Archive for April, 2009

Sample Business Letter

In daily life businessmen write tens of letters depending on the nature of the work they do. Business letters are formal letters so we need to follow a specific format for this type of letters.
Some sample business letters are also given below that will help you in customizing your own letter. Important tips to write business letters are also given below;

• Write your name, address, postal code, phone number in the start.
• Mention the date on which letter will be submitted to concerned person.
• Address the letter to the recipient by writing “Dear Sir / Madam”
• Purpose of the letter should be mentioned clearly.
• Requirements of all Seven C’s of business communication should be considered when writing a Cancel Service Letter.
• At the end mention your name.

Make the ending strong

• Type your letter and print it on quality paper, but also include a handwritten signature.
• Proofread your letter at least once.
  + Be sure you have spelled everything correctly.
  + Have you checked your letter for grammatical mistakes?
  + Break down any contractions (e.g. “I’ve” to “I have”).
  + Avoid colloquial writing. You want to sound professional, objective, and educated.
  + Check the punctuation use carefully.

.

Here are some Sample Business Letters:

Sample Business Letter

Date:

Dear Sir/ Madam,

This letter is to confirm that [name] has been full-time employed by [employer], since [employment start date] as [position].

Should you have any questions, please contact the undersigned.

Yours sincerely, / faithfully

Name

Signature

Sample Business Letter 2

Date:

Dear Sir/ Madam,

We will be closing [Name of Business That Is Closing] on [Date of Closing]. We will not be placing any additional orders with [Supplier's Name]. Over the next sixty days we are reviewing our accounting records and paying any outstanding invoices. If we haven’t already, we will be in contact with you to confirm our current balance owed and to arrange for the solution of any outstanding issues.

I want to thank you for your past business and tell you how much we have enjoyed having you as a supplier. Please don’t hesitate to call if you have any questions or if there is anything we need to do to close our records with [Supplier's Name] before [Date of Closing].

Yours sincerely, / faithfully

Name

Signature

Sample Letter of Business Closure

When you have decided to close your business, you cannot just close it but you have to announce it to your customers and all other parties with whom you have business contacts. You need to thank them as these people were the key role in your business whether they were suppliers or customers.
If you are thinking how to write a business closure letter, you do not need to be worried about it. We shall provide you all the information for writing business closure letter. Some sample business closure letters are also given below that will help you in writing your letter.

A question will be arising in your mind, when to communicate your business closure letter. There is no hard and fast rule and this decision depends on many factors such as;

Potential Customers
You should communicate to your potential customers by yourself not by other persons.

Legislative Requirements
Some legislation requires you to inform your suppliers and customers at least 60 days before business closure.

Type of Business
Business closure letter of a service business should be sent some days a go so that they can pick up their belongings.

• Business closure letters do not need to be long to be effective. The letter should;
  • Tell the reader the date the business will close
  • Inform the reader of anything they need to do
  • Tell the reader where to direct their questions
  • Thank the customer or supplier for their business
• The letter does not have to give a reason why the business is being closed.
• If the reason is good news, such as the retirement of the owner, you may decide to include the reason in the letter.
• Write your name, address, postal code, phone number in the start.
• Mention the date on which letter will be submitted to concerned person.
• Address the letter to the recipient by writing “Dear Sir / Madam”
• Purpose of the letter should be mentioned clearly.
• Ask the recipient to confirm receipt of the letter at their earliest convenience.
• Requirements of all Seven C’s of business communication should be considered when writing a Cancel Service Letter.
• At the end mention your name.
• Make the ending strong
• Proofread your letter at least once.
• Type your letter and print it on quality paper, but also include a handwritten signature.

.

Here are sample letters of closing a business:

Sample Letter for Business Closure

Date:

Dear Sir/ Madam,

We will be closing [Name of Business That Is Closing] on [Date of Closing]. We will not be placing any additional orders with [Supplier's Name]. Over the next sixty days we are reviewing our accounting records and paying any outstanding invoices. If we haven’t already, we will be in contact with you to confirm our current balance owed and to arrange for the solution of any outstanding issues.

I want to thank you for your past business and tell you how much we have enjoyed having you as a supplier. Please don’t hesitate to call if you have any questions or if there is anything we need to do to close our records with [Supplier's Name] before [Date of Closing].

Yours sincerely, / faithfully

Name

Signature

Sample Letter for Business Closure 2

Date:

Dear Sir/ Madam,

As you may know, [FIRM NAME, ex. ABC Co.] will be closing its business on [DATE, ex. June 30].

I am writing to thank you for your business with us during the past [DURATION, ex. five years.] Indeed, it has been a pleasure to serve you. Please call me if there is anything I can do for you before the date of closure.

Yours sincerely, / faithfully

Name

Signature

Sample Appreciation Letter

Appreciation letter as the name shows is written to appreciate the performance of your employee or student. It is written because in hundred percent cases it enhances the quality of performance of your employee if it is written in appropriate circumstances.
An appreciation letter in inappropriate circumstance may have an adverse affect on the performance of your employee.

If you are searching the answer of the question “how to write an appreciation letter” You do not need to be worried about anything. We shall provide you all necessary information in this matter. Some sample appreciation letters are also given below that will help you in customizing your own appreciation letter according to your own needs. Following are the important tips to write an appreciation letter;

• Write your appreciation letter within few days of whatever happened for which you want to appreciate your concerned person.

If you want to appreciate him or her personally, you need to write appreciation letter in hand writing. If you want to do so formally, you can type it.

• You should write it under your business letter head.
• Address your appreciation letter to some specific person or persons.
• Clearly state what you appreciate.
• You can include some suggestions as well to further improve your employee’s performance in future to be perfect.
• Be sincere.
• Avoid thanking the person in advance.
• Close with warm regards.
• Write your name, address, postal code, phone number in the start.
• Mention the date on which letter will be submitted to concerned person.
• Address the letter to the recipient by writing “Dear Sir / Madam”
• Purpose of the letter should be mentioned clearly.
• Requirements of all Seven C’s of business communication should be considered when writing a Cancel Service Letter.Conciseness
  Beauty of writing is hidden in conciseness. The letter should be stated in as few words as possible but it should communicate the whole message as well. Conciseness does not mean that in trying to write a short letter, you forget to include theme of the message.

  Clarity
  Your letter should be written in simple and easy language that can be understood by a normal person having no specialized background. Technical jargon should not be used in a business letter.

  Completeness
  Your letter should be complete enough to provide all necessary information to the recipient to take action. Make sure you have included the answers of all W’s in your letter i.e. Who, What, Why, Whom and How.

  Concreteness
  All the facts and figures should be included in the letter. For example it is better to say that “oil prices are increased by 15% in last one year”, rather than saying “oil prices increased rapidly last year.”

  Courteousness
  In business communication, you cannot give away courteousness. So you need to be courteous and polite in your approach irrespective of the fact that your recipient is your customer or your service provider, your employer or your employee. But politeness odes not mean you accept every thing of the other person. You should be firm on your points.

  Consideration
  Consideration means considering recipient of letter in a letter. You need to focus on “You” approach. It is better to write “you will be pleased to know that” rather than writing “we are pleased to inform you that”.

  Correctness
  All the information provided in your letter should be correct. There is no margin of mistake in business. Mistake means you are loosing some monetary value. It also gives a bad impact if you say something wrong. Wrongly adding something in your letter has a negative impact on your goodwill as well.

• At the end mention your name.
• Make the ending strong
• Type your letter and print it on quality paper, but also include a handwritten signature.
• Proofread your letter at least once.
• Be sure you have spelled everything correctly.
• Have you checked your letter for grammatical mistakes?
• Break down any contractions (e.g. “I’ve” to “I have”).
• Avoid colloquial writing. You want to sound professional, objective, and educated.
• Check the punctuation use carefully.

.

Here are some Sample Appreciation Letters,

Sample Appreciation Letter

[Date]

[Name]

[Street Address]

[City], [State] [Zip]

Dear [Names of Foster Parents, Kinship Families or Volunteers],

May is National Foster Care Month, the perfect time to thank you for everything you do year round on behalf of [State or Locale]’s children and families.

As you know, foster families, relative caregivers, mentors, advocates, social workers and volunteers provide safe, stable and nurturing environments for children and youth in foster care until they can either safely reunite with their parents or establish other lifelong family relationships. Your caring commitment is critical for ending the cycles of neglect, abuse or other family crisis issues that often prevent a child from reaching his or her full potential.

We truly appreciate your dedication and hope you recognize, as we do, the valuable role you play in building brighter futures for America’s next generation. Thank you for your continuing support. It is through the positive efforts of people like you that we can Change a Lifetime for a child in need.

Sincerely,

[Signature]

[Your Name]

[Title]

[Organization]

Sample Appreciation Letter

Sample Hotel Reservation Letter

Once you have decided to stay at hotel, next step is to reserve room. You have two options now, you can call to hotel reception and reserve your room or you can write a letter. Writing a letter is a better option as it provides an evidence for reservation.
When you have decided to write a letter for room reservation, you need to consider following points. Some Sample Hotel reservation Letters are also given below that will help you in writing a hotel reservation letter.

• There are different ways to write a hotel reservation letter but you need to make sure one thing that you give hotel staffs all the necessary information, so there remains no misunderstanding.
• Make your Hotel reservation Letter easy to understand. Design it in a way that reader can grasp all main information in just a glance.

Keep it short.

• Include as much information in your opening paragraph as you can. Try to answer five Ws i.e. who, where, what, whom, whom in your first paragraph. In the first paragraph of hotel reservation letter, include following points;
  - Your name
  - Type of room that you want to book
  * Single, double, suite, ground floor, top floor, overlooking the sea, etc.
  - Expected duration of stay at hotel
  - Number of nights that you will stay
  * It is always suggested to include information about the number of nights that you will stay at hotel because it helps the hotel staff to count number of nights you will stay at hotel. Keep in mind hotels count nights rather than days when making invoices.
  - Date and Time of Arrival and Departure
  - You may write your first paragraph in such way
  - My name is Alex and I would like to book a double bed room in your hotel for two nights. I will be arriving on 1st January at approximately 12:00 pm. Departure will be on 3rd January at 10:0am.
• Providing all this information to the hotel staff is very good in your interest. When you will inform them about your expected plan, they will prepare themselves in most appropriate way. Thus, you will be able to enjoy best services out of them.
• As it is already mentioned that ideal hotel reservation letter should be short but complete. You can give all information in one paragraph or maximum in two paragraphs.
• Mention any special needs if you have;
  - Some people may have health conditions. For example they may need a quiet room far away from any entertainment facilities.
  - Businessmen may need an internet connection in their rooms.
• Contact information: (important)
  - Especially your phone number, cell phone or fax number.

.

Here is a sample hotel reservation letter:

Sample Hotel Reservation Letter

Your Town Name
Your County
Your Post Code
Your Country (if applicable)
Your Contact Phone Number
Your Contact Email Address
To The Hotel You Reserved

Dear Sir/ Madam,

My name is Alex and I would like to book a double bed room in your hotel for two nights. I will be arriving on 1^st January at approximately 12:00 pm. Departure will be on 3^rd January at 10:0am.

I understand that the total cost of $100.00 is to be paid in advance/on arrival/on departure by check/cash (if applicable – as some hotels can be quite fussy about payment type).

I/We look forward to arriving at your hotel (estimate at time if applicable as some smaller hotels prefer to know this) on Your Arrival Day.

Thank you for your time, and if there are any issues regarding this booking, please contact me using the above details.

Kind regards,

(your signature)