence of your previous results in redesigning facilities while making extensive use of the present structure.
  • You are the vendor that seemed most committed to our timetable, a crucial factor in acceptance of the entire project by senior management.
  • Your proposal included all the kinds of expertise we wanted to hire in the engineering phase.
  • Identify the next step in the process such as preparation of contracts, remaining price negotiations, tours of facilities, equipment demonstrations, training, or meetings.
  • You will be hearing from Max Smith next week about specific delivery dates and shipping instructions.
  • We will be forwarding a contract, along with the confidentiality agreement specified in the RFP.
  • Would you phone me the week of August 1 to set up a time when we can iron out the particulars?
  • We will be in touch again when our legal staff has a prepared contract.
  • Within the next ten days, our purchasing agent will contact you to supply the necessary ordering information.
  • As you begin your work, of course, we expect to arrange an initial meeting for your three project engineers and our six managers whose areas will be affected by the changes you propose.
  • As we understand it, your next step will be to install a loaner system while you rebuild ours during the next two weeks.

Example 1:Bid acceptance Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Reyes:

We are pleased to tell you we have selected your proposal for a film to be titled “The Capable You.” Our committee considered your film treatment to be the most comprehensive in the area of self-esteem, the vital ingredient in successful performers in today’s market place.

Within the next six weeks, we will be establishing our priorities for all the new titles for this season. After that priority ranking is complete, we will notify you of our production schedule and set up the initial meeting with our director.

Thank you again for preparing a winning idea.

Sincerely,

Example 2: Example letters for acceptance of the bid

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Stockton:

We have received your guaranteed bid of $4,899 to move Mr. and Mrs. Howard Smith’s household goods from Dallas, Texas, to Tulsa, Oklahoma, and you are authorized to begin the move. Please insure their belongings for full replacement value with no deductible.

After speaking with other employees who used your services, we are convinced you will treat the Smiths’ goods with care, as if they were your own.

Thank you for making this move for our staff member a pleasant experience.

Sincerely,

Example 3: Acceptance Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Flentwood:

We are pleased to say our evaluation committee has selected your company to provide our database retrieval services. Your well-written proposal, with its careful attention to all the details of our diverse information needs, certainly impressed us.

Enclosed is a copy of our general contract for such services. If you feel any wording needs to be more precise to convey the exact nature of what your proposal intends, please phone me about those concerns. Our purchasing agent will then be in touch on those points, if changes become necessary.

We look forward to working with you.

Sincerely,

Approvals — Comments Off on Grating
22
Nov 10

Grating









Guidelines : Grating

Granting Approvals

Guidelines

  • Grant approval immediately. (In memos, use the subject line to clue your reader.) The reader’s main interest is a “yes” or a “no.” After the reader has the answer, he or she can better concentrate on your details, exceptions, or other elaborations.
  • Don’t be wishy-washy in your wording. For example, phrases like “this date does seem like our best alternative” or “it would appear he is capable of handling the project” make the approval sound tentative. Instead, be direct: “You have my approval to…,”“Yes, please proceed with your plans as stated in the report…,” or “I agree that the course of action you suggested is our best alternative. Please begin the project immediately.”

Example 1 : Grating Approval Letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for High Plains Roadshow Date and Guest List

The guest list and May 23 date for the High Plains Roadshow sound fine. Please add Bill Wyatt’s staff at Eastern to your invitation list.

Keep up the good work; I’ll look forward to hearing the show was a success.

Example 2: Letter of Grating Approval

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for Beaumont Welding Center Additional Space, AFE 22-426

You have my approval on the extra 140 square feet at the Beaumont Welding Center.

Example 3: Sample Letter for Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval of Delay in Release of Adventures in Science

You have my approval to delay the release of Brian Anderson’s Adventures in Science until the fall of next year.

Example 4: Example Letter of Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval of Request for Benefits Meeting

Go ahead with the benefits meeting on the 3rd. I agree we need to clear up the confusion about the new Key Health life insurance options.

Example 5: Letters for approvals the gratings

Memorandum
TO:

FROM:

DATE:

SUBJECT: Approval for Blood Drive Time Off Schedule

You have my approval of the schedule to give billing department employees time off to participate in the St. Sebastian’s Children’s Hospital Blood Drive. Please stress to your staff this is not personal time but time to do charity work.

Example 6: Letter for Approving Grating

Memorandum
TO:

FROM:

DATE:

SUBJECT: Leave of absence

Realizing everything you’ve been through these past few months, David, we’ve decided to approve your request for a two-month leave of absence. Needless to say, it won’t be easy without you around here, but we are willing to make the added investment in you.

So, take off at 5:30 today and we’ll see you in two months. I wish you the best.

Example 7: Example of Grating Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Appropriations request

Your appropriations request for the R&D Department has been reviewed and approved by the Operations Committee. However, the OC has stipulated the following adjustments be made prior to final approval being granted. They are:

• Reduce internal systems consumption matrix by 5 percent
• Define need for $2,000 for employee break room
• Explain the intended application of the rotorvator

Otherwise, it’s all in order. Good job.

Approvals — Comments Off on Requesting
22
Nov 10

Requesting










Guidelines : Requesting

Requesting Approvals

Guidelines

  • State up front what approval you’re requesting. (In a memo, use the subject line to indicate that you are requesting approval.) If you don’t point out that you need approval, the reader may assume your message is only a progress report and delay reading it.
  • Make clear the exact item or action for which you want approval. If you’re not specific, the reader may simply rehash your ideas on one or any of your requests without giving a final answer.
  • Include all details your reader will need to make the approval decision. Don’t bury them.
  • Don’t ramble with unrelated details that dilute the approval or confuse the reader. Think before you begin writing and arrange related ideas beforehand, not as you write.

Example 1 Business Letters to requesting an appointment of meeting

Memorandum
TO:

FROM:

DATE:

SUBJECT: Request for Approval for High Plains Roadshow Date and Guest List

After our discussion in Reno, I have given further thought to a date for the High Plains Roadshow and to the guest list. With your approval, I’d like to set May 23 as the date and invite approximately 90 people, including the following:

• Carburetor Division (Ron Casper included here)
• Clamps and Couplings Division (invited last year)
• Coursco Pipe (customers of Bobby McCall’s)
• Ron Grimsley (from State Health Department, to further our attempts to get their attention)

Overall, I expect a good crowd from High Plains and only token representation from Tulsa. Although there is a scheduled and highly publicized political rally in High Plains on this same night, I think we can use the rally to promote the roadshow and draw people from it.

Your thoughts on the date and the above guest list?

Example 2: Requesting Letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Beaumont Welding Center Addition, AFE 22-426–Request for Approval on Additional Space

After reviewing preliminary plans for the Beaumont Welding Center addition, Bob Taylor and J. B. Hardwick think the additional space should be increased by 140 square feet. This additional space (including an adjustment for a four percent inflation rate on the first estimate) will increase the total budget item to $107,600.

This additional space will allow room for three desk clerks, lockers, and file cabinets. The most practical size would be to increase the depth from 10’6″ to 12’ and the length from 30’ to 38’, a total of 140 square feet. The original estimate submitted in June was based on $102 per square foot; therefore, the estimate needs to be increased by $14,280 (140’ x $102), plus the 10 percent inflation rate on the entire project.

Do I have your approval to proceed?

Example 3: Sample Letter for Requesting & Also given the reasons for requesting for appointment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Approval to Delay Release of Adventures in Science Text

With your approval, I would like to delay the release of Brian Anderson’s Adventures in Science text until next fall. He hoped to complete the changes to his manuscript by next month, but has informed me he cannot meet the deadline if he adds sections on the new information about greenhouse gasses.

This delay will require us to adjust our marketing plans, and take on one more book in our already crowded fall line-up.

Example 4: Example Letter of Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Approval to Hold Benefits Meeting

I would like your approval to schedule a meeting with our benefits coordinator, Dave Maxwell, for Tuesday May 3 at 10 a.m. The meeting would be held in our third floor conference room with the six department heads and the employee representatives from each department. Dave and I agree a meeting would help clear up the confusion over the life insurance options recently instituted by Key Health.

Example 5: Sample Letter of Requesting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Time-Off for the Blood Drive —Request for Approval of Schedule

I have made a schedule allowing employees in the billing department to take the time off in order to donate blood June 8-15. Could you please review and give me your thoughts? I have staggered the times employees would be absent so there will be no substantial interruptions in our work. It’s another way to encourage the staff to participate in our charity partnership with St. Sebastian’s Children’s Hospital.

Example 6: Requesting Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel request

Your request for travel to the upcoming convention in Seattle has been approved. Please contact travel services for instructions on arranging for accommodations and transportation.

A complete report on the convention will be required once you return. Have a good time!

Example 7: Business Requesting Letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for installation of stalls

Please accept this as the formal request of the design department for the installation of stalls in the men’s restroom. Per the company handbook, page 23, I am asking for a formal review and approval of this request. If you have any questions, please give either Pierre or me a call.

Example 8: Requesting Letter for Approval of Schedule

Memorandum

TO:

FROM:

DATE:

SUBJECT: Larger coffee machine

The rapid growth of our department has resulted in an increase of coffee consumption. The original budget for coffee has been exceeded and our machine simply does not have the capacity to handle the increased usage. In short, we need a new and larger coffee machine.

I hope you will approve this request in a timely and forthright fashion.

Appointments — Comments Off on Requesting
22
Nov 10

Requesting









Guidelines : Requesting

Requesting Appointments

Guidelines and Alternate Phrases

  • State the purpose of the appointment you’re requesting up front. If you need to “sell” the meeting idea to the other person, be sure to state the purpose in terms of benefits to the other person.
  • May we talk? I have a couple of ideas that could save us some money–ideas about how you can ….
  • A colleague of mine and yours, Cheryl Andrews, mentioned you and I should get together to discuss our mutual interest in distributing our products in the Pacific Rim. I have some information you may find useful, and I’m sure you, too, can share some insights with me about appropriate markets.
  • I need to talk to you about the production costs for the Belaire design. You asked me to keep you informed every step of the way, and I think now is the time to go over several key details about our choice of subcontractors and delivery schedules. We want your opinions on these issues that affect your staff so directly.
  • Suggest a meeting place, date, and time, but show concern for the reader’s own schedule by asking for him or her to confirm or to suggest an alternate time, if possible.
  • I can be at your office at 10:00 Friday morning if that’s convenient for you. If not, call me with another suggestion.
  • If this date is not acceptable, let me know when you’re free, and I’ll arrange my schedule accordingly.
  • If this is inconvenient for you, give me a call, and we’ll discuss another possibility for a meeting time.
  • If you have an alternate suggestion, let me know. I can meet with you almost any time Thursday or Friday of next week.
  • Give all the details for the reader to confirm the appointment.
  • Would you mind phoning my secretary to confirm?
  • If I don’t hear from you otherwise, I’ll see you in your office on June 5 at 3:00.
  • Let the reader know if the appointment is mandatory or optional and how to contact you if there’s a conflict.
  • We could, of course, proceed with our plans without your input, but we do want to give you the opportunity to let us know your feelings.
  • We do hope you’ll be able to join us.
  • Mr. Radaux has requested we get together to discuss these issues before the end of the month.
  • Confirm all other details of the appointment, including any preparation that either of you needs to make for the meeting.
  • I’ve enclosed an agenda. I’d like your comments particularly on the Hite project.
  • Please bring the Boston figures with you to the meeting.
  • I’m looking forward to your comments about the contract clause in dispute.
  • Could you be ready to present your opinion about the new hiring policy?
  • Please review the enclosed report as a basis of our discussion.
  • Would you please calculate your expenses for the past nine months with regard to the Byton project? If you can be as exact as possible, we can identify some specific points for further investigation.

Example 1 : Business letters to requesting an appointment of meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Alton:

Could we get together to give some serious thought to my career plans and your intentions for my future here at Clayton and Clayton? As I’ve read and studied the new marketing strategies our company has recently adopted, some new ideas have come to mind about how I can contribute to our growth in a couple of innovative ways.

May I suggest Tuesday or Wednesday, April 2 or 3, at 5:00, while I’m in Austin for our new-product training? Our sessions conclude each day at 4:30, and perhaps by that hour of the day your own phone will have stopped ringing. If that’s not convenient for you, I’d be happy to meet you at any nearby restaurant you can suggest for breakfast, during our training-session lunch break, or later for dinner some evening.

I’ll plan to bring an updated résumé so you can see the positions I’ve held and the experience I’ve acquired during my last five years with the company.

Please let me know (ext. 4779) when we can get together to discuss the issues that are vitally important to both of us.

Sincerely,

Example 2:Letter Requesting Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Graham:

We at National Galleries have just completed a study of recruiting techniques that I think can provide some new insights into controlling your organization’s personnel costs. I spoke with Frank Smith briefly in your Washington office, who suggested I get in touch with you about these results to see how we could work together to design a new recruitment plan and compensation package.

Our objective will be to walk away from the meeting with some realistic guidelines for recruiting the very best people at competitive salaries.

Will you be available for a meeting the week of August 9? I’ll be in New Orleans then doing some work for another client and would love to take you to dinner Monday or Wednesday evening. If dinner meetings infringe on your family time, I can always arrange to meet you for lunch. I’ll phone you next Thursday to see which day or time will be more convenient. Perhaps, if you’re going to be out of the office that day, you can give your assistant your preferences, and I’ll plan my schedule accordingly.

I do think it will be time well spent for both of us. If you have any recent information you’ve put together internally from your exit interviews, that will be a great starting point for our discussions.

Cordially,

Example 3: Example letters of requesting for an appointment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Appointment about Career Plans

Would it be possible for you to see me if I drop by your office sometime Thursday or Friday afternoon? I’d like to follow up on our last month’s conversation about my transfer into the public relations field and about my selection of graduate courses next term. I do want to tailor my education to your objectives for me here at Perrington.

Please phone me at the Service Center (ext. 6897) to arrange a time convenient for you. Thanks so much for your interest in my career plans.

Example 4: Sample Letter of Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

We have completed design of the four video packages of your negotiation seminar, and we need about an hour of your time for final review of our plans before we begin production. Also, we hope at this meeting you can give us your final text copy for the accompanying brochure.

Would 8:30 Wednesday, June 10, or 2:00 Thursday, June 11, be more convenient for you and your staff?

I’ll appreciate a call from you as soon as you know which time will best fit your schedule; I’ll then notify the staff members who will be joining in the presentation to mark their calendars accordingly.

We’re eager to begin production and get your videos on the market. Thank you for the opportunity to work with you on this project.

Cordially,

Example 5:Request Letter for appointment for meeting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Review of Records on the Binex Agreement

We have scheduled a review of your records associated with the Binex agreement for the week of March 19. If you plan to be out of the office or have other serious conflicts, please contact me at 223-4467 immediately.

Production allocation calculations, product pricing, and operating and maintenance expenditures for calendar year 19– will be reviewed as a “pilot” audit for accuracy and compliance with the contractual agreement. We expect to complete the review within two days.

Example 6: Requesting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Geraldine:

Could we get together for lunch about 11:30 August 21 at the Hyatt across the street from your office? I now have available the latest response figures on the last direct-mail campaign and need your comments about mailing list choices for the last five cities.

Please have Mary Kay call my office (ext. 3467) to confirm you will be able to make lunch that day. If not, would you please give me an alternative date?

Regards,

Example 7: Business Requesting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Frank:

As we discussed in Baltimore several weeks ago, I would like to stop by your office when I’m in Houston in June to discuss our public relations campaign in the Midwest. I’ll be available all day June 5 and the morning of June 6. Would you let me know where and when would be convenient for you? I’ll be confirming travel arrangements on Friday, so I’d appreciate a call before then.

See you in Houston,

Appointments — Comments Off on postponing/Cancelling
22
Nov 10

postponing/Cancelling








Guidelines : postponing/Cancelling

Postponing or Canceling Appointments

Guidelines and Alternate Phrases

  • State the postponement or cancellation up front, giving your reasons if possible.
  • We find it necessary to postpone the appointment we had originally confirmed with you for the afternoon of July 7. Two of our staff will be out of the country that week.
  • I’m sorry to let you know we must cancel the appointment with you for 10:00 a.m. Tuesday, May 27. The figures that would have made our meeting meaningful have now been collected and reviewed by all the appropriate staff. Subsequently, we have decided that we will not be moving ahead with the project as we discussed.
  • Cheryl, would you mind if we waited to talk until I can be more definite in my profit projections?
  • I’m afraid our meeting date about the Hyde proposal is not going to work out for me. I’ve had to change my schedule and will be away during that week.
  • Because I’m new in the organization, I’m finding over and over again my time is still not my own–and it may never be. I’m embarrassed to say I must postpone our June 2 meeting until I learn more about our organization’s strategies and goals for this region.
  • I’m in the position of having to curtail some of our activity and spending in the advertising arena for this next quarter. Therefore, I need to cancel our upcoming participation in your video demo session on August 10 and 11.
  • Be sure to include full details about the date, time, and place so the reader will know exactly which appointment or meeting you are referencing.
  • I’m referring, of course, to the meeting we tentatively scheduled for September 5 at the Hyatt Grand Ballroom.
  • So, perhaps you can find something more profitable to do with your hour on Friday, June 5, than discuss fiber optic options with me. I’m sorry for having to cancel so late in the month.
  • Because Fred Swanke has no further information at this point, our June 9 meeting in my office would be counterproductive.
  • Show your concern about inconveniencing the other person and take the initiative in rescheduling.
  • I’m sorry to have to put you off once again. Please bear with me in this long process.
  • Thank you for your understanding about this last-minute cancellation. I do want to be able to meet with you later when I can give your request the full attention it deserves.
  • Would you forgive me for this inconvenience? We should be able to reschedule before the summer is over. I’ll give you a call.
  • Bill, please write me again to let me know when you will next be in Shreveport. I’m sorry you’ll have to change your itinerary at this late date, and I’ll do my very best to arrange my schedule to be available to meet at your convenience during that time.
  • I’ll phone you to reschedule as soon as we have the go-ahead.
  • When the information arrives, I’ll get back to you.
  • I’m sorry to inconvenience you with this sudden change of plans, but I trust you understand my decision under these circumstances.
  • I hate to cancel appointments and hope you’ll understand my need to do so this time. Feel free to call again, however, at the end of the year, and we’ll plan to talk in January.
  • Thank you for being so accepting of my situation. Will you please phone me again next month about getting together?
  • Please give me a call in a couple of months to see if it would be appropriate to set up another meeting then.

Example 1: Sample Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jakawa:

Our company situation has changed since we arranged to meet in my office July 10 for an overview of the legal services your firm can provide our employees involved in the Baytown incident. As you may have read in the papers recently, a new investor group has purchased both of our Houston divisions. Of course, with this change in management, a decision to retain legal counsel for the rumored lawsuits would be unwise.

If you don’t hear from me within the next eight to ten weeks, you can assume the decision has been made to use our internal legal staff for the situations we have discussed.

Thank you for offering to take the time to meet with me about our current difficulties and your professional expertise along those lines. I wish you every success as you and your new firm put down roots in the community.

Sincerely,

Example 2: Example Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear George:

Will you forgive me for having to postpone our April 2 meeting during the TIB convention? You were so thoughtful to call and suggest a get-together for dinner at the Houstonian, but we find the timing is not going to work out with the client commitments we’ve made during the week. I trust you understand our wanting to take advantage of being in the city for the convention to see our clients in the region.

I’ll phone you the next time I’m in Baltimore and see when you’re available for lunch. Your new strategy for Malaysia is timely, and I’ll be eager to hear more.

Sincerely,

Example 3: Example letters for cancelling appointments

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of Budget-Controls Discussion

Bart, I need to cancel our budget-controls discussion scheduled for next Tuesday, June 16, in my office. Sometime next week, I’ll phone to arrange another date to get together about this important matter.

I’m sorry for any inconvenience this cancellation may cause, but three key individuals from whom I need to gather information before you and I talk are on a field trip to our Oklahoma plant.

Example 4: Cancel Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bill:

April to June is our very busiest season of the year, and when we set our April 28 appointment, I’d forgotten the attendant deadline pressures.

Could you give me a call later in the year, perhaps in November, to see if we can work out a mutually convenient time for discussing the fiber-optic project you mentioned in your April 4 letter?

Cordially,

Example 5: Business Document for postponing/Cancelling appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

Would it be possible to postpone our breakfast meeting on September 8 at the Anatole? I’ve just received an invitation to attend a management seminar in Vienna that week and I am trying to juggle my schedule to make the trip.

If convenient for you, I can make a breakfast meeting a week later, Wednesday, September 15, at the same place. Just let me know how that week looks for you. Planning so far in advance has both its advantages and disadvantages, doesn’t it?

Please forgive me for this urge to get on a plane every time my management there invites me, but I do hope you understand the situation. Thanks.

Cordially,

Example 6: Example of postponing meeting letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Columbine:

We regret to notify you at this late date that the Graphics-Made-Easy seminar you were to attend on March 21 at the Regent Hotel has been canceled due to insufficient enrollment. Although we’ve presented this seminar in-house for the past ten years at many large corporations across the nation, we have discovered we know too little about marketing our seminars through direct mail! And we hope to change that situation soon.

In the meantime, we apologize for your having to reschedule your week because of this seminar cancellation. If it is possible for you to travel out of town, however, we have the same seminar scheduled for March 27 in St. Louis at the Belfast Hotel. I’ve taken the liberty of enclosing more detailed information about that seminar.

Let us know if you would like us to switch your enrollment to the St. Louis class. Otherwise, we’ll be refunding your registration fee by return mail.

Thank you for considering our programs. As you are well aware, excellent graphics spell the difference between an almost-effective proposal and one that wins the contract.

Sincerely,

Appointments — Comments Off on Declining
22
Nov 10

Declining








Guidelines : Declining

Declining Appointments

Guidelines and Alternate Phrases

  • Decline the appointment up front in a firm but courteous tone, giving reasons, if possible, for the refusal. Point out why the appointment would not be beneficial to the reader or in the best interest of others.
  • Thank you for considering our company in your marketing efforts, but we find we have no need for a new copier at this time. Therefore, I would not want you to waste your time with the demonstration you offered in your December 1 letter.
  • The May 2 appointment you suggested will not be convenient for our staff because of a major restructuring we have recently undertaken in our division. We have had to pour all our resources and productive time on just sorting out who does what, where, when, and why.
  • Jack, I will be out of the country for an extended time during the winter months. Therefore, the February 10 appointment will not be feasible.
  • I don’t think an appointment would be the appropriate way to handle this matter.
  • I’m afraid no matter how hard I try, I’m not going to be able to find a free hour for a meeting on the Boyton project. We are gearing up here for our exhibit for a major convention in two weeks, and every moment is precious.
  • I’m pleased to say we’ve already selected a vendor that we think can meet our computer needs, and therefore, any further meetings to analyze our tasks would be a waste of your valuable time.
  • Since you phoned several weeks ago, our management has changed priorities for the upcoming few months. I’m going to have to postpone my opportunity to learn more about your company until I can focus more time on the subject of retail displays.
  • Suggest alternatives to the meeting, if you’re so inclined. Can you handle the situation or issue with a phone call, with a letter, or by referral to another individual or group?
  • I’m enclosing a list of the appropriate purchasing agents whom you may wish to contact to discuss your service more fully.
  • I suggest perhaps you send me some written information so I can present it to my colleagues. If there’s an interest, then we’ll get back to you later.
  • Perhaps Meryl Stanton could tell you more about the situation than I could.
  • If you’ll simply send me your information, I’ll be happy to add it to my reading stack and make my way down to it as soon as possible. If you haven’t already given up on me and my inefficiencies of time by that date, I’ll phone you if I have some further interest at that point.
  • Have you thought of contacting nonprofit organizations about these services? They would probably have more inclination to attend these forums than those in organizations such as ours.
  • Would you leave me on your mailing list, however, to receive further information? If my situation changes, I’ll let you know immediately.
  • I’m attaching a list of our Atlanta offices you may find useful in gathering such information. You may use my name and let them know I suggested your call to them.
  • Mention your openness to other issues of discussion. Be positive about what you can do, and state any condition under which you will reconsider scheduling an appointment.
  • If the budget picture changes, I’ll be in contact with you at that time.
  • If we do begin to notice a decline in the performance of our present equipment, we’ll give you a call and see if you can arrange to come by and talk with us further then.
  • I’ll keep your name on file in case I hear of others in the organization who might have an interest in your PR ideas.
  • If our budget allocations change next year, I’ll be much more receptive to the Carter idea and will give you a call for more information at that time.
  • If your vice president is agreeable to discussing a mutual sharing of technology in this area, then, of course, that would be another matter. Let me know if that is the case.
  • Should we decide to add staff in the Atlanta office, further discussion might be advantageous to both of us. When and if that’s the case, I’ll be sure to phone you to arrange a time to review your plans and interests then.
  • Should the political outlook change, I’ll be in touch.
  • If the economic crisis subsides, there may be more interest in your services, especially in our Denver area. Could you phone me again in about six months for an update on where we stand?
  • Be courteous, rather than arrogant or punitive, in your refusal. You never know when the situation may change and you’ll need to build on this rapport or contact.
  • Thank you for making me aware of your services. It’s always advantageous to stay abreast of new technology.
  • Good luck in your ongoing marketing efforts.
  • Thank you for writing us about the project.
  • We appreciate your letting us know of the opportunity.
  • I appreciate your calling the situation to my attention.
  • Please feel free to call or write again with other projects that may interest us.
  • Thank you for thinking of me.
  • I appreciate your bringing this opportunity to my attention.
  • You never know from one month to the next what twists and turns the market holds. Let’s both hang on through this industry crisis.
  • I wish I could be more positive in my response. I’m sorry we can’t find some mutual project to work on together.
  • I wish I had more authority in this area, but I simply can’t make decisions of that magnitude without conferring with others.
  • Thanks for your patience and many efforts in contacting me about this venture.
  • Best wishes in finding a suitable replacement.
  • I wish you every success in finding those organizations and individuals that can use your service. You have an innovative idea.
  • I appreciate your effort in phoning, writing, and sending literature on this product line for us to consider.
  • Keep us in mind for other projects.

Example 1 : Sample letter for Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Garcia:

Has there been some mistake? I received your letter to confirm our appointment but have no recollection of talking with you about meeting to discuss our financial investments. As a matter of fact, I’m quite pleased with our account executive at Merrill Lynch and have no plans to change brokerage firms.

Thank you, however, for thinking of us in your marketing efforts.

Sincerely,

Example 2: Example of Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitherton:

I received your letter confirming an appointment with me in my office September 5. There must have been some misunderstanding when we spoke on the telephone last week because all appointments regarding the Hitton litigation must be approved by our Senior Vice President, Sarah Marshall.

I understand that Ms. Marshall has been in touch with you about the matter, and I suggest any appointments be made directly with her in the future. Thank you for understanding our position in this situation.

Sincerely,

Example 3: Sample Letter for Declining appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Wayne:

My assistant passed on the message you would be in the city the week of July 10, but I’m afraid a meeting during the summer months would be much too early to be fruitful for either of us. As of yet, we still have not completely staffed our new offices in Kuala Lumpur or Tokyo, and any discussion of training needs there would only be a guess at this point.

After all of our new managers have been hired and have spent six months on the job, they, and we, will have a much better understanding of our needs.

I’ll take the liberty of calling you at that time if we identify deficiencies you can help us remedy. Best wishes in the meantime.

Sincerely,

Example 4: Sample Letter of Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Stone:

I’m afraid I’m not the appropriate person for you to see about our on-line information retrieval services. For the past eight months I have been involved in an altogether different area and would have no say-so in the matter of selecting or changing vendors.

Perhaps you’d like to contact Fred Wyatt in our Dallas office (214-444-3232) to see if he has any need of your services.

Best wishes for your continued success with the new database retrieval services.

Sincerely,

Example 5: Letter of Declining

Memorandum

TO:

FROM:

DATE:

SUBJECT: Requested Appointment about Zinc Oxides

In response to your request to meet and discuss new suppliers for our zinc oxides, I want to let you know Bob Ageet is now handling our purchases of this product. Frankly, I haven’t been involved with actual vendor decisions in the past nine months; therefore I can’t intelligently respond to the price questions and delays you mentioned in your June 2 memo.

Please do feel free, however, to contact Bob about your concerns, and perhaps you and he can clear up any problems and consider new guidelines or controls. If, after your discussions with Bob, there is still some problem with the suppliers, please ask Bob to get in touch with me again.

Thank you for your attention to details such as this.

Example 6 : Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jahns:

Mr. Nettles will be out of town the week of July 30; therefore, after receiving your recent letter to confirm an appointment during that week, I realized there must be some mistake.

I do recall speaking with you by phone a few days ago, and as we discussed then, all appointments are subject to final confirmation by Mr. Nettles himself.

I understand Dianna Flores has been in contact with you about the purchase and suggest that it might be more beneficial to you to set any appointment with her in the future. Perhaps you and she can work out the issues mentioned in your letter to the satisfaction of both our companies.

Sincerely,

Appointments — Comments Off on Confirming
22
Nov 10

Confirming








Example Guidelines: Confirming

Confirming Appointments

Guidelines

  • Express appreciation for the person agreeing to meet with you.
  • Restate the time, place, and purpose for the meeting. Include any pertinent details or information.
  • List what you hope to accomplish from the meeting. Cite specific courses of action to be taken during the meeting if appropriate.
  • Close on a note of positive anticipation.

Example 1: Sample Letter of Confirming Meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gennamari:

This is to confirm our appointment on Tuesday, April 8 at 10:00 a.m. at the Benston construction site. As we discussed on the phone, I would like to offer some suggestions about how we might streamline the design for the new parking garage.

I am aware of your concerns about deviating from the original plans, however, I think there are several changes we can make without sacrificing the quality of construction. As you know from Bill Stevenson’s report, we will have to make some changes to bring the project in under budget.

I look forward to speaking with you.

Sincerely,

Example 2: Confirming Meeting Schedule Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jan:

I want to confirm that we will meet at the Rockville office on the 20th at 9:30 a.m. I look forward to discussing your plans for the Martinez account, and I know Susan’s team would certainly appreciate some fresh ideas.

When we meet, I would also like to present the proposal Dave and I put together to expedite our on-line ordering system. We think we can solve the instant credit check problem more economically ourselves than if we hired an outside firm. Could you bring the bids you got for it last month so I can look them over?

Sincerely,

Example 3: Letter of Confirming meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gleason:

I look forward to meeting with you next Wednesday at 1:30 p.m. to discuss your parts supply needs.

As I told you on the phone, we can offer a zero defects contract if Gleason’s Vacuum decides to buy housings exclusively from Monarch Plastics. We guarantee our made-to-perfection vacuum parts. The presidents of Handy Vac and Clear Air Vacuum have expressed to me their satisfaction with Monarch parts; I hope you will agree.

Thank you for your time and attention. I look forward to meeting you.

Sincerely,

Example 4: Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Woods:

I want to confirm that we are scheduled to meet on Monday at 4:00 p.m. in the conference room at our Northridge location.

There are several points I would like to discuss, including the design for the new lobby of the Smith Building and the budget for the renovations. I am currently holding discussions with several contractors who have submitted reasonable bids. I will bring their offers so you and I can decide who to choose.

I look forward to moving ahead with this project.

Sincerely,

Example 5: Sample of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jameson:

This is to confirm our appointment at my office on June 12th at 10:30 a.m. I am pleased to have the opportunity to discuss the possibility of working on your MediTech case. Our firm is experienced in successfully handling complex liability cases of this manner.

I will bring our proposal which outlines the strategies we would like to pursue in this case.

I look forward to meeting you.

Sincerely,

Example 6: Example of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Bob,

This letter is to confirm our meeting on Friday morning at 9:30 to continue the negotiations for next year’s contract.

I have several matters I would like to cover when we meet: I am concerned that we are still far apart on changes to the benefits package, but I have several ideas that may solve the impasse. Also, Mr. Corcoran asked me to rework the hiring agreement so future employment numbers are more in line with our growth projections. I am confident we are close to agreement on all the other major components.

I hope that we can finalize the contract on Friday.

Sincerely,

Appointments — Comments Off on Apologies for Missed Appointment
22
Nov 10

Apologies for Missed Appointment




Example 1: Sample Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davidson:

I offer my sincere apologies for missing our meeting on February 12th. I was unavoidably detained by some urgent business. I hope we can reschedule because I believe our bookkeeping software can be a real asset to your accounting department. I will call you this week to arrange an appointment.

Sincerely,

Example 2: Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Kelly:

Please accept my apology for missing our appointment on Monday. Be assured this does not reflect a lack of interest in participating in the Teasdale/Allen project. The project seems to be an exciting one, and I believe I have the architectural expertise to contribute. I will contact you within the week to reschedule.

Sincerely,

Example 3: Apologies for Missed Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lopez:

I am sorry for the inconvenience my absence at our Thursday morning meeting might have caused. My schedule last week was unexpectedly hectic, and I regret I was unable to reach you in time to advise you of my change of plans. I would still like to discuss how our financial services could maximize your savings without having to make high-risk investments. Can we make another appointment for the week of the 11th?

Sincerely,

Annual Meetings — Comments Off on Annual Meetings
21
Nov 10

Annual Meetings





Guidelines : Annual Meetings

Notices of Annual Meetings

Guidelines and Alternate Phrases

  • Give explicit details about time, place, schedule, and the vote being taken.
  • You are cordially requested to attend the Farnsworth Engineering, Inc. shareholders meeting at 7:00 p.m. on August 17, 19–, in the company’s headquarters office at 15567 Acton Avenue, Memphis, Tennessee.
  • Farnsworth Engineering, Inc. will hold its annual shareholders meeting at….
  • You are cordially encouraged to attend the annual meeting of shareholders that will be held in our offices in Houston, Texas, on May 4, 19– at 10:00 a.m. For those of you who cannot be present at this 34th annual meeting, we urge that you participate by indicating your choices on the enclosed proxy and completing and returning it immediately.
  • Include the purpose of the meeting or proxy vote.
  • The meeting is being held to….
  • The purpose of the meeting is….
  • The agenda items are as follows:….
  • Matters to be discussed at the meeting are…
  • In addition to acting on the election of directors and ratification of the appointment of auditors, you are being asked to approve amendments related to our Restated Certification of Incorporation.
  • Our agenda calls for a discussion and/or action on the following items:…
  • Make it easy for the reader to understand and complete any proxy form correctly and to return it promptly.
  • Please sign, date, and mail promptly the enclosed proxy in the envelope provided.
  • So that your stock ownership may be represented at the annual meeting, please complete, sign, date, and return the enclosed proxy form promptly. By doing this, you are assured of representation. Should you attend the annual meeting, you retain the right to vote in person even though you may have previously mailed in the enclosed proxy form.

Example 1: Sample Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Gentlemen and Ladies:

The annual meeting of Varlco Incorporated will be held on Wednesday, May 6, 19–, beginning at 12:00 noon in the Congress Room of the Artral Hotel located at 3100 Breckenridge, Building 6, Duluth, Georgia.

The meeting is being held for the following purposes:

• To consider amending investment advisory agreements
• To propose a distribution-of-funds plan
• To review compensation of senior executives
• To transact other business that may properly come before the meeting

The Trustees have fixed the close of business on March 5, 19–, as the record date for the determination of shareholders entitled to notice of and to vote at the meeting.

If you are unable to attend the meeting, please promptly sign and return the enclosed proxy. Thank you.

We look forward to meeting you on May 6.

Yours truly,

Example 2: Example Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Shareholder:

You are cordially invited to attend the annual meeting of shareholders that will be held at our corporate headquarters, in Dallas, Texas, on June 6, 19–, at 12:00 noon. For those of you who cannot be present at this meeting, we urge that you participate by indicating your choices on the enclosed proxy and returning it as soon as possible.

We have also enclosed an agenda listing important matters on which action is expected to be taken during this meeting. It is important that your shares are represented at this meeting, whether or not you are able to attend personally. Accordingly, please sign, date, and mail promptly your proxy in the envelope provided.

On behalf of the Board of Directors, thank you for your encouragement, cooperation, and participation.

Sincerely,

Shareholder’s Proxy : Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Member:

If you will be unable to attend the 19– annual meeting on Sunday, June 23, 19– at the Georgia World Congress Center, Atlanta, Georgia, please complete the following:

I hereby appoint the 19– Corporate Secretary as my proxy to vote in my name, place, and behalf. This proxy is valid only for the following purposes:

Amendments to Bylaws, Article VII

Amendments to Bylaws, Article IX

___ I VOTE FOR the amendments.

___ I VOTE AGAINST the amendments.

Signature ___________________________________

Printed name ___________________________________

Membership number ___________________________________

Please return the proxy in the enclosed postage-paid envelope.

Yours truly,

Announcement — Comments Off on Special Announcements/Events
21
Nov 10

Special Announcements/Events









Guidelines : Announcements

Guidelines

  • Announcing Changes in Terms, Price or Rate Increases
  • Express your appreciation for a customer’s current and continued business.
  • Include any explanations or reasons that will lend credibility to the increased rates, prices or changes in terms.
  • Announcing New Services or Products
  • Briefly and concisely explain the benefits of the new product or service you are offering or selling.
  • Be clear and specific about the benefits and features of the new product or service you are selling. By the time the reader finishes reading your letter he/she should have a clear understanding of your new product or service.

Example 1: Sample Letter for Special Announcements/Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wood,

Next month, DHP Recreational Products will launch a comprehensive advertising campaign for its new line of backpacking tents and accessories.

The primary target media will be special interest magazines (Back Packing Today, Camping Review, etc.), Sunday newspaper circulars and billboards. At the present time we have no plans for either radio or television advertising. However, some radio spots are under consideration.

The campaign kicks off in April and will run through October.

Reprints will be made available for imprinting and mailing to your customers. This campaign is sure to generate leads, and we are prepared to aid you in the closing of orders.

Best of luck and good selling.

Sincerely,

Example 2: Sample Letter for Announcements of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Scott,

Can it be true? It certainly is. As one of our valued customers, New Dawn Communications Group would like to send you and a guest of your choice away for a week of relaxation and rest in the Virgin Islands. You’ll fly first class, stay at the luxurious Azure Hotel, and dine nightly beside the beach.

How can you win? It’s so easy! Just watch the New Dawn announcement channel on Cable 11 each Tuesday evening between the hours of 9:00 p.m. and 10:00 p.m. We’ll broadcast a series of code numbers. Be the first to call with the winning sequence of numbers and you’ll be registered for our Virgin Island vacation.

The vacation drawing will be held August 12 and broadcast on Cable 11.

Wouldn’t you like to spend seven wonderful days on the beaches of the Virgin Islands? Watch for your chance to win!

Sincerely,

Example 3: Example of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Tarnahan,

Enclosed please find one floppy disk containing your upgrade to version 1.2 of SpringBack. This upgrade provides the following improvements to your software:

• Improved compression
• Support for System 7 balloon help

To install your software, follow these steps:

• Insert the floppy into your floppy drive.
• Double-click on the icon called “SpringBack 1.2 Updater.”
• Follow the on-screen instructions.

Thank you for registering your copy of SpringBack. We appreciate having you as a customer.

Sincerely,

Example 4: Sample of Special Announcements/Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Breckinridge,

We are pleased to announce that the rates for many of our services have dropped! Improvements in scanning technology and additions to our staff have enabled us to review more manuscripts more thoroughly in less time. We are actually able to charge less and give you more.

Enclosed you will find a new pricing schedule for our scanning and proofreading services. Call me at 555-555-5555 and I will be glad to explain the changes we’ve made. I’m sure you will be as impressed with our service as you are delighted at our new prices.

Sincerely,

Example 5: Letter of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davis,

Effective May 1, our rates will increase by 0.5 percent. We have made every effort to postpone and avoid this increase, but the recent increases in gas prices and taxes on interstate shipping have left us no alternative.

Many of our competitors raised their rates in February when the changes in the tax code were first announced. I believe you will find our rates are still better than our competitors’.

A complete schedule of our new rates is attached. Please review it, and feel free to call me at 555-555-5555 with any questions you may have. Our commitment to serving you has not wavered. In fact, we will make every effort to justify our increased rates with improved quality.

Sincerely,

Example 6: Example of Special Events Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Harcourt,

This letter is to inform of conflicts you may encounter while using SpringBack 2.0. Some users have reported problems with SpringBack 2.0 when the following extensions are in use on Macintosh computers:

• METoolkit 1.1a
• UltrafaxMonitor 2.1 and 2.2
• TELinit 6.0
• ScreenZap 4.11

Of most concern is the apparent corruption of archives when TELinit 6.0 is in use. TELinit’s developer, Phase Glide Systems, has corrected the problem with TELinit version 6.0.1, which is available by calling (555) 555-5555. It may also be downloaded from either Phase Glide’s page on the World Wide Web at http://www.phaseglide.com/.

Other problems experienced by some users of SpringBack 2.0 include system freezes and/or crashes when verifying archives, non-recognition of backups on double-density 3.5 disks, and System Error #127 messages upon launch of application.

We apologize for any problems you may have experienced while using SpringBack 2.0. We are currently preparing an upgrade/fix for the application. Upgrade version 2.0a will ship next month to all registered users of SpringBack 2.0.

Sincerely,

Example 7: Sample Letter for Announcements of Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Larson,

We at Oven Fresh would like to take a moment to thank you. Because of your kind comments, Willamette Week has awarded us “Favorite Neighborhood Bakery in Portland.” We are proud to have won this award for the last two years.

We don’t want to be accused of buying votes after the fact, but we want to share our award with you. So if you’ll bring this letter with you the next time you visit our store, we’ll give you a blueberry muffin on the house.

Thanks again for the honor. Drop by soon and let us start working on your vote for next year!

Sincerely,

Example 8: Letter Sample of Special Events

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Brace,

I wanted to send you another quick update of Johnson Software’s progress with the retail channel.

Last week, CompUSA agreed to pick up all four of our products for shelf placement in July. I’ve enclosed a copy of our initial marketing insertion orders for your review.

Also, Barnes & Noble will be selling RouteWare and TestTrack beginning in May.

Software Etc. has said that they would like to carry our line, but as you know, they will only buy through Brock. We have a number of additional national accounts who have said they will be ready to carry the products this summer, so as you can see, we’re making a great deal of progress.

I sent you a request for a meeting May 16 or 17 , and hope these latest retail developments will persuade you to take a few minutes to discuss our plans. I understand that your schedule is extremely busy, but we really want your company as a our distributor.

Thanks for your consideration.

Sincerely,

← Older Entries
Newer Entries →