Document 216882

INSTANT
LETTER WRITING
KIT
-----
How To Write
Every Kind Of Letter
Like A Pro
Letter Writing Style Guide With Over 100
Fully-Formatted Real-Life Templates
Shaun Fawcett, M.B.A.
-----
Find out exactly how to write 99.9% of the
world’s most widely-requested letters…
eBook Solutions.net
Saving You Time and Money
Copyright © 2004 by Shaun R. Fawcett
All rights reserved. No part of this book may be reproduced or transmitted in any
form, by any means, without written permission from the author, except a reviewer,
who may quote brief passages for a review.
Library and Archives Canada Cataloguing in Publication
Fawcett, Shaun, 1949Instant letter writing kit [electronic resource] : how to
write every kind of letter like a pro
Includes bibliographical references and index.
ISBN 0-9736265-1-8
1. Letter writing--Handbooks, manuals, etc. I. Title.
PE1483.F378 2004 808.6 C2004-906876-8
Final Draft Publications
1501 Notre-Dame West, Suite No. 5
Montreal QC, Canada H3C 1L2
http://www.writinghelptools.com
Disclaimer
This book was written as a guide only, and does not claim to be the final definitive word on any of the subjects covered.
The statements made and opinions expressed are the personal observations and assessments of the author based on his
own experiences and were not intended to prejudice any party. There may be errors or omissions in this guide. As such,
the author or publisher does not accept any liability or responsibility for any loss or damage that may have been caused, or
alleged to have been caused, through use of the information contained in this manual. Errors or omissions will be
corrected in future editions, provided the publisher receives written notification of such.
Instant Letter Writing Kit
Table of Contents
TABLE OF CONTENTS
INTRODUCTION .................................................................................. 1
Background ......................................................................................................... 1
Why I Wrote This Book...................................................................................... 2
What This Writing Kit Covers ........................................................................... 4
Who This Book Is For......................................................................................... 6
DON’T SKIP THE FIRST 40 PAGES! ............................................................. 6
REAL-LIFE LETTER TEMPLATES .................................................. 7
“Using Real-Life Templates For Writing Success” ............................................. 7
Working With Real-Life Templates..................................................................12
WARNING: Beware of Automatic Letter Generators ....................................13
LETTER WRITING GUIDELINES - GENERAL ............................ 14
“Letter Writing Tips and Strategies” ..................................................................14
“Go With The Flow: Use Transition Words and Phrases”.................................18
LETTER WRITING FORMATS........................................................ 22
Is It Business or Personal?.................................................................................22
Use Business Stationery When… ......................................................................22
Use Personal Stationery When… ......................................................................22
Letter Formats/Styles To Use ............................................................................23
Business Letter Template - Full-Block Style......................................................24
Personal Letter Template – Semi-Block (Modified) ..........................................25
Letter Formatting Guidelines............................................................................26
Tricks For Keeping Your Letter On One Page ..................................................28
Letter Formats Used In This Guide...................................................................30
THE WORLD’S “TOP 25” MOST WRITTEN LETTERS .............. 31
The “Top 25” List ..............................................................................................31
How To Use the “Template Adaptation Method” ............................................33
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
A Step-by-Step Approach ..................................................................................35
A Real-Life Example .........................................................................................36
Benefits of the “Template Adaptation Method” ................................................40
TOP 25 LETTERS – THE TEMPLATES .......................................... 41
1 – Recommendation Letters.............................................................................42
“Recommendation Letters Demystified”.............................................................42
About the Templates .........................................................................................46
Recommendation 1: Employment - Favorable ..................................................47
Recommendation 2: Employment - Part-Time Student......................................48
Recommendation 3: College-Related - Undergraduate.....................................49
Recommendation 4: College-Related - Ph.D. Candidate ..................................50
Recommendation 5: Teaching Award Nomination ............................................51
2 – Resignation Letters ......................................................................................52
“Resignation Letters: Don’t Let Yours Backfire On You” .................................52
About the Templates .........................................................................................55
Resignation 1: Accept New Position .................................................................56
Resignation 2: Return to School .......................................................................57
Resignation 3: Health & Safety-Related ...........................................................58
Resignation 4: Having a Baby ..........................................................................59
Resignation 5: Job Burn-Out ............................................................................60
3 – Thank You Letters .......................................................................................61
“When and How To Say Thank You In Writing”...............................................61
About the Templates .........................................................................................66
Thank You 1: Employment - Job Interview .......................................................67
Thank You 2: Employment - Informal Meeting/Interview..................................68
Thank You 3: Employment – Job Lead Follow-Up............................................69
Thank You 4: Community Service .....................................................................70
Thank You 5: Customer Survey Participation ...................................................71
4 – Reference Letters .........................................................................................72
“Reference Letters Defined” ...............................................................................72
About the Templates .........................................................................................77
Reference 1: Character – Friend, Acquaintance...............................................78
Reference 2: College - Graduate Studies, Education ........................................79
Reference 3: Employment - MIS Manager ........................................................80
Reference 4: General - Community Service ......................................................81
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
Reference 5: Career - Student Teacher (neutral) ..............................................82
5 – Business Letters............................................................................................83
“Business Letters Explained” .............................................................................83
About the Templates .........................................................................................86
Business 1: Cover - Annual Report ...................................................................87
Business 2: Introduction - Business Associate ..................................................88
Business 3: Sales - Targeted Business Mail-Out ...............................................89
Business 4: Reference - Former Customer........................................................90
Business 5: Customer Service Error .................................................................91
6 – Complaint Letters ........................................................................................92
“10 Secrets For Writing Killer Complaint Letters” ............................................92
About the Templates .........................................................................................96
Complaint 1: Poor Service................................................................................97
Complaint 2: Defective Product........................................................................98
Complaint 3: Inadequate Facilities...................................................................99
Complaint 4: Credit Card Hidden Charges ....................................................100
Complaint 5: Unacceptable Level of Service ..................................................101
7 – Cover Letters..............................................................................................102
“How To Write Cover Letters That Work” .......................................................102
About the Templates .......................................................................................105
Cover 1: Resume – Sales Manager .................................................................106
Cover 2: Resume - Experienced Writer...........................................................107
Cover 3: Resume - Recent Graduate...............................................................108
Cover 4: Progress Report ...............................................................................109
Cover 5: Franchise Application......................................................................110
8 – Sales Letters................................................................................................111
“10 Insider Secrets For Powerful Sales Letters” ..............................................111
About the Templates .......................................................................................114
Sales 1: Promote New Product - To Consumer...............................................115
Sales 2: Introduce New Product - To Consumer .............................................116
Sales 3: Special Offer - To Regain Former Customer .....................................117
Sales 4: Exclusive Mailer – To Loyal Customers ............................................118
Sales 5: Personalized Sales Follow-Up ..........................................................119
9 – Introduction Letters...................................................................................120
About the Templates .......................................................................................120
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
Introduction 1: Sales Personnel......................................................................121
Introduction 2: Self-Introduction ....................................................................122
Introduction 3: Former Employee...................................................................123
Introduction 4: New Loans Manager ..............................................................124
Introduction 5: New Service Available............................................................125
10 – Apology Letters ........................................................................................126
About the Templates .......................................................................................126
Apology 1: Serious Professional Error ...........................................................127
Apology 2: Customer Service Breakdown .......................................................128
Apology 3: Service Installation Oversight.......................................................129
Apology 4: Employee Mistake.........................................................................130
Apology 5: Unprofessional Behavior ..............................................................131
11 – Application Letters...................................................................................132
About the Templates .......................................................................................132
Application 1: Employment – Sales Manager Position ...................................133
Application 2: Employment - Customer Service Job .......................................134
Application 3: Employment – Chief Financial Officer ....................................135
12 – Termination Letters .................................................................................136
About the Templates .......................................................................................136
Termination 1: Employment – Downsizing .....................................................137
Termination 2: Employment – Poor Performance...........................................138
Termination 3: Employment – Sudden Closing ...............................................139
13 – Acceptance Letters ...................................................................................140
About the Templates .......................................................................................140
Acceptance 1: Offer of Employment................................................................141
Acceptance 2: Community Service Appointment .............................................142
Acceptance 3: Consulting Services Proposal ..................................................143
14 – Donation Letters.......................................................................................144
About the Templates .......................................................................................144
Donation Letter 1: Community Project ...........................................................145
Donation Letter 2: Self-Supporting Organization ...........................................146
Donation Letter 3: Charity For The Homeless................................................147
15 – Condolence Letters...................................................................................148
About the Templates .......................................................................................148
Condolence 1: Death of Colleague’s Father...................................................149
Condolence 2: Death of Employee..................................................................150
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
Condolence 3: Death of Long Time Customer ................................................151
16 – Appreciation Letters ................................................................................152
About the Templates .......................................................................................152
Appreciation 1: Professional Assistance........................................................153
Appreciation 2: Use Of Facilities ...................................................................154
Appreciation 3: Guidance and Support...........................................................155
17 - Invitation Letters ......................................................................................156
About the Templates .......................................................................................156
Invitation 1: International Conference............................................................157
Invitation 2: Speaker Invitation ......................................................................158
Invitation 3: Special Customer Invitation .......................................................159
18 – Love Letters..............................................................................................160
About the Templates .......................................................................................160
Love 1: Someone You’ve Known For A While.................................................161
Love 2: After A Special Evening .....................................................................162
Love 3: Separated By Travel...........................................................................163
19 – Letter of Intent .........................................................................................164
About the Templates .......................................................................................164
Intent 1: Research Project Support .................................................................165
Intent 2: Homeschool......................................................................................166
Intent 3: Scholarship Application ...................................................................167
20 – Letters of Interest.....................................................................................168
About the Templates .......................................................................................168
Interest 1: Joint Project Participation ............................................................169
Interest 2: Development Project .....................................................................170
Interest 3: Employment ...................................................................................171
21 – Letters of Credit .......................................................................................172
About the Templates .......................................................................................172
Credit 1: Public Improvement Project ............................................................173
Credit 2: Home Owner’s Association .............................................................174
Credit 3: Offshore Export Transaction ...........................................................175
22 – Marketing Letters ....................................................................................176
About the Templates .......................................................................................176
Marketing 1: Corporate Publicity Release......................................................177
Marketing 2: Post-Conference Follow-Up......................................................178
Marketing 3: Trade Show Industry Promotion................................................179
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
23 – Rejection Letters ......................................................................................180
About the Templates .......................................................................................180
Rejection 1: Employment – Job Application ..................................................181
Rejection 2: College – Application Rejection.................................................182
Rejection 3: Credit Application .....................................................................183
24 – Invoice Letters ..........................................................................................184
About the Templates .......................................................................................184
Invoice 1: Letter Format - Professional Services ............................................185
Invoice 2: Fax Format - Professional Services ...............................................186
Invoice 3: Standard Format - Professional Services .......................................187
25 – Collection Letters .....................................................................................188
About the Templates .......................................................................................188
Collection 1: Initial Notice .............................................................................189
Collection 2: Second Notice............................................................................190
Collection 3: Third Notice ..............................................................................191
OTHER FREQUENTLY WRITTEN LETTERS ............................ 192
Other Letters 1: Follow-Up ............................................................................193
Other Letters 2: Request for Information ........................................................194
Other Letters 3: Order Request.......................................................................195
Other Letters 4: Compliment .........................................................................196
Other Letters 5: Congratulations....................................................................197
Other Letters 6: Refuse Job Offer ...................................................................198
Other Letters 7: Replacement Request ............................................................199
Other Letters 8: Request Letter of Recommendation.......................................200
Other Letters 9: Refusing An Invitation ..........................................................201
Other Letters 10: Teacher Commendation ......................................................202
Other Letters 11: Parent To Teacher Inquiry..................................................203
Other Letters 12: Resignation Retraction .......................................................204
LETTER WRITING RESOURCES ................................................. 205
Top 25 Online Letter Writing Sites.................................................................206
General Writing References ............................................................................208
Other Writing Tools.........................................................................................211
INDEX................................................................................................. 212
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Table of Contents
Notes For Reading This eBook Online
EBook Navigation:
This eBook was created in PDF format using a software program called PDF
Factory.
The PDF file can be read using Adobe Acrobat Reader Version 5.0 and higher. I
strongly recommend that you use Acrobat Reader 6.0 or above because that
software has been designed specifically for reading eBooks. You can download
it for free at the following link:
http://www.adobe.com/products/acrobat/readstep2.html
The eBook was created to include Acrobat Reader “Bookmarks” to allow you to
quickly navigate anywhere in the document with a single click of your mouse.
To enable “Bookmarks” in Acrobat 6.0, select “View/Navigation Tabs” using
the dropdown menu on the upper left horizontal toolbar of Acrobat. Then
select/check “Bookmarks”.
Once you have done this, you will see a set of Tabs on the left-hand vertical
edge of the Acrobat window. Click on the “Bookmarks” Tab and you will see
the bookmarks displayed there like a Table of Contents. Click on an item to go
directly to that page.
To hide/close the Bookmarks display so your document can be displayed in
larger format, just click again on the Bookmarks Tab. It works like an on/off
toggle switch.
Hyperlinks:
In addition, hyperlinks to external Web sites are enabled throughout the
document. Just place your mouse over the blue colored link and then click on it
when the little hand appears. That link location will open into a new window.
Acknowledgements
Once again, I owe special thanks to:
Deena Mayka for her ongoing support and encouragement, and her editorial help.
Leela Purie-Fawcett, my wonderful daughter, for her presence in my life.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 1
INTRODUCTION
BACKGROUND
In 2001 I set up my first writing help Web site, www.WritingHelp-Central.com. My
idea at the time was to create a small portal site that offered free writing help content
and provided links to the writing related products of others.
Since then, that WritingHelp-Central Web site has grown significantly. As I write
this, that site contains more than 100 pages and over 75,000 words of free writinghelp-related content covering such topics as: letter writing, resume/c.v. writing,
essay writing, book writing, business writing, copy writing, and much more.
By mid-2004 that Web site was receiving an average of over 3,500 unique visitors
from more than 140 countries, each and every day. In fact, on some peak week days,
the total unique visitor count currently exceeds 6,000 people!
Now, with well over 1.2 million unique visitors per year, WritingHelp-Central is
among the top two or three writing help destinations on the entire Internet. And, its
sister site, www.WritingHelpTools.com isn’t far behind.
One advantage of owning a popular destination Web site is that it provides one with
the perfect research and development “laboratory” in which to find out what people
in a particular niche are REALLY looking for.
For example, because my WritingHelp-Central Web site has been attracting people
with letter writing information needs for over three years, I have been able to study
EXACTLY what people are looking for in the way of letter writing help.
By extension, I am willing to bet that I am the top authority on the entire Internet
when it comes to knowing what kind of letter writing most people need help with.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 2
WHY I WROTE THIS BOOK
Since late 2001 I have written a series of writing help toolkit eBooks that deal with
the writing of specific types of letters, as follows:
Instant Recommendation Letter Kit
http://instantrecommendationletterkit.com
Instant Business Letter Kit
http://instantbusinessletterkit.com
Instant Resignation Letter Kit
http://instantresignationletterkit.com
These books have been quite popular since they were first released, and they
continue to sell very well.
As the titles clearly indicate, these toolkits are highly targeted to address very
specific letter writing needs. I developed these particular products because my
research indicated that help with writing these specific types of letters was much in
demand.
Now, after more than three years of observing and studying the letter writing help
needs of all of my visitors who search for such information, I am in the unique
position of being able to state unequivocally which letters are most often searched
for, and in what order.
What it all boils down to is this…
Over 90% of all people searching online for letter writing help are concerned
about writing one or more of 20 specific types of letters. Here are those top 20
letters:
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Page 3
recommendation letter, letter of recommendation
resignation letter, letter of resignation
thank you letter, letter of thanks
reference letter, letter of reference
business letter, business memo
complaint letter, letter of complaint
cover letter
sales letter
introduction letter, letter of introduction
apology letter, letter of apology
application letter, letter of application
termination letter, letter of termination
acceptance letter, letter of acceptance
donation letter, fund-raising letter
condolence letter, sympathy letter
appreciation letter, letter of appreciation
invitation letter, letter of invitation
love letter, romantic letter
letter of intent
letter of interest
Other letters that are often searched for include: marketing letter, rejection letter,
follow-up letter, congratulations letter, invoice letter, collection letter, letter of
credit, congratulations letter, request for information, and a number of others.
With those letters added, the Kit covers 99% of all letters ever requested.
So, the main reason I wrote this book is to assemble, for the very first time, a letter
writing style and template guide/manual that contains ALL of the letters that the vast
majority of people are ACTUALLY seeking help with. No filler here folks!
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 4
WHAT THIS WRITING KIT COVERS
This letter-writing toolkit is much more than just a bunch of templates quickly
thrown together, as is the case with the majority of manuals of this type.
The contents of this Kit is the result of over three (3) years of research into the
“writing help needs” of the average Web surfer looking for letter-writing help. In
fact, the Kit is a complete and comprehensive letter-writing style guide that contains
more than 100 fully-formatted real-life templates, and is comprised of two major
components.
Component number one is a letter-writing “how-to” style guide combined with the
fully-formatted real-life sample letters.
Component number two is a set of fully-formatted real-life letter templates that can
be downloaded straight into a standard word processing program such as MS-Word.
Using these downloadable templates, you will never have to start your letters from a
blank page again.
The Style Guide
The style guide part of the Kit contains over 50 pages of letter-writing “how-to”
information including letter-writing tips, strategies and information as well as letter
formatting guidelines for both personal and business style letters.
Each of the sections on the eight (8) most widely requested/written letters contains a
full-length feature article on how-to write that particular type of letter.
The eight letter types with an accompanying “how-to” article are: recommendation
letter, resignation letter, thank you letter, reference letter, business letter, complaint
letter, cover letter, and sales letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 5
Over 100 fully-formatted real-life sample letters are included to graphically
demonstrate how to write each letter-type covered. These are REAL letters -- NOT
your typical fill-in-the-blank, cut-and-paste jobs that proliferate the Internet.
The Templates
For each of the 100-plus sample letters, a fully formatted real-life template is
provided in a form that can be downloaded straight into your word processor.
The templates have been divided into three groups as follows:
1. The Top 10 Letters – Five (5) sample templates for each one (50).
2. Letters Ranked 11 to 25 – Three (3) sample templates for each one (45).
3. Other Requested Letters – One (1) sample template for each one (12).
Important Note:
People who purchase this Kit directly from my Web site receive the templates file as
a download at the time of purchase. Those who buy the Kit through book retailers
such as amazon.com and barnesandnoble.com have the option to request that the
templates file be sent to them by e-mail. The information for doing this is available
in the Special Preface section at the beginning of all offline versions of this book.
Letter Writing Resources
In addition to the above, the Kit also includes other letter-writing resources :
1. Top 25 Writing Web Sites - My own exclusive fully-researched list of the “Top
25 Online Letter Writing Sites”.
2. Top Writing References - My personal list of recommended writing reference
texts.
Instant Letter Writing Kit also includes a detailed Table of Contents and a keyword
Index for easy reference.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 6
WHO THIS BOOK IS FOR
This Kit was written to help ANYONE who needs to write letters for business or
personal reasons.
As stated on the previous pages of this section, this book contains multiple templates
for the top 25 most written/requested letter types. In addition, samples templates of
another dozen frequently written/requested letters are also included.
Whether you’re a business person, an educator, a private citizen, a student or an
employee of a government or corporation, this Kit will answer your letter-writing
needs in over 99% of all cases.
If you find a case in which you need a letter, and not one of the sample templates in
the Kit can be easily adapted to your need, let me know. If I agree that there is no
template in the Kit that can be used for your letter, I’ll write the letter for you!
Now, how’s that for a guarantee!
DON’T SKIP THE FIRST 40 PAGES!
I know from experience that the initial inclination of many people buying this Kit to
get help with their letter-writing will be to jump straight into the sample templates
without even pausing to look at the advice and tips at the beginning of this Kit.
If you skip the first 40 pages you will be missing lots of valuable/useful
information!
The information included in the “style guide” part of the Kit is based on over 30
years of experience writing thousands of business and professional letters. Whatever
you do, DON’T MISS the section on “How To Use The Template Adaptation
Method”. That technique alone is well worth the price of this Kit.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 7
REAL-LIFE LETTER TEMPLATES
Before getting into the specifics of how to write personal and business letters, it is
important to discuss the presentation of the sample letter templates that are included
later in this guide. After all, it’s likely that one or more of the letter templates
included here will have significant influence on what you send out in the mail to a
business, friend or colleague.
All of the sample templates for the various types of letters contained in this Kit are
presented in a form that I call fully-formatted “real-life templates”. In fact, it is these
“real-life downloadable templates” which make all of my writing kits unique. These
are also what my customers have told me they love about my writing kits.
Real-life templates are ACTUAL letters written for - yes, you guessed it - “reallife” situations. All of the letters in this Kit were written for real-life situations.
I am convinced that real-life templates are by far the most useful tools for people
when they need to draft any kind of document. These templates are a quantum leap
beyond the traditional one or two line “fill-in-the-blank” cut-and-paste templates.
The remainder of this section is an expanded and updated version of an article I first
drafted in 2002 entitled “Use Real-Life Templates For Writing Success”. The
original version of that article has been published in various eZines and is posted on
numerous Web sites across the Internet.
“USING REAL-LIFE TEMPLATES FOR WRITING
SUCCESS”
At some point along the way, most of us have used what are commonly called "fillin-the-blank" writing templates. We might have used them to write a letter, format
an essay, or set-up a resume or c.v.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 8
You know what I'm talking about here. It's those form letter templates that you see
in many writing texts and workbooks, that contain blank lines and spaces where
you’re supposed to fill in the appropriate words.
Fill-In-The-Blank Template - Sample
For example, in the case of a letter, a typical "fill-in-the-blank" resignation letter
template would look something like this:
Dear [NAME OF RECIPIENT]:
This is to advise you that I will be leaving [NAME OF ORGANIZATION] to occupy a position
with [NAME OF ORGANIZATION], as a [NAME OF POSITION], effective [DATE OF
DEPARTURE].
As you know, I have been looking for an opportunity in the [NAME OF FIELD] for quite some
time now. When I saw that [NEW ORGANIZATION] had a position available I immediately
applied and was fortunate to be offered the job.
It will not be easy for me to leave [CURRENT ORGANIZATION]. The company and its people
have been an important part of my life for the past [X YRS/MOS.]. At the same time, I cannot pass
up a career opportunity like this one that offers a future in the field for which I was trained.
I would like to take this opportunity to sincerely thank you for all of your help and support during
the years with [CURRENT ORGANIZATION]. I have no doubt that it was the knowledge and
experience I gained working for you that helped me obtain the new position.
Please pass on to [BOSS OF RECIPIENT] and the rest of the senior management team both my
regrets about leaving and my gratitude, for what [CURRENT ORGANIZATION] has done for me.
I want to assure them that I am leaving with the highest regard for this innovative company.
I wish you and all of my friends and colleagues at [CURRENT ORGANIZATION] the very best in
the future.
Sincerely,
[NAME/TITLE OF ORIGINATOR]
Although this "fill-in-the-blank" approach can work, it has a number of drawbacks:
Disadvantages of Fill-In-The-Blank Templates
§
Because of their generic nature, they tend to generalize so much that they
resemble a computer-generated form letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 9
§
They don't provide specific information on how a professional would properly
fill in the required information [i.e. BLANK FIELDS].
§
The content is typically watered-down, using generic terms in order to try and
cover every possible situation.
§
They don't provide mental stimulation or show how a professional might word
the letter in a specific real-life context.
§
They are difficult to work with and virtually useless for 98% of real-life
situations, since they lack real-life content.
Real-Life Template - Sample
On the other hand, here's what a "real-life template” of that resignation letter would
look like for the same situation covered above:
Dear Sharon:
This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with Telecom
Systems International (TSI), as a Customer Service Agent, effective June 30, 2004.
As you know, I have been looking for an opportunity in the customer services field for quite some
time now. When I saw that TSI had a position available I immediately applied and was fortunate to
be offered the job.
It will not be easy for me to leave Allied Industries. The company and its people have been an
important part of my life over the past four years. At the same time, I cannot pass up a career
opportunity like this one that offers a future in the field for which I was trained.
I would like to take this opportunity to thank you sincerely for all of your help and support during
the years with Allied. I have no doubt that it was the knowledge and experience I gained working
for you that helped me obtain the new position.
Please pass on to Jim Dunning and the rest of the senior management team, both my regrets about
leaving and my sincere gratitude, for what Allied has done for me. I want to assure them that I am
leaving with the highest regard for this innovative company.
I wish you and all of my friends and colleagues at Allied Industries, the very best in the future
Sincerely,
Jessica Amherst
Corporate Support Group
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 10
Actually, I was overly generous with the fill-in-the-blanks template example I gave
on the previous page. My version gave much more information than is normally
included in a typical fill-in-the-blank template. They typically consist of two or three
generic statements with a bunch of blanks to fill in. Not much help, in my opinion.
Advantages of Real-Life Templates
Clearly, there can be no doubt that the "model" that most of us would rather work
with if we had to write a similar letter is definitely the "real-life" template.
That’s because you can relate to it. It talks about real-life people in a real-life
situation that you can identify with. And, you get to see exactly how a professional
writer worded it in a particular context.
Here are the main advantages of "real-life" templates.
Content With Value
Working with "real-life" templates, it is much easier to adapt them to YOUR actual
situations because they give you visual and intellectual cues to which you can relate.
Naturally, when you see how a copywriter or consultant has dealt with a "real-life"
scenario, in terms of word choice, context, and punctuation, it is much easier to
adapt effectively to the real-life situation for which you are writing. In that way, the
actual content has value.
Easy To Work With
"Real-life" templates are just as easy to work with as the other templates. You
simply load them into your word processing program, and edit and adjust them to fit
your own specific situation.
Voila! In a matter of minutes you have a fully formatted real-life document ready to
be printed and sent out in the mail.
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You also have the comfort of knowing that what you are submitting has already been
used in other "real-life" situations, and is grammatically correct.
Real-Life Content
With real-life templates, it is much easier to find an adaptable "fit" for the situation
for which you are writing. Not only do they give you the final format of a document,
their content provides an excellent real-life sample and gives food-for-thought to
assist you in the writing process.
Fully-Formatted Final Versions
"Real-life" templates are fully-formatted as final documents so that you can see
exactly what they looked like when they were sent out in "real-life" situations. They
don't look like some kind of "draft" computer-generated form letter.
Go ahead. Browse through the sample letter templates found later in this Guide.
--------------Are you back yet? Okay.
Now I ask you, would you rather work from a "fill-in-the-blanks" generic template
or from a fully-formatted "real-life" template?
I have no doubt that the vast majority of readers would choose the latter for all of the
reasons given earlier.
Reality Check
As already stated, all of the sample templates presented in this Kit are based on reallife situations using real-life content, for all of the reasons described above.
However, names, addresses, phone numbers, etc. that could be used to identify
a specific individual have been altered to protect privacy.
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WORKING WITH REAL-LIFE TEMPLATES
Let me take just a minute here to make sure you understand EXACTLY what you
are getting with the "real-life templates" in this Kit. Here's the story...
When you purchased this eBook Instant Letter Writing Kit online, you also received
a set of downloadable real-life word processing templates. This is a virtual "writing
toolkit" packed with over 100 fully-formatted real-life letter templates that you can
download straight into your word processing program!
That’s right. If you purchased the Kit online at my Web site, you have already
downloaded the templates in a form that you can work with (MS-Word compatible).
Here’s how you use those templates in a typical situation …
1. You have to write a letter in a hurry.
2. You check the eBook and find the template that most closely fits your situation.
3. You open that specific template right into your word processing program!
4. You copy, cut and paste revisions to transform the template to fit your own
specific situation.
PRESTO! You've got your fully-formatted, professional-quality final letter all
ready-to-go in finished form, just like a real professional would write it.
Just think of the writing power this gives you!
No more laborious retyping/recopying from scratch. It's like an instant document
creator.
That’s the power and the beauty of "real-life downloadable templates."
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Using real-life templates, it shouldn’t take you more than a few minutes to draft
professional quality letters that cover your specific situation.
The section of this report titled “Try the Template Adaptation Method” (page
33) explains, in step-by-step detail, how you can quickly and easily adapt any
real-life letter template in this Kit to help you draft a letter to fit your own
specific situation.
WARNING: BEWARE OF AUTOMATIC LETTER
GENERATORS
If you spend some time online looking for letter writing help you will no doubt come
across software programs that “automatically generate” various types of letters.
All I can say about these products is “buyer beware”! Although it might have
seemed like a good idea at the time, these “software letter generators” are only
slightly better than the typical fill-in-the-bank templates.
Why, you ask? Here are the problems with the typical letter-writing software:
§
For each letter type, you get to choose from only a half-dozen or so “standard”
pre-written one-liner phrases to plug into your letter as sentences.
§
You do not get in-context mental stimulation and visual cues to help you
visualize the finished product, the way that a real-life template does.
§
The final software-generated-letter is a disjointed collection of weakly-linked
sentences and paragraphs that actually needs a professional editing job just to
make it presentable before sending it out.
As I said, software letter generators might seem like a good idea, but they just
don’t do the job of a real-life template.
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LETTER WRITING GUIDELINES - GENERAL
Even though each type of letter will be somewhat different in content and approach,
there are certain basic principles of letter writing that apply and should be observed
when writing all types of letters.
Based on the feedback that I get from visitors to my writinghelp-central.com Web
site, general letter writing is definitely the area where most people are looking for
help or guidance.
In fact, over 60% of the visitors to my site are seeking some sort of letter writing
information or assistance. The majority of those are looking for sample templates
that they can use as models in drafting their own letters.
This section provides a brief review of the most important guidelines to follow when
writing business letters of any type. Thus, they are generally applicable to writing
resignation letters as well.
A later section of this guide includes additional guidelines and tips specific to the
writing of resignation letters.
The following is a revised and expanded version of an article I wrote in 2002
entitled “7 Essential Letter-Writing Strategies”. That article has been widely
published in eZines and posted on numerous Web sites across the Internet.
“LETTER WRITING TIPS AND STRATEGIES”
Writing Letters – Tips and Pointers
Following are a few practical letter writing tips adapted from the writinghelpcentral.com Web site to help you when writing that next letter:
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Keep It Short and To The Point
As a general rule, letters (both personal and business) should be concise, factual, and
focused. Try to never exceed one page or you will be at risk of losing your reader. A
typical letter page holds 350 to 400 words.
If you can’t get your point across with that many words you probably haven’t done
enough preparatory work. If necessary, call the recipient on the phone to clarify any
fuzzy points and then use the letter just to summarize the overall situation.
Focus On the Recipient’s Needs
While writing the letter, focus on the information requirements of your audience, the
intended addressee. If you can, in your “mind’s eye”, imagine the intended recipient
seated across a desk or boardroom table from you while you are explaining the
subject of the letter to them.
What essential information does that person need to know through this
communication? What will be their expectations when they open the letter? Have
these all been addressed?
Use Simple and Appropriate Language
For clarity and precision, your letter should use simple straightforward language.
Use short sentences and don’t let paragraphs exceed three or four sentences. As
much as possible, use language and terminology familiar to the intended recipient.
Don’t use technical terms and acronyms without explaining them, unless you’re
certain the addressee is familiar with them.
Reread and Revise It
Do a first draft, and then carefully review and revise it. Put yourself in the place of
the addressee. Imagine yourself receiving the letter. How would you react to it?
Would it answer all of your questions? Does it deal with all of the key issues? Are
the language and tone appropriate?
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Sometimes reading the letter “out loud” to one’s self can be a big help. When you
actually “hear” the words, it is easy to know if it “sounds” right, or not. I do this all
the time and it really works.
Use Transition Words and Phrases
One method that I always use to help with the flow and sequencing of my text in
letters is to employ “transition words”.
These are great for allowing you to connect thoughts and create logical sequences
between sentences and paragraphs.
These words and phrases are usually inserted at the beginning of a sentence and they
refer directly back to the previous sentence and/or paragraph without repeating the
specific subject. They allow you to maintain a logical flow and make smooth
transitions from one thought to the next.
Some typical transition words/phrases are: then, as a result, unlike, different, in spite
of, next, in addition, like, the same, similar, for example, one such, for instance,
accordingly, etc.
When using transition words/phrases, remember that they almost always refer back
to the previous sentence or paragraph.
The following section of this book contains a feature article explaining in detail how
to use transition words/phrases.
Eliminate Redundant Words and Phrases
There are certain words and phrases that one often sees in business correspondence
that tend to make the language more complicated and cumbersome than necessary.
For example, some typical “redundant words/phrases” would include: “absolutely
essential” instead of “essential”, “actual experience” instead of “experience”,
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“attached hereto” instead of “attached”, “as a result of” instead of “because”, “few in
number” instead of “few”, etc.
These are just a few examples. I’m sure you can think of others. Always look for
redundant words/phrases when reviewing your final draft letter. If a word or phrase
doesn’t add value and/or meaning, omit it.
Check Spelling and Grammar
A letter is a direct reflection of the person sending it, and by extension, the
organization that person works for. When the final content of the letter is settled,
make sure that you run it through a spelling and grammar checker.
To send a letter with obvious spelling and grammatical errors is sloppy and
unprofessional. In such cases, the recipient can’t really be blamed for seeing this as
an indication as to how you (and/or your organization) might do most other things.
Spell-checkers are great, but they don’t catch everything. For example, I often
reverse the letters in certain words when typing quickly. i.e. “form” instead of
“from.” A typical spell-checker would say these are both valid. Some grammar
checkers will flag it as “out of context”, but you can’t always count on that.
The only way to be sure in the end that everything is fine, is to have someone with
good spelling and grammar skills do a final check.
The above basic letter writing tips are mostly common sense. Nevertheless, you
would be amazed at how often these very basic “rules of thumb” are not employed
when people are writing letters.
The following is a slightly revised version of an article I wrote in 2004 titled “Go
With the Flow – Use Transition Words and Phrases”. That article is widely
published in eZines and posted on numerous Web sites across the Internet.
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“GO WITH THE FLOW: USE TRANSITION WORDS
AND PHRASES”
One of the most common weaknesses I see in day-to-day writing is poor logical flow
from one idea or point to the next. This usually takes the form of a bunch of
seemingly unrelated phrases thrown together with little or no sense of sequence,
continuity, or relativity.
Although the overall subject may be obvious, the words to describe it seem to be
scattered on the page like an almost random set of unconnected thoughts. On a
regular basis, I see letters and reports in which each phrase seems to be independent
of the one before and the one after, when in reality there is an actual sequential
and/or logical flow.
Consider the following three sentence example:
1. The entire building had to be searched.
2. They started the search on the third floor.
3. It took three hours to complete the search.
Notice that the three separate statements are all valid sentences. They convey the
bare essential facts of the situation, but nothing more. In fact, they raise almost more
questions than they answer. For example:
- Was it a serious incident?
- Had it ever happened before?
- Why did they start on the third floor?
- What about the first two floors?
- How big/high was the building?
- Is three hours a long time for that?
- How long does it usually take?
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These are all logical (and obvious) questions that the average person might easily
wonder about when reading a paragraph made up of the three sentences above.
Let's transform these now, using transition words/phrases:
“UNLIKE the previous minor incident, this time the entire building had to be searched.
BECAUSE the fire was still smoking on the first two floors, they had to start on the third,
working upwards to the tenth, covering the first two floors last. CONSEQUENTLY, it took
them a full three hours before they finally completed the typical two-hour job.”
Notice the use of the transition words: UNLIKE, BECAUSE, and
CONSEQUENTLY. Using these three words has allowed us to easily connect the
three independent sentences and give them a sense of chronological order and
logical flow. They also allow us to answer ALL of the obvious questions, either with
the transition word itself, or by adding a couple more words.
In short, transition words/phrases have turned three dry independent phrases into a
little story that makes sense to the reader.
These types of words/phrases are ideal for allowing one to easily connect thoughts,
and create logical sequences between sentences and paragraphs. They are usually
inserted at the beginning of a sentence and normally refer directly back to the
previous sentence and/or paragraph without repeating the specific subject.
The following paragraphs list some of the more common transition words and
phrases that will help make your text more understandable and interesting to the
reader. For each one, I have included a typical example of how the word/phrase
might be used in a typical sentence.
Note that I have capitalized the transition words/phrases for emphasis and easy
identification.
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Cause and Effect...
THEN, he moved on to the next work station.
AS A RESULT, the team lost the game.
FOR THIS REASON, she always went home for the weekend.
WHAT FOLLOWED was as painful as it was inevitable.
IN RESPONSE, he quickly upped the ante.
THEREFORE, the aircraft overshot the runway.
THUS, it was just a matter of time.
BECAUSE OF THIS, the results were always the same.
CONSEQUENTLY, he was no longer friends with Frank.
THE REACTION to this event was swift and decisive.
In Contrast To...
UNLIKE last year, this one was highly profitable.
DIFFERENT from this, was our approach to manufacturing.
IN SPITE OF the dot com bust, the company prospered.
ON THE OTHER HAND, earnings per share have increased.
ON THE CONTRARY, the impact was less than expected.
OPPOSING that idea was the move to new technologies.
HOWEVER, that approach may actually prove better.
CONTRARY to his findings, the revenue picture is good.
NEVERTHELESS, something still appears to be missing.
Sequence and Relativity...
THEN, each one followed in numerical sequence.
IN ADDITION, a fourth material was added to the mix.
TO ENUMERATE, first there was the car, second the boat,...
NEXT in the series was the “outrigger” brand line.
BESIDES THAT, there were two other possible sources.
SUBSEQUENTLY, they went to the next stop in the series.
FOLLOWING, there was a reception in the main hall.
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Similarity and Comparison...
LIKE always, he took the company on a dangerous course.
SAME as before, he managed to meet all of the requirements.
SIMILAR things were known to happen at certain times.
CLOSE to that was the result of the second round of voting.
LIKEWISE, they made similar changes in the factory.
ALSO, there were the worker’s families to consider.
NEAR that one, was where we found the faulty component.
Explanation and Example...
FOR EXAMPLE, last year’s model was underpowered.
ONE SUCH occurrence was last week’s power outage.
FOR INSTANCE, earnings this year are higher than last.
TO ILLUSTRATE, he went to Chicago just to make his point.
ALSO, there is a new approach to sheet-metal moulding.
THAT TOO, just goes to make my point even stronger.
TO DEMONSTRATE, I will use the new model throughout.
The above are just examples, and there many other such transition words and
phrases that are used in everyday conversation or writing. In my opinion, appropriate
use of these words/phrases is the number one technique for making any type of
writing flow logically and clearly.
Bottom line:
Smooth, orderly and logical transitions from one thought to the other, one sentence
to the next, and one paragraph to another, are key to creating clear meaning and flow
in any document.
Appropriate use of transition words and phrases will achieve this for you.
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LETTER WRITING FORMATS
IS IT BUSINESS OR PERSONAL?
First of all I want to point out that many people are confused as to exactly what
“business letters” are. This is covered in more detail in the section later in this book
titled “Business Letter Explained”.
There are different formats for business and personal letters. Depending on the
situation, a letter can be typed on either personal or business stationery.
Use Business Stationery When…
§
You are using the letter to formalize business discussions that you have already
had with the intended recipient and the main purpose of your letter is to confirm
the substance of those discussions.
§
You are writing on behalf of your organization in your official capacity as a
representative or officer of that enterprise.
§
You feel more comfortable using business, rather than personal, stationery to
deal with the particular situation at hand.
Use Personal Stationery When…
§
The letter you are writing is directly related to your personal business, and is not
connected in any way to your company or organization.
§
You are writing to a colleague in a work situation, but your letter is related to
your personal relationship with that person as opposed to your professional
relationship. (e.g. condolence letter).
§
You feel more comfortable using personal, rather than business, stationery to
deal with the particular situation at hand.
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LETTER FORMATS/STYLES TO USE
For letters on Business Stationery, I recommend using Full-Block Style.
For letters on Personal Stationery, I recommend using Semi-Block Style
(modified).
The guidelines above are just that. There are no hard and fast rules on this. Refer to
the guidelines and then use the format that you feel most comfortable with in your
particular situation.
Layouts for the two main letter styles are included on the following pages.
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Business Letter Template - Full-Block Style
CORPORATE LETTERHEAD INC.
4300 Davidson Blvd., Suite 1200
Princeton, NJ, 08550
Tel. (201) 345-1986 Fax. (201) 345-1998
[email protected]
www.corpletterhead.com
[Letter Date]
[Recipient Address]
[Address Line 2]
[Address Line 3]
[Address Line 4]
Attention: [Optional Name]
Dear [Recipient’s Name]:
[Subject Line - Optional: Usually Bold, Sometimes Underlined]
The main attribute of the Full-Block style is that everything is justified flush left. This is considered
to be the most formal style. Even so, it is my personal favorite since I think it has a clean,
uncluttered, and efficient, business-like look.
This is paragraph 2 of the actual content of the letter. As stated elsewhere, ideally this should be
three for four paragraphs long, and kept short enough that the letter can fit onto one page.
This is paragraph 3 of the actual content of the letter. As stated elsewhere, ideally this should be
three for four paragraphs long, and kept short enough that the letter can fit onto one page.
Closing paragraph. Usually one or two sentences thanking the addressee for their time and attention
and providing your contact information (See the templates later).
Sincerely,
[Name of Signatory]
[Title of Signatory]
[Reference Initials]
Enclosures: [number]
cc: [Name 1 receiving copy]
[Name 2 receiving copy]
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Personal Letter Template – Semi-Block (Modified)
[Originator Address]
Address Line 2
Address Line 3
Address Line 4
[Letter Date]
[Recipient Address]
[Address Line 2]
[Address Line 3]
[Address Line 4]
Attention: [Optional Name]
Dear [Recipient’s Name]:
[Subject Line - Optional: Usually Bold, Sometimes Underlined]
The Semi-Block style modified for personal letters is the same as the full block-style for business
letters except that the Originator Address Block is flush on the upper right. Also, semi-block
paragraphs are normally indented, while these are flush left, as per full-block style.
This is paragraph 2 of the actual content of the letter. As stated elsewhere, ideally this should be
three for four paragraphs long, and kept short enough that the letter can fit onto one page.
This is paragraph 3 of the actual content of the letter. As stated elsewhere, ideally this should be
three for four paragraphs long, and kept short enough that the letter can fit onto one page.
Closing paragraph. Usually one or two sentences thanking the addressee for their time and attention
and providing your contact information (See the templates later).
Sincerely,
[Name of Originator]
[Title of Originator - Optional]
Enclosures: [number – if required]
cc: [Name receiving copy – if required]
[Name receiving copy – if required]
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LETTER FORMATTING GUIDELINES
General Formatting Guidelines
The following guidelines are adapted from a section of one of my other writing Kits
that deals with business letters specifically:
http://www.instantbusinessletterkit.com
I include them here because they are also applicable to writing just about any
professional-looking letter.
Again, these are recommended guidelines only. Nothing is cast in concrete.
Although I wouldn’t suggest you deviate from them unless you have good reason to
do so. Vary them as you see fit, within reason, or as you may require in order to
“squeeze” things onto one page. Remember, if you do “squeeze” things a bit, it
shouldn’t be easily detectable by the average reader.
In other words, it shouldn’t look “squeezed”. If it does, you will have to go to a
second page (See the next section for tips on “compressing” a letter onto one page).
§
Top and bottom, and left and right page margins, can vary from 1 inch to 1.5
inches, but should be (or appear to be) the same all the way around.
§
I recommend using a font style and size of Times Roman, 12 point. This
combination has a businesslike appearance and is widely used.
§
The main text of resignation letters should be single spaced, with double spacing
between paragraphs.
§
A typical one-page letter will have between four (4) and (5) paragraphs. Try to
limit paragraphs to two or three sentences each in order to achieve a balanced
look that is not too dense.
§
Generally speaking, skip one (1) line horizontally between the different
components of the letter (as per sample formats, page 23).
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§
At the top of the letter, try to skip between two (2) and three (3) lines between
the Letterhead Block and the Recipient Address Block.
§
In the Signature Block, leave three (3) to four (4) lines between the Closing
Salutation (i.e. Sincerely), and the Signatory Name so that there is ample room
for a normal hand-written signature.
§
For a general idea of spacing, refer to the sample formats presented earlier. The
most important thing is “relative” spacing. It is not hard to recognize when two
items are too close together or too far apart.
§
After you have finished the letter you may want to make some final adjustments
to spacing in order to give it a “balanced” look.
In my opinion, the spacing in letters is not an “exact science” as it once was. What
you’re looking for is an uncluttered, balanced look that respects the basic format you
are following (as per the earlier sample formats).
So, don’t get too worked-up about absolute formatting perfection!
I’ve written thousands of business letters over the years and I can’t recall one of
them ever being ignored because the margins were 0.8 inch rather than 1.0 inch.
If it’s uncluttered and well-balanced in appearance (and most importantly, wellwritten!), it will be taken seriously as a professional business letter.
As far as punctuation and capitalization are concerned, please refer to the “real-life
templates” provided later on to see specific examples in specific contexts.
You can also reference any one of the writing guides listed under “Writing
References” in the Resources chapter at the end of this guide.
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Tricks For Keeping Your Letter On One Page
There are a number of handy little tricks that I have learned over the years that will
help “squeeze” a letter onto one page without it being noticed by the average reader.
These tricks can be applied using any standard word processing software program.
I’m not sure whether a purist at a secretarial school would approve of some of my
methods since they may deviate from certain standards, but I have used them
hundreds of times and nobody has ever been the wiser. The main point being that I
was able to keep a letter on one page when the first version overflowed by a few
lines onto a second page.
Below are my “page compression tips”, in the order I suggest you use them:
1. Move the left and right margins out about ¼ in. closer to the edge of the page.
2. Move the top and bottom margins out about ¼ in. closer to the edge of the page.
3. Edit out the one or two word “overflows”. What I mean here is this. After the
letter is drafted take a good look at each paragraph. See if there are any that have
an ending sentence that “overflows” onto an additional line for the sake of one
word. If so, make a minor edit or two in the paragraph that shortens it a little so
that the last word or two will not overflow onto the following line. Using this
method, you can often gain two or three extra lines in a one-page letter.
4. Adjust the line spacing on the page. You can gain considerable space on a page
by adjusting the line spacing of the text. For example, if the default line spacing
is set to “single” at 12 points try setting it to “exactly” at 12 points if your font
size is 12. If that doesn’t do it, try “exactly” at “11 pts”. Often you have to
experiment a bit with this one to get the look just right.
5. As a last resort, try reducing the font size by 1 point, say from 12 to 11.
6. If it still doesn’t “fit”, there’s one final thing you can try if you’re the author of
the letter. Go back and edit it one more time. Look for redundant thoughts and
phrases, or those that can be combined into one sentence rather than two. Is every
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word and phrase absolutely essential to your message? You’ll be amazed at the
space savings that this process can result in.
As I said earlier, try the above methods in sequence, one-at-a-time, checking each
time to see if your latest change has done the trick for you.
What happens if it still won’t fit?
Now, if you’ve used all of the above tricks and you still can’t get the letter to fit onto
one page, it’s time to admit that you’ve got a real two-pager. In which case, you
should then think about “reversing” some or all of the compression tricks that you
applied when you tried to “squeeze” the letter onto one page. Then, concentrate on
making a balanced looking second page.
There’s nothing worse looking than a letter with a one or two sentence second page!
So in this case, you may want to actually “stretch” the letter out a bit.
The first thing I do in this instance is increase the line spacing and reduce the
margins slightly so that there will be a decent sized overflow onto the second page.
So, try reversing steps 1, 2 and 4 above. Instead of decreasing the top, bottom and
side margins on page one, try increasing them by ¼ in. all around. Then adjust the
point size and see if that helps.
Again, I have used these little “compression” tricks thousands of times, and nobody
has ever pulled out their ruler and chastised me for inaccuracy. The important thing
is to end up with a professional-looking letter.
In fact, if you did a detailed check on the letter templates included later in this guide
you would find that I have used one or more of the above tricks on many of them.
But, I’m not telling which ones!
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Page 30
Letter Formats Used In This Guide
This Kit includes more than 100 sample letter templates. Generically speaking, these
are all business or personal letters of one description or another.
As already discussed, there are two main page formats/layouts that can be used for
almost all letters.
The previous section of this guide illustrates in detail the two format standards that I
recommend you use. Specifically: for business letters use the Full-Block Style (pg.
24); for personal letters I recommend the Semi-Block (Modified) style (pg. 25).
For reasons of simplicity, I have chosen to use my personal favorite letter format in
all of the templates/samples included throughout this document – Full-Block Style.
As shown earlier, this style positions all major sections of the letter flush to the lefthand margin for a clean businesslike look (see sample layout, previous section).
Notes Re: Sample Letter Formats
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
The above notes are also included as “Template Notes” on the “About the
Templates” page for each set of real-life templates that follow in this guide.
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November 2004
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THE WORLD’S “TOP 25” MOST WRITTEN
LETTERS
THE “TOP 25” LIST
As I stated in the Introduction to this guide, after more than three years of observing
and studying the letter-writing help needs of all of my Web site visitors who search
for such information, I am in the unique position of being able to state
unequivocally which letters are most often searched for, and in what order.
Earlier I stated that my research indicates that over 90% of all people searching
online for letter writing help are concerned about writing one or more of 20 specific
types of letters. In fact, if you add 5 more to that list and increase it to 25 letter types
you will cover over 97% of ALL letter-writing needs.
Here is my “Top 25” list of the world’s most requested/written letters:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
recommendation letter, letter of recommendation
resignation letter, letter of resignation
thank you letter, letter of thanks
reference letter, letter of reference
business letter, business memo
complaint letter, letter of complaint
cover letter
sales letters
introduction letter, letter of introduction
apology letter, letter of apology
application letter, letter of application
termination letter, letter of termination
acceptance letter, letter of acceptance
donation letter, fund-raising letter
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November 2004
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15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Page 32
condolence letter, sympathy letter
appreciation letter, letter of appreciation
invitation letter, letter of invitation
love letter, romantic letter
letter of intent
letter of interest
letter of credit
marketing letter
rejection letter
invoice letter
collection letter
Another dozen or so letters make up the other 3% or so of online letter-writing
help requests. These other letters that are also being searched for on a regular basis
include: follow-up letter, request for information, order request, compliment letter,
congratulations letter, refusal letters, retraction letters, and a few others.
With those letters added, this Kit covers 99.9% of all letters ever requested.
To the best of my knowledge, this is the very first time that a letter-writing style and
template guide has been compiled based entirely on what letter-writing information
people are ACTUALLY searching for!
What a concept! There’s no longer a reason to give people dozens of sample letters
that are rarely, if ever, used. Instead, this Kit provides additional value-added
through over 50 pages of how-to guidance AND over 100 templates that you can
download straight into your word processor and work with.
So, whether you’re a business person, an educator, a private citizen, a student or an
employee of a government or corporation, this Kit is designed to answer your letterwriting needs in over 99.9% of all cases.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 33
HOW TO USE THE “TEMPLATE ADAPTATION
METHOD”
The “Template Adaptation Method” is an approach that allows you to use prewritten templates as a tool for developing your own letters, in no time flat.
Using this method in conjunction with real-life templates you will never have to start
from a blank page or screen again. Not only will it significantly reduce the time
taken to write your letter, it will also result in a better quality final product.
I’m about to give up a major “trade secret” here.
I first discovered the “Template Adaptation Method” years ago when I was in a job
where I had to write a lot of letters and reports. At times, I suffered serious bouts of
“writer’s block”. Sometimes I would stare at a blank page, screen and/or off into
space for days. Yes, literally for days, sometimes.
Then one fateful day I had a “eureka experience” that changed my writing life
forever! I’m not sure whether it was by chance, or fluke, or divine intervention, but
that particular day I stumbled onto a powerful secret for overcoming “writer’s
block” -- instantly.
As is usually the case when one makes one of these little “breakthroughs” in life, it
was incredibly simple. It was so obvious.
So, here is the big secret that I discovered for beating writer’s block:
Place an actual sample of the type of document you have to write, directly in your
line-of-sight. The closer the sample is to what you have to write, the better. For
example, if you have to write a reference letter, try to find a previous letter of
reference that you have written. If you haven’t done one before, get one that
somebody else has written and post that up.
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That’s it! It really is that simple. I call it the “template adaptation method”.
Don’t ask me exactly how/why it works, but it does. My theory is that it gives your
brain a concrete visual cue as to what you need to write in a very specific way.
Staring at a blank page/monitor, or out into white space, just doesn’t give you this
kind of cue.
In fact, the very first thing I did when I sat in front of my computer to write this
eBook was to open a copy of one of my previous eBooks right into my word
processor. I then placed a hard copy of that eBook on the book stand/easel to my
left, right beside the computer monitor.
I was able to immediately start writing the new eBook on the spot using that “reallife template document” in my word processing program, and by referring to the
hard copy document beside me, as required.
Although the final versions of the document have completely different content, that
doesn’t seem to matter. Because the structure and the flow are similar, and that
seems to be the key.
Using my “template adaptation method” for this eBook was a great time-saver. I’m
sure it took about half the time it would have, working from a blank page/screen.
Not only that; it also allowed me to get started almost instantly.
So, if you are blocked at all in writing your own letters, and staring into space, or at
a blank page or screen, I urge you to find an appropriate real-life template and give
my “template adaptation method” a try. I guarantee, you’ll be pleasantly surprised.
As I stated above, I personally use the “template adaptation method” all the time
when I’m writing letters, essays, reports, and just about any other document.
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In fact, thanks to this method, it is rare that I ever have to write anything anymore
from a blank page or screen. And that’s a great relief, I can tell you!
A Step-by-Step Approach
Here’s a step-by-step way to apply the “template adaptation method” in developing
your own letters.
1. First, scan through all of the sample letters included in this guide and find one
that is closest to what you need. Look at all the samples just to be sure. For
example, if you need to write a recommendation letter you will want to check the
reference letter samples as well to see if there’s a better “fit” there.
2. Once you’ve found a letter template “along the lines” of what you’re looking for
in terms of approach and style, copy and paste it into your word processor.
3. Start drafting your letter on the same page as the one you just selected and
pasted, one paragraph at a time. This point is very important. Make sure you
do it one paragraph at a time.
4. Proceed through the entire document, writing your letter, line-by-line,
paragraph-by-paragraph, until you have progressed through the entire letter.
5. Read through the paragraphs you have created and make sure they make sense
and flow smoothly and logically, roughly in step with the flow of the template.
6. Now, delete all of the template paragraphs. What will remain is your own
personalized letter, but using the approach and style of the template.
On the following pages I’ll give you an example that shows exactly how this
“template adaptation method” works, in practical terms.
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A Real-Life Example
I’m going to give you a detailed example here so you will understand exactly what
I’m talking about.
To keep things simple, I’ll use the resignation letter template that is included earlier
in the chapter on Real-Life Templates (pg. 9). I chose that one because it represents
a straightforward letter-writing situation.
Here’s that entire real-life resignation letter template:
Dear Sharon:
This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with
Telecom Systems International (TSI), as a Customer Service Agent, effective June 30,
2004.
As you know, I have been looking for an opportunity in the customer services field for
quite some time now. When I saw that TSI had a position available I immediately applied
and was fortunate to be offered the job.
It will not be easy for me to leave Allied Industries. The company and its people have been
an important part of my life over the past four years. At the same time, I cannot pass up a
career opportunity like this one that offers a future in the field for which I was trained.
I would like to take this opportunity to thank you sincerely for all of your help and support
during the years with Allied. I have no doubt that it was the knowledge and experience I
gained working for you that helped me obtain the new position.
Please pass on to Jim Dunning and the rest of the senior management team, both my regrets
about leaving and my sincere gratitude, for what Allied has done for me. I want to assure
them that I am leaving with the highest regard for this innovative company.
I wish you and all of my friends and colleagues at Allied Industries, the very best in the
future
Sincerely,
Jessica Amherst
Corporate Support Group
The above example is a fairly typical resignation letter submitted by someone who
has been fairly happy in their job but managed to get a better one elsewhere.
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Now, here’s the new resignation letter scenario for which you need a new letter:
§
You’re leaving EnerCell Industries to accept an administrative position in the
same field withTreadway Manufacturing Systems Inc.
§
Your last day will be Friday November 30, 2004.
§
You’re leaving with mixed feelings. You couldn’t get a promotion at EnerCell so
you had to look elsewhere.
§
You want to thank the addressee, Michael Scribner in particular for mentoring
you over the years.
Now let’s use the above template to create the new letter, paragraph by paragraph.
Paragraph 1 – Template Version:
Dear Sharon:
This is to advise you that I will be leaving Allied Industries Inc. to occupy a position with Telecom
Systems International (TSI), as a Customer Service Agent, effective June 30, 2004.
Paragraph 1 – New Version:
Dear Michael:
This is to advise you that I have accepted a position with Treadway Manufacturing Systems Inc.
and will therefore be leaving EnerCell effective Friday November 30, 2004.
Paragraph 2 – Template Version:
As you know, I have been looking for an opportunity in the customer services field for quite some
time now. When I saw that TSI had a position available I immediately applied and was fortunate to
be offered the job.
Paragraph 2 – New Version:
Although I’ve been quite happy at EnerCell, the company wasn’t able to offer me the type of
advancement I was seeking so I was forced to look elsewhere. When I approached Treadway they
made me a generous offer that I just couldn’t refuse.
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Paragraph 3 – Template Version:
It will not be easy for me to leave Allied Industries. The company and its people have been an
important part of my life over the past four years. At the same time, I cannot pass up a career
opportunity like this one that offers a future in the field for which I was trained.
Paragraph 3 – New Version:
I will be sad to leave my many friends and colleagues at EnerCell after working there for close to a
decade. Nevertheless, I believe it is time for me to move onward and upward in my field. They say
an opportunity like this might only come once in a lifetime.
Paragraph 4 – Template Version:
I would like to take this opportunity to thank you sincerely for all of your help and support during
the years with Allied. I have no doubt that it was the knowledge and experience I gained working
for you that helped me obtain the new position.
Paragraph 4 – New Version:
I would like to take this opportunity to thank you in particular for your support and encouragement
over the past few years since we started working together. I will always regard you as one of my
work-life mentors.
Paragraph 5 – Template Version:
Please pass on to Jim Dunning and the rest of the senior management team, both my regrets about
leaving and my sincere gratitude, for what Allied has done for me. I want to assure them that I am
leaving with the highest regard for this innovative company.
Paragraph 5 – New Version:
Please thank the members of Management Council on my behalf and tell them how grateful I am
for all of the valuable experience and training I have received at EnerCell over the years.
Closing – Template Version:
I wish you and all of my friends and colleagues at Allied Industries, the very best in the future
Closing – New Version:
I would like to wish you and my friends and colleagues at EnerCell the very best for the future.
Now let’s copy and paste all of the “New Version” paragraphs developed above
into a new template and see what it looks like:
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Dear Michael:
This is to advise you that I have accepted a position with Treadway Manufacturing Systems
Inc. and will therefore be leaving EnerCell effective Friday November 30, 2004.
Although I’ve been quite happy at EnerCell, the company wasn’t able to offer me the type
of advancement I was seeking so I was forced to look elsewhere. When I approached
Treadway they made me a generous offer that I just couldn’t refuse.
I will be sad to leave my many friends and colleagues at EnerCell after working there for
close to a decade. Nevertheless, I believe it is time for me to move onward and upward in
my field. They say an opportunity like this might only come once in a lifetime.
I would like to take this opportunity to thank you in particular for your support and
encouragement over the past few years since we started working together. I will always
regard you as one of my work-life mentors.
Please thank the members of Management Council on my behalf and tell them how grateful
I am for all of the valuable experience and training I have received at EnerCell over the
years.
I would like to wish you and my friends and colleagues at EnerCell the very best for the
future.
Yours sincerely,
Richard Monstrasse
Administrative Services Unit
Voila! We have a brand new resignation letter based on the original template but
also different, dealing with a totally different resignation situation.
So, as you can see from the above example, using the real-life template it was an
easy matter to quickly adapt the approach, style and contents of the original
resignation letter to create a new one to fit the new situation.
Once you get into using this method you’ll find that your adapted letter will start to
develop a life of its own. Soon, you’ll begin adding things and you’ll start plugging
in your own words and phrases.
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November 2004
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In the end you’ll have a very different letter - one adapted to the specific
situation you’re writing the letter for.
In most cases, your new letter will be better than the template you’re working from.
The important point being that; by using the “template adaptation method”
you didn’t have to start from a blank piece of paper or computer screen.
Benefits of the “Template Adaptation Method”
The main benefits of the template adaptation approach are the following:
§
Downloading the template into one’s word processor and developing a new
letter, paragraph by paragraph, saves significant time over starting from scratch.
§
Using a pre-written real-life template simplifies the process of finding an
approach for your letter.
§
The template will stimulate your thinking process and will give you new ideas
for your letter.
§
The template will act as a “checklist” to make sure you’ve covered everything.
§
You know that you’re using a “model” that has been used successfully by others.
In short – the “template adaptation method” will give you a superior letter.
So, if you ever struggle with getting started writing your letters, I highly recommend
that you try the “template adaptation method”. It will really simplify your letterwriting process.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 41
TOP 25 LETTERS – THE TEMPLATES
This chapter of the Kit contains a separate section for each of the Top 25 most
requested/written letters, the origin of which were explained in detail on page 31.
1. recommendation letter, letter of recommendation
2. resignation letter, letter of resignation
3. thank you letter, letter of thanks
4. reference letter, letter of reference
5. business letter, business memo
6. complaint letter, letter of complaint
7. cover letter
8. sales letters
9. introduction letter, letter of introduction
10. apology letter, letter of apology
11. application letter, letter of application
12. termination letter, letter of termination
13. acceptance letter, letter of acceptance
14. donation letter, fund-raising letter
15. condolence letter, sympathy letter
16. appreciation letter, letter of appreciation
17. invitation letter, letter of invitation
18. love letter, romantic letter
19. letter of intent
20. letter of interest
21. letter of credit
22. marketing letter
23. rejection letter
24. invoice letter
25. collection letter
For the Top 10 letters there are 5 templates each. There are also “how-to articles”
for the first eight. For letters 15 to 25, there are 3 templates each.
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November 2004
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Page 42
1 – RECOMMENDATION LETTERS
The following is an excerpt from my recently released eBook "Instant
Recommendation Letter Kit - How To Write Winning Letters of Recommendation".
That eBook is the only definitive information source that deals exclusively with how
to write ALL types of recommendation letters. Here's part of one chapter:
“Recommendation Letters Demystified”
There is a lot of confusion about recommendation letters.
Recommendation letters are often referred to in a number of different ways
including: letters of recommendation, reference letters, letters of reference,
commendation letters, and sometimes even, performance evaluation letters.
This terminology can be quite confusing, especially when these terms are often used
interchangeably, sometimes to mean the same thing, sometimes to mean something
different.
In fact, there are five (5) main types of "recommendation letters", as follows:
·
·
·
·
·
recommendation letters - job related
letters of recommendation - college/university related
reference letters - job and community related
commendation letters - employment and community related
performance evaluation letters - employment related
Even so, people often throw around the term "recommendation letter" without really
knowing exactly what they're talking about. This causes a lot of misunderstanding
when someone asks for a recommendation letter, and the person being asked has a
totally different concept of what is being requested.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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This can cause serious problems at times. That's because, of all letters ever written
on a personal or business basis, recommendation letters are among the most critical
because they almost always have important implications in the workplace or
community, or in the often difficult quest for acceptance into a college or university.
Below are some definitions that should clear up any confusion.
Recommendation Letters
Employment-Related
Also called a recommendation letter, it is an employment-related letter that is
specifically requested by the person the letter is being written about. Such a letter is
usually positive in nature, and written by someone who knows the subject well
enough to comment on the skills, abilities, and specific work attributes of that
person.
Typically, an employment-related recommendation letter conveys one person's view
of the work performance and general workplace demeanour of another person that
has worked under their direct supervision. The requestor of the letter normally
requests such a letter to use when applying for a promotion or a new job.
These letters are usually addressed to a specific person to whom the requestor has
been asked to submit the letter.
Letters of Recommendation
College- and University-Related
Another situation where recommendation letters are a common requirement is for
entry into undergraduate and graduate programs at a college or university. Graduate
programs often require two or more letters of recommendation as part of the
program admission requirements.
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Normally, these college-related recommendation letters are written at the request of
the program applicant by people who know them and are familiar with their
academic career to date, and their future education and career aspirations. These
people could include: former teachers, community leaders, school faculty members,
administrators, academic supervisors, and/or employers.
These letters are always addressed to a specific person and are normally included as
part of the program admission application.
Reference Letters
These are more general letters that are often requested by employees when they
leave the employ of an organization. Normally factual in nature, they are usually
addressed, "to whom it may concern" and provide basic information such as: work
history, dates of employment, positions held, academic credentials, etc.
Reference letters sometimes contain a general statement (as long as a positive one
can be made), about the employee's work record with the company that they are
leaving. Employees often submit these letters with job applications in the hope that
the letter will reflect favorably on their chances for the new position.
Character reference letters are sometimes required by employers when hiring
individuals to perform personal or residential services such as child care, domestic
services, etc. These letters are usually drafted by a former employer and deal with
such attributes as honesty, dependability, and work ethic/performance.
Commendation Letters
These are normally unsolicited letters, which typically commend an employee to
their supervisor for something outstanding or noteworthy that the employee has
done. Usually, the employee would have to do something “above and beyond” what
is normally expected of them in their job to warrant such a letter.
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November 2004
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Typically, these letters are written by co-workers, or managers from another area of
the organization who were suitably impressed while supervising the person on a
short- term project.
Commendation letters are also used to nominate individuals for special awards of
recognition for outstanding public service.
Performance Evaluation Letters
These are usually detailed assessments of an employee's work performance as part of
an organization's regular employee review process. Typically, they are written by the
employee's supervisor and are attached to the individual's performance appraisal and
placed in their personnel file.
The format and structure for this type of letter is more often than not dictated by the
employee performance evaluation system or process that is in-place wherever the
subject of the letter is employed.
However, in the academic environment in North America there is often a
requirement for a specific “performance evaluation letter” for the assessment of
academic staff.
Know What You're Writing
So, if your dealing with recommendation letters, here's a word of advice.
The next time someone asks you to write a "recommendation letter" for them, make
sure you know exactly what you're getting into. Or, if you're the one doing the
asking, make sure you know specifically what you're asking for. If you're not quite
sure, check out the templates on the following pages for answers:
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 46
About the Templates
Recommendation letters are also referred to as “letters of recommendation”.
However, as the previous article explains, there is a lot of confusion between the
terms and meaning of “recommendation letter” and “reference letter”. Consequently,
sometimes the terms “reference letter” and “letter of reference” are used to mean the
same thing as “recommendation letter”. Please read the article for clarification.
Recommendation Letter Templates Included
Recommendation 1: Employment – Favorable
Recommendation 2: Employment - Part-Time Student
Recommendation 3: College-Related - Undergraduate
Recommendation 4: College-Related - Ph.D. Candidate
Recommendation 5: Teaching Award Nomination
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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November 2004
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Recommendation 1: Employment - Favorable
(print a Recommendation Letter on company letterhead paper)
July 30, 2004
Mr. Rodney Sims
Director, Marketing Services
Newport Industries Inc.
1500 Elm St.
Dallas, TX 75270
Dear Rodney Sims:
RE: Employment Recommendation – Maria Fuentas
This is in response to your recent request for a letter of recommendation for Maria Fuentas who worked for
me up until two years ago.
Maria Fuentas worked under my direct supervision at Jasminder Technologies for a period of five years,
ending in May 2003. During that period, I had the great pleasure of seeing her blossom from a junior
marketing trainee at the beginning, into a fully functioning Marketing Program Coordinator in her final two
years with the company. This was the last position she held before moving on to a better career opportunity
elsewhere.
Maria is a hard-working self-starter who invariably understands exactly what a project is all about from the
outset, and how to get it done quickly and effectively. During her two years in the Marketing Coordinator
position, I cannot remember an instance in which she missed a major deadline. She often brought projects in
below budget and ahead of schedule.
Ms. Fuentas is a resourceful, creative, and solution-oriented person who was frequently able to come up
with new and innovative approaches to her assigned projects. She functioned well as a team leader when
required, and she worked effectively as a team member under the direction of other team leaders.
On the interpersonal side, Maria has superior written and verbal communication skills. She gets along
extremely well with staff under her supervision, as well as colleagues at her own level. She is highly
respected, as both a person and a professional, by colleagues, employees, suppliers, and customers alike.
Two years ago, when Ms. Fuentas announced her resignation to take up a new position with a larger
company, we were saddened to see her leave, although we wished her the greatest success in her new
undertaking. Even now, two years after her departure, I can state that her presence, both as a person and as
an exemplary employee, is still missed here.
In closing, as detailed above, based on my experience working with her, I can unreservedly recommend
Maria Fuentas to you for any intermediate to senior marketing support position. If you would like further
elaboration, feel free to call me at (416) 765-4293.
Sincerely,
Robert Christie
Director, Marketing and Sales
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November 2004
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Recommendation 2: Employment - Part-Time Student
(print a Recommendation Letter on corporate letterhead paper)
April 25, 2004
Ms. Diana Dumbrell
Recreation Director
Pinewood Lake Camp
Pinewood Lake, ON
H3P 4L2
RE: Employment Recommendation - Chelsea Salzberg
Dear Ms. Dumbrell:
Chelsea asked me to write this to you based on our working association over the past three summers. I
understand she is applying for a Senior Program Coordinator position with you.
I have known Chelsea Salzberg since the summer of 2000. We first met when she became a volunteer
counselor at the City’s Pineview Day Camp for Kids. She volunteered that summer since she was not yet
old enough to be a paid worker. She did this to both serve her community and to gain valuable counseling
experience.
From the beginning, Chelsea proved to be an eager and highly-motivated worker. During her first year with
us she worked with the 5 to 8 year-olds and did a great job of keeping them busy with a variety of activities
and crafts. Many of these group activities were Chelsea’s own creation, and I had to spend very little time
supervising her once she got started. The kids loved her too. It was a great first summer.
During the summers of 2000 and 2001, Chelsea worked at the day camp as a paid counselor. The first year
she was a regular Counselor and in 2000, she moved on to Senior Counselor duties.
I really can’t say enough about how well Chelsea handled her duties those two summers. She was definitely
my top performer. She has a special knack for communicating with kids in all age groups. They just seem to
relate very well to her and hang on her every word. No doubt, this has a lot to do with Chelsea’s unusually
friendly and outgoing demeanor. Needless to say, she was very well liked by the kids, her peer counselors,
and the City managers.
One particular strength that Chelsea demonstrated consistently, was her leadership ability. This became
particularly apparent last year when she organized and supervised two off-site field trips. The trips were
considered great successes by both participants and staff, and went smoothly.
Overall, Chelsea is a dedicated, hard-working counselor who always puts the needs of the kids before her
own. She is a cooperative and willing employee, always ready to go the extra mile.
Accordingly, without hesitation I am pleased to recommend Chelsea Salzberg for the Senior Program
Coordinator position at your camp. I have no doubts that she will do an excellent job.
Please call me at 732-1576 if you have any questions.
Sincerely,
Patricia Heywood
Recreation Program Director, City of Ottawa
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November 2004
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Recommendation 3: College-Related - Undergraduate
(print a Recommendation Letter on company letterhead paper)
October 25, 2004
Ms. Jillian Shepperd
Director of Admissions
Admissions and Recruitment Office
MacDonald University
1449 Dorchester Ave. W., Rm 451
Montreal, QC, H3A 1T4
Dear Ms. Shepperd:
I am very pleased to write this recommendation on behalf of Layla Bell.
Layla has been a student in the accelerated liberal arts program at Holymount High for her entire five years
of high school. During that period I have observed her grow into a poised and accomplished young woman.
She is an exceptional student with excellent grades resulting from diligent work habits.
Layla has superior interpersonal skills and works equally well independently or in a group setting. She also
displays good leadership skills when involved in group projects. She is very well liked and respected by
both her peers and her teachers.
Among her many service activities at the school, Layla was a coach of the junior track team for the past two
years and she was a member of the senior cross-country team. She also took part in the Mentoring Program
and helped a number of juniors navigate their way through their first year of high school. In addition, Layla
was involved in organizing a number of fund-raising projects at the school, including a team marathon
event that raised over $5,000 for cancer research.
Layla has shown an ongoing interest in world affairs and international development. It is my understanding
that she intends to pursue an Honors degree in Political Science or Sociology. She has traveled extensively
and has written outstanding reports with observations on conditions she has witnessed throughout the world.
I believe that Layla Bell has tremendous potential as a student and I feel quite confident that she would be
an asset to both student life and academics at MacDonald University.
Yours truly,
Allan S. Fenton
Vice-Principal
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Recommendation 4: College-Related - Ph.D. Candidate
(print Recommendation Letter on corporate letterhead stationery)
March 5, 2004
Dr. Milton Quigley
Associate Dean
School of Advanced Psychology
University of Wisconsin Graduate School
Milwaukee, WI 52501-0340
Dear Director of Admissions:
Re: Regina Halldon
It is a pleasure for me to be able to write a letter of recommendation supporting Regina Halldon’s
application for admission to your Ph.D. program in psychology. I have taught psychology at St. Francis
University for 17 years and Regina is one of the most outstanding undergraduate students that I have ever
encountered.
Regina Halldon earned a total grade point average of 3.85 out of a possible 4.0 counting all of her
psychology courses over three years as an undergraduate. This is one of the highest grade averages
achieved in our undergraduate psychology program in recent years. In her final year Ms. Halldon published
an exceptional paper on Jungian Psychology in the student journal, PsychedIn.
Her final paper was based on Kant’s Critique of Pure Reason, wherein Kant argues, largely in response to
Hume, that the mind brings an elaborate a priori structure to its interactions with the world. This is Kant's
transcendental psychology which contains arguments for a number of theses about the nature of a subject
that has knowledge of objects. Patricia Kitcher and Peter Strawson have radically different positions on how
to interpret Kant's Subjective Deduction and the transcendental psychology contained therein. Strawson
rejects Kant's transcendental psychology completely; Kitcher advocates a limited acceptance of it. Ms.
Halldon’s paper presents Kant's transcendental psychology and argues forcefully against a number of
Kitcher's and Strawson's criticisms. I have urged her to rewrite the paper and submit it to a good journal.
Finally, Regina Halldon is a personable, teachable, hard working and highly intelligent student. She is
extremely articulate and always stands out among her peers for the clarity and cogency of her arguments.
Many of my students make good use of email but the emails from Ms. Halldon were about the most
interesting communications that I have ever had from a student. I have rarely had a student who acts so
quickly and positively to address critical comments and suggestions.
In short, Regina Halldon is one of those rare students who clearly has the potential to make a difference. I
could not recommend her more highly.
Yours sincerely,
Randall Hurtibise, Ph.D.
Professor of Psychology
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Recommendation 5: Teaching Award Nomination
(print award nomination Recommendation Letter on corporate letterhead stationery)
February 25, 2004
Philip B. Lear, M.D.
Associate Dean for Educational Affairs
Washington University School of Medicine
1425 Lexington Avenue
Pullman, WA, 99164
Dear Dr. Lear:
Re: Washington U. Trustee Teaching Award - Nomination of Dr. A. Dharwan
I am writing this in support of Dr. Anand Dharwan’s nomination for a Washington University Trustee
Teaching Award.
I have known Dr. Dharwan for the past 18 months, as a fellow in the division of Clinical
Pharmacology/Gastroenterology and Hepatology. During that period I worked very closely with him in the
clinic and on various research projects. As a result, I have become very familiar with Dr. Dharwan as a
teacher. Accordingly, I am writing this because it is my sincere belief that he is eminently qualified to be a
recipient of a Washington State University Trustee Teaching Award.
Over the past year and one-half Dr. Dharwan has demonstrated to me time and again that he is an
exceptional communicator and gifted teacher. In my opinion, he is the perfect model for a teacher in a
school of medicine. He is a highly dedicated professional who knows how to motivate his students to strive
for excellence. Both in the lecture hall and in person, Dr. Dharwan is a dynamic and powerful
communicator who possesses the gift of being able to make complex subjects understandable. In spite of
these formidable gifts, he is a humble and approachable person who loves to share his extensive knowledge
with others.
Dr. Dharwan has played a major role in helping me choose a career in Clinical Pharmacology
Gastroenterology/Hepatology. Under his tutelage I have been motivated to strive for and achieve
exceptionally high standards in patient care. In our work together on several research projects he provided
me with outstanding mentorship in the disciplines of: study design, protocol writing, data analysis, and
reporting. In many areas, both personally and professionally, Dr. Dharwan has taught and encouraged me to
meet challenges that I had never before thought possible.
In closing, it is with sincere conviction that I enthusiastically recommend that Dr. Dharwan be selected as a
recipient of a Washington University Trustee Teaching Award.
Sincerely,
Reiner G. Pinter, M.D.
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2 – RESIGNATION LETTERS
“Resignation Letters: Don’t Let Yours Backfire On You”
It turns out that “tips and templates on how to write resignation letters” is the third
most sought-after information at my Writing Help Central Web site.
So, when I looked into the subject more closely, I was surprised to find that there is
not a lot of guidance available in guide book form on how to write a proper and
appropriate resignation letter. In fact, a recent visit to the world’s largest bookstore
www.amazon.com revealed that there are no “how to” books available there that
deal with the art of writing resignation letters.
This is interesting, because when you really look into it, you realize that whether you
leave a job gracefully and appropriately will almost certainly have career and
personal implications, and can be almost as important as writing a resume/cv or a
cover letter.
The Emotions Behind Resignation Letters
A resignation letter will be one of the most emotionally-charged business letters that
you will ever write. The sentiments behind it are invariably volatile because of what
it represents. In fact, studies have found that leaving a job can be almost as stressful
as the break-up of a marriage.
Nevertheless, it is highly advisable that not too many of those emotions, especially
any negative feelings, get transferred to the written page. As much as possible, a
resignation letter should be treated as a business letter, just like any other such letter.
There are a number of reasons why resignation letters have more emotional
implications than most other personal or business letters. Here are the obvious ones:
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They are highly personal because they normally mark the severance of both
professional and personal relationships, sometimes of a long-term nature. They
typically signify the end of a period in a person’s professional and/or personal life.
And they represent the beginning of a new period or phase in someone’s personal
and professional life, conjuring up the fears that often arise with an uncertain future.
Key Characteristics Of Resignation Letters
Following are a number of primary characteristics unique to resignation letters.
Not Just Job-Related
Mention “resignation letter” and 99 of 100 people will think exclusively about jobrelated situations. In reality, there are a number of areas and circumstances for which
recommendation letters can be required. For example, in addition to leaving jobs,
resignation letters can be required for such situations as: stepping down from a
committee, opting out of a course at school, leaving a club or fellowship, and others.
Sensitive and Delicate
When you submit your resignation letter it will have implications for you, the
organization you are leaving, and the colleagues and friends you are leaving behind.
You must realize that regardless of the real reasons behind your departure, the
message received by many will be that you’re leaving because the organization
and/or people just don’t measure up any more. This is a natural human reaction for
many people and can’t be entirely avoided. Just be sensitive to it and don’t say, do,
or write anything that unnecessarily aggravates such feelings of abandonment.
Simple Formality or Big Surprise
A resignation letter can simply be the formalization of a conversation that already
took place with your boss, or an announcement you made in a meeting. On the other
hand, a resignation letter can be tendered completely unannounced, as a total
surprise. In fact, this is often the case in the real world. If this latter case applies in
your situation, you will have to be prepared to deal with any one of a number of
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possible reactions from the organization and your colleagues, ranging from total
acceptance, to anger, bargaining, and resentment.
Positive Beats Negative
The way in which you resign from an organization can have significant implications,
both career-wise, and personally. Regardless of the circumstances and/or atmosphere
surrounding your departure, you will be well-advised to take whatever measures you
can to neutralize any negative factors that may be in play. The approach and wording
used in the resignation letter can go a long way towards achieving this aim.
Always A Balancing Act
Writing a letter of resignation can be a bit of a balancing act. You want to be honest,
clear, and firm regarding your intentions to leave, while at the same time you don’t
want to alienate the employer you are leaving. It would be nice for that door to
remain open, or at least ajar, just in case you want to enter it in the future. After all,
you never know what may happen down the road. For all you know, your current
employer could end up buying the company you are moving to. So be careful about
limiting your future options.
Backlash Can Be Swift
Negative impacts from a poorly written or inappropriately worded resignation letter
can be almost immediate. For example, if you are hoping to get a good
recommendation or reference from the employer you’re leaving, a negative
resignation letter can only hurt your letter of recommendation/reference. Also, even
if you don’t request a recommendation letter there is nothing to stop future potential
employers from checking back with organizations you have worked for.
So here's a word for the wise. Before you blindly jump into writing a resignation
letter, you might want to spend some time thinking about it and finding out how to
write one that is proper and appropriate, so that it won't come back to haunt you.
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About the Templates
Resignation letters are also referred to as “letters of resignation”.
Please read the previous article for more information on resignation letters.
Resignation Letter Templates Included
Resignation 1: Accept New Position
Resignation 2: Return to School
Resignation 3: Health & Safety-Related
Resignation 4: Having a Baby
Resignation 5: Job Burn-Out
Template Notes
·
Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
·
All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
·
The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Resignation 1: Accept New Position
(print this type of Resignation Letter on regular stationery or corporate letterhead)
789 Ferguson St.
Exeter, PA, 52094
June 10, 2004
Alfred Shrimpton
Director, Marketing
Lithinc International Inc.
151 North Valley Dr.
Exeter, PA, 52187
Dear Alfred:
This is to advise you that I have accepted the position of Marketing Manager, with Gandolfo Networks Inc.,
based in Buffalo New York.
My last my last day of work here will be June 27, 2004. This will give me three full weeks from next
Monday to complete the current marketing program design that I have recently been putting the finishing
touches on. In addition, during this period I will be able to bring both you, and my deputy Aaron Roach, upto-speed on all of the operations and outstanding issues in my department.
I am very much looking forward to the professional challenge being offered to me by Gandolfo, which as
you know, is the market leader in its field. Incidentally, during the recruiting process, the Gandolfo people
were very impressed with the experience and knowledge that I had gained here at Lithinc International over
the past five years.
In closing, I would like to express my sincere appreciation to you as my supervisor, as well as to my many
friends and colleagues at Lithinc. I have truly enjoyed my years working with all of you, and am grateful for
the many learning and growth opportunities I was given over the years.
I wish all of you at Lithinc International continued success.
Sincerely,
Ryan Alexander
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Resignation 2: Return to School
(this type of Resignation Letter normally printed on corporate letterhead)
14 Station Street
Apartment 450
Memphis, TN, 31065
December 2, 2004
Mr. Lawrence Kelleher
General Manager, Operations
FibroFab Plastics, Inc.
Memphis, TN
31052
Dear Lawrence:
It is with regret that I am sending this to inform you of my decision to resign from my position as Chief of
Operations at FibroFab, effective January 1, 2004.
After considerable soul-searching I have finally made up my mind and decided to return to university fulltime to complete my studies in industrial engineering. I’m sure this comes as no great surprise to you since I
sought your advice on this matter a number of times. Indeed, I thank you very much for the honest and
objective advice that you provided me with on those occasions.
Please be assured that between now and my departure date I will make every effort to assist you in any way
required to ensure that there is a smooth transition. Until I leave, it will be business as usual as far as I am
concerned. Should you wish, I would be pleased to assist you in the staffing process as you look for a
suitable replacement.
I have truly enjoyed my experience at FibroFab over the past three years. During that time I have worked
alongside many fine individuals and have learned a great deal. I appreciate the numerous opportunities that
you and the company gave me to improve myself and my skills. I particularly wish to express my sincere
gratitude to you personally, and to a few others on the FibroFab management team, for your sage advice
which helped me reach my decision to return to school.
I am very excited as I take this next step in my career development, and am grateful for the degree of
support that I enjoy from both management and staff at FibroFab. Of course, upon completion of my
degree, I would be very happy to return should the company have room for a freshly trained industrial
engineer at that time.
In closing, I thank you all for your advice and support and I wish you all continued success.
Yours sincerely,
Rod Carruthers
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Resignation 3: Health & Safety-Related
(this type of Resignation Letter normally printed on regular stationery)
1501 War Memorial Drive
Dartmouth, NS
B5C 3A4
September 30, 2004
Mr. Fred MacMaster
Director, Manufacturing Operations
East Coast Manufacturing Inc.
155 Airport Road
Halifax, NS, B3A 1T9
Dear Fred:
This is to advise you that effective immediately I will not be returning to work on the production floor of
East Coast Manufacturing, for health-related reasons.
This decision comes after numerous consultations with my personal physician and various specialists with
respect to my rapidly deteriorating health. Clearly, I cannot continue to work in such a stressful and polluted
environment if I hope to maintain any kind of decent quality of life.
As you know, I took my case in front of the Occupational Health and Safety Committee on more than half a
dozen occasions over the past three years, and still management chose to ignore my concerns. Faced with
this kind of indifference, I have consulted with legal counsel. They have advised me to first, resign
immediately for the good of my health, and second, pursue legal action through the courts.
Accordingly, I would ask you to please have Personnel draw up all of the appropriate termination papers
and have them sent to me at the above address as soon as possible.
I would just like you to know that I don’t hold any personal grudges towards you as an individual. Based on
our nine-year association, I have the greatest respect for you as a person and a friend. I sincerely appreciate
the efforts that you made on my behalf, particularly over the past year, and I thank you for that.
However, the time has come where I must make a choice between my career and my health, and I therefore
have no alternative but to leave ECM under these sad circumstances, and hope that it’s not too late for me to
regain my health.
Sincerely with regret,
Brendan Fitzgerald
Manager, Chemical Operations
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Resignation 4: Having a Baby
(print this type of Resignation Letter on regular stationery or corporate letterhead)
958 Marsden St..
Apt. No. 710
Minneapolis, MN 55401
June 10, 2004
Ms. Jennifer Smale
Manager, Production Operations
POD Press Inc., Publishers
350 West Fifth Street
Suite 1200
Minneapolis, MN 55402
Dear Jennifer:
Further to our conversation yesterday, this is to confirm my intent to resign from POD Press Inc. effective
Friday June 27, 2004.
As you know, I am expecting a baby in mid-September. After much discussion, Ron and I have decided that
it would be best for us as a family if I took a few years off while we raise our new family. We are hoping to
have at least one more child after this one, so I expect to be out of the work force for at least seven years,
assuming that I stay at home until both kids are in school.
I know I will be sad to leave all of my friends at PPI, many of whom have been my adopted “family” for the
past six years. I will also miss my job as Production Coordinator. It was a daily challenge that I really
enjoyed, and I believe I excelled at most of the time. Nevertheless, I am really looking forward to one of the
most important challenges that life can give us – that of raising a family.
Thanks so much Jennifer for your friendship and support over the years. I have no doubt that you will be the
first person I contact for advice when I decide to re-enter the workforce.
Please convey my regrets about leaving the company to Ken Stanfield at the next management meeting.
Very sincerely,
Brenda Knox
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Resignation 5: Job Burn-Out
(print this type of Resignation Letter on regular stationery or corporate letterhead)
29 Forrestor Road
San Diego, CA 92120
Ms. Rosalind del Buey
Manager, Human Resources
IdeaTech Innovations Inc.
10250 Pacific Heights Blvd.
Suite 1700
San Diego, CA 92121
September 15, 2004
Dear Ms. del Buey:
The purpose of this letter is to advise you that I plan to resign from IdeaTech effective Friday October 3,
2004. This will give you almost three weeks to find a replacement for me.
You don’t know me personally but I am aware that my supervisor, Nancy Sheridan, has spoken to you
about my situation on a few occasions. I have been suffering from a number of stress-related illnesses for
the last three years and my condition seems to be getting worse. Not only do I have a case of chronic fatigue
syndrome (CFS) but I recently came down with a case of shingles. In addition to that, my hair has been
falling out in clumps for the past six weeks.
My doctor advises me that these are all well known stress-related conditions. Accordingly, he recently told
me in no uncertain terms that I need to make some major changes in my life and that a good place to begin
would be with my job. I have to agree with him on that because, of all the stress-inducing situations in my
life, my job as Customer Services and Support Agent has got to be by far the worst.
For the first couple of years I found the stress level at Triple I was somewhat manageable. However when
the company introduced the call handling quota system and customer satisfaction ratings three years ago
things suddenly changed for me. Being constantly under pressure to perform up to certain quality levels and
the need to meet arbitrary call-handling targets have caused my stress levels to skyrocket. Combine that
with having to constantly deal with irate and abusive customers on the phones, and I just can’t cope any
more.
Please understand that I don’t have anything against the company. My Supervisor has done whatever she
could to reduce my stress levels. Unfortunately it seems to be the very nature of the work that causes me
problems. I am just not cut out to deal with people’s problems and negativity. So, after a few months rest
and recuperation under my doctor’s supervision, I intend to look for an entirely different kind of work.
I wish everyone at the company well and I thank you for your understanding.
Sincerely,
Marilyn Pitcairn
cc: Nancy Sheridan
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3 – THANK YOU LETTERS
When I first started tracking the information preferences of people visiting my
Writing Help Central Web site I was surprised to find how many folks were seeking
information on how to write thank you letters. In fact, “thank you letter” information
and sample templates are the third ranked destinations at that Web site.
However, I caution you to be careful if you conduct a “thank you letter” keyword
search using an engine such as google or yahoo. Those top 10 or 20 search results
will definitely give you the wrong idea about thank you letters in the broad sense.
Looking at those results alone you’ll find that the vast majority of so-called experts
seem to think that there is essentially only one kind of thank you letter – one written
after a job interview.
In reality, this is a very narrow view that fails to recognize the literally dozens of
situations for which thank you letters are often warranted. I believe that this
proliferation of references to employment-related thank you letters is simply a
reflection of the massive number of Web-based businesses involved in the online
career and job hunting services industry.
“When and How To Say Thank You In Writing”
The purpose of a thank you letter is self-explanatory. Write one when you want to
formally thank a person, company or institution for something they have done for
you or your organization, which you consider to be out of the ordinary.
Simply receiving a contracted service as requested does not normally warrant a
formal thank you. However, service provided to you above and beyond your normal
expectations can often call for a special thank you letter. Normally, it should be a
clear case of “above and beyond the call of duty”, as the saying goes.
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And yes, thank you letters can also be important follow-up mechanisms in certain
employment-related situations.
Generally speaking, there are two main types of thank you letters -- business thank
you letters and personal thank you letters.
Business Thank You Letters
There are many situations in business that can warrant a thank you letter. Here are a
few generic examples of thank you letter situations for businesses and institutions:
· Appreciation for any type of special consideration extended by another
organization.
· Thanking a speaker for a presentation at an annual board meeting.
· Customer appreciation letters – thanking them for their patronage.
· Thank you letters to employees for exceptional service or performance.
· Thanks to an individual or organization for a customer referral.
· Commendations to volunteer service workers for their personal contributions.
These are just a few examples. I’m sure you can think of many more situations that
might demand a thank you letter from a business or institution.
Personal Thank You Letters
As with business situations, there are many instances in day-to-day life that can
warrant a formal thank you letter. Following are a few typical situations that would
typically require a personal thank you letter:
· As a follow-up after a job interview and/or job offer.
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· To a company or institution in appreciation for exceptional customer service.
· Letter of appreciation to a teacher for a positive influence on your child.
· To friends/neighbors for their exceptional support during a difficult period.
·
Thanks to a service club or agency for their support to your family.
· Social occasion thank yous.
Again these are just examples. New situations similar to these arise on a regular
basis in our daily lives that call for a formal thank you letter.
7 Tips For Writing Thank You Letters
Following are a few tips that will help you whenever you encounter thank you letter
situations in your business or personal life.
1. Make Sure It’s Appropriate
One of the main issues with respect to thank you letters is to know when to send
one. As a general rule, I would say “better to be safe than sorry”. However, make
sure there is something noteworthy about the situation. A thank you letter for a
routine situation doesn’t make sense and dilutes its meaning.
2. Write It Promptly
It is always best to send a thank you letter as soon as possible after the event for
which you are doing the thanking. It will help with the level of sincerity in your
letter if the event is still fresh in your mind. In any case, a delayed thank you
letter will seem like an obligatory afterthought to the recipient.
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3. Remind The Recipient
In your introductory sentence, make it very clear that it is indeed a thank you
letter and that it pertains to a specific event, situation and/or person. This will
eliminate any confusion on the part of the recipient as to the purpose of the letter.
4. Make It Short and Direct
Get straight to the point and never exceed one page. Thank you letters should be
short, direct, sincere, and to the point. Business thank yous should be type-written
but personal thank you letters can be hand-written or typed, as appropriate.
5. Make It Personal
By definition, a thank you letter is a sincere personal gesture from one individual
to another. It should be expressed as a heartfelt personal sentiment, even when
written in a business situation. At the same time, strive to be balanced in
approach and don’t be overly effusive.
6. Always Write it To One Person
Always write your thank you letter to an individual, not an organization or group.
Even if it’s a situation where a group was involved, write your letter to the senior
person in the group and/or the group spokesperson. Ask that person to please pass
on your sincere appreciation to the other people in the group, and name them in
your letter if possible. (Contrary to advice given by some so-called experts, in my
experience, writing a group letter is never appropriate and achieves little).
7. Check Spelling and Grammar
As when writing all letters make sure you carefully check your spelling and
grammar. This is even more important for thank you letters, since they are almost
always a sincere statement of appreciation from one person to another. Be sure to
double check the spelling of all names used in the letter. There’s no quicker way
to blow your credibility and sincerity than to misspell someone’s name.
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Sending thank you letters when appropriate is important in both business and
personal life. Individuals and companies that do not send thank you letters are seen
as ungracious and perhaps not worthy of future good deeds or special treatment.
So, whenever it’s warranted, make sure you send an appropriate thank you letter.
Invariably, thank you letters are very well received and appreciated by recipients,
and the sender’s reputation is generally enhanced in their eyes.
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About the Templates
Thank you letters are also referred to as “letters of thanks”. They are sometimes
confused with “letters of appreciation” which are slightly different. See the separate
section later in this book re: appreciation letters.
Please read the previous article for more information on thank you letters.
Thank You Letter Templates Included
Thank You 1: Employment - Job Interview
Thank You 2: Employment - Informal Meeting/Interview
Thank You 3: Employment – Job Lead Follow-Up
Thank You 4: Community Service
Thank You 5: Customer Survey Participation
Template Notes
·
Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
·
All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
·
The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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November 2004
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Thank You 1: Employment - Job Interview
(print personal Thank You Letter on personal stationery)
953 Montreal Rd.
Ottawa, ON
K2G 3H5
August 15, 2004
Ms. Carolyn Semanthic
Manager, Administrative Services
Lunar Solutions Inc.
1295 Stewart Rd., Unit 53
Toronto, ON, M5W 1E8
Dear Carolyn Semanthic:
I would like to sincerely thank you for the time that you spent with me last Thursday, briefing me on your
company’s background and operations, and interviewing me for the position of Administive Coordinator, in
your organization.
I was very pleased with the interview from my perspective, as I hope you were from yours. Now that I have
met you and some of your colleagues, and know more about the activities of Lunar Solutions, I am even
more excited about the possibility of working with you and your team than I was before the interview. I feel
that this job would be a perfect fit for my skills and abilities, and that I would definitely be a value-added
addition to your company.
If you have any follow-up questions, please don’t hesitate to cal me at (613) 820-7359 or be-mail at
[email protected] I look forward to hearing from you in the near future.
Yours sincerely,
Jason Alexus
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Thank You 2: Employment - Informal Meeting/Interview
(print personal Thank You Letter on personal stationery)
1253 Montrose Ave.
Suite 1705
New York, NY 20145
November 15, 2004
Mr. William Mirander
President and CEO
Goldshield Investments Limited
3750 Wall Street, Suite 2800
New York, NY 20145
Dear Mr. Mirander:
I would like to thank you very much for the generous amount of time that you spent with me last week as I
researched my paper on the international securities market. Would you please pass on my thanks to your
colleagues Ron Mitchell and Martha Steel for the time that they gave me.
The information and contacts that you gave me are going to be invaluable as I continue with my research
and then begin drafting my thesis. I was particularly grateful for your openness and frankness in talking
about some of the more controversial issues in the U.S. banking industry.
Thanks so much for opening the doors for me at both AmeriBank and the U.S. Treasury Department. I have
already followed up on your leads and have booked appointments with both Mr. Baldwin and Mrs. Allegria,
exactly as you had suggested. I really appreciate you calling those people on my behalf. My Thesis Advisor,
Barry Greenwood was very impressed with that.
I must say that I was pleasantly surprised by your tentative offer of employment once I complete my thesis.
As I stated, I would be very interested in discussing this with you in detail after I have completed my Thesis
Review Board session and have an idea as to what my availability time frame will be.
For your information, my Review Board will take place on December 18, 2003. The Board normally issues
its results within a week, so I will know exactly what the situation is by early January 2004, and will contact
you at that time.
Again, thanks so much for your help.
Sincerely,
Brent L. Pallant
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Thank You 3: Employment – Job Lead Follow-Up
(print personal Thank You Letter on personal stationery)
1210 Lindstrom Ave.
Madison, Wisconsin 53706
August 14, 2004
Ms. Leanne Radcliffe
Director, Corporate Operations
POD Publishing Inc.
501 Makeway Drive
New York, New York 01234
Dear Leanne:
I would like to sincerely thank you for the time you spent with me during my visit to POD’s east coast
publishing plant last week. Your insightful answers to my many questions gave me a much better
understanding of the activities of the printing and publishing side of your operations.
Further to your suggestion, I have enclosed a couple of samples of business reports that I have recently
written. The second report has been officially adopted by the West Coast Printer’s Association as their “5
Year Strategic Plan”. The other report, is my assessment of the future of print-on-demand publishing in the
North American publishing industry.
As I mentioned, having recently completed my M.B.A. at Haas, through their executive MBA Program, I
am quite comfortable conducting these types of studies.
My interest in working with POD on the east coast remains quite serious. In addition to the sample reports, I
have also enclosed a copy of my latest resume that will give you a good picture of my background and
experience.
If you have any questions or need any further information, I shall be happy to provide it. I hope to be hear
from you in the near future.
Yours sincerely,
Bruce E. McCabe, M.B.A.
Enclosures
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Thank You 4: Community Service
(type corporate Thank You Letter on corporate letterhead paper)
December 10, 2004
Mr. Robert Christian
Chairman
4th Annual Meadowbrook
Community Fundraising Picnic
1105 Carling Ave., Suite 1501
Ottawa, ON, K2G 1P8
Dear Robert:
The President, the Chairman, and of the Board of Directors have each asked me to make sure that you
receive our collective appreciation for the wonderful job you and your committee did in organizing this
year’s fundraising picnic.
As everyone knows by now, this year’s event was a resounding success, raising twice as much money after
expenses, as it ever has before. We are all well aware that this unprecedented success was a direct result of
your skilful guidance of the committee in organizing and executing the event.
A number of our major corporate donors have telephoned to say how much they and their families enjoyed
the event and how they are already anticipating next year’s picnic. This has never happened before, and it
means that we can already count on some major sponsorships for next year. This will really ease the burden
of next year’s picnic chairperson and augers well for another record-setting event.
Again, we sincerely thank you for your selfless gifts of time, energy, and organizational skills in making
this the most successful one-day fund-raising event in the history of this hospital.
Yours sincerely,
Marsha Lawson
Executive Director
Community and Corporate Fundraising
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Thank You 5: Customer Survey Participation
(print Thank You Letter on company letterhead paper)
March 25, 2004
Mr. Bernard Armstrong
120 Nicholson Road, No. 505
Newmarket, ON
L3Y 7V1
Dear Mr. Armstrong:
Re: Customer Preference Survey – Your Participation Gift
I would like to personally thank you for participating in our recent survey of customer preferences related to
your purchase of office supplies and equipment.
You were one of an elite group of 100 of our most valuable customers who were hand-picked to participate
in the survey. We wanted to know about the unique preferences of our very best customers when it comes
to both products and services offered by Office Essentials. Your input will be valuable to us as we continue
to develop and implement our one-to-one “customer preference program”. Over the next few months you
will start noticing the implementation of new programs and strategies that resulted directly from survey
feedback.
As promised when you signed up, in appreciation for your participation in the survey we would like to offer
you a special gift. Enclosed you will find a merchandise gift certificate for $50 that can be redeemed against
the purchase of any product or service offered by Office Essentials at any one of our 87 retail outlets
nationwide.
We thank you for your ongoing support of Office Essentials and we look forward to a continued
relationship with you based on high quality products and services backed by unsurpassed customer service.
Yours sincerely,
Les Woods
Manager, Customer Service Programs
Encl.
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4 – REFERENCE LETTERS
Information about how to write letters of reference, as well as sample reference
letters, are among the most popular links clicked by visitors to my www.writinghelpcentral.com Web site.
Reference letters are generally requested when the requestor intends to apply for a
new job, or when they are trying to get accepted into a college or university
program.
Typically, a reference letter is a general statement that gives factual information
about a person’s history by confirming details such as: dates, positions held, credit
status, educational and/or professional qualifications.
Reference letters sometimes include a general assessment as to a person’s overall
character or work performance.
Of course, the usual expectation is that a reference letter or recommendation letter
will be positive overall.
This section contains a revised version of an article I wrote in early 2002 entitled
“Recommendation Letters Demystified”. That article was published in selected eZines and posted on various Web sites across the Internet. I have re-titled the article
for this eBook on reference letters.
“Reference Letters Defined”
There is a lot of confusion about reference letters and recommendation letters.
Reference letters are often referred to in a number of different ways including: letters
of reference, recommendation letters, letters of recommendation, commendation
letters, and sometimes even, performance evaluation letters.
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This terminology can be quite confusing, especially when these terms are often used
interchangeably, sometimes to mean the same thing, sometimes to mean something
different.
Below are some definitions that should clear up any confusion, followed by some
tips and strategies on how best to deal with recommendation letters.
Letters Of Reference
Employment-Related
These letters are usually general in nature. They are often requested by employees
when they leave an organization. Normally factual in nature, they are usually
addressed, "to whom it may concern" and provide basic information such as: work
history, dates of employment, positions held, academic and professional credentials,
etc.
Employment reference letters sometimes contain a general statement (as long as a
positive one can be made), about the employee's character and/or work record with
the company that they are leaving. Employees often submit these general reference
letters with job applications in the hope that the letter will reflect favorably on their
chances for the new position.
Character/Personal-Related
Character or personal reference letters are sometimes required by employers when
hiring individuals to perform personal or residential services such as child care,
domestic services, etc.
These letters are usually drafted by a former employer and deal with such
characteristics as honesty, dependability and work ethic/performance.
College- and University-Related
Letters of reference are often required by colleges/universities for entry into
undergraduate and graduate programs at a college or university. Graduate programs
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often require two or more letters of reference as part of the program admission
requirements.
Normally, these college-related reference letters are written at the request of the
program applicant by people who know them and are familiar with their academic
career to date, and their future education and career aspirations. These people could
include: former teachers, community leaders, school faculty members,
administrators, academic supervisors, and/or employers.
These letters are always addressed to a specific person and are normally included as
part of the program admission application.
Note: Many colleges and universities refer to “letter of reference” and “reference
letter”, while many others use the terms “recommendation letter” or “letter of
recommendation - both groups actually meaning exactly the same thing.
Other Reference Letters
In addition to employment and college-related character reference letters, other types
of reference letters include: credit references from banks, business reference from a
company with which one has done business, attendance/credential references from
an educational institution, etc.
Letters Of Recommendation
Employment-Related
Also called a recommendation letter, it is typically an employment-related letter that
is specifically requested by the person about which the letter is being written.
Such a letter is normally positive in nature, and written by someone who knows the
subject well enough to comment on the skills, abilities, personality, and specific
work attributes of that person.
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Normally, an employment-related recommendation letter conveys one person's view
of the work performance and general workplace demeanor of another person that has
worked under their direct supervision. The requestor of the letter normally requests
such a letter from their current/former supervisor when applying for a promotion or
a new job.
These letters are almost always addressed to a specific person to whom the requestor
has been asked to submit the letter.
College- and University-Related
Another situation where recommendation letters are a common requirement is for
entry into undergraduate and graduate programs at a college or university. Graduate
programs often require two or more letters of recommendation as part of the
program admission requirements.
Normally, these college-related recommendation letters are written at the request of
the program applicant by people who know them and are familiar with their
academic career to date, and their future education and career aspirations. These
people could include: former teachers, community leaders, school faculty members,
administrators, academic supervisors, and/or employers.
These letters are always addressed to a specific person and are normally included as
part of the program admission application.
Note: Many colleges and universities refer to “letter of recommendation” and
“recommendation letter”, while many others use the terms “reference letter” or
“letter of reference to mean exactly the same thing.
Other Recommendation Letters
In addition to employment and college admission-related recommendation letters,
other types of recommendation letters include: award recommendations, scholarship
recommendations, and community/service-related recommendations.
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Commendation Letters
These are usually unsolicited letters. They typically commend an employee to their
supervisor for something outstanding or noteworthy that the employee has done.
Usually, the employee would have to do something “above and beyond” what is
normally expected of them in their job to warrant such a letter.
Typically, these letters are written by co-workers, or managers from another area of
the organization who were suitably impressed while supervising the person on a
short-term project.
Commendation letters are also used to nominate individuals for special awards of
recognition for outstanding public service.
Performance Evaluation Letters
These are usually detailed assessments of an employee's work performance as part of
an organization's regular employee review process. Typically, they are written by the
employee's supervisor and are attached to the individual's performance appraisal and
placed in their personnel file.
The format and structure for this type of letter is more often than not dictated by the
employee performance evaluation system or process that is in-place wherever the
subject of the letter is employed.
However, in the academic environment in North America there is often a
requirement for a specific “performance evaluation letter” for the assessment of
academic staff at colleges and universities. A number of real-life templates of
academic-related performance evaluation letters are included in the appropriate
section of this guide.
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About the Templates
Reference letters are also referred to as “letters of reference”.
However, as the previous article explains, there is often confusion between the use
and/or meaning of the terms “reference letter” and “recommendation letter”. Thus,
the terms “recommendation letter” and “letter of recommendation” are often used to
mean the same thing as “reference letter”. See the article for clarification.
Reference Letter Templates Included
Reference 1: Character – Friend, Acquaintance
Reference 2: College - Graduate Studies, Education
Reference 3: Employment - MIS Manager
Reference 4: General - Community Service
Reference 5: Career - Student Teacher (neutral)
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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November 2004
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Reference 1: Character – Friend, Acquaintance
(print Personal Character Reference Letter on standard stationery)
501 Kemper Ave.
St. Louis, MO, 63139
October 14, 2004
[Recipient address- Line 1]
[Recipient address- Line 2]
[Recipient address- Line 3]
[Recipient address- Line 4]
To Whom It May Concern:
Re: Character Reference – Jason Sunderland
The purpose of this is to provide a character reference for Mr. Jason Sunderland who I have known as a
classmate, roommate, and friend for a period of five years.
I first met Jason in our freshman year at Adirondack College. We were both studying a general arts program
there and became acquainted through a number of common classes that we shared. By second year, we had
become friends and decided to take an off-campus apartment together. We shared that living arrangement
until we both graduated last year.
Accordingly, having gotten to know Jason so well over the past few years, I believe puts me in a position to
provide you with a pretty accurate assessment of his character.
As a student, Jason was a hard-working and highly committed to his education. I believe that his excellent
transcripts will attest to that fact. In addition, he was quite involved in a number of extra-curricular
activities including the track and field team and the school newspaper. In fact, in his last two years he was
Assistant Editor of the “Campus Inquirer.” Outgoing, and always willing to help someone out, Jason was
very popular with his fellow students.
As a roommate, Jason was a great choice. He was very neat and tidy at all times and he liked things in the
apartment to be kept orderly. He made a point of cleaning his own room and the common living areas on a
regular basis. He socialized occasionally at home but was always respectful of my needs, and he and his
guests kept the noise down and ended their activities at a reasonable hour.
As a friend, Jason Sunderland is a standout. He is a loyal, honest, considerate, and supportive individual
who has the ability to see and understand things from another person’s perspective.
He is a great direct communicator and knows how to raise and discuss common living issues and problems
in a non-threatening manner. He is hyper-sensitive and is always tuned into how another person might
“feel” in a given situation. He likes to have fun too. During our years at school we maintained an ongoing
friendly rivalry on the squash courts.
To tell the truth, I really can’t think of anything of consequence on the negative side of the personality
ledger when it comes to Jason. All in all, I would have to say that Jason Sunderland is a fine, well-balanced
person with an abundance of positive qualities.
Sincerely,
Ronald Marrion
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Reference 2: College - Graduate Studies, Education
(print Reference Letter on corporate letterhead paper)
September 5, 2004
[Recipient address- Line 1]
[Recipient address- Line 2]
[Recipient address- Line 3]
[Recipient address- Line 4]
Dear Admission Officer:
Letter of Reference - Jeanine Chambers
I am writing this letter of reference at the request of Jeanine Chambers who is applying for your graduate
program in Educational Studies. She has asked me to provide this general letter that she may show to any
prospective graduate school to which she may apply.
This letter is written on a confidential basis and therefore should be shared only with individuals in your
school/program who are directly involved in the selection process. In addition, this letter should not be
shown to Jeanine Chambers who has waived the right to see the letter.
I have known Jeanine Chambers as an undergraduate student for the past two years. During that time she
was a student in three of my courses: Media, Technology and Computers and Education. These were both
small third year classes so I was able to get a good look at Jeanine’s performance and capabilities. Number
one, she is an excellent communicator, both orally and in writing. Her papers and presentations were
without exception, excellent. Her grade point average of 3.87 (4.0) for the two courses reflects her
dedication to excellence. I was always impressed by her depth of research and she surprised me a number of
times by taking an innovative and thought provoking look at generally accepted standards and norms. She
wrote a wonderful paper on “Education and the Fear of Technology” which I suggest you read if you ever
get the chance.
Jeanine was an active participant in class discussions and was convincing in making her points. If she has
one Achilles heel it is her tendency to be somewhat impatient, bordering on intolerant, at times with the
points of view proffered by some of her less capable peers. Although to be fair, she was often reacting to
poor research and/or preparation on the part of the peer.
Based on my association with Jeanine Chambers, I believe that she would be a welcome addition to any
graduate program in Pedagogical Studies, particularly if there is a strong research component.
Yours collegially,
Barbara Miller, Ph.D.
Department Head, Secondary Education
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Reference 3: Employment - MIS Manager
(print Corporate Reference Letter on company letterhead paper)
October 12, 2004
[Recipient address- Line 1]
[Recipient address- Line 2]
[Recipient address- Line 3]
[Recipient address- Line 4]
To Whom It May Concern:
Re : Employment Reference – Neil Shankman
Neil Shankman worked under my direct supervision for the eight-month period, from Jan. 2004 to Aug.
2004. During that time he performed the role of Manager MIS and later he provided advice as a Senior
Consultant. Supervising him in those capacities, I believe that I was able to gain a fair idea of Neil’s
performance, capabilities, and the primary personal attributes which he brought to those jobs.
Neil is a hard-working self-starter who invariably understands exactly what a project is all about from the
outset and how to get it done quickly and effectively. During my tenure as a Director at AstroCorp I cannot
remember an instance in which Neil missed a deadline. In fact, he often brought projects in ahead of
schedule, which allowed him to complete extra unplanned work at times.
Neil is a resourceful, creative and solution-oriented person who is frequently able to come up with new and
innovative approaches to his assigned projects. He functioned well as team leader when required, and he
worked effectively as team member under the direction of other team leaders.
On the technical and engineering side, he also produced excellent results, even though he much preferred
creative assignments. Nevertheless, I think it is fair to say that Neil never let his creative passion get in the
way of his technical obligation.
In closing, as detailed above, based on my eight months working with him, I am pleased to recommend Neil
Shankman for whatever the position he may qualify for at your company. I believe he is the type of
employee that any organization would be happy to have in their workforce.
Sincerely,
Steven Farr
General Manager, Operations
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Reference 4: General - Community Service
(print Personal Reference Letter on regular stationery)
455 Bendix Avenue
Suite 515
Hartford, CT
06105
April 29, 2004
[Recipient address- Line 1]
[Recipient address- Line 2]
[Recipient address- Line 3]
[Recipient address- Line 4]
To Whom It May Concern:
Reference – Charles Renfroe
I have known Charles Renfroe since 2000. Charles and I belong to the same church where we have served
together on a number of committees involved in community service in the greater Hartford area.
In the four years I have known Charles I have been impressed with his dedication to any endeavor he has
been involved with. He consistently demonstrates a giving nature and is very generous with his free time.
For example, last year he participated in a mission trip with his young adults group to build housing for
deprived people in Guatemala. To be part of that project he had to finance his own trip and he also lost one
week of wages. Two years ago he used his own summer vacation to lead one of our youth groups on a
wilderness canoe/camping trip.
Charles demonstrated his honesty and integrity just recently when he found a purse in a parking garage that
contained over $300 and many credit cards. He not only turned the purse in at the hotel front desk, but he
looked up the phone number of the owner and called her to make sure she was aware of where to locate it.
Due to his accounting training he also serves as the trusted treasurer of two service clubs.
I trust that you will give serious consideration to selecting Charles for the position for which he is being
considered. I believe that he would be an excellent addition to any organization.
Yours in service,
Reggie Idlewild
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Reference 5: Career - Student Teacher (neutral)
(print teaching-related Reference Letter on school letterhead stationery)
November 12, 2004
[Recipient address- Line 1]
[Recipient address- Line 2]
[Recipient address- Line 3]
[Recipient address- Line 4]
To Whom It May Concern:
Student Teacher Reference – David Goss
David Goss was a student teacher under my supervision for ten weeks from January 15, 2004 to April 12,
2004 at Oakmount Valley Secondary School. During that term David taught three Algebra 1 classes.
Oakmount is a comprehensive high school in an urban setting with a large and diversified student
population. Overall, David adapted quickly to the “inner city” situation and progressed well as a student
teacher. He demonstrated good command of the subject matter, was very cooperative, and a pleasure to
work with. He was always receptive to my suggestions and was continuously striving to improve his
teaching methods.
David did encounter a few discipline and control problems with two of his large classes. However, after
focusing on improving his class management skills and techniques, David was able to better manage these
classes. I believe that this is one area that David needs to work on. In spite of his class management
problems David was able to develop good relationships with the majority of students. He was well-liked by
his fellow teachers.
David is a great person and very dedicated to his teaching aspirations. I am sure that with his kind of
commitment, coupled with continued experience and training, David will be a fine addition to the teaching
profession.
Sincerely,
Ian Salter
Department Head, Mathematics
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5 – BUSINESS LETTERS
As I mentioned earlier, information about how to write business letters is among the
most sought-after at my www.writinghelp-central.com Web site.
In the Introduction I pointed out the fact that there is a lot of confusion as to what
exactly constitutes a true business letter. Indeed, if one checks out many “how to”
reference guides on writing business letters, this confusion becomes apparent.
Often, these guides include just about every type of letter imaginable all mixed in
together and loosely labelled as “business” letters. The publisher probably told them
that the term “business letters” would sell better than “general letters”.
Unfortunately, such guides lack focus and are all over the place. On the other hand,
this guide you are reading right now is “strictly business”, so to speak.
This section contains a revised and expanded version of an article I wrote in early
2002 entitled “Writing Business Letters That Get The Job Done”. That article was
published in selected e-Zines and posted on numerous Web sites across the Internet.
“Business Letters Explained”
Despite the widespread use of e-mail in commerce today, traditional business letters
are still the main way that the majority of businesses officially communicate with
their customers and other businesses.
This is especially true when businesses want to formalize an agreement or an
understanding. E-mails are great for all of the preparatory work, but a formal
business letter is still most often needed to "seal the deal".
There are two basic categories of business letters: business-to-business, and
business-to-customer.
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Business-to-Business Letters
Most business-to-business letters are written to confirm things that have already
been discussed among officials in meetings, on the telephone, or via e-mail.
Can you imagine the letters that would have to go back and forth to cover all of the
questions and possibilities that can be covered in a one-hour meeting, a half-hour
phone call, or a few quick e-mails?
The main purpose of a typical business letter is to formalize the details that were
arrived at in those discussions and communications, and to provide any additional
information that was agreed upon.
Over the years, certain general standards have evolved in the business world that the
vast majority of businesses use in drafting their business-to-business
correspondence.
Typical business-to-business letters include: price quotations, meeting
confirmations, order confirmations, joint venture proposals, order confirmations,
project status reports, news releases, invitations to participate, etc.
There is also a type of internal business letter that is known as a “business
memorandum”. Business memoranda are used almost exclusively for formal
correspondence within a company.
Business-to-Customer Letters
There are many different types of business-to-customer letters. The typical
“customer” is defined here as an individual “consumer”. Although technically, other
businesses can also be “customers” at some point.
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Nevertheless, the vast majority of day-to-day business letters are sent to regular,
everyday members of the general public who purchase products and services from
the company sending the letter.
Typical business-to-customer business letters include: sales and marketing letters,
information letters, order acknowledgement letters, order status letters, collection
letters, credit status letters, response to complaint letters, service follow-up letters,
announcement letters, among others.
As with business-to-business letters, over the years certain general practical
standards have evolved in the business world that the vast majority of businesses use
when drafting letters to existing and potential customers.
Of course, going in the other direction are customer-to-business letters. These
include such correspondence as: order letters, order status inquiry letters, requests
for information, complaint letters, and others.
Since these are customer-generated letters, there is no particular expectation that
they follow any particular letter-writing standard. Typically, they are handled just
like any other piece of personal correspondence.
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About the Templates
As mentioned in the foregoing article, there is a lot of general confusion as to what
exactly constitutes a true “business letter”. Indeed, if one checks out many “how to”
reference guides on writing business letters, this confusion becomes apparent.
The fact is that there is no ONE type of “business letter”. There are many. Some
of those letters normally classified as “business letters” are included later on in this
guide in their own separate section; i.e. cover letters, sales letters, etc.
So, for the purposes of including five (5) business letter templates in this section I
have decided to include one typical letter template for each of the “Top 5” most
popular business letters, based on searches by visitors to my writing help Web sites.
Business Letter Templates Included:
Business 1: Cover - Annual Report
Business 2: Introduction - Business Associate
Business 3: Sales - Targeted Business Mail-Out
Business 4: Reference - Former Customer
Business 5: Customer Service Error
All five of these letters rank in the Top 25 most requested/written letters. Therefore,
in addition to these individual templates under “Business Letters”, each one also has
a separate section dedicated to it later in this Chapter.
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Business 1: Cover - Annual Report
(print business Cover Letter for a report on business letter paper)
October 31, 2004
Ms. Karen Lambton
Chief Financial Officer
Dynamic Solutions Inc.
2005 40th St.
North Bergen, NJ 07045
Dear Ms. Lambton:
Further to your telephone inquiry yesterday, enclosed is a copy of Merrick’s Annual Report for the 20012004 operating year.
As I mentioned, the financial results in terms of earnings per share need to be qualified as per the notes
included on pages 28 and 29. As explained there, we had a number of extraordinary transactions last year
which caused the earnings picture to appear understated in comparison with what we expect for this year. In
fact, it is our firm expectation that this year’s per share earnings figures will be twice that of last year.
With respect to the numerous questions you had regarding our publishing operations, would you please
have a look at the summary of operations on pages 31 to 33. There is plenty of specific detail there that will
likely answer most of your questions. If you still have questions after reviewing that information, please
feel free to give me a call at 235-9867. If I can’t answer your questions I will put you in touch with those
who will be able to.
Thanks very much for your interest in Merrick Industries. If I don’t hear from you in the meantime, I look
forward to getting your feedback at the November CFO Society meeting.
Yours sincerely,
Herman Reddfield
Chief Financial Officer
Enclosure (1)
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Business 2: Introduction - Business Associate
(print business Introduction Letter on corporate business letter paper)
April 13, 2004
Ms. Manuela Fernandez
Senior Partner
New Vistas Consulting Inc.
1110 Beacon Street, Suite 3500
Boston, MA 02108
Dear Manuela:
The bearer of this letter is Roberta Olson, the person I spoke to you about on the phone last week. As I
explained then, Roberta is moving back to the east coast next month for personal reasons.
I would very much appreciate it if you could spare a few hours to get to know Roberta. If you do, our loss
here at McMeaghan and Partners could well be your gain at New Vistas.
Roberta has been one of our top management consultants for the past five years. During that time she has
taken on some difficult assignments and has consistently achieved outstanding results. She has become our
top expert on Customer Relationship Management (CRM) and has been asked to speak on the subject
frequently. She has also published a number of oft-quoted papers on that subject as well.
Roberta has demonstrated a strong leaning towards one-to-one marketing ever since we participated in the
Executive MBA program together at Kellogg in the early 1990s.
If you have any clients that are interested in developing a one-to-one CRM strategy, Roberta would be the
perfect expert to work with you.
In any case, I’ll let you draw your own impression of Roberta when you meet with her. As you suggested, I
have asked her to call you and arrange a meeting as soon as she gets settled in Boston.
It was great talking to you last week Manuela. It took me back too the “good old days” at Kellogg. Please
give me a call so we can get together the next time you come to Seattle.
All the best,
Charles Meredith
Managing Partner
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Business 3: Sales - Targeted Business Mail-Out
(print Sales Letter on corporate business letter paper)
August 28, 2004
Mr. Ricardo Hession
President and CEO
Network Solutions Inc.
1253 Centrepointe Place
Calgary, AB, T5J 4C1
Dear Mr. Hession:
You are one of a few select Calgary business executives that we have chosen to advise about our exclusive
limousine services. Accordingly, we respectfully ask you to kindly give this one-page letter your brief
attention so that we can convey a special introductory offer to you.
First, let us tell you about A1 Airport Limousine Services. We have been operating an executive limousine
service in the Calgary area for over five years. We started with three cars, and have built-up our fleet to
over 20 high-end luxury vehicles. We offer the following services:
·
·
·
Luxury business class, private road transportation – anywhere in the Calgary region;
A fleet of over 20 Ford Lincoln Town Cars – all of them are Model Year – 2004;
Professional, multilingual, uniformed drivers – many with backgrounds in security services.
In addition to Corporate Business Class Transportation, we also provide Special Transportation Services
including sight seeing city tours, and transportation for special events and weddings. These special services
might be of interest to your company or its guests from out of town, or even to your own family and friends
(we give “family outing discounts” on weekends).
Since we started, we have built-up an impressive corporate client list, including:
·
·
·
The Government of Alberta
The Government of Canada
Numerous prominent law firms
Since your company is new to our service, we would like to take this opportunity to make to you a special
introductory offer of 10% off of every $500 in business that your company places with us. This special
good will discount is in addition to our already extremely competitive rates.
We thank you for your time and attention. We sincerely hope that you will seriously consider using A1’s
limousine services so that your company may take advantage of our special offer.
For more information on our services and/or rates, please don’t hesitate to have your staff contact me at
488-5887, or by e-mail at [email protected]
Yours very sincerely,
Tony Americus
President
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Business 4: Reference - Former Customer
(print Corporate Reference Letter on corporate business letter paper)
November 20, 2004
To whom it may concern:
Re: Customer Reference – Van Dusen Graphics Inc.
I have been asked to write this letter of reference because our company will no longer be operating its
printing plant that has served Van Dusen Graphics Inc. for more than a decade.
Van Dusen Graphics has been one of our top customers for the past 12 years. Accordingly, I have no
hesitation in recommending them as a company with which to do business.
In addition to doing business with his company for many years, Ray Van Dusen and I go back to our
university days over 25 years ago. So, I can also personally vouch for him as a great individual and a
concerned and active citizen in this community.
As far as a company to do business with, Van Dusen Graphics is one of the best that we have ever dealt
with. Its practice was always to pay our printing invoices within the 30-day time limit. Our two companies
did significant amounts of business, especially during the past 5 years, and I cannot recall a late-payment
situation. Billing disputes were rare, and those only required some minor additional documentation for
clarification and resolution.
Van Dusen was one of the best companies that I have ever dealt with from a change-order and work
scheduling perspective. We maintained a close communication with the company’s production people and
they always kept us apprised of their upcoming workload, so that scheduling jobs on our presses was never
a problem. In addition, Van Dusen’s graphics people always provided us with high quality finished artwork,
and it was unusual for additional changes to be made after the plates had been produced.
Based on our experience, any printing company should be very pleased to be the one that Van Dusen
Graphics chooses to do business with once we have closed our doors.
Sincerely,
Edward Wallendar
President and CEO
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Business 5: Customer Service Error
(print business Apology Letter on corporate business letter paper)
June 28, 2004
Ms. Rebecca Quinlan
2595 Dewhurst Circle
Unit No. 16
Birmingham, AL 35233
Dear Ms. Quinlan:
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have
experienced last month with respect to the installation of your Internet high speed service.
I just returned from vacation this week and found your file in my in-basket. As soon as I reviewed your case
it was clear that somehow your May 20th request for a change in service had somehow slipped through the
cracks. The only possible explanation I can give is that we have recently had a number of key staff changes
which might have resulted in your letter being overlooked.
Consequently, I have directed our Installation Group to contact you by the end of this week to set up a time
convenient to you when they could go to your house and install your new router and make the necessary
adjustments to your software.
Because of this serious oversight, and as a testament to our appreciation to you as our customer, we are
going to provide you with your first three months of high speed service free of charge. Therefore, your
account will not be billed until October of this year.
Ms. Quinlan, let me assure you that what happened in your case is not typical of CableNet’s level of
customer service. We continue to be committed to providing you and all of our customers with the highest
standards of service in the industry.
If you have any questions please don’t hesitate to call me at 754-9785.
Yours in service,
Paulo Colanzi
Manager, Customer Solutions
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6 – COMPLAINT LETTERS
“10 Secrets For Writing Killer Complaint Letters”
Complaint letters aren't always fun, but sometimes they need to be written. In many
cases, if people don't complain, the problem agency at fault (i.e. company or
government) won't even know that the problem you and others may have
experienced, even exists.
Ultimately, legitimate complaints, by even a few people, can (and often do) result in
better service for everybody. Not only that, writing them can be personally
beneficial too!
That's right. Writing complaint letters can be an empowering and therapeutic
experience! It allows one to take action instead of playing the role of a victim and
"nursing" an ongoing resentment towards a company about poor service or treatment
received.
Once the complaint letter is written and in the mail, one can "let it go" knowing that
one has done something tangible and constructive about the situation.
Not only that, but properly written and handled complaint letters get action!
After I started writing complaint letters, I began receiving gracious letters of apology
and contrition from senior executives including bank vice-presidents and v.p.s of
marketing for giant corporations.
Getting those letters felt one heck of a lot better than "polishing" an ongoing
resentment and getting even angrier the next time something bad happened.
Sometimes I even get discount coupons and free merchandise!
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The 10 Secrets
Here are 10 strategies I have learned for writing complaint letters that are guaranteed
to get attention and action.
1. Write To The Senior Person Responsible
It is important that you get the name and detailed mailing address of a very
senior person responsible for the product or service that you are complaining
about. I generally try to write to the V.-P. level. Never go below Director level if
you want a serious response. Name and address information can be obtained
from the organization's Web site or by calling the company and asking for the
name and title of the senior person who you should write to.
2. Don't Send An E-Mail
When it comes to sending a serious complaint to a company, don't send an email, regardless of what it may say on their Web site. E-mails are usually
handled dismissively by low level "customer service" people. If you want
serious attention and action, the formal written complaint letter is the only way
to go (yes, by snail mail!). When it arrives in the V.-P.s office, it triggers a
bureaucratic process that ensures that the right people will see your letter, and
will act on it.
3. Keep It As Short As Possible
Preferably no longer than one page, two at the most. When drafting a complaint
letter there can be a tendency to go on and on just to make sure the recipient gets
the point. Keep it as short as possible, but without diluting the facts of your
message too much.
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4. Give It A Heading For Easy Identification
Place a heading at the top of the letter with information that the company or
agency will relate to, such as your account number or customer number. Make it
easy for them to find you on their computer filing system.
5. Clearly Explain The Situation
Make sure that you give all of the specific details needed so that the
company/agency can verify your claim without you having to get into an endless
game of telephone tag with them. Include specific dates, times and places, as
well as the names of people you dealt with. If you're not sure of these when
composing the letter, call them back and ask for the specifics. (You don't have to
say it's for a complaint letter).
6. Use A Positive and Respectful Tone
I have found that the best approach is to use a positive upbeat tone. Remember,
you are writing to a senior person who probably sympathizes with what
happened to you. Your tone should convey the message that you are the innocent
victim and you understand that the company wouldn't have done such a thing
deliberately.
7. Send Copies If Appropriate
There can be cases where it is wise to send a copy of the letter to other parties
just to make sure that you will get some serious action. For example, in a case
where you have been told to write to a Regional Manager of a program, it is
often a good idea to make sure that someone in head office also gets a copy. I
sometimes also send a copy to the national customer services/relations offices.
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8. "Shame" Them As Much As Possible
Companies that claim and advertise high levels of customer focus and service do
not like to be criticized in those areas. If you have a strong case that makes them
vulnerable in one of these areas, use as much ammunition as you can to
embarrass them in these sensitive areas. Modern marketing terms such as:
customer relationship management (CRM), one-to-one marketing, most valuable
customer (MVC), and customer-centric focus, all tend to get their attention.
Also, using such terms makes you sound like an authority.
9. Imply You Might Take Your Business Elsewhere
I always do this near the closing. Companies don't like to lose customers,
especially long-time customers. Senior marketing people are well aware that
study after study has shown that it costs five to seven times as much to recruit a
new customer as it does to hold on to an existing one.
10. Ask For An Early Reply
In the closing paragraph of your complaint letter, state specifically that you are
expecting an early reply. Make sure that you follow-up by phone or e-mail if you
have heard nothing in three weeks. Some companies will send you an
acknowledgement letter stating that they are working on your case and will get
back to you within a week or two.
Use the above strategies and you are sure to get action from your complaint letters.
And, don't forget the old truism "the squeaky wheel gets the grease"!
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About the Templates
Complaint letters are also referred to as “letters of complaint”.
Please read the foregoing article for more information on complaint letters.
Complaint Letter Templates Included
Complaint 1: Poor Service
Complaint 2: Defective Product
Complaint 3: Inadequate Facilities
Complaint 4: Credit Card Hidden Charges
Complaint 5: Unacceptable Level of Service
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Complaint 1: Poor Service
(print Complaint Letter for personal matters on standard stationery paper)
4739 French St.
Tampa FL 33660
Mr. Kevin McManus
National Manager , Customer Service
Energy Corporation Inc.
Heritage Building, Suite 200
795 Foundation Dr.
New York, NY 10014
Dear Kevin McManus:
July 18, 2004
RE: EnerCorp Credit Card: 263 181 869 3 900XX
Until midnight April 27, 2004 I had been an EnerCorp credit card holder for the previous ten years. Before
that, I was a Texacana card-holder for over 20 years. I recall that EnerCorp took over/bought out Texacana
about ten years ago. I don’t remember the exact details, but I do remember that the switch of
companies/credit cards was handled smoothly and seamlessly. I wish the same was the case when EnerCorp
recently transferred its credit card operations to NYBank.
I was well aware of the impending changeover to NYBank a couple of months before it happened. I had
received a notice of the planned change in the mail, and it was discussed often at my local EnerCorp station
when I paid for my gas (with my EnerCorp credit card). More than once, I inquired, and was each time
assured that I would receive a new credit card in the mail before the April 27th deadline. Unfortunately, that
did not happen. April 27th came and went, without me receiving a replacement card, or even an application
for a new one.
Realizing that I was suddenly without a gasoline credit card after 30 years, I called a couple of your 1-800
numbers and was advised that I would have to re-apply for a credit card with EnerCorp via the NYBank.
Incredible as this seemed, I did so. The form that was sent appeared to be the same kind of application that
one fills in after walking in off the street. The fact that I had been a credit card-holder with EnerCorp (and
its predecessor Texacana before that) for some 30 years, did not seem to make a difference with you people,
or your NYBank colleagues.
It is hard to believe that companies are still doing business this way in the year 2004. Have you people (or
your colleagues at NYBank) ever heard of the concept of MVC (Most Valuable Customer). Just in case you
aren’t familiar with this approach, the MVC is the customer that you already have (i.e. me). Normally, these
are the customers you don’t want to lose. After all, research has revealed that it will cost you seven times as
much to find a new customer as it does to keep an existing one (i.e. me). What about current “customercentric” concepts such as One-to-One marketing? Or, has EnerCorp ever heard of customer relationships
management (CRM)?
Would you please advise me if EnerCorp is still interested in doing business with me, or if what has
happened here is your not so subtle way of telling me to do my gasoline business elsewhere.
Sincerely,
John Swetnam, M.B.A.
President/Owner, Financial Business Solutions Inc.
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Complaint 2: Defective Product
(print Complaint Letter for personal matters on standard stationery paper)
1513-2871 Richmere Rd.
Ottawa, Ontario
K2B 8M5
May 20, 2004
Mike Dyer
President, BrinkTex Canada
520 Abilone Drive
Mississauga, Ontario
L5T 2H7
Dear Mike Dyer:
About three or four years ago I became a devoted BrinkTex sports wear/clothing fan. I like your simple yet
functional designs, the excellent choice of colors, the relatively high level of quality, and your low-key
(tasteful) approach to displaying your logos and designs. I like the tasteful low-key approach because I believe
that in competitive sports the bottom-line is the actions of the wearer - with the clothing complimenting those
actions - and not the other way around.
In fact I like your sports wear so much that yesterday I bought four (4) more BrinkTex shirts to add to my
collection. That makes a total of thirteen(13) BrinkTex shirts in my active collection right now. Earlier this
evening I spent an hour or so on the squash court where I was wearing both BrinkTex shirt and shorts. (I won
by the way).
Enclosed you will find a BrinkTex T-shirt which I bought about a year ago. As you will notice, it appears to be
defective under the right armpit area. The tears that you will see there started a few months (three or four) after
I bought the shirt. As you can see, they are not tears from normal usage - they clearly indicate some sort of
defect in the material. It was my favorite shirt at the time but I just wrote it off as a bad experience with a
BrinkTex garment and hoped that it wouldn't happen again.
Yesterday when I bought my new shirts I noticed your personal guarantee sticker with regards to the quality of
BrinkTex garments. It made me think of my favourite shirt that I can no longer wear in public due to the tears.
Consequently I have returned it to you in the hope that you will honour your commitment to quality and replace
it.
Thank you for your sports wear, and thanks also for your commitment to quality. I look forward to a favorable
reply.
Yours sincerely,
Ted Kowalski
encl.
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Complaint 3: Inadequate Facilities
(print Complaint Letter for personal matters on standard stationery paper)
1598 Guy Street
Montreal, QC, H3C 1L2
September 1, 2004
France Rivest
Manager, Health Club
Beltron Hotel Montreal
1475 Sherbrooke West
Montreal, QC
H2A 1L7
Dear France Rivest:
I am writing to you because Lynn Dupont recently advised me that you are the manager with overall
responsibility for the Beltron Health Club.
First of all, thanks for your letter dated August 13, 2004. I appreciate that you took my comments seriously. As
a regular user of the Health Club and patron of the hotel I have an interest in the quality of services provided.
However, since I gave you my previous comments, one other subject has come to mind which you will
probably be interested in.
Three times in the last two weeks (and many times over the past two years), I have been sitting in the whirlpool
with hotel guests when they have expressed marked dissatisfaction with that facility. I'm not sure if you are
aware, but the turbulence in the whirlpool is minimal; in fact, almost non-existent. This is because the pressure
from the jets is extremely weak.
When I first arrived at the Club in July 1996 I too noticed the weak jets and expressed my concerns at that time.
I was told that nothing could be done because the pump is installed far away from the whirlpool and therefore it
cannot pump with enough force to create normal whirlpool turbulence. This may be true, but I don't think your
guests are too impressed; especially the Americans. Many of these people point out to me that they have
stronger jets in their own bathtub whirlpools! Whenever I explain the supposed reason to them, they just roll
their eyes in disbelief.
The reason I am telling you this is because I believe that this factor is most likely hurting the hotel's repeat
business. The guests to whom I have spoken on this seem to think it is a big deal that the whirlpool is substandard. Even if they haven't formally complained about it during their visit, I suggest to you that many of
these people may well be "voting with their feet" and avoiding the Beltron on their next trip.
I just wanted to pass this observation on to you since it is a major quality of service point that I am aware of, but
forgot to mention to you before. Since you are planning some improvements to the Health Club I thought that
you may want to take this point into account.
I trust that you will accept this in the spirit of quality customer service in which it is offered.
Sincerely,
Richard Simpson.
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Complaint 4: Credit Card Hidden Charges
(print Complaint Letter on personal or business letterhead, as appropriate)
October 23, 2004
General Manager
Assurant Group
P.O. Box 9621
Ottawa, ON, K1G 6G4
Re: MBNA MasterCard Account 5452XXXXXXXX0503 - Optional Protection Plan Insurance
In April of this year, while doing a detailed review of my credit card expenditures for income tax
submission purposes, I was surprised to find a recurring monthly charge of well over $100 per month for
something called “Gold Plus/Platinum Plus”.
I had noticed this monthly charge on occasion previously, but had thought it was for one of the many
services I pay for by credit card to support my online Internet business. However, in April 2004 I decided to
investigate this further to see to which service this “Gold Plus/Platinum Plus” charge applied. So, I
contacted the MBNA 1-800 service line.
I was surprised and shocked to find out that this monthly charge, in excess of $125, was NOT for one of my
Internet business services, but rather it was a regular monthly MBNA charge for insurance coverage
through something called the “MBNA Protection Plan”. I immediately advised your agents that I had
NEVER at any time elected such insurance coverage and I told them to cancel those charges immediately.
Your April 21, 2004 form letter to me that confirmed my cancellation stated that I had been receiving such
insurance coverage (and matching monthly charges) since February 2001. I’m sorry, but until I checked into
it in April of this year I had no idea I was paying for such coverage. I am certain that I NEVER would have
knowingly elected such credit card related insurance. I never have, and I never will purchase such coverage.
In fact, I must receive two or three calls per month from the various credit card companies (including yours)
trying to “upsell” such services to me. I have ALWAYS said “no”, without exception.
Your letter also stated that you had sent me a “certificate of insurance” after “enrollment”. Well, there never
was an enrollment in your insurance scheme as far as I know. The only thing I ever applied for was a credit
card. In any case, I do not recall ever receiving a “certificate of insurance” which you claim would have let
me “opt out” of the insurance plan within 30 days. Sorry, but not having received such opt out information
how could I ever have known that I was somehow “opted in”. Believe me, had I ever received any such
correspondence I would have opted out pretty quickly.
If you have any kind of document signed by me which proves that I deliberately chose your specific
insurance scheme, would you please produce it and send me a copy. Otherwise I demand an immediate full
refund/credit of all unsolicited charges you made against the above-noted credit card for your Protection
Plan insurance scheme between February 2001 and May 2004.
I trust I won’t have to refer this complaint to the Financial Consumer Agency of Canada.
I look forward to a favourable response in the near future.
Sincerely,
Shaun Fawcett, M.B.A.
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Complaint 5: Unacceptable Level of Service
(print Complaint Letter on personal or business letterhead, as appropriate)
5-1501 Notre-Dame W.
Montreal, QC, H3C 1L2
John Waddell
General Manager
Simnetwork Member Services
P.O. Box 450082
Ottawa, ON, K2P 2C4
October 15, 2004
Dear John Waddell:
Re: Case No. 47716376 - Personal Disk Space Unavailable For More Than 48 Hours
This is a follow-up to numerous telephone conversations I had with your customer service people between
Oct. 6/04 and Oct. 9/04 regarding the unavailability of access to personal user space on Simnetwork servers
for a period of more than three days.
I first noticed that access to my personal space was not accessible around 10:00 p.m. on Wed. Oct. 6/04. At
the time I thought it was probably just a typical temporary condition that would be rectified in a matter of
minutes. However, when I checked the next morning the problem was still apparent. I called your customer
service people late that morning and the people I spoke to weren’t even aware the personal space server had
already been down for at least 12 hours! After checking it out they advised me that your technicians were
working on it and the problem would be fixed as soon as possible. That was noon, Thursday October 7th.
From that point on; through the remainder of Thursday, and then throughout Friday, I continued to monitor
the situation but was still not able to gain access to my personal space. Finally, sometime around noon on
Saturday October 9th I was again able to access my personal space on your servers. So, according to my
calculations those servers were inaccessible to users for well over 48 hours.
By my experience, this kind of downtime for any type of Web hosting service in this day and age is totally
unacceptable. I operate a total of nine (9) Web sites (hosted elsewhere) and it is considered to be a serious
problem by both me and the Web hosting company if a server goes down for more than an hour. A server
being inaccessible for more than 48 hours is almost incomprehensible. In fact, this is the worst level of Web
hosting service that I have ever heard of. And, by a major company such as yours?
Whatever happened to capabilities such as mirror redundancy of data and back-up servers that you could
switch over to? Quite frankly, if I were a manager or technical professional at your company I would be
truly embarrassed by this incident.
I was one of your very first Simnetwork customers back in 1994 and I have stuck with you through thick
and thin; and believe me there have indeed been some trying times over the years. However, we are now in
the year 2004 and you have failed at properly provide basic hosting services that can be trusted.
I pay your company almost $60 per month for Internet access which includes access to my personal space.
At this point I would like to know two things in particular: how/why this server access problem was
allowed to go on for so long before it was corrected; and, have you taken measures to prevent such
significant outages from occurring again? I look forward to receiving your reassurances.
In the spirit of excellent customer service,
Ian Francis
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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7 – COVER LETTERS
“How To Write Cover Letters That Work”
Sometimes there is confusion about the exact meaning of the term "cover letter".
That's because when most people use that term, they don't realize that there are two
main types of cover letters. There are "document transmittal cover letters", and there
are "resume cover letters".
Document Cover Letters
A document cover letter is a letter of transmittal that explains and conveys an
attached document to a second party.
The types of documents that this type of cover letter is used for typically include:
reports, plans, legal papers, applications, manuscripts, contracts, travel documents,
booklets, manuals, brochures, product samples, photos, artwork, etc.
A document cover letter is normally a short one-page business letter that very briefly
explains the attached or enclosed document(s) that is being sent. It only contains the
essential information such as why the document(s) is being sent, what the recipient
is expected to do with it, and any applicable deadlines.
Resume Cover Letters
When most people use or hear the term "cover letter" they are thinking of resume
cover letters. Resume cover letters are used for one purpose only; to convey a
resume or curriculum vitae to a prospective employer.
A resume cover letter is normally a concise one-pager that introduces you, explains
why you're writing, summarizes your key skills, abilities and experience, and asks
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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the recipient to get back to you. Its main purpose is to capture the attention of the
recipient enough to get that person to look at the attached resume with interest.
Of the two types of cover letters, by far the most commonly requested at my Writing
Help Central Web site is the cover letter for a resume or curriculum vitae.
Resume Cover Letter Writing Tips
When drafting a cover letter for a resume or c.v., there are a number of important
rules of thumb to follow. The following list is an adapted summary of a similar list
in my eBook "Instant Home Writing Kit".
Address It To A Specific Person
Even when sending an unsolicited resume to a company you should take the time to
find out the name of the appropriate person and write the letter to that person. At
least it will reach their office. Resumes sent to "Dear Human Resources Manager"
are almost always a waste of time. Name someone specifically and it will at least
make it into an in-basket.
Keep It Short and Focused
Remember, your resume already says it all. Keep the letter short and focused and
don't repeat what is already in the attached resume or c.v. Never exceed one page in
a cover letter.
Be Enthusiastic
Express your interest in the job and the new company with enthusiasm. Show that
you really want the job, and that you would really like to work for that particular
company.
Focus On Needs Of the Employer
Throughout your cover letter make it clear that you are interested in the needs of the
employer. You are there to help them. You are part of the solution. Try to make this
the subliminal message of your entire letter.
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Show That You’ve Done Your Homework
Demonstrate a good knowledge of the company and industry for which you are
applying. A one-liner, or a phrase or two in the appropriate place in your letter that
shows you are interested, and understand the company's problems, will give you
instant credibility (i.e. do some simple Internet research).
Use the Appropriate "Buzzwords"
Every organization has its own ways of doing things and its own lingo. Look
through key documents such as annual reports, corporate Web sites, etc. Try to spot
key words, terms, and phrases that are often repeated. Every company has them. Use
as many of these "hot buttons" as you can in your cover letter - where appropriate, of
course. For example, if the "Message From the CEO" in the annual report mentions
the phrase "action plan for the future" three times, make sure you work that term into
your cover letter. Don't overdo it, of course.
Summarize Your Skills and Abilities
If possible, without making the letter too long, summarize your overall skills and
abilities in bullet-point form. This can make them stand out in a way that they
wouldn't, buried in the resume or c.v.
Promise To Follow-Up
In the final paragraph, clearly state that you will be following up by telephone in a
few days to see if you can answer any questions. Make sure you do this. Industry
experts say that over 80% of people never do this crucial follow-up and just wait for
the phone to ring.
The challenge of course, is to try to address all of these points in a three or four
paragraph letter. It can be done!
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November 2004
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About the Templates
Cover letters sometimes get confused since there are actually two main types:
resume/c.v. cover letters, and document transmittal cover letters.
Please read the foregoing article for more information on cover letters.
Cover Letter Templates Included
Cover 1: Resume – Sales Manager
Cover 2: Resume - Experienced Writer
Cover 3: Resume - Recent Graduate
Cover 4: Progress Report
Cover 5: Franchise Application
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
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November 2004
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Cover 1: Resume – Sales Manager
(print personal Resume Cover Letter on premium quality paper)
716 Chisel Ridge
Houston, TX 77094
November 25, 2004
[Name of Addressee]
[Title of Addressee]
[Name of Company]
[Address Line 1]
[Address Line 2]
Dear [Name of Addressee]:
Please regard this as an application for the position of Senior Sales Manager that was advertised in last
Saturday’s Tribune.
Based on the requirements stated in the ad, I believe that I am the kind of pro-active, results-oriented, sales
and marketing professional you are looking for. I possess a unique mix of experience, skills and abilities, as
well as a proven track record, which can definitely help your company increase its sales revenues.
Experience, skills, and abilities that I can offer your company include:
§
Over 20 years of progressively senior sales and marketing experience in a variety of challenging
market environments;
§
Well-developed relationship-building skills and abilities that quickly attract new customers, as well as
maintaining the loyalty of the existing customer base;
§
Extensive experience in analyzing under-performing sales and marketing programs and identifying and
implementing solutions to quickly revitalize stagnant markets;
§
Proven ability to develop new business through opening up new markets and growing existing markets;
§
Ability to build and lead an effective and productive sales team in a dynamic marketing environment.
The enclosed resume provides more details on the above, as well as on my other experience, skills, abilities,
and qualifications.
When I read your advertisement I was immediately excited by the vision and mission of [Name of
Company]. Then, when I checked out your impressive Web site, I knew right away that yours is the kind of
company to which I could add significant value.
I will call your office [early next week] to see when we can meet to discuss my qualifications and how I can
help [your company] achieve its sales and marketing goals.
Sincerely,
Jeffrey S. Lewis
Encl.
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Cover 2: Resume - Experienced Writer
(print personal Cover Letter on standard stationery paper)
2919 Durant Drive
Apartment 1832
New York, NY
10023
August 28, 2004
Ms. Henrietta Fordham
Front & Center Communications, Inc.
945 Madison Avenue
New York, NY 10022
Dear Ms. Fordham,
Rhonda White of Smithfield & Associates Advertising, suggested I contact you regarding possible public
relations openings in your firm.
Having worked as an editor/writer for a number of magazines, I have highly-developed skills and abilities
as a public relations copy writer. Because I have always worked for smaller city-type publications, I have
always had to wear a number of hats, including: developing editorial format, theme, and story concepts,
writing news and feature articles, editing copy, performing magazine layout, and supervising production
and distribution activities.
Before my current position as Senior Editorial Writer with “Our City Magazine”, I spent three years in the
public relations industry, working for Trask & Smith where I gained valuable experience preparing
numerous news releases and media guides. In addition, I planned and managed a number of major direct
mail campaigns.
My positive attitude and high motivation level have both been recognized by all of my previous employers,
who have quickly promoted me to positions of greater responsibility. For example, I was promoted from
junior to senior writer at “Our City” after only three months on the job. I have enclosed a copy of my
resume for your information.
I would very much like to talk with you about the contributions I could make to your firm. I will call you
the week of September 4th to see if we can find a mutual time and date to meet and discuss what
possibilities may exist.
Your time and consideration is greatly appreciated.
Yours sincerely,
Joanne Wright
Enclosure
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November 2004
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Cover 3: Resume - Recent Graduate
(print personal Cover Letter on standard stationery paper)
97 Mountain St.
Seattle, WA, 45902
206-254-1719
October 2, 2004
Mr. John Weston
Director, Marketing Programs
Chatterton Enterprises. Inc.
455 Palmway Drive
San Francisco, CA 94203
Dear Mr. Weston:
My strong work ethic, my outgoing personality, my retail sales experience, and my recently completed
degree in marketing, qualify me as a strong candidate for a position as a marketing and sales trainee for
Chatterton Enterprises, Inc.
I recently graduated from the University of Seattle with a degree in marketing management. In my final
year, I was president of Business Entrepreneurs of the Future, and publicity coordinator of the university
chapter of the American Marketing Association.
I can assure you that I am not a typical recent graduate. Before Seattle, I studied business and marketing at
both the University of Colorado and University of Southern Illinois. While attending these schools, I
worked part-time to fund my education in a variety of jobs including: direct mail marketing, radio
advertising sales, magazine subscription sales, and restaurant and bar management. Experienced gained in
these customer-centric jobs was invaluable to me as I completed my degree at U. of Seattle, where I place
2nd overall in my final year.
I believe I possess the maturity, skills, abilities, and experience to embark on a successful career in
marketing. Ideally, I would like to do this in San Francisco, the city where I was born and grew up. I will be
there visiting my family at the end of this month, and would very much like to talk with you concerning a
possible position at Chatterton.
Shortly after I arrive there on October 20th I will follow up this letter with a phone call to your office to see
if I can arrange a time to meet with you.
Thank you in advance for your time and consideration.
Sincerely,
Robert Horton
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November 2004
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Cover 4: Progress Report
(print Cover Letter for a report on business letterhead paper)
July 21, 2004
Mr. Raymond Keefer
Director of Operations
Aircraft Manufacturing Division
Alliance Aerospace Inc.
1825 Pedrogosa Street, Suite 1200
Santa Barbara CA 93101
Dear Mr. Keefer:
Attached is the latest version of the strategic plan update and working papers. I have made all of the
adjustments that you requested in your recent e-mail. In addition, I have completed the new section on
“performance indicators” based on the inputs received from the branches last week.
Performance Indicators
Each directorate/branch prepared its own version of the entire matrix that John Hannon had suggested.
Essentially, for the strategic plan document I took those inputs and consolidated them into one overall
corporate matrix. I eliminated duplicates and redundancies and cleaned up the wording and terminology.
Strategic Plan
As mentioned, I have incorporated all of your comments. Additional changes are:
· Note re: “Working Papers” has been added to the bottom of the Preface page.
· Pages 10 through 15 are the new consolidated Performance Indicator pages.
Working Papers
Revisions to the Working Papers are:
· A brief Introduction has been added to summarize the contents.
· Pages 13 through 20 have been added. These are the Directorate/Branch submissions on Performance
Indicators.
I’m not sure what you had in mind for the review process. Nevertheless, I have a suggestion. If you deem
the enclosed to be in acceptable shape for review, you could send review copies to the Senior Management
Committee, with a cover letter proposing a meeting at which comments could be tabled and discussed by
all. Hopefully, I would be able to attend that meeting, and collect all of the comments and their final
resolutions direct from the originators.
The foregoing is just a suggestion of course. Please let me know how you would like to handle the review
and revision process and I will comply with whatever your wishes are. If you would like, I could draft a
brief letter of transmittal to your directors, for your signature.
Sincerely,
Sam Beaubien
Senior Partner – Kaizen Consulting Inc.
Attachments (2)
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November 2004
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Cover 5: Franchise Application
(print Cover Letter on business letterhead paper)
February 25, 2004
Mrs Florence Henderson
32 Kirby Avenue
Somerbville NJ
08876
Dear Mrs. Henderson:
Further to your recent telephone request, enclosed is a blank Franchise Application with a set of instructions
for its completion. I have also enclosed a Craft City corporate brochure and a franchise fees schedule.
If after reviewing these documents you decide that you would like to proceed with acquiring a Craft City
business franchise, please contact me and I will arrange for an immediate meeting with our business
development team. The people in that group will be able to answer any technical or financial questions that
you may have.
I can be reached during office hours at 345-2789, and after hours at 232-4973.
I look forward to hearing from you.
Yours sincerely,
Francesca Clayton
Senior Business Associate
Enclosures (3)
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 111
8 – SALES LETTERS
A good sales letter could be the most productive “employee” that you will ever
have.
Once developed, a successful sales letter can bring you sales and leads, over and
over again, even when the office is closed and all of your employees are home
sleeping.
Sales letters can be developed for every kind of business, ranging from restaurants
and retail operations, to accountants, lawyers, and dentists.
Anyone who wants to increase their business needs to use sales letters.
“10 Insider Secrets For Powerful Sales Letters”
Here are 10 insider tips for writing sales letters that work:
1. Keep It Short And Simple
In general, traditional sales letters should not exceed one page. Never exceed
two. Use simple uncomplicated everyday language that you would use if you
were talking directly to the prospect.
(This may not hold true on the Web, where conventional wisdom these days is
indicating the longer the better for online sales letters).
2. Focus On The Benefits
Successful marketers and advertisers will tell you to start with the benefits and
finish with the benefits in your sales letters. The number one question in a
prospective buyers mind is “what’s in it for me?” Keep giving them the answer
to that question over and over again by stressing all of the benefits of your
product or service throughout your letter.
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November 2004
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3. Make Them Simple And Readable
A sales letter should be appealing to the eye: enlarge the font size a little, use
bolding on key selling points, keep sentences and paragraphs short, use lots of
white space between paragraphs. Minimize underlining.
4. Personalize It
In the letter, talk directly to the prospective buyer as if the two of you were
sitting across from each other at a restaurant table. Talk in human terms about
yourself so that the prospect will identify with you. Use statements like “I used to
struggle every day with balancing the cash …”, knowing that your prospect does
too, and knowing that your product will eliminate that problem.
5. Use Testimonials
Testimonials are a well-known way to gain credibility and increase sales. These
are positive statements made by customers about your product or service in
letters or e-mails. Enclose them in quotes and they can be very effective. You
should obtain permission from the source before using their quote publicly.
6. Insert Numbers In Your Headlines
People tend to be convinced by specific numbers because, rather than the usual
vague generalities, they clearly quantify a benefit that will be received.
7. Use Proven Selling Words
Make sure you use proven power selling words and terms like: secret, free,
wealth, success, savings, benefits, now, you, exclusive, instant, easy, quick,
revealed, powerful, amazing, make money, untold, never-before, little-known,
order before, etc.
8. Sign-Off With A P.S.
Research has shown that most people immediately look to the signature block of
a letter, even before they have read it. Inserting a P.S. right after the signature in
a sales letter is the perfect place to summarize the benefits and emphasize any
incentive deadlines that apply to the offer.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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9. Always Use Positive Words
Make sure that you always use appealing and motivating positive words. Avoid
any negative terminology, direct or implied. For example, rather than “difficult”
or “hard” use the more positive and hopeful word, “challenging”.
10. Add Extra Incentives
Bonuses such as early purchase discounts, premiums, and extra products, can
leverage the success of a sales letter. Professionals sometimes offer a few hours
of free phone consultations for a limited one-year period.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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About the Templates
Sales letters normally focus on “making a sale” of a specific product or service.
Sales letters are sometimes confused with “marketing letters”. To see the difference,
refer to the separate section later on re: marketing letters.
Please read the foregoing article for more information on sales letters.
Sales Letter Templates Included
Sales 1: Promote New Product - To Consumer
Sales 2: Introduce New Product - To Consumer
Sales 3: Special Offer - To Regain Former Customer
Sales 4: Exclusive Mailer – To Loyal Customers
Sales 5: Personalized Sales Follow-Up
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 115
Sales 1: Promote New Product - To Consumer
(print Sales Letters on product or corporate letterhead)
November 1, 2004
Eliminate Writer’s Block Forever!
Dear “Customer name”:
If you’ve ever struggled with everyday writing tasks, the INSTANT WRITING HELP KIT! is made for you.
Instead of having to go through that painful process of sitting in front of a blank screen with a blank mind (a
feeling that most of us know all too well), we have developed a product that will kick-start the writing
process for you.
In day-to-day life most of us are frequently confronted by important “must do” writing tasks which we’d
rather not do. I’m talking about writing normal everyday things like: recommendation letters, resignation
letters, letters of complaint, sales and marketing letters, thank you letters, and on and on. Then there are the
more complex writing tasks such as: resumes and CVs, cover letters, speeches, application form texts,
newsletter articles, etc.
The fact is, most of us aren’t writers. We run our lives and businesses, that’s what we do first and
foremost. Of course, we can always try to farm the job out to someone else, but that is often a problem
because these little writing jobs usually require our personal input due to specific knowledge that only we
possess. Not only that, but most people will charge us by the hour for each and every writing job. Hiring
others can get expensive (i.e. $60 to $100 per hour).
INSTANT WRITING HELP KIT! has been designed to let you do those necessary writing tasks yourself in a
matter of a few minutes. It provides you with literally dozens of examples of just about any type of day-today correspondence that you can think of. Each sample template is based on a real-life situation that you
will identify with, and that you will be able to easily adapt to your own personal situation in a matter of
minutes.
Perhaps you need to write a complaint letter to your telephone company. Maybe it’s a short speech that
you have to give at your sister’s wedding. What about updating your resume or c.v. and drafting a good
cover letter for that job you just saw advertised?
INSTANT WRITING HELP KIT! will be there to make it easy for you. With scores of examples, and
templates that you can adapt to your own situation in just a few short minutes.
You Won’t Have To Suffer From Writer’s Block Ever Again.
INSTANT WRITING HELP KIT! will make your life easier. It will also save you money. And it’s only $29.95
for the complete kit! You’ll save this much writing your first letter with INSTANT WRITING HELP KIT!
To order INSTANT WRITING HELP KIT! today, call 1-800-600-6550.
Wishing you success,
Robert Christian
P.S.
Order now and you will receive a Free Bonus Book on how to optimize your time on the Internet!
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 116
Sales 2: Introduce New Product - To Consumer
(print Sales Letters on product or corporate letterhead)
Introducing The New PunchPro 3-Hole Punch...
Dear Karen:
I decided to write you personally and give you advance notice of a fabulous new office product we're
about to carry in our store.
I'm only telling our most valued business customers about this exciting new product before it goes public
because initial quantities are very limited. This way you get the first opportunity to take advantage of all the
benefits that the new PunchPro 3-Hole Punch, before the general public even finds out about it.
Here's what makes the PunchPro so superior to existing 3-hole punches:
§
§
§
§
it can handle up to 50 sheets at a time
the punch dies are self-sharpening and jam-proof
it costs less than inferior punches - i.e. less than $30
it's guaranteed for a full 5 years
But that's not all. I've reserved a PunchPro for you, at a very special price, if you come down to our store
for our Business Buyers Preview sale on Monday January 31st. That means you'll get the first chance to
save on this exciting new product.
How much of a savings are we talking about? How does 30% off sound? That's right, 30% off next week's
public introductory price. And the reason we're offering such a steep discount is to reward you for being one
of our very best customers.
Now there's just one catch Karen. Since we're making this offer only to select business customers, and
quantities are limited, you've got to be discreet about this special offer. So when you come into the store,
please quietly hand this letter to one of our sales associates and let them know you would like your 30%
saving on your new PunchPro.
I hope I'll see you down here on the 31st so you can take advantage of this fantastic opportunity.
See you there!
Best wishes,
Gord Peterson
P.S. One more thing Karen. Since you are a preferred customer, if you decide to try the new PunchPro
you'll get your choice of one of our three new pen-pencil sets, absolutely free! That's a $7.99 value, with
our compliments.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 117
Sales 3: Special Offer - To Regain Former Customer
(print Special Offer Sales Letters on corporate letterhead)
You're The Winner Of A World Atlas - Absolutely Free!
Dear Anthony:
Congratulations! You've just won a free Travelex World Atlas! No strings attached and no fine print.
It's yours absolutely free because...
I REALLY, REALLY MISS YOU!
This is Susan Hart, owner of Travel Books and Maps Center, and I haven't seen you in a long time. And,
according to my records, it's been quite a while since you've made a book purchase at our store.
I get concerned when I don't hear from a valued client like you.
I know you've probably been meaning to get around to dropping in, so that's why I have decided to give you
a free World Atlas to help "motivate" you to come down and visit us soon.
Given your interest in the traveling lifestyle, I thought you would really enjoy this gift. With this free
World Atlas you will be able to start planning your next trip. Or, you can use it to tell everybody all about
your last adventure!
Anthony, this Travelex World Atlas is a $29.99 value, and I'm giving it to you absolutely free. No strings
attached and nothing else to buy. You see, this really is a free gift!
So, why am I giving you this gift? Well, the answer is very simple, it's because I want to see you back in
our store whenever you're looking for any kind of travel or lifestyle book, because that's what we're all
about.
I must tell you now that I was only able to get my hands on a limited number of these books, so this
offer is only good while quantities last. I suggest you get down here by the 15th of this month at the latest if
you want to be sure to get your free world atlas.
Why not call us now and reserve your gift in advance and make sure we'll have it on hand for you when
you come down to the store. So pick up the phone and dial 232-4565 right away and ask Janice or Ian to put
you down for your free World Atlas.
(Sorry, but even if you reserve in advance, if you don't pick yours up by the 15th we'll be offering
your copy to others on our list. So don't miss it!).
I hope to see you by the 15th!
Sincerely,
Susan Hart
P.S. Don't miss this chance - to pick up your free World Atlas. This gift is a $29.99 value with no strings
attached. But remember, you've got to pick yours up by the 15th of this month.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 118
Sales 4: Exclusive Mailer – To Loyal Customers
(print Sales Letter on product or corporate letterhead paper)
May 5, 2004
To Member Mailing List
Member Address Line 2
Member Address Line 3
Member Address Line 4
Dear [member name],
Special Offer – FREE Memberships For Your Family and/or Employees!
First,I would like to sincerely thank you for your patronage of CostRight Stores!
Second, in recognition of that loyal patronage, we have decided to make a valuable offer that you can pass
on to your relatives and/or employees. An offer that we believe, they will be very happy to receive!
Our offer is this. From now until June 30, 2004, your relatives and/or employees can become members at
any CostRight Warehouse, simply by filling out the enclosed pre-approved registration forms. No strings
attached!
By joining, these relatives and/or employees will be receiving at no charge, the equivalent of a CostRight
Privileged Membership, which has a value of $50 per year, plus taxes. This type of membership includes
eligibility for a free Spouse card, as well (see Passport document enclosed).
In addition, if they become CostRight members right away, your relatives and/or employees will also
qualify for their own Passport that will make them eligible for more than $1,500 in additional savings on
various products over the summer months. These special discounts are being offered exclusively to
CostRight Members by our suppliers.
By passing on this offer and giving these pre-approved membership applications to your relatives and/or
employees, you will be allowing them to obtain many summer products at near-cost prices, as well as
making them eligible for many other CostRight benefits. And it won't cost you anything!
Why not give your relatives and/or employees a chance to receive all of the benefits of a CostRight
Membership? Not only will they very much appreciate the many savings that you give them, but they will
also remember your generous gift every time they make a purchase this summer!
What do you have to lose?
Thank you for your kind consideration.
Sandra Brunette
Manager, Membership Programs
P.S.
If you run out of pre-approved membership applications, please don't hesitate to call us at (416) 274-3572
and we will look after your needs right away.
Encl.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 119
Sales 5: Personalized Sales Follow-Up
(print Sales Letter on product or corporate letterhead)
May 3, 2004
Mr. Rob Cunningham
President, Cunningham Racing
89 Newton Drive, Suite 507
Toledo, OH 43612
Dear Mr. Cunningham:
It was nice chatting with you briefly on the telephone earlier today. As I said, it was Dan Borhman who
does the marketing work for Tae-Box who suggested I call you. Dan and I are now involved in final
discussions aimed at getting the Tae-Box logo placed on our new drug awareness product right beside
D.A.R.T.’s. During my last chat with Dan, he suggested I give you a call because of your involvement in
the health and fitness club business and your personal interest in Tae-Box.
Enclosed for your review is our new drug awareness poster entitled "The Self-Destructive Use of Drugs”.
This unique and internationally acclaimed educational product has taken the International Drug Awareness
Research Foundation (IDARI) more than two years to research, develop, test and perfect. IDARI is
currently on a mission to distribute this powerful communications tool across North America.
The primary purpose of "The Self-Destructive Use of Drugs" is to inform and educate: kids, parents,
teachers, coaches, legislators, clergy, military personnel, healthcare professionals, law enforcement
officials, business and community leaders, and many others, about the factual and objective truth related to
the use and abuse of all drugs, both legal and illegal. As you can see, it very graphically demonstrates the
“mind-body-drug connection” involving all of the major drug groups.
Just imagine the impact that this poster will have once it is hung on the walls of every school, home,
community center, health/fitness club, workshop, police station, clubhouse, lunch room, medical clinic,
sports facility, hospital, doctor's office, dentist’s office, barracks, library, etc., throughout North America?
We believe that the wide-spread dissemination of "The Self-Destructive Use of Drugs" will significantly
increase substance abuse awareness and prevention, especially among kids.
One feature of the poster that I thought would interest Cunningham Racing is its promotional aspect.
We have designed it so that an organization's name, logo and/or message can be custom-printed at the
bottom of the poster. This is a very powerful way for an organization to send a compelling prevention
message, while at the same time giving them a high level of recognition and visibility.
I can already visualize your slogan “Don’t Let Anything Stand In The Way Of Your Dream” customprinted on the bottom of this high-visibility and attention-grabbing wall hanging (Your slogan is perfect for
inclusion on a drug awareness poster!). This would definitely be a powerful communications vehicle that
you could distribute widely throughout your network of health and fitness clubs.
I trust you will still see the powerful marketing opportunity here. I therefore look forward to hearing from
you soon about how you might use this product. I can be reached in Montreal at (514) 979-1298.
Sincerely,
Brian R. Casey, M.B.A.
Vice-President, Marketing and Communications
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 120
9 – INTRODUCTION LETTERS
About the Templates
Introduction letters are sometimes referred to as “letters of introduction”.
Introduction Letter Templates Included
Introduction 1: Sales Personnel
Introduction 2: Self-Introduction
Introduction 3: Former Employee
Introduction 4: New Loans Manager
Introduction 5: New Service Available
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 121
Introduction 1: Sales Personnel
(print business Introduction Letter on corporate letterhead paper)
September 12, 2004
Mr. Herbert Franco
ABC Furnishings Inc.
1234 Anyold Street
Anytown, AS, 10524
Dear Mr. Franco:
The purpose of this letter is to briefly introduce myself as Duratel’s new Business Sales Representative
assigned to serve your account.
I have just completed Duratel’s management orientation program and am now keen to meet face-to-face
with all of my key customer accounts.
Accordingly, as a first step in my customer familiarization process, I would like to meet with you
personally, for about an hour or so, to discuss ABC’s needs and concerns. At the same time I would also
like to take that opportunity to briefly review Duratel’s latest offering of products and services.
To set up a meeting for this at your convenience, I propose to call your office by the end of this week. It is
my hope that we will be able to arrange to meet at your offices before the end of the month.
As your new Duratel Business Account Representative I believe that my paramount concern is how both
Duratel Inc. and I can better serve ABC Furnishings Inc.
I look forward to meeting with you and learning more about your company in the near future.
Sincerely,
Alan Moore
Business Sales Representative
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 122
Introduction 2: Self-Introduction
(print Introduction Letter on corporate letterhead paper)
August 12, 2004
Mr. Brent Collinson
Senior Buyer
Office-Tech Furnishings Inc.
4830 Kimbark Ave.
Chicago, IL 60635
Dear Mr. Collinson:
The purpose of this letter is to briefly introduce myself as Dynatek’s new Sales Representative, Business
Accounts. I very recently joined the company and am taking over your account from Jack Winters who has
moved on to other challenges in this industry.
I have just completed Dynatek’s management orientation program and am now keen to meet face-to-face
with all of my key customers.
Accordingly, as a first step in my customer familiarization process, I would like to meet with you
personally, for about an hour or so, to discuss Office-Tech’s needs and concerns. At the same time I would
also like to take that opportunity to briefly review Dynatek’s latest offering of products and services.
To set up a meeting for this at your convenience, I propose to call your office by the end of this week. It is
my hope that we will be able to arrange to meet at your offices before the end of the month.
As your new Dynatek Business Account Representative I believe that my paramount concern is how both
Dynatek Inc. and I can better serve Office-Tech Furnishings Inc.
I look forward to meeting with you and learning more about your company in the near future.
Sincerely,
Jim O’Malley
Senior Sales Representative
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 123
Introduction 3: Former Employee
(print Introduction Letter on corporate letterhead paper)
August 12, 2004
Ms. Judith Baxter
Senior Buyer
Avon Books & Things
125 Fifth Ave., Suite 1540
New York, NY 10010
Dear Judith:
I would like to take this opportunity to introduce APN Sales Representative, Peter Lenester, whom I spoke
to you about recently.
As I mentioned on the phone, Peter spent the last eight years with APN Publishing House as both a Book
Buyer and then a Regional Sales Rep. He was very successful in both of these jobs and managed to learn a
great deal about the book publishing business along the way.
As I also mentioned when we spoke, Peter is moving back to New York for family reasons. One of his
children suffers from a rare blood disorder. The Columbia University Medical Center is the leading research
institute looking into that disease and they have agreed to accept Peter’s son as a special study patient.
We will be very sorry to see Peter leave the company. He has proven to be a valuable asset in dealing with
our existing clients, and in recruiting new ones. The fact that he has a degree in English Literature from
New York University, coupled with him being a self-published author, gives him a great deal of credibility
when dealing with these people.
If you could spare a couple of hours to meet with Peter I have no doubt that the two of you would very
quickly find a lot of common ground. He’s the kind of person who, once you get to know him, you want to
make room for.
Judith, I thank you in advance for taking the time to meet with Peter and I look forward to visiting with you
at next month’s homecoming gathering at our alma mater.
Sincerely,
Amy Winston
Publisher
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 124
Introduction 4: New Loans Manager
(print Introduction Letters on business letterhead paper)
April 18, 2004
Send To Client List
Client Address - Line 2
Client Address - Line 3
Client Address - Line 4
Client Address - Line 5
Dear [Client Name]:
The purpose of this is to advise you that we now have a new Personal Loans Manager here at Nation Wide
Bank. Her name is Catherine Wong, and she joins us after completing a five year assignment at our
Customer Service Center in Dallas.
I’m sure you will find Catherine to be a very pleasant professional to deal with. She is a very peoplefriendly type of person, and she has received specialized training in personalized customer service
considerations and techniques. She also holds a Masters of Business Administration degree from
Dartmouth College.
Please feel free to say hello to Catherine the next time you are in at the branch doing your banking. Or if
you like, you can give her a call at 823-5621 to discuss your personal financial needs.
I’m sure that you will join me in welcoming Catherine to our branch. I know that she looks forward to
meeting each and every one of our valuable clients.
Yours sincerely,
Grant Cumberland
Branch General Manager
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 125
Introduction 5: New Service Available
(print Introduction Letters on business letterhead paper)
March 15, 2004
Send To Customer List
Customer Address - Line 2
Customer Address - Line 3
Customer Address - Line 4
Customer Address - Line 5
Dear [Customer Name]:
New Child Care Center For Busy Parents
This is to let you know that on April 1, 2004 we will be introducing our brand new state-of-the-art
Customer Child Care Center at our downtown location on University Street.
We have taken this initiative because we talked to our customers and you told us that such a service ranks
high on your priority list. We listened to you. Then we hired one of the best experts available for designing
such programs and facilities, Dr. Claire Reinholdt. As most of you will know, Dr. Reinholdt is a successful
and highly respected child psychologist who has penned two best-selling books about her specialty.
We told Dr. Reinholdt that our general requirement was for a child care program and facility at which
people could leave their children in a safe and educational environment for periods of between one and four
hours while they shopped in our store. What she has designed is a leading-edge program and facility, staffed
by accredited professionals, that is one-of-a kind in North America.
We invite you to take advantage of this new service the next time you are in the market for anything from
clothing , to furniture, to home appliances.
Not only will you be well taken care of by our professional sales staff, your children will be in the safe care
of the professionals at our new Customer Child Care Center.
We look forward to seeing your whole family!
Yours very sincerely,
Charlotte Renfrew
Vice-President, Customer Services
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 126
10 – APOLOGY LETTERS
About the Templates
Apology letters are also referred to as “letters of apology”.
Apology Letter Templates Included
Apology 1: Serious Professional Error
Apology 2: Customer Service Breakdown
Apology 3: Service Installation Oversight
Apology 4: Employee Mistake
Apology 5: Unprofessional Behavior
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 127
Apology 1: Serious Professional Error
(print business Apology Letter on corporate letterhead paper)
September 7, 2004
Professor Myron Beckwith
Professor of Aviation Management
Kingston College, School of Business
125 Queen Elizabeth Way
Kingston, ON K2Z 4P9
Dear Professor Beckwith:
The purpose of this letter is to express my sincere apologies, on behalf of the International School of
Aviation Management, for the errors and omissions that appeared in your listing and write-up in our
Calendar of Courses for 2005.
I heard that that you were quite offended by the mistakes when you received your copy of the Calendar
recently. After reviewing the problems, I must say that I can quite understand your reaction, particularly
when I see the number and extent of the errors in your listing.
The only explanation that I can offer is that an honest mistake was made by some of our staff in preparing
the Calendar for printing. Somehow, in the rush to get everything into printing production at the last minute,
your particular update sheet was overlooked. It was doubly unfortunate, since it appears that yours was the
only case in which this happened.
As you know, the Calendars have all been mailed out internationally, so it is too late to stop and correct
them. Nevertheless, I have met with the Director of Administration and we have come up with the
following damage reduction plan.
·
We will immediately print an erratum sheet and send it to all recipients of the Calendar.
·
We will ensure that all corrections are made to the Web site Course Calendar immediately, and a
special note will be posted drawing attention to the revisions.
·
We will ensure that all existing materials for courses that you will be teaching will be corrected, and
that all new materials will reflect the correct information.
I trust that you will find these actions acceptable. If not, or if you have any other suggestions, please let us
know at your earliest convenience.
Again, on behalf of the School of Business, my colleagues, and the staff, I sincerely apologize for this
incident, and hope that you will be understanding enough to accept our offer.
Very sincerely,
Johnson Bradley
Executive Director
c.c.: Elizabeth Hurtibuse, Director of Administration
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 128
Apology 2: Customer Service Breakdown
(print Apology Letter on corporate letterhead paper)
October 17, 2004
Mr. Gerry Rocca
750 Beacon Parkway West
Suite 501/108
Birmingham, AL 35209
Dear Mr. Rocca:
Re: Case No. 4579-04A – Late Delivery of Laptop Computer
On behalf of Bellmode Computer Inc. I would like to apologize to you for the recent breakdown in our
delivery chain in delivering your new computer to you.
I very much appreciate your telephone call earlier this week. It is only through hearing from people like you
who report service failures, on the rare occasions when they do occur, that we are able to correct the
problems and continue to improve our level of service. So thank you for contacting us.
For your information, I’ll briefly explain what happened at our end. When your original telephone order
was placed you asked our sales representative to put “rush shipment” status on it. Accordingly, that agent
flagged your order in our computer system to go out by “air express courier” service. Unfortunately that
particular service is only available to our large corporate accounts since it only involves bulk shipments of
equipment. Instead, your order should have been flagged “overnight courier” service. However, because of
the mix-up, your laptop ended up in the shipment to one of our corporate customers in Canada.
Unfortunately, that error was not detected until you inquired and we put a trace on your order.
That is the short explanation as to how your computer arrived at your address four days late. As I stated
above, it is rare that Bellmode makes such errors, and we sincerely apologize for the serious inconvenience
and upset this caused you.
As a gesture of good will, and in the hope that you will give Bellmode a second chance in the future, I have
enclosed a gift certificate for $150. To use it, please go to our Web site (www.bellmode.com) and choose
any product you would like to purchase. During the ordering process you will be prompted for your gift
certificate number which will give you a $150 discount off whichever product you may choose. There is no
time limit on this certificate so you may use it whenever you wish.
Thank you for your valuable feedback on our customer service. We have already implemented procedures
to prevent a repeat of such an occurrence. We look forward to serving you in the future.
Very sincerely,
Linda Sumner
Director, Customer Service Follow-Up
encl.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 129
Apology 3: Service Installation Oversight
(print Apology Letter on business letterhead paper)
October 28, 2004
Ms. Margaret Reitman
1743 South Alvernon
Tucson, AZ 85711
Dear Ms. Reitman:
The purpose of this is to convey to you my sincere apologies for any inconvenience you may have
experienced last month with respect to the installation of your Internet high speed service.
I just returned from vacation this week and found your file in my in-basket. As soon as I reviewed your case
it was clear that somehow your May 20th request for a change in service had somehow slipped through the
cracks. The only possible explanation I can give is that we have recently had a number of key staff changes
which might have resulted in your letter being overlooked.
Consequently, I have directed our Installation Group to contact you by the end of this week to set up a time
convenient to you when they could go to your house and install your new router and make the necessary
adjustments to your software.
Because of this serious oversight, and as a testament to our appreciation to you as our customer, we are
going to provide you with your first three months of high speed service free of charge. Therefore, your
account will not be billed until October of this year.
Ms. Reitman, let me assure you that what happened in your case is not typical of CableNet’s level of
customer service. We continue to be committed to providing you and all of our customers with the highest
standards of service in the industry.
If you have any questions please don’t hesitate to call me at 754-9785.
Yours in service,
Peter Richards
Manager, Customer Solutions
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 130
Apology 4: Employee Mistake
(print personal Apology Letter on plain stationery or personal letterhead)
745-A Horizon Drive
Phoenix, AZ 85037
Dr. Thomas Stapleton
Director, Research and Development
PharmAid Pharmaceuticals Inc.
3590 E. Thomas Road
Phoenix, AZ 85016
November 25, 2004
Dear Dr. Stapleton:
Further to our recent conversation, the purpose of this letter is to express my sincere apologies for the
mistakes that I have made recently with respect to my use of leave from my job.
I believe that these mistakes were largely a result of some misunderstandings between me and the agency
with respect to policies on the use of leave. In particular, I would like to apologize to Dr. Fleming and Dr.
Lindhoff for any confusion I created. I will see that it does not happen again.
Since I joined the company over three years ago, I have always taken great pride in supporting and serving
our medical research professionals. During that time, I believe I have maintained high overall standards of
ethical conduct and integrity. With respect to the recent leave situation, I understand that my actions were
not appropriate. I believe that my lapses in this area were the direct result of my being under stress which
caused me to make some questionable decisions.
Since this is the first time I have made such a mistake, I would ask you to please consider it as an exception,
and not something that will occur in the future. This behavior truly does not represent who I really am and
the values with which I was raised.
To avoid future misunderstandings of this nature I pledge to:
1) research in more depth, the rules and regulations associated with the use of leave;
2) request leave in advance, in order to allow my supervisors to adjust work plans and schedules;
3) notify supervisors as much in advance as possible of any expected leave requests;
4) discuss with my supervisor, any new regulations, notices or policies pertaining to the use of leave;
5) request for clarifications and explanations when new leave policies are implemented.
I trust that you will find the actions proposed above to be acceptable. If you have any other suggestions
please let me know and I will incorporate them. I very much look forward to clearing up this
misunderstanding so that I may continue with my PAPI career. I therefore ask you to please take my
apology and proposed corrective actions into account when making any decisions on this case.
In closing, I sincerely apologize for any misunderstanding and confusion I have caused. I truly hope that
you will understand and accept my regrets for this one-time situation and will allow me to prove myself in
the future.
Yours very sincerely,
Juan Ramirez
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 131
Apology 5: Unprofessional Behavior
(print professional Apology Letter on plain personal or corporate letterhead)
765 Mission Blvd
Suite 1210
Pomona, CA 91766
December 14, 2004
Mr. Michael Angelos
Director, Business Delevopment
NextGen Electronics Inc.
2785 E. Kings Canyon
Fresno, CA 93727
Dear Michael:
I would like to sincerely apologize for my behavior at last week’s regional business development meeting.
Shortly after the brainstorming workshop was over I realized that I had crossed the line with a number of
remarks I made regarding the draft business development plan. I should not have addressed my criticism of
the plan by attacking you personally. That was completely inappropriate and unacceptable behavior on my
part. The only thing I can offer in my defense is that it took place near the end of a long and frustrating day
for me, although that in no way excuses what I did.
In closing, I am truly sorry for my unprofessional behavior and remarks last week. I can assure you that it
will not happen in the future. I therefore ask you to please accept this apology so that we may both move
forward for the good of the company.
Yours sincerely,
Marjorie Weiland
cc: Bill Raleigh, President and CEO
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 132
11 – APPLICATION LETTERS
About the Templates
Application letters are also referred to as “letters of application”.
Application Letter Templates Included
Application 1: Employment – Sales Manager Position
Application 2: Employment - Customer Service Job
Application 3: Employment – Chief Financial Officer
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 133
Application 1: Employment – Sales Manager Position
(print Application Letter on personal stationery)
1450 Vanguard Rd
Apt. 2550
Bulverde TX 78163
November 20, 2004
Mr. Frank Hopkins
Director, Sales and Marketing
Mountain Electronics Inc.
Denver, CO 80222
Dear Frank Hopkins:
Please regard this as an application for the position of District Sales Manager that was recently advertised
on Monster.com.
Based on the requirements stated in the ad, I believe that I possess a unique mix of experience, knowledge,
and skills that can definitely help your company in the critical customer service area.
Experience, skills, and abilities that I can offer your company include:
§
§
§
§
§
§
20 years of experience in the sales and marketing, 6 of those in sales management;
Selling services to commercial, institutional, and consumer markets;
A record of consistently meeting or exceeding sales quotas;
Extensive team management and team building experience;
Excellent grasp of "one to one" customer relationship management concepts and techniques;
Ability to work effectively in a dynamic, multi-tasking environment.
The enclosed resume provides more details on the above, as well as on other experience, skills, and abilities
that I possess.
I am confident that my ability to develop and maintain strong relationships with customers will benefit
Mountain Electronics Inc. as it has my previous employers. I believe that my excellent record of success in
closing sales, winning back customers from competitors, and increasing market share, clearly demonstrates
my proven ability to meet and resolve customer challenges and add to a company's bottom-line.
After you've reviewed my resume, I would welcome an opportunity to discuss your company's goals and
talk to you about the value that I can bring to MEI. Let's talk soon!
If I haven't heard from you by early December I will contact your office to see if we can set up an
appointment at your convenience.
Sincerely,
Alan Gustafson
Encl.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 134
Application 2: Employment - Customer Service Job
(print Application Letter on personal stationery)
2545 Lisieux Street
Saint-Jerome, QC
H1T 1J7
August 12, 2004
[Name of Addressee]
[Title of Addressee]
[Name of Company]
[Address Line 1]
[Address Line 2]
Dear [Name of Addressee]:
Please regard this as an application for the position of [Customer Services Manager] that was advertised in
[last Saturday’s Gazette].
Based on the requirements stated in the ad, I believe that I am the kind of pro-active, results-oriented
manager you are looking for. I possess a unique mix of experience and skills that can definitely help your
company in the critical customer service area.
Experience, skills, and abilities that I can offer your company include:
§
Over 15 years of management experience in the customer services field, the last five of those managing
my own business operation;
§
Ability to effectively recruit, train, and supervise staff in a multi-tasking customer service environment;
§
Above average communication and issues resolution skills and abilities when dealing with both staff
and customers;
§
Excellent grasp of the principles of “one to one” customer relationship management techniques;
§
Ability to lead an effective and productive team in a dynamic, multi-tasking environment.
The enclosed resume provides more details on the above, as well as on other experience, skills, and abilities
that I possess.
When I read your advertisement I was immediately excited by the vision and mission of [Name of
Company]. Then, when I checked out your impressive Web site, I knew right away that yours is the kind of
company to which I would like to contribute.
I will call your office [early next week] to see when we can meet to discuss my qualifications and how I can
help [your company] better serve its customers.
Sincerely,
Robert Crampton
Encl.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 135
Application 3: Employment – Chief Financial Officer
(print Application Letter on personal stationery)
78 Gardiner Drive
Ottawa, ON, K2C 1G5
September 25, 2004
Mr. Allen Francisco
AFA International Ltd.
1575-205 Blair Road
Ottawa, ON K4R 2E8
Dear Mr. Francisco:
Re: Project No. JT-0597 – Chief Financial Officer
Please regard this as an application for the position of the above-noted Chief Financial Officer position that
you recently advertised in the Ottawa Citizen.
Based on the requirements stated in the ad, I believe that I possess the type of experience you are looking
for, having managed the financial operations of a number of fast-growing companies in the manufacturing
and services sectors over the past 20 years. I have a proven track record as a pro-active, hands-on, resultsoriented, financial management professional with a unique mix of experience, skills and abilities that I
believe can definitely help the company for which you are seeking a CFO. I would relish such a challenge.
Experience, skills, and abilities that I can offer that company include:
§
Over 20 years of experience as a trusted financial professional advising/assisting senior management
on strategies to move companies operating in dynamic entrepreneurial environments from the brink of
bankruptcy to profit and growth positions.
§
Well-developed communication skills and abilities for the successful motivation and effective
management of both teams and individual employees.
§
Extensive experience in analyzing the operations of under-performing companies and then developing
and implementing strategies and solutions to revitalize the bottom-line.
§
Demonstrated experience and ability to manage and direct the financial operations of a company
including accounting, analysis, reporting, and cash flow management.
§
Proven ability to work closely with, and provide advice to, senior management on all aspects of the
financial operations of a company, based on a relationship of trust and integrity.
The enclosed resume provides more details on the above, as well as additional information.
Reading between the lines of the advertisement, I have the impression that the CFO postion you are staffing
is almost a perfect fit with my background and experience. It definitely sounds like an exciting challenge
and I look forward to discussing it with you.
Sincerely,
Raymond Mitchell, CA
Encl.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 136
12 – TERMINATION LETTERS
About the Templates
Termination letters are also referred to as “letters of termination”.
Termination Letter Templates Included
Termination 1: Employment – Downsizing
Termination 2: Employment – Poor Performance
Termination 3: Employment – Sudden Closing
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 137
Termination 1: Employment – Downsizing
(print Employee Termination Letter on corporate letterhead)
CONFIDENTIAL
December 5, 2004
Thomas Zatinski
795 Gilmour St.
Apt. 508
Chicago, IL, 60611
Dear Thomas:
It is with sincere regret that I must inform you that your employment at Addison Systems Inc. will be
terminated as of Friday January 31, 2005.
As you know, the Downsizing Task Force delivered their report to the general manager in late October,
2004. Among the task force recommendations was the elimination of all temporary and contract positions.
Since you occupy a temporary position, your position is automatically subject to the task force
recommendations.
I would like to make it absolutely clear that in no way does your termination reflect that the company is in
any way unhappy with your work performance over the past 18 months. In fact, you have been highly
regarded as one of our most productive contract staffers. Unfortunately, you and the other non-permanent
staff that are being let go are simply a reflection of the general economic downturn in the fiber-optics
industry over the past year.
In an effort to try to reduce the impact of this termination, the company has worked out a severance
arrangement that will give you one week's pay for each month you worked beyond 12 months. In your case
this will amount to six (6) weeks of severance pay. In addition, your medical and dental coverage will
remain in effect until the end of the severance period. You will soon receive a letter from the Human
Resources Department with all of the details on the severance package.
Thomas, given your qualifications and proven abilities, I am confident that you will be able to find another
position in the relatively near future. If you would like, I would be pleased to write a recommendation letter
for you, to help with your job search.
Sincerely,
Fred Shandling
Unit Manager
cc: R. Jackson, Human Resources
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November 2004
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Termination 2: Employment – Poor Performance
(print Employee Termination Letter on corporate letterhead)
CONFIDENTIAL
September 13, 2004
Kenneth Harrelson
418 Southpoint Boulevard
Suite 805
Jacksonville, FL 32216
Dear Kenneth:
This is to advise you that your employment with Rogers Battery Corp. is to be terminated and your last day
of work will be Friday September 28, 2004.
I am sure that this comes as no surprise to you after our numerous discussions about your sub-standard
work performance over the past 18 months. Last week I completed my third formal review of your
performance this calendar year and I once again concluded that your overall level of performance continues
to fall short of the expectations set-out in your job description.
Unfortunately I have had to conclude that there is no alternative at this point but to let you go. I regret that it
came to this, but as you said to me last week, you just don’t seem to be able to fit in well with our way of
doing business here at Rogers Corp.
This letter provides you with two weeks notice so that you may have time to get your affairs in order and
begin to prepare for your future. However, you are expected to report for work during these final two
weeks.
In accordance with company policy you will be given one week’s severance pay for each month you were
with the company in excess of 12 months. In your case, this works out to a severance check for six week’s
pay to cover your 18 months with the company. Your insurance benefits will cease on your date of
termination.
Also in accordance with company policy we will not release any details of your employment here aside
from the name of the position you occupied and your dates of employment. Your salary information will
not be released without your written permission.
I would ask you to please report to Anne Fraser in Human Resources next week so that she may complete
the appropriate forms to ensure that you receive your severance pay and are registered in the government
database to qualify for possible future benefits.
On behalf of Rogers Battery Corp., I wish you all the best in your future endeavors.
Sincerely,
Belinda Costanza
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November 2004
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Termination 3: Employment – Sudden Closing
(print Employee Termination Letter on corporate letterhead)
December 1, 2004
All Employees
Allied Manufacturing Inc.
Head Office
650 Canal Street
Manchester, NH 03101
Dear [Name of Employee]:
I am profoundly sad to have to advise you that Allied Manufacturing is ceasing all production operations
effective immediately. You are therefore asked to clean out your desk and pick up your other personal
belongings and vacate the office building by noon today.
The decision to shut down operations has not been an easy one by any means. In fact, it was taken as a last
resort measure. As I’m sure you’re aware, the company has been struggling financially for some time now
and numerous measures have been introduced to try to improve efficiency and reduce costs. However, the
recent loss of the small parts and fastenings contract with the Air Force was the final straw. With that
revenue gone and no other replacement contract in the offing we cannot afford to operate, even under a
breakeven scenario.
I thank each and every one of you for your loyal service and your commitment to sticking it out over the
past year. Your efforts to try to turn things around are appreciated by the entire management team.
I want to assure you that we have made arrangements for most employees to receive a small severance
package to help through the transition to another job. To find out the details on that, or to inquire into any
other matters related to this termination, please call our special info-hotline at 1-800-650-6700.
With sincere regret,
Paul Holmes
President and CEO
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November 2004
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13 – ACCEPTANCE LETTERS
About the Templates
Acceptance letters are also referred to as “letters of acceptance”.
Acceptance Letter Templates Included
Acceptance 1: Offer of Employment
Acceptance 2: Community Service Appointment
Acceptance 3: Consulting Services Proposal
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Acceptance 1: Offer of Employment
(print Acceptance Letter on personal letterhead paper)
245 Washburn Ave.
Suite 955
Darien, CT 06820
December 10, 2004
Ms. Rosalind Rogers
Director, Corporate Communications
Better Logistics Incorporated
500 Riverside Road
Wilton, CT 06897
Dear Ms. Rogers:
In response to your "Letter of Offer" dated December 3, 2003, please regard this as my acceptance of your
offer for me to assume the position of Chief, Publishing Services at BLI.
I appreciate you getting back to me so soon after the interview process. As discussed at the interview, I will
be available to report to work at BLI on Monday January15, 2004. As I explained at that time, I have
already committed to conducting a staff training seminar in my current position during the first two weeks
in January.
I really appreciate your offer and am very pleased to be able to accept. I very much look forward to working
with you and the rest of the communications team at BLI.
If you or anyone else at BLI would like to discuss anything with me prior to January 15th please feel free to
call me at Pharmex anytime at 546-3478.
Yours sincerely,
Wendy Crichton
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Acceptance 2: Community Service Appointment
(print Community Service Acceptance Letter on personal or business letterhead paper)
397 Washburn Ave.
Concord, NC 28024
October 13, 2004
Mr. Ronald Whitcombe
Director Of Business and Neighborhood Services
City Hall
City of Concord, NC 28026-0308
Dear Mr. Whitcombe:
Re: Business-Community Partnership Committee
I was surprised and humbled when I received your recent invitation for me to become the first Chairperson
of your new Business-Community Partnership Committee. I am honored by your offer.
After some soul searching and an examination of my personal and professional commitments I have
decided to accept your offer on a one year trial basis. By the end of that year I will know whether I am able
to juggle the work of your committee with the other priorities in my life. I hope this trial period will be
acceptable to you.
Should you concur with my condition, I will be available on November 1st to start assembling a list of
suggested committee members for your consideration. One of my first priorities would be to draft a terms of
reference for the committee.
I truly appreciate your offer and trust that you will be able to accept my one year trial condition. I look
forward to working with you and the rest of the City’s management team.
Please feel free to contact me at 345-5678 if you would like to discuss any of the details of the appointment.
Yours sincerely,
Bradley Fleet
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November 2004
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Acceptance 3: Consulting Services Proposal
(print Proposal Acceptance Letter on business letterhead paper)
October 10, 2004
Ms. Margaret Wainwright
Senior Partner
Wainwright and Bryson Consulting Inc.
Brentwood Place, Suite 8-500
1501 W. Church Street
Lewisville, TX, 75029
972-219-3400
Dear Ms. Wainwright:
Re: Community Attitudinal Survey – City Services
The purpose of this is to advise you that your firm, Wainwright and Bryson Consulting Inc. has been
selected as the successful bidder in response to our recent request for proposals for the “Conduct of an
Attitudinal Survey Regarding the Provision of City Services”. I congratulate you on your successful bid
The selection committee was impressed by the overall quality and depth of your proposal. As your lead
contact for this project I look forward to working with you in ensuring that the survey is completed by the
end of this calendar year and the report tabled by January 31, 2005.
I suggest you call me as soon as possible so that we can set up a project initiation meeting. If you can’t
reach me through the main number, please feel free to call my mobile number at (972) 218-3545.
Yours sincerely,
Frank Schuller
City Manager
cc:
Brenda Wallace
Director, Contract Administration
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November 2004
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14 – DONATION LETTERS
About the Templates
Donation letters are also referred to as “fund-raising letters”.
Donation Letter Templates Included
Donation Letter 1: Community Project
Donation Letter 2: Self-Supporting Organization
Donation Letter 3: Charity For The Homeless
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Donation Letter 1: Community Project
(print Donation Letter on company letterhead paper)
November 30, 2004
To Customer List
Customer Address Line 2
Customer Address Line 3
Customer Address Line 4
Dear [Customer Name]:
Will You Join Me In Protecting Our Community?
I am sending this to you as a fellow member of the Pinewood Acres community. I’m sure that you must
value living in such a quiet and peaceful neighborhood as much I do.
You know, sometimes in order to keep one’s community “quiet and peaceful” one has to take action.
That’s what this letter is all about – taking action – community action.
By now, via media reports and word of mouth you must be aware of the significant increase in house breakins in this neighborhood over the past couple of years. In fact, the break-in rate has more than doubled over
the past two years. According to the police this is just a sign of the times as the economic downturn
continues and local businesses and factories continue to close their doors for good.
As you may know, a local Community Action Committee has been meeting over the past two months to try
to find ways to reduce the break-in rate in Pinewood Acres. Last week they released their recommendations
on how best to combat that problem. Their primary recommendation calls for increased police and security
patrols to supplement the local Neighborhood Watch program. They estimate that the extra cost to double
nighttime (after dark) security patrols by Secure Inc. will be in the range of $15,000 to $20,000 per year.
Unfortunately, this amount is not included in this year’s municipal budget allocation and there are no
additional funds available.
Therefore, as a concerned member of this community I have decided that my business will take the lead in
assisting with this year’s security control budget. Accordingly, Branscombe’s Hardware will donate $1 for
every $2 raised in the community to cover the additional security costs.
I urge you to join me today in supporting this worthy cause for our common good. To make your donation
today you can drop in to either one of our two stores and deposit your donation in the boxes provided near
the front cashes. If you can’t make it to the store, please send a check or money order, made out to “CAC
Security Patrol” and mail it to the address listed at the top of this letter.
Together, we can make sure that Pinewood Acres continues to be “a better place to live”.
Yours in community spirit,
Gerry Cartwright
President and Owner
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November 2004
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Donation Letter 2: Self-Supporting Organization
(print Donation Letter on company letterhead paper)
November 20, 2004
Dear Past Supporter,
Where there is a will there is a way.
As our valued friend and past customer, we thank you for your encouragement and support which continues
to inspire us to overcome our disabilities and gain independence by painting with our mouth or foot.
It is with pleasure and pride that we forward to you our new selection of festive greeting cards and
calendars. All items have been reproduced from original work painted by talented artists who are unable to
use their hands due to illness, injury, or birth defect.
The price for the complete set of six cards with envelopes is $19.95. We hope you enjoy this year’s
selection and decide to buy it.
You are, of course, under no obligation to buy. Should you decide to purchase, your contribution will be
vitally important to us and will help us continue with our self-supporting work.
We trust that you are pleased with this year’s offering and we thank you in anticipation of your remittance
for the enclosed cards and for any order you might make for additional products that we offer for sale in the
brochure.
May the warmth of the holiday season surround you and yours with love and happiness.
Gratefully yours,
Sandra Mathews
Mouth Painter
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November 2004
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Page 147
Donation Letter 3: Charity For The Homeless
(print Donation Letter on organization’s letterhead paper)
December1, 2004
Dear Friend of the Homeless,
Did you know that only $1.97 will feed a hungry person in our community this Holiday Season?
That’s right! It will cost just $1.97 to provide a complete Christmas dinner to one of the over 7,000
homeless people we expect to serve over the holiday season this year. That’s in addition to the 57,000 hot
meals and other vital services we expect to supply over the entire winter.
Please send the best gift you can this year to provide our traditional Christmas dinners on December 19th, or
for the many thousands of hot meals we will serve over the winter. Your gift can also help provide safe
shelter, spiritual guidance and other essential services for men, women and children in need.
We truly appreciate all you have done to help us in the past to help us care for and bring God’s love to the
needy men, women and children of our community. We thank you in advance for standing with us once
again as, together, we offer hope to the less fortunate.
Blessings of the season to you and yours,
Dorothy Merriwether
Executive Director.
P.S.
This annual Christmas fund-raising appeal is vital to our work here at the Mission. Please help us feed and
care for those who are hungry and homeless by sending your gift today. Thank you!
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 148
15 – CONDOLENCE LETTERS
About the Templates
Condolence letters are also referred to as “sympathy letters”.
Condolence Letter Templates Included
Condolence 1: Death of Colleague’s Father
Condolence 2: Death of Employee
Condolence 3: Death of Long Time Customer
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 149
Condolence 1: Death of Colleague’s Father
(Ideally, a personal Condolence Letter should be hand-written)
175A Fairmont Ave.
Toronto, ON
M5W 1F2
August 18, 2004
Dear Robert:
I would like to express my sincere condolences on the recent passing of your father. Pamela and the
children also send their thoughts and prayers to you and your family at this difficult time.
Although I didn't know your dad that well, on the half dozen or so occasions that I spent time in his
company over the years, I did come to realize his great kindness and compassion towards those less
fortunate than him. And I do know that he was very highly respected throughout this community and
profession, and his good works changed the lives of many.
You were truly fortunate to have such a man as a model in your life.
As you know, it was not that long ago that my own father passed away, so I have some idea of what you
and your family are going through. No comfort is quite enough to replace the loss.
Please pass my deepest sympathies on to your mother, and brother, and sister, and to all of your father's
grandchildren.
Very sincerely,
Gord Henderson
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November 2004
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Condolence 2: Death of Employee
(print Condolence Letter to employee's family on corporate letterhead)
November 15, 2004
Mrs. Edith Hampton
4575 Village Drive
Seattle, WA 98105-5032
Dear Mrs. Hampton:
I was deeply saddened to learn of Frank's death and I would like to express my sincere sympathy to you and
your family on behalf of the senior management team here at Interconnect Corp. Your husband was highly
respected by managers and employees alike throughout the entire company. He was regarded as a visionary
leader by anyone who ever worked with him.
Frank's contributions to this company during his 27 years of dedicated and selfless service were many and
varied. In the early years he was a major part of our initial expansion overseas, and a number of the offices
he set up in Europe are still operating very successfully. In recent years Frank was a key player in our
transformation to full digital technology, a move which catapulted us into a leadership position in the
industry. Believe me, his contributions to this company will not be forgotten.
Please accept my heartfelt condolences at this difficult time and I ask you to please pass these sentiments on
to your children. Your husband was a remarkable man in many ways. Knowing him personally as I did for
many years, I am well aware of the difference he made in the lives of many people, both here in the
company, and in his private life. He will be missed by many.
With sincere sympathy,
Charles T. Simpson
President and CEO
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November 2004
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Condolence 3: Death of Long Time Customer
(a business Condolence Letter can be hand-written or on company letterhead)
November 16, 2002
2698 Stonehearst Ave.
Toronto, ON
H4S 7Y6
Dear Robert:
I would like to express my sincere condolences on the recent passing of your father. Veronica and the
children also send their thoughts and prayers to you and your family at this difficult time.
I can still picture in my mind’s eye, that day over 30 years ago, when your Dad brought you into the store
for the first time. You got so excited when he bought you that 10-speed racer I was afraid you were going
to hurt yourself when you charged out into the parking lot. You should have seen the smile on your Dad’s
face as you raced off for home! He was one proud father.
As I believe you are aware, your Dad and I grew up together and went to the same high school. Later, his
young family became my valued customers. Over the years, I saw your father grow into a hard working and
highly respected member of this community. When the two of us worked together on various community
projects, I was often in awe of his truly caring nature and the great kindness and compassion he extended to
those less fortunate than himself. I know that his good works changed the lives of many in this town.
He will be missed by all of us. You were fortunate to have such a man as a model in your life.
As you know, it was not that long ago that my own father passed away, so I have some idea of what you
and your family are going through. No sentiment of comfort is quite enough to replace the loss.
Please pass on my deepest sympathies to your mother and the other members of the family.
Sincere sympathy,
Jack Hutchinson
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November 2004
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Page 152
16 – APPRECIATION LETTERS
About the Templates
Appreciation letters are also referred to as “letters of appreciation”. Appreciation
letters are simply another type of “thank you letter”, but they tend to be a bit more
formal and businesslike.
Appreciation Letter Templates Included
Appreciation 1: Professional Assistance
Appreciation 2: Use Of Facilities
Appreciation 3: Guidance and Support
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Appreciation 1: Professional Assistance
(print corporate Appreciation Letter on corporate letterhead)
November 30, 2004
Mr. David Kimberly
Director General, Civil Aviation
Government of Seychelles
10 Island View Parkway
Seychelles
Dear David,
I would like to take this opportunity to express my heartfelt thanks to you for your very active participation in our
recent conference in Montreal on the "future of aviation". The Chairman and Board Members have also asked me to
pass on their sincere appreciation for your efforts in supporting the Institute in this important undertaking.
Your skill in chairing the controversial panel on "The Role of Developing Countries in the Future of Aviation
Management" was very much appreciated by those representing all sides of that extremely sensitive topic. As well, we
have received numerous post-conference requests for the paper you delivered on "The Critical Issue of Cooperation
Between Airlines and Airports." It appears that you may have penned a best-seller with that one!
On both a professional and a personal level, I really appreciated the time that the two of us were able to spend together
for fun and reflection during conference down times. I certainly learned a lot about the unique aspects of aviation
operations in your part of the world (not to mention the things you taught me about the backhand on the squash
court!).
We are currently hard at work producing the "Compendium of Conference Proceedings" document, and we expect to
be sending it out to all participants early in the new year.
Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have
been the success that it was without your presence.
Please keep in touch, and drop in and visit us whenever you are in this part of the world.
Very sincerely,
Peter Smithfield
President and CEO
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November 2004
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Appreciation 2: Use Of Facilities
(print this type of Appreciation Letter on corporate letterhead stationery)
May 15, 2004
Ms. Jessica Patrick
Senior Curator
American Museum of Sports
505 Hudson Avenue
Suite 2805
New York, NY
01253
Dear Ms. Patrick:
The purpose of this is to sincerely thank you for the assistance and cooperation that you and your staff
afforded us last week when we were filming at your museum.
We are well aware that the three days we spent there was not easy for you or your museum visitors. We can
only hope that the quality and message of the final product will allow people to forgive all of the disruptions
that we caused to the normal routine of the museum.
Hopefully, the fact that 10% of the proceeds from this documentary will be donated to the U.S. Olympic
Committee will help our cause a little bit. Naturally, all of us working on the film believe that the
disruptions during its making will be well worth the trouble if it helps us spread the word about this
country’s many great “drug free” athletes.
As I mentioned to you, the producers are planning to give the museum special credit at both the beginning
and end of the film. In addition, the museum will be mentioned as a supporter and partner in all major
promotional material, and its logo will appear on all posters.
Again, thanks very much for your cooperation and support.
Yours sincerely,
Veronica Lacosta
Senior Production Co-ordinator
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November 2004
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Appreciation 3: Guidance and Support
(type corporate Appreciation Letter on corporate letterhead paper)
708 Sparks Street
University Park, PA
16804-3000
January 12, 2004
Mr. Grant Defalco
Assistant Principal
Magnolia High School
709 Hickory Street
Martinsville, WV 26155
Dear Mr. Defalco:
I’ve been meaning to write this letter to you for a long time now but things have been so busy getting
started at College that I haven’t been able to get around to it until now. I apologize for the delay.
I just want you to know how grateful I am and how much I truly appreciate all of the assistance and support
you gave me while I was applying for college admission last year.
The advice and guidance you gave me when you reviewed a number of my draft admission essays was
invaluable. It allowed me to revise and refine them to the point where I was able to submit high quality
essays and personal statements to all of the schools to which I applied. I’m not sure if you heard, but I was
accepted into three different programs out of the five to which I applied. Thanks to your help!
Also, the letter of recommendation you wrote was second to none. I know for a fact that it made the
difference at two of the schools to which I applied, including Penn State where I finally decided to attend. I
am now in their Liberal Arts Program and am taking electives that I hope will eventually lead to postgraduate studies in Journalism.
I’m hoping I will have an opportunity to drop in and see you at MHS when I come home for the mid-winter
study break. If I can help you in any way at that time I would be happy to do so.
Thanks again for your kind and generous support. You will never know the degree to which your influence
has shaped my life.
Yours in gratitude,
Shane Pearson
Class of 2002
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November 2004
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17 - INVITATION LETTERS
About the Templates
Invitation letters are also referred to as “letters of invitation”.
Invitation Letter Templates Included
Invitation 1: International Conference
Invitation 2: Speaker Invitation
Invitation 3: Special Customer Invitation
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Invitation 1: International Conference
(Invitation Letters can be hand-written or printed on corporate letterhead)
June 20, 2004
[Graduate Name]
[Address Line 1]
[Address Line 2]
[Address line 3]
[Address line 4]
Dear [Name of Graduate]:
Over the past 10 years, you and over 4,500 of your colleagues have joined the MTIA global family. Since
then you have become our best spokespersons in over 175 countries around the world and we thank you for
that.
To celebrate this together, we have organized the MTIA 10th Anniversary Aviation Executive Conference
on October 8 to 10 2004. As a participant you will be able to take part in our Very Special Anniversary
Program, or VSAP as we call it. That program will bring together top industry figures who will be speakers
or serve as panelists.
VSAP also stands for Very Special Anniversary “Party”! In conjunction with the conference, the Institute
will be hosting a number of social and networking events. These will give you the opportunity to connect
with fellow graduates and share how you have integrated your MTIA training experiences into your day-today professional activities.
Held in Montreal, the international aviation capital of the world, this VSAP promises to be a unique
experience. You really can’t afford to miss it! So you had better register right away. And remember, if you
register before August 1st you can deduct $US 100 from the $US 525 basic Executive Conference
registration fee.
We hope that you’ll join us at this important international aviation event. The staff and I are looking
forward to personally welcoming to you to this world class event.
Patrick Crampton, M.Sc.
President and Chief Executive Officer
P.S.
Make sure to check our Web site at www.mtia.org for regular updates on the conference. Beginning August
15th we’ll be posting a running list of the latest confirmed conference participants.
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November 2004
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Invitation 2: Speaker Invitation
(Invitation Letters can be hand-written or printed on corporate letterhead)
April 15, 2004
Mr. Roger Moriarity
Executive Director
Children With Disabilities Foundation
430 Smithson Drive, Suite 500
Chicago, IL 32956
Dear Mr. Moriarity:
The purpose of this letter is to formally invite you, on behalf of the Board of Directors, to be the Closing
Keynote Speaker at the upcoming 2004 IDCRI Conference.
The theme of this conference is "Disabling the Disability - Looking It Straight In the Eye".It will be held at
the Mountainview Conference Facility, in Montpelier, Vermont from November 3 to 5, 2003.
For you information, Susan Crutchlow of Taming the Environment will be the opening Keynote Speaker.
The provisional title of her presentation is "The Disabled Environment - Can We Help It?". We will forward
a complete draft speaker program to you in a couple of weeks to give you an idea of the specific subjects
that will be covered by the other speakers.
We expect attendance this year to be the highest ever; in the area of 2,000 delegates and 150 speakers. This
includes a large contingent from our new European Chapter that is based in Geneva. You may have hearsd
that Dr. Walton Everinson will be presenting a major paper on his latest research into "Genetic
Reengineering". We are already receiving inquiries from all over the world about Dr. Everinson's
presentation.
In closing, we would be pleased and honored if you would consent to be our closing speaker at the 2003
ICDRI Conference.
I will call you in a week or so to follow up on this.
Yours sincerely,
Richard Bagnall
Executive Director
International Disabled Children Research Institute
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Invitation 3: Special Customer Invitation
(print customer relations Invitation Letters on business letterhead paper)
December 20, 2004
Mrs. Brenda Brewer
1541 Notre-Dame West
Suite No. 7
Montreal, QC
H3C 1L2
Dear Mrs. Brewer:
Re: Private Preview Showing – Spring Collection 2005 – Ticket No. 798435-2
As one of our longtime valued customers we would like to invite you to our special Private Preview
Showing of our Spring Fashion Collection for 2005.
The showing will take place at our downtown store at 4550 Sherbrooke St. West, Monday evening,
February 20, 2005 from 7:00 pm to 11:00 pm. Limited free parking will be available in our parking garage
on the Mountain Street side of the store.
In addition to the continuous fashion show that will be running all evening long, there will be a number of
spring merchandise draws, as well as a door prize for a $2,000 unlimited shopping spree. So, don’t miss out
on the fun!
For entry into the show and to be eligible for any of the draws you will be required to produce this original
invitation with your ticket number printed on it.
In order that we may plan for snacks and refreshments appropriately, if you plan to attend, we ask you to
please call Danielle Laporte at (514) 982-7593 and advise her by February 10th.
Please note: If Danielle doesn’t hear from you by Friday, February 10th we will assume that you are not
attending the show and we will issue your ticket number to someone else.
Everyone here at The Fashion House looks forward to meeting you and sharing our Spring Collection with
you at our Preview Private Showing.
Yours sincerely,
Susan Rodgman
Show Coordinator
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18 – LOVE LETTERS
About the Templates
Love letters are also referred to as “romantic letters”.
Love Letter Templates Included
Love 1: Someone You’ve Known For A While
Love 2: After A Special Evening
Love 3: Separated By Travel
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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November 2004
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Love 1: Someone You’ve Known For A While
(hand-write or print Love Letter on personal or plain stationery)
1735 Stanton Ave.
Richmond, VA 22045
May 15, 2004
My Dear Cheryl,
Loving you is so easy.
There are so many reasons why I love you…
The little things you do, the simple gestures you make, the feelings and thoughts that you share with me. I
adore the way you look, the way you move, and your infectious smile.
There are so many things to love about you!
Do you know I love it when you daydream and you think no one is watching?
Do you know I love the way your eyes sparkle when you tell a funny story?
Do you know that I love the shape of your ears?
Do you know I love to watch you sleep?
I could go on and on.
It's important to me that you know that I love you - and how much I love you.
So whatever it is that you are doing, thinking or saying, as you go about your day -- know that I am there
with you, loving you.
Much Love,
Nathan
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Love 2: After A Special Evening
(print Love Letter on personal or plain stationery)
11017 Ashley Dr.
Rockville, MD 21547
September 5, 2004
Dear Robert:
I was just reminiscing about Saturday evening; it was such a perfect night.
The subtle breeze made me shiver from time to time, but I'm so glad they had a table for us outside. What a
wonderful way to spend an autumn evening.
Sitting across the table from you, listening to your fascinating stories, I was mesmerized.
You're so passionate and intense when you speak of the things you love. I find that so attractive.
The wine you selected was perfect. Sipping it from the delicate glass enhanced the taste and it warmed my
body as it filled up my insides.
Dinner was sumptuous. The pasta was so flavorful; I savored every bite, sucking each strand of linguini
slowly through my pursed lips as I listened to you speak.
It was a luscious meal, and you were a delicious date.
I loved it after dinner when we sat there gazing into each other's eyes sipping our wine. After each sip, the
subtle taste of wine lingered on my lips, and I licked them so slowly, catching every last drop. And when
you touched my lip with your finger, capturing that one drop of wine that I missed, and then licked your
finger, a tingling sensation flooded my entire body.
After dinner, as we walked along the sidewalk hand-in-hand, I realized just how much I love being with
you, sharing a meal with you, talking with you, and being a part of your life.
Love and affection,
Diana
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November 2004
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Love 3: Separated By Travel
(print Travel Love Letter on personal, plain, or hotel stationery)
Hotel Pierre
Fifth Avenue at 61st Street
New York, NY, U.S.A. 10021
(212) 838-8000
My Dearest Catherine,
Even though we’ve only known each other for a few months I have absolutely no doubts in my heart how
much you already mean to me. I just wish you were here with me right now, so I could hold you tight and
look deep into your eyes and tell you how much I love you.
I can hardly bear to think that I won’t be able to hold you close for another 10 days. I wish my job didn’t
involve so much travel.
Catherine, I know that this waiting game is difficult for you too. At least you have your job, family and
friends to help keep your mind off our separation. But I know that it’s still not easy for you either.
Late at night is the bleakest time to be without you. The solitude and silence of my hotel room is almost
deafening as thoughts of you endlessly invade my consciousness.
I swear I can sometimes feel your touch as if you were right here with me. The faint smell of your perfume
on my pajamas keeps me awake late into the dark and endless night.
Catherine, it hasn’t always been easy since we met but we’ve somehow overcome all of the obstacles we’ve
faced. I believe that’s because we’ve faced them together with the strength of our love empowering us, each
and every time.
As someone once said “love conquers all”. Now that I know you, I truly believe that saying for the first
time in my life. In fact, it seems that we get ever stronger with each hurdle we overcome together.
I must try get some sleep now my love. I have a big day tomorrow.
I will think of you in my dreams. I will dream of when I will be holding you in my arms once again,
tenderly kissing your lips and pressing my eager body against yours.
With much love and anticipation,
Charles
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November 2004
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Page 164
19 – LETTER OF INTENT
About the Templates
Letters of intent are a clear expression of one’s specific intent to do something.
Letters of intent are often confused with “letters of interest”. Refer to the samples in
the next section to see the differences between the two.
Letter of Intent Templates Included
Intent 1: Research Project Support
Intent 2: Homeschool
Intent 3: Scholarship Application
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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November 2004
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Page 165
Intent 1: Research Project Support
(Print Letter of Intent to support research on company letterhead paper)
August 25, 2004
Professor Glenn Davies
Chairperson
Research Projects Review Committee
Department of Advanced Technology
University of Colorado at Boulder
Boulder, Colorado 80309
Dear Professor Davies:
Under the terms of the SyncroChip Program for the academic year 2004-05, it is the intent of R. J.
Dittweller Industries International Inc. to support the research project Development of Photon Microchip
Protocol proposed by Professor Brian Johnson, Ph.D. of the University of Colorado at Boulder.
We intend to make the following contributions on a cost-sharing basis with the University of Colorado in
the form of direct gifts and contributions in kind:
Cash:
$150,000.
Equipment:
Unlimited access to our R & D. Laboratory and equipment, as available.
In Kind:
Support and advice from our research scientists, by formal written request, on an “as
available” basis.
The technical liaison person representing our company for this project will be Dr. Vivien Wong, Senior
Research Scientist (303) 492-1567. Financial matters related to the project will be handled by William
Crandell, Director of Research and Development (303) 492-2135.
Please have your staff contact them directly as appropriate.
Sincerely,
Bradley Scorrar
President and CEO
cc: W. Crandell, Director, R&D
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Intent 2: Homeschool
(Print Letter of Intent to homeschool on personal stationery)
45 Rockwell Heights Dr.
Painesville Ohio
(403) 355-2590
August 1, 2004
Mr. Bradford Kindersley
Superintendent
Lakeland District School Board
30 Park View Drive, Suite 530
Painesville, Ohio 44077
Dear Supertindent Kindersley:
As required by your Board, this letter is to advise you that we intend to homeschool our child in Grade 7
during the 2004-2005 school year.
Student Name:
Student Address:
Student Town:
Student DOB:
Russel Bryant
45 Rockwell Heights Drive
Painesville, Ohio
Nov. 14, 1994
Attached is a preliminary curriculum list of books and materials we intend to use.
However, we reserve the right to change or replace curriculum materials at any time in order that we might
achieve the desired academic goals while being responsive to our child's needs and abilities.
We look forward to receiving your written acknowledgement. Should you have any questions or comments,
we can be reached at the above address and phone number.
We do not authorize the release of any information contained in this notice except as specifically provided
by law. By this notice we are not waiving our rights under the United States and/or Ohio constitutions as
amended.
Sincerely,
____________________
Herbert Bryant
___________________
Susan Carter-Bryant
attach. (2)
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Intent 3: Scholarship Application
(Print Letter of Intent to apply for scholarship on personal stationery)
1225 East 18th Street
Suite 1530
New York, NY 10002
August 12, 2004
Mr. Robert Preston
Office of Admissions
Graduate School of Public Service
New York University
295 Lafayette Street,
New York, NY 10012-9604
Dear Mr. Preston:
This letter is to inform you that I intend to submit an application for the 2005-2006 Mayor’s Graduate
Scholarship Program (MGSP).
I have been an employee of New York City for 16 years. I have already applied for admission into your
Master’s Program in Public Service Studies program for the Fall Term, 2005. I will be submitting my
MGSP application in conjunction with that program, shortly.
I would ask you to please give serious consideration to my application for both your graduate program and
the MGSP scholarship.
If you have any questions regarding my applications, please don’t hesitate to contact me at (212).987-6534
during business hours or at home at (212) 988-5432 at other times.
Thank you for your kind consideration.
Sincerely,
Janet Fraser
cc: Mayor’s Graduate Scholarship Program
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Page 168
20 – LETTERS OF INTEREST
About the Templates
A letter of interest expresses one’s interest in something. Letters of interest are often
confused with “letters of intent”. Refer to the samples in the previous section to see
the differences between the two.
Letter of Interest Templates Included
Interest 1: Joint Project Participation
Interest 2: Development Project
Interest 3: Employment
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 169
Interest 1: Joint Project Participation
(Print Letter of Interest for joint project on corporate letterhead)
December 2, 2004
Ms. Karen Federer
Head of the Innovation Remote Sensing Centre
Canada Centre for Remote Sensing
1600 Preston Street
Ottawa, ON
K1A 0Y7
Dear Ms. Federer:
Re: Letter of Interest to Participate in the Innovation Remote Sensing Centre Program
This letter is to confirm that Masterson Geomatics Inc. is interested in participating in your Innovation
Remote Sensing Program.
We would be interested in discussing with you the development of satellite-based geographic information
systems (GIS) database technology and related products and services. We believe that application of the
concepts used in the preliminary SENSIS model that we have designed will allow the energy exploration
sector to significantly accelerate the detection of subterranean energy reserves, through enhanced satellitebased remote sensing.
We believe that our SENSIS model employs a unique and highly cost-effective approach that has not yet
been applied by anyone else in the world. Please refer to the attached SENSIS feasibility overview for
additional information.
We understand that, based on your review of the attached paper, you will determine if relevant expertise is
available within CCRS to support this project and you will evaluate CCRS’ initial interest in participating in
this project.
We look forward to hearing from you whether our company can proceed to developing a proposal for a
collaboration between Masterson Geomatics and CCRS.
Sincerely,
Charles Webber
President and CEO
attach.
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November 2004
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Interest 2: Development Project
(Print Letter of Interest for project participation on corporate letterhead)
March 15, 2004
Mr. Raymond Fielding
President
Campus Renaissance Inc.
1850 Highridge Road
Columbus, Ohio 43201
Dear Raymond:
Mitchell-Maxwell and Timberline Properties are pleased to submit herewith our letter of interest to
participate in your campus neighborhood redevelopment project.
Since being invited to address this exciting opportunity, our team members have collaborated to produce a
preliminary plan that we believe will energize the neighborhood, strengthen the University community, and
produce long-term benefits for the entire City of Columbus.
As you know, we are a team based in the region with the ability to closely and intensively shepherd the
transformation of our plan into reality. We are also a team comprised of members who have already worked
together on a number of successful projects and who have come together, not for tactical reasons, but as a
product of the enormous confidence which we already have in one another. Finally, we are a team with lead
partners within which accountability for results will not be delegated.
In the weeks ahead, we look forward to hearing comments from Campus Renaissance and the community at
large about our preliminary proposal, which is clearly a 'work in progress' and which can only be improved
by input from those stakeholders who care the most about the area in question. We therefore look forward
to using that input to develop a comprehensive integrated final development plan.
Thanks for giving us the opportunity to participate.
Sincerely,
____________________
Roy Gooding
Mitchell-Maxwell
Instant Letter Writing Kit
____________________
Mary Louise Lasser
Timberline Properties
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November 2004
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Page 171
Interest 3: Employment
(Print Letter of Interest for employment on personal stationery)
435 Mountain Road
St. Paul, MN 55452
November 24, 2004
Ms. Emily Bronson
Employment Services Recruiter
Illinois State University
Department of Administrative Services
Normal, IL 61790
Dear Ms. Bronson:
Please consider me an interested candidate for the Office Administrative Assistant position that is
advertised on the university’s Human Resources Web page.
As you will see when you review the enclosed resume, my background in software is extensive. I am
knowledgeable in many types of spreadsheet and database applications. I also have several years of clerical
experience which has given me the opportunity to develop good customer relations and communication
skills. My previous experience has taught me how hard work, dedication and perseverance are essential
when completing a task or project.
As your employee, I would welcome hard work, be willing to learn new skills, be mindful of details, and
stay on top of the latest software. I pride myself on my dependability and ability to work well with others.
I would very much appreciate an opportunity to work at Illinois State University. Please call me at (651)
226-5962 arrange an interview at your convenience. Thank you for your time and consideration.
Yours sincerely,
Nancy Carmichael
encl.
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November 2004
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Page 172
21 – LETTERS OF CREDIT
About the Templates
A letter of credit is an official statement, normally from a financial institution or
government body, that guarantees the financial standing of a company or individual,
subject up to specific stated limits.
Letter of Credit Templates Included
Credit 1: Public Improvement Project
Credit 2: Home Owner’s Association
Credit 3: Offshore Export Transaction
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 173
Credit 1: Public Improvement Project
(Print Bank Letter of Credit on bank letterhead paper)
LETTER OF CREDIT
July 1, 2004
City of West Waterford
Community Development Department
Engineering Branch
1310 New Capital Avenue
West Waterford, CA, 95593
Subject: Letter of Credit for Jackson Brothers Construction Inc.
Project A-045-595-23 – Upgrade and Repave Parking Lot – Larkin Building
To Whom It May Concern:
Please be advised that we have placed a hold on the line of credit of Jackson Brothers Construction Inc.
in the amount of $650,000 for the benefit of the City of West Waterford for the work related to the abovenoted public improvement project.
This hold is effective July 1, 2004 and will remain in effect until the work is completed and approved by
the City of West Waterford.
Chambers Bank will secure said funds as a guarantee to the City of West Waterford for completion of the
named public improvements in accordance with City permits.
Funds guaranteed by said line of credit will only be restored to Jackson Brothers Construction Inc. after
Chambers Bank has received written confirmation from the Director of Community Development of the
City of West Waterford that said improvements have been satisfactorily completed in accordance with the
approved construction permit.
Chambers Bank agrees to disperse funds from the line of credit to the City of West Waterford upon written
demand of the Director of Community Development, accompanied by the statement that conditions of the
construction permit have been violated. This is an irrevocable commitment of funds which is not subject to
recall by Jackson Brothers Construction Inc.
Sincerely,
We Concur with this agreement:
_______________________
John Livingstone
Corporate Credit Department
_________________________
Fred Jackson
President
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Credit 2: Home Owner’s Association
(Print Municipal Letter of Credit on Municipal letterhead paper)
LETTER OF CREDIT
October 31, 2004
Treasurer
West Beach Homeowner’s Association
1500 Bayview Drive
West Beach, CA 95430
Dear Sir or Madam:
Re: Irrevocable Letter of Credit No. B-04-578379
We hereby establish our irrevocable Letter of Credit in favor of the West Beach Homeowner’s Association,
a California Corporation (Association) for an amount up to one million Dollars ($1,000.000.) for the
account of West Wind Developments Ltd. (Sub-divider) securing Sub-divider’s obligation to pay Working
Capital Funds to the Association in accordance with the Agreement for Payment of Working Capital as
required by the California Department of Real Estate.
Your draft must be accompanied by the following statement executed by an officer of the Association and
dated:
The Sub-divider has failed to deposit Working Capital Funds with the Association for every
lot or unit, title to which is held by Sub-divider a, as of November 30, 2004, a date six
months following the first conveyance of a lot or unit in the subdivision in accordance with
the attached Agreement for the payment of Working Capital.
It is a condition of this Letter of Credit that it shall be deemed automatically extended without amendment
for one year from the present or future expiry date hereof unless, sixty days prior to such expiration date, we
notify the Association in writing that we do not intend to renew this Letter of Credit. Upon receipt of such
notice, you may draw hereunder by your sight draft accompanied by our statement signed by an officer of
the Association that:
We hereby certify that we will hold or disburse funds to discharge the obligation of the Subdivider to deposit Working Capital Funds with the Association pursuant to the attached
agreement.
Drafts drawn under this Letter of Credit must bear its number and date. Partial draws are permitted.
We engage with you that all drafts drawn under and in compliance with this Letter of Credit will be duly
honored on delivery of original certification and the original of this Letter of Credit for endorsement of
amounts drawn, if presented at this office on or before October 31, 2005, or any automatically extended
date as set forth herein above.
This credit note is subject to the Uniform Customs and Practices for Documentary Credits (1983 Revision)
International Chamber of Commerce publication.
_________________________
William Nesbitt
Vice-President Corporate Credit Transactions
First International Bank
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November 2004
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Page 175
Credit 3: Offshore Export Transaction
(Print bank sponsored Letter of Credit on bank letterhead paper)
LETTER OF CREDIT
To: AMCO Exports Ltd.
235 Industrial Parkway
Bangkok, Thailand
Date:
January 30, 2005
Ref. No:
OEB-567-05
Dear Sirs:
We have been requested by the Offshore International Bank, Boston, Mass. to advise that they have opened
with us their irrevocable documentary credit number OEB-876-05 for the account of ABC Imports Ltd., in
your favour for an amount not exceeding thirty-five thousand U.S. dollars (USD $35,000) .
This amount will be made available by your draft(s) on this bank at sight for full invoice value accompanied
by the following documents:
1. Signed commercial invoice in three (3) copies indicating the buyer’s Purchase Order No. A04-201
dated January 1, 2005.
2. Packing list in three(3) copies.
3. Full set of on board ocean bill of lading, plus (2) non-negotiable copies, issued to the Offshore
International Bank, Boston, Mass., U.S.A., marked “freight prepaid”, dated December 15, 2004, and
showing documentary credit number.
4. Insurance policy in duplicate for 110% CIF value covering Institute Cargo Clauses (A), War and Strike
Clauses, confirming that claims are payable in the U.S.A.
Covering:
200 cases of industrial tool dies, complete with installation assemblies.
Shipped from: Bangkok, Thailand
to
Boston, Mass., U.S.A.
Special Conditions:
1. All documents indicating Import License No. IPL-73259, dated January 15, 2005.
2. All charges outside U.S.A. are on beneficiary’s account.
Documents must be presented for payment within 15 days after the date of shipment.
Draft(s) drawn under this Letter of Credit must be marked with:
Drawn under documentary credit No. OEB-566-05 of the Offshore International Bank, Boston, Mass.,
U.S.A., dated January 30, 2005.
We confirm this credit and hereby undertake that all drafts drawn under and in conformity with the terms of
this Letter of Credit will be duly honored upon delivery of all documents as specified, if presented at our
offices on or before March 30, 2005.
Sincerely,
Jeremy Slater
Business Credit Department
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22 – MARKETING LETTERS
About the Templates
Marketing letters are sometimes confused with “sales letters” since they are quite
similar. Marketing letters are usually more general than sales letters and often
promote a concept or an event., whereas a “sales letter” normally focuses on
“making a sale” of a specific product.
Marketing Letter Templates Included
Marketing 1: Corporate Publicity Release
Marketing 2: Post-Conference Follow-Up
Marketing 3: Trade Show Industry Promotion
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 177
Marketing 1: Corporate Publicity Release
(print News Release Marketing Letter on corporate letterhead paper)
FOR IMMEDIATE RELEASE
BATT-TECH Productions Inc. Takes A New Name – Will Now Be Known As ACROBAT
Corporation
(Montreal, September 30, 2004) - Batt-Tech Productions Inc. is changing its corporate name to ACROBAT
Corporation. The change takes effect September 30, 2004.
Batt-Tech, a wholly-owned subsidiary of Hydro-Alliance, was established in 1994 to conduct pilot plant
activities related to the development of the lithium-nickel-polymer (LNP) battery. Prior to Batt-Tech,
Hydro-Alliance’s research institute had been conducting research and development into LNP technology
since 1979.
The new name is another step in the company’s plan to manufacture and commercialize its world-leading
LNP battery technology on a global basis. The re-naming follows the assembly of a new senior
management team during the past year. That experienced and market-savvy team was chosen to lead the
company as it prepares to launch its LNP battery products in the global marketplace over the next few
years. The first two industries targeted as potential major users of LNP batteries are the telecommunications
stationary power sector and the automotive electric vehicles sector.
“Adopting a new name is just a natural evolvement for us as we fast-track our unique LNP technology to
the marketplace”, stated Boris Cadet, President and Chief Executive Officer. He added, “The old name
served the company very well during the pilot program days and we will all be a little sad to leave it behind,
but it is now time for us to adopt a new image that will get us noticed in the global battery marketplace.”
Along with the new name, ACROBAT has embraced an entirely new corporate look, with a stylized logo,
as well as new company colors, both of which will define its new corporate signature on all company
documents and give it a distinctive identity in the marketplace.
ACROBAT Corporation is the world leader in the development of lithium-nickel-polymer battery
technology. LNP technology is widely recognized as the foremost in advanced solid-state battery design.
ACROBAT is currently perfecting its LNP batteries for use in stationary applications (telecommunications)
and in both HEVs (hybrid electric vehicles) and EVs (pure electric vehicles). Based just outside of
Montreal, Canada, ACROBAT plans to launch its automotive line of batteries by 2005, following a launch
in the telecommunications sector in 2003.
- 30 Information:
Pierre Colombe or France St-Michel, ACROBAT (450) 455-3262, [email protected]
David Dresden , DD Communications, (514) 327-8205, [email protected]
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 178
Marketing 2: Post-Conference Follow-Up
(print Marketing Letter Follow-Up Letter on corporate letterhead paper)
June 14, 2004
Colin Bissell
Manager of Membership Services
Anti-Drug Association of America
1908 North Battle Street, Suite 1500
Alexandria, VA 22314
Dear Colin:
It was great meeting you and getting to know a little bit about both you and ADAA at last week’s
NASADAD Conference in Reno. I trust that your return journey went well and that you are settled back
into the office routine (if such a thing is possible these days!). Although there were a few problems
associated with weak traffic flow at times, overall I was satisfied with our participation as an exhibitor since
I was nevertheless able to make quite a few quality contacts.
As I said last week, when I first came across the ADAA Web site a few months ago I definitely saw a fit
between “The Self-Destructive Use of Drugs” and AADA’s mission to “… build safe, healthy and drugfree communities”. In particular, I could very clearly see the poster being used as a marketing vehicle by
your organization, and also by your members. Not only does it convey a powerful and attention-grabbing
anti-drug message, but with AADA’s logo custom imprinted on the bottom-center, it would definitely give
your organization high profile visibility throughout your communities. As I assured you, once an
organization has a copy of this striking wall-hanging, it always gets hung in a prominent place.
At IDARI we truly believe that the message of “The Self-Destructive Use of Drugs” will have a significant
impact on reducing drug-abuse once it is hanging on thousands of walls throughout North America. Its
powerful and compelling depiction of the“mind-body-drug connection,” involving all of the major drug
groups, all in one place, is unique. Can you imagine the impact that this poster will have once it is hung on
the walls of every school, home, community center, government building, hospital, police station,
clubhouse, lunch room, medical clinic, sports facility, doctor's office, dentist’s office, military barracks,
library, etc., across this continent?
As for pricing; we would be happy to put together a custom quote for you once we know the exact
specifications of your order, in terms of artwork and, most importantly, quantity. Please let me know what
parameters you are considering and we will be happy to do a quotation for you.
Colin, I truly hope that AADA and IDARI will be able to work together to spread the anti-drug message of
“The Self-Destructive Use of Drugs” throughout communities across America. Please drop me a line or
give me a call when you would like us to prepare a quotation for you. I can be reached in Montreal at (514)
972-2019, or at [email protected]
Sincerely,
Tom Zachary
Vice-President, Marketing and Communications
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 179
Marketing 3: Trade Show Industry Promotion
(print Promotional Marketing Letter on product or corporate letterhead paper)
October 30, 2004
To all Editors and Publishers,
Come and See a Snapshot of our Latest Products!
Genoptik Laser Photo and its network of dealers in the United States, cordially invite you to drop by our
booth at PhotoPlus East for a close-up look at our latest technological breakthroughs in digital camera
technology.
eyesight twilight™ - Just released in September, this is the first digital camera product that enables
presentation of multiple exposures with a reliable preview image. Before this innovation it was impossible
to overlay a second exposure over another digital image. With twilight™ it is now possible to overlay
several images and display the resulting montage in preview mode before the final exposure is made.
eyesight winder™ - Also just released, this digital camera software is specially designed for the capture and
processing of either moving objects or still portraits. It allows the shooting and capture of multiple images
in sequence, at a speed of approximately one image per second for later review. Using winder™ the
photographer can later view all of the memory-stored images one shot at a time, in "digital contact sheet"
format, on a color computer monitor.
These leading-edge software modules are just the latest additions to Genoptik's line-up of products that
make its eyesight™ Digital Camera System. a world leader They are available to all users of the eyesight™
system whether they work in a PC or a Macintosh based environment.
2,004 good reasons to check us out!
Genoptik Laser Photo manufactured its 2,004th digital camera in 2004. These cameras are used by
professionals worldwide in the fields of: photography, prepress, archiving and, microscopy. The basis of
this technology is the ProgPic 4000 family of cameras that have evolved over the past decade. In 1994, the
ProgPic 4018 camera won the internationally recognized Seybold Award as best digital camera for
professional use.
The longevity of Genoptik Digital Camera Systems is legendary throughout the industry. All new
hardware and software developments made over the years have been designed compatible with the original
base products so that users of the very first modules are able to work with the latest technological advances
without changing their equipment.
Come and scan our products at Booth 929 and we will also give you an insider’s look at our latest
innovation, a revolutionary new Electronically Controlled Lens System.
Here’s hoping to see you at PhotoPlus East!
Victor Muehlen
Marketing Director, Genoptic Products
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 180
23 – REJECTION LETTERS
About the Templates
Rejection letters are sometimes referred to as “letters of rejection”. They are a
formal way to directly refusing a request that has been made by someone asking for
something.
Rejection Letter Templates Included
Rejection 1: Employment – Job Application
Rejection 2: College – Application Rejection
Rejection 3: Credit Application
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 181
Rejection 1: Employment – Job Application
(print Rejection Letter on corporate letterhead paper)
October 25, 2004
Mr. Donald Cameron
2950 Amherst Blvd., Suite 705
Richmond, VA 23223
Dear Mr. Cameron:
Re: Head of Security, Davidson Industries Inc., Washington, D.C.
I regret to inform you that your recent application for the Head of Security position at Davidson Industries
was unsuccessful.
Although you met all of the mandatory minimum qualifications for the position, the Interview Board chose
a candidate with considerably more experience than you currently possess. The chairperson of the Board
asked me to convey to you his thanks for your candidacy and to tell you that with a few more years of
diversified experience in the field you might well have been the successful candidate.
On behalf of Davidson Industries I thank you for your interest and effort, and I wish you all the best in your
future career endeavors.
Please don't hesitate to contact me at 342-9856 should you require further information.
Sincerely,
Marilyn Litwack
Senior Staffing Officer
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 182
Rejection 2: College – Application Rejection
(print Rejection Letter on corporate letterhead paper)
May 25, 2004
Ms. Charlotte Purie
155 Ashgrove Ave.
Ottawa, ON
K2G 0P9
Dear Ms Purie:
Your application for undergraduate studies at McGill University has recently been reviewed. We regret to
advise you that we are not able to offer you admission to the Bachelor of Arts program for the session
beginning in September 2004.
As you may be aware, McGill receives a large number of applications and admission is highly competitive.
Applications are reviewed taking into account all elements of the students dossier, including general level
of academic achievement, marks in specific prerequisite courses, and additional information that may have
been submitted. Given the overall high quality of our applicants, we are unable to offer admission to many
students who are qualified for university studies.
We realize that this decision will be disappointing and extend our best wishes for success in your future
endeavors.
Sincerely,
Angela Redfern
Director of Admissions and Recruitment
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 183
Rejection 3: Credit Application
(print Rejection Letter on corporate letterhead paper)
July 19, 2004
Darren Holmes
1605 Rue Canning
Montreal, QC H2D 1L3
Dear Mr. Holmes:
Thank you for submitting your recent application for credit. Unfortunately, we are not able to approve your
request at this time.
Many of our customers in this situation find that understanding the reason(s) for our decision helps them to
identify suitable alternatives. Our decision in this case was based on:
§
§
Information provided which indicates that the business may not be able to handle the proposed debt;
Our assessment that the projections provided need to make more provision for unexpected events.
If you would like a copy of your credit record which we used in our assessment of your application, please
contact CreditRec Canada at 1-800-455-8177.
Enclosed for your information is our booklet “Finding the Money You Need” which provides answers to
commonly asked questions about business financing. This information may help you in your present search
and in understanding how you may qualify for a business loan in the future.
If you would like more information, please call me at (514) 495-4575.
Yours truly,
Diane Monpetit
Branch Manager
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 184
24 – INVOICE LETTERS
About the Templates
Invoice letters are often used to bill someone for products delivered or services
rendered when one has low-volume invoicing to do. Sample 3 can be sent as a letter
but is normally a pre-printed form used for high-volume invoicing.
Invoice Letter Templates Included
Invoice 1: Letter Format - Professional Services
Invoice 2: Fax Format - Professional Services
Invoice 3: Standard Format - Professional Services
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 185
Invoice 1: Letter Format - Professional Services
(print Invoice Letter on corporate letterhead stationery)
December 15, 2004
INVOICE
Mark Burton
Editor - Aviation Digest
345 Gilchrist Ave.
Suite. 508
Chicago, IL, 60611
Dear Mark Burton:
Re: Invoice 03-139 - Article on Civil Aviation In India
Please regard this as an Invoice for English editorial services provided while researching and writing a
feature article on the state of civil aviation in India titled "Flying High In India: Young High Fliers Spread
Their Wings". I understand that the article is for inclusion in your January 2005 issue of Aviation Digest
Magazine.
The work was performed between November 12, 2004 and December 14, 2004. Final copy (4,800 words)
was submitted to you by e-mail on December 13, 2004.
English Editorial Services - 35.0 hours at $60. per hour
Expenses (LD, faxes, copying - as per attached receipts)
State Professional Services Tax (Reg. No. 1426-94, at 8%)
Invoice Total (payable within 30 days of invoice date)
$2,100.00
$170.50
$181.64
$2,452.14
Thanks very much for this work. I really enjoyed working with you on this project. Please don't hesitate to
contact me should you require my services in the future.
Sincerely,
Christopher Drew
attach.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 186
Invoice 2: Fax Format - Professional Services
(print Faxable Invoice Letter on Fax letterhead paper)
FAX INVOICE: 04-047
To:
David Kingsley
From: Robert Williams
374 Laurentian Ave.
Montreal, QC
H3C 1L2
(as per above)
Fax
(516) 954-6376
Pages:
1
Phone:
(516) 954-8222
Date:
Nov. 26, 2004
Re:
Development of Resume, Cover Letter,
and Bonus Career Brief
CC:
Please regard this as an INVOICE for English editorial services provided while developing your resume/cv
and a cover letter. Package includes a Bonus 300 word Career Brief. Work was performed Nov. 20 to
25/04. Final copy submitted to Client by e-mail on Nov. 25/02.
English Editorial Services
5.0 hours
at $ 60.00 per hr.
$ 300.00
GST at 7.0% (142687426)
$ 21.00
QST at 7.5% (101394564)
$ 24.08
TOTAL Amount Owing
(payable within 30 days of Invoice date)
$ 345.08
Thanks very much for this work. Please don’t hesitate to contact me should you have a requirement for
editorial or consulting services in the future.
Sincerely,
Robert Williams
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 187
Invoice 3: Standard Format - Professional Services
(print on specially formatted or pre-printed Invoice Letter paper)
Corporate Letterhead Block
5000 Anyold Drive, Suite 2500
Anyold Town, NY, 12800, USA
[email protected]
www.corporate.com
(514) 985-4550
INVOICE
INVOICE NO: 2004-354
TO:
Aztec Energy Systems
Attn: Raymond Parent
245-3055 Victoria St.
St. Laurent, QC J4S 1H1
(450) 754-1379
DATE: 11/20/2004
FROM:
Robert Christenson
(as per letterhead co-ordinates)
DESCRIPTION:
COST:
Conduct of a Strategic Planning Review and development of a Corporate
Business Plan for Aztec Energy Systems to cover the period 2005 to
2007 as per memorandum of agreement dated April 07, 2004. Itemized
costs as follows:
Project initiation, research and familiarization
1,500.00
Meetings and preparation of documents for Strategic Planning Session
3,700.00
Conduct of 2-Day Strategic Planning Session
2,200.00
Drafting of Business Plan for management review
9,700.00
Revising and finalizing report as per management comments
1,400.00
Executive presentation and submission of final report
1,100.00
Travel and accommodation expenses (as per attached receipts)
2,300.12
Services Tax at 7%
1,533.00
Prov. Tax at 7.5%
1,757.48
$ 25,190.60
TOTAL:
TERMS:
Payment in full due within 30 days of invoice date. Interest charge thereafter at 1.25% per day.
SIGNATURE:
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 188
25 – COLLECTION LETTERS
About the Templates
Collection letters are used to follow-up after someone has not paid an invoice within
the original allotted timeframe for payment.
Collection Letter Templates Included
Collection 1: Initial Notice
Collection 2: Second Notice
Collection 3: Third Notice
Template Notes
· Although the sample templates in this guide are based on actual situations
involving real people, identifying information has been altered to protect privacy.
· All of the sample templates in this guide have been reduced in size slightly to fit
the book’s page format which allows for page headers and footers.
· The samples use font size of 11 points rather than the 12 points that I recommend
as ideal. Also, the top/bottom and right/left margins have been adjusted to fit the
margins of this book. You may want to readjust them for an actual letter.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 189
Collection 1: Initial Notice
(print Collection Letters on business letterhead paper)
June 15, 2004
Mr. Dylan Macdonald
150 Armstrong Ave.
Georgetown, ON
L7G 5S4
Dear Mr. Macdonald:
Re: Invoice 279-02 - April 30, 2004 - $1,755.68
This is just a reminder that the above-noted invoice is now two weeks overdue. All of our invoices are due
in full within 30 days of the invoice date.
Would you please remit $1,755.68 today.
If you have already mailed your payment, please disregard this letter.
Thanks very much,
B. R. Egan
Accounts Receivable
BRE:st
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 190
Collection 2: Second Notice
(print Collection Letters on business letterhead paper)
July 15, 2004
Mr. Dylan Macdonald
150 Armstrong Ave.
Georgetown, ON
L7G 5S4
Dear Mr. Macdonald:
Second Notice: Re: Invoice 279-02 - April 30, 2004 - $1,755.68
Our records indicate that the above-noted invoice is seriously overdue and remains unpaid. If there is some
problem affecting this invoice that we may be unaware of, would you please give me a call at 725-9943.
Otherwise, we would ask you to please submit the full amount of $1,755.68 immediately.
If you have already taken action to pay this, please ignore this notice.
Thank you,
B. R. Egan
Accounts Receivable
BRE:st
cc: M.S. Brandon, Credit Manager
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 191
Collection 3: Third Notice
(print Collection Letters on business letterhead paper)
July 30, 2004
Mr. Dylan Macdonald
150 Armstrong Ave.
Georgetown, ON
L7G 5S4
Hand Delivered By Courier
Dear Mr. Macdonald:
Third Notice: Re: Invoice 279-02 - April 30, 2004 - $1,755.68
According to our records, the above-noted invoice for the amount of $1,755.68 is still unpaid.
We assume that there must have been some oversight at your end and we understand that these things
happen from time to time. Nevertheless, we would ask you to please remit payment immediately.
If there is some problem preventing the payment of this invoice would you please contact our Credit
Manager, Mr. M.S. Brandon and he would be happy to discuss the matter with you.
If you have already sent your payment, we thank you, and ask you to please disregard this letter.
Sincerely,
B. R. Egan
Accounts Receivable
BRE:st
cc: M.S. Brandon, Credit Manager
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 192
OTHER FREQUENTLY WRITTEN LETTERS
As stated earlier, the foregoing Top 25 letters cover over 97% of ALL letters ever
requested by the over one million annual visitors to my writing help Web sites.
Another dozen or so letters make up the other 3% or so of online letter-writing help
requests. These other letters that are also being searched for on a regular basis
include: follow-up letter, request for information, order request, compliment letter,
congratulations letter, refusal letters, retraction letters, and a few others.
Other Letters 1: Follow-Up
Other Letters 2: Request for Information
Other Letters 3: Order Request
Other Letters 4: Compliment
Other Letters 5: Congratulations
Other Letters 6: Refuse Job Offer
Other Letters 7: Replacement Request
Other Letters 8: Request Letter of Recommendation
Other Letters 9: Refusing An Invitation
Other Letters 10: Teacher Commendation
Other Letters 11: Parent To Teacher Inquiry
Other Letters 12: Resignation Retraction
With these letters added, this Kit covers 99.9% of all letters ever requested.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 193
Other Letters 1: Follow-Up
(print Follow-Up Letter on business or personal stationery, as appropriate)
May 25, 2004
Ms. Wendy Todd
891 Fourth Ave.
Ann Arbor, MI 48104
Dear Ms. Todd:
This is just a quick follow-up note to thank you for dropping in at Downtown Toyota and entering our
"Miles of Smiles" contest. Your entry has been processed and is entered in the draw which will take place
on June 12, 2004.
I enjoyed our brief chat about the various models of Toyota cars that might be of interest to you. Your
observation about the low interest rates we are offering on our lease financing was absolutely correct. As
you said, it is the period of economic prosperity the economy is now experiencing that allows us to offer
such low rates.
As I mentioned, when the time comes for you to trade in your current vehicle, I would be very pleased to
brief you on the entire line of Toyota passenger vehicles so that you will be able to make an informed
decision about which vehicle best suits your needs. Any time you would like to discuss your personal
transportation needs, please give me a call at 234-7865.
In the meantime, I would ask you to please accept the enclosed key chain as a small token of your visit to
Downtown Toyota and your entry into the "Miles for Smiles" draw.
At your service,
David Chen
Senior Sales Associate
encl. (1)
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 194
Other Letters 2: Request for Information
(print Request For Information Letter on business or personal stationery, as appropriate)
256 Cynthia Drive
Little Rock, AR 72201
July 20, 2004
Mr. Jonathan Reddfield
Information Officer
LR Industries Inc.
Little Rock
8156 Rodney Parham Rd.
Little Rock, AR 72205
Dear Mr. Reddfield:
Further to our telephone conversation yesterday, could you please send me a copy of your company's annual
report for the latest complete operating year.
As I mentioned when we spoke, I am particularly interested in the overall financial health of your company,
its future prospects and the financial performance of your publishing operations. Anything in addition to the
annual report that would provide information related to my areas of interest would also be appreciated.
Thank you for your help and cooperation.
Sincerely,
Linda Struthers
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 195
Other Letters 3: Order Request
(print Order Request Letter on business or personal stationery, as appropriate)
Bridgewater Office
305 Commons Way
Bridgewater, NJ 08807
December 5, 2004
Mr. Shaun Fawcett
Final Draft Publications
5-1501 Notre-Dame West
Montreal, QC, H3C 1L2
Dear Mr. Fawcett:
I would like to order one copy of your ebook “Instant Book Writing Kit – How To Write, Publish and
Market Your Own Money-Making Book (or eBook) Online”.
I saw the book on your Web site but I was afraid to use my credit card to order it online. Could I ask you to
please send me the information by e-mail so that I may download it to my hard drive. My e-mail address is
[email protected]
As per the instructions on your Web site, enclosed is a money order made out to you for the amount listed
on the Web site of USD $29.97.
Thank you. I look forward to reading your book soon.
Rachel Dodson
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 196
Other Letters 4: Compliment
(print Compliment Letter on business or personal stationery, as appropriate)
253 Bridge Street
Cooperstown, NY, 13320
547-2729
October 20, 2004
Mr. Reginald Hamblin
Manager
West-End Home Hardware
72 Elm St
Cooperstown, NY 13326
Dear Reginald Hamblin:
This letter may strike you as somewhat unusual since I am writing it to compliment your customer service
and congratulate you on a job well done. I say that because I would imagine that most unsolicited letters
you receive from customers are letters of complaint.
I recently purchased a Sunbeam propane barbeque from your store for over $400. Although it was a bit over
my planned budget, I knew I would be getting a high quality unit after I inspected the model you had on
display.
Well, you can imagine my shock and surprise when your truck delivered it the next day and I realized that it
came unassembled! There is no way I would even attempt such an assembly, especially with the severe
arthritis in my hands. No one at the store advised me that the barbeque would be delivered unassembled. In
any case, your truck driver advised me to call your customer service desk which is exactly what I did.
I have to tell you that the customer service person I dealt with was one of the most accommodating and
helpful that I’ve ever come across. Her name is Joan Conte, and I believe she shoud be commended for her
fine customer-centric attitude.
Long story, short -- within two hours of me explaining my dilemma to Joan, there was a technician already
in my driveway assembling my new barbeque. One hour later the job was done and I was charged the
minimum $25 fee for the assembly.
I’m happy to report we had barbequed ribs that evening and they were great!
Thanks so much for your exceptional customer service. And please pass on my thanks to both Joan Conte
and Mike the technician. With customer-focused staff like that your business can’t go wrong!
Yours sincerely,
Murray Wilson
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 197
Other Letters 5: Congratulations
(print Congratulations Letter on business or personal stationery, as appropriate)
June 25, 2004
Belinda Asher
620 Mayview Ave.
Pineville, WV 24874
Dear Belinda:
On behalf of everyone here at Deerwood Resorts Ltd., I would like to sincerely congratulate you on your
recent graduation from Mountain State University with your M.B.A. (Marketing).
I must say that I was not surprised to read of your success in the newspaper. During your first of four
summers as an employee at our Lakeland Family Resort I noted how bright you are and how you have a
very quick mind for business. Combine those attributes with your relentless work ethic and commitment to
quality customer service, and it is obvious that you have a wide-open future ahead of you. I can only hope
that your experience working with us contributed in some small way to your success.
On behalf of the management and staff at Deerwood Resorts I wish you all the best in your future career
and life endeavors, whatever they may be.
Yours sincerely,
Bruce Atkinson
President and CEO
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 198
Other Letters 6: Refuse Job Offer
(print Refusal Letter on personal stationery)
15-495 Parker Blvd.
Lowell, MA 01851
November 15, 2004
Ms. Joanne Gilmore
Training Services Co-ordinator
TecSys Educational Services Inc.
1675 Pawtucket Blvd, Suite 3005
Lowell, MA 01854
Dear Joanne Gilmore:
I regret to inform you that something unforeseen has suddenly come up and I will not be able to report for
the Training Officer position at TecSys on December 1st as we had discussed.
I can’t go into the details for this change here because they are highly personal in nature. But I would like to
assure you that this change in plans has nothing to do with the offer you made for me to join TecSys. Up
until yesterday I had every intention of reporting there for duty on December 1st as we had agreed.
I am truly sorry about this. Please forgive me for any inconvenience that this situation may have caused to
you and your colleagues at TecSys. I will always be grateful for the time you spent with me and the
generous offer that you made. In many ways it was the opportunity of a career for me.
Please accept my sincere regrets.
Sincerely,
Manuela Lopez
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 199
Other Letters 7: Replacement Request
(print Replacement Request Letter on personal or business stationery, as appropriate)
415 Concord Pike
Wilmington, DE 19803
(302) 479-0144
August 25, 2004
By Express Courier
Ms. Sharon Wainwright
Manager, Customer Satisfaction
ClikIt Cameras Inc.
Dearborn Office
16500 Hubbard Dr #750
Dearborn, MI 48126
Dear Sharon Wainwright:
This is further to the telephone conversation I had with you yesterday regarding problems I am experiencing
my new ClikIt digital camera. (EasyPix, 3.2 MP).
As I said, the main problem seems to be with the telephoto lens which does not seem to telescope as it’s
supposed to, no matter what I do. There may also be a memory problem since I haven’t been able to store
more than 12 standard color photos and the user guide states that the model I have should be able to store at
least 20 standard color photos at the default resolution.
Accordingly, as per your instructions I am returning the camera directly to you in the enclosed padded
envelope.
I would appreciate having this camera repaired or replaced as soon as possible. The primary reason I bought
it was to take photos during my trip abroad which begins September 15th.
Thanks in advance for your help. I look forward to hearing from you very soon.
Sincerely,
Patrick Greenway
encl. (1)
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 200
Other Letters 8: Request Letter of Recommendation
(print Request for Recommendation Letter on personal or business stationery, as appropriate)
36 Braeburn Ave.
Bloomington, MN 55412
885-4135
June 5, 2004
Mr. Brian Gardiner
Principal
West Park High School
7885 Lyndale Ave.
Bloomington, MN 55420
Dear Mr. Gardiner:
I was wondering if you would be kind enough to consider writing a letter of recommendation to support my
application to a number of universities for an undergraduate program in Liberal Arts.
I have made this request because you know me personally and are well aware of my activities and
achievements throughout my high school career at West Park. In addition, during the final two years of high
school I sought out your personal and professional advice on a number of occasions when I was debating
what I should do after high school, career-wise. So, you really do know a lot about me, which makes you
the ideal choice as a recommendation letter writer.
After my undergraduate degree I believe I would like to pursue post-graduate studies in journalism followed
by a career in international affairs. This should come as no surprise to you since it is one of the possible
academic-career tracks that we had discussed.
At this time I’m not quite sure to which colleges I will be applying but I wanted to make this request to you
well in advance to give you ample warning.
I do not need an actual letter from you at this moment. Right now, I’m just seeking your agreement to write
one (or more). If you agree, I will let you know the specific requirements for each of the programs to which
I will be applying. That should be in about one month or so.
I thank you in advance for your time and consideration and I look forward to hearing from you soon.
Yours sincerely,
Gregg Hamilton
West Park H.S. – Class of ‘04
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 201
Other Letters 9: Refusing An Invitation
(print Invitation Refusal Letter on personal or business stationery, as appropriate)
354 Adelaide St.
Toronto, ON
M5W 1E4
November 15, 2004
Susan Lantos
Space SL Gallery
4560 Yonge St., Suite 1010
North York, ON
M2N 6L9
Dear Susan:
Thank you so much for the invitation to your opening. Andrea and I were thrilled to see that you have
finally realized your long-time dream and are opening your own gallery. We’re so happy for you. We know
how long you have dreamed about it.
Unfortunately, we will not be able to attend. We are already committed to a buyers trip in Europe the first
two weeks of December so we’ll be out of town. How sad. We would have loved to be there to celebrate
with you and your other friends.
Shortly after we return from Europe we will contact you and arrange to visit the gallery when you are going
to be there. We both look forward to seeing you in your element.
We wish the very best of success with your new gallery.
Yours truly,
Tony and Andrea Asper
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Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Other Letters 10: Teacher Commendation
(print Teacher Commendation Letter from a private citizen on standard stationery)
45 Muskoka Drive West
Orillia, ON
L3V 7T5
July 12, 2004
Ms. Patricia Morton
Couchiching District Secondary School
78 Andrew St. S.
Orillia, ON
L4S 3R2
Dear Ms. Morton:
The purpose of this is to thank you for the positive influence you have had on our daughter Samantha this
past school year.
Up until this year, Samantha had problems every year with her English language studies. This year we have
noticed a dramatic turnaround, and it is clear to us that it is directly attributable to your teaching methods.
Samantha’s average in English Language Studies is now in the mid 80s, when in previous years she has
never received an average over 65% in those subjects.
Your transforming influence also shows in Samantha’s general attitude towards all of her subjects, and
school in general. For the first time that we can remember, she looks forward to going to school and to your
English Literature and Drama classes in particular. Her overall average for all subjects has increased this
year by over 10 points, to above 80%!
Veronica and I feel that the changes in Samantha’s attitude and marks have been so dramatic that we
wanted to formally thank you for your efforts on our daughter’s behalf. We have also taken the liberty of
sending a copy of this letter to your Principal, Jackson Davies.
Thank you so much for what you have done for our daughter.
Yours sincerely,
Patrick and Veronica Miller
cc:
Mr. Jackon Davies
Principal, Couchiching District Secondary School
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November 2004
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Other Letters 11: Parent To Teacher Inquiry
(print Parent to Teacher Inquiry Letter on standard stationery)
147 Ridge Road
Salt Lake City, Utah 84105
November 15, 2004
Mr. Frederick Masters
Mathematics Teacher
Mountain Central High School
290 South Main St.
Salt Lake City, Utah 84111
Dear Mr. Masters:
I am writing this out of my concern over Morgan’s progress in her math subjects so far this year. It seems
she is struggling just to maintain a passing grade this year when in the past math was her best subject.
When Beth and I met with you in early October at the Parent-Teacher Introduction Night, you didn’t
indicate that Morgan was experiencing any problems. However, based on her last two test scores it appears
that she is indeed having serious problems with her math subjects this year.
Morgan herself is quite upset with her progress in math but doesn’t seem to know what the problem is. She
is quite confused about the whole thing. She has been studying harder than ever this year but her marks
have been going down. It’s very demoralizing for her.
Could you please contact me at 232-5973 so that we may discuss this in more detail and possibly set up a
meeting.
Thank you in advance for your co-operation.
Sincerely,
Bruce Barry
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November 2004
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Other Letters 12: Resignation Retraction
(print Resignation Retraction Letter on personal stationery)
1309 Pickwick Court
Naperville, IL 60563
November 18, 2003
Ms. Theresa Constantine
General Manager, Quality Control Systems
NEO Solutions Inc.
2500 Industrial Park Road, Unit 1500
Chicago, IL 60560
Dear Theresa:
Further to our conversation this morning, please regard this as a retraction of the resignation letter that I
submitted to you on November 15, 2003.
As I said when we spoke, I had not thought through all of the personal and professional implications of
resigning at this time. I was tending to focus on one particular problem and had lost sight of the bigger
picture here at NEO Solutions. A very bright picture I might add, that I will be happy to be a part of.
Thanks so much for helping me see the light and for giving me another chance with the company.
Yours very sincerely,
Roxanne Daniels
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 205
LETTER WRITING RESOURCES
I believe that if you faithfully follow ALL of the advice and information included in
this eBook you will be successful in writing virtually any type of letter.
Nevertheless, even given all the information provided here, there will be some
people who won’t feel entirely confident until they check out every possibility. So,
those people will continue to look for additional help and advice.
To save those people a lot of time and trouble I have spent many hours researching
what additional online resources are out there that one may want to consult.
When I did a www.google.com search on the term “letter writing”, over 1,370,000
results were returned. For “how to write a letter” it was 22,100 results.
So, to get that list down to a meaningful number of sites, I did a detailed review of
the first 50 to 100 results from each search and then chose the ones I consider to be
the most relevant and useful out of those.
I then listed those sites ranked in order of popularity according to their
alexa.com traffic ratings on the day that I conducted this research. Alexa is a
respected Web site ranking service that computes traffic rankings by analyzing the
Web usage of millions of www.alexa.com toolbar users (See Step 1).
For a subject like “letter writing” the Alexa ranking, which is based largely on
volume of traffic, can be considered a reasonable indicator of quality content.
As you can imagine, researching and compiling these short-lists of links took many
tedious hours, so please take advantage of the fruits of my labors.
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 206
TOP 25 ONLINE LETTER WRITING SITES
The following links are what I consider to be the top 25 letter writing resource
and information sites to help you find any additional resources you feel you may
need to help you with your letter writing.
As mentioned above, the sites are ranked in order of popularity according to
their alexa.com traffic ratings on the day that I conducted this research.
Please note that at the time this research was conducted and these lists were
compiled, all links were tested and were found to be in good working order.
Business Letter Writing Basics: for English learners…
http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm
Career Letter Writing and Resume Writing: Career Center Articles. ...
http://career.berkeley.edu/Guide/Resume.stm
OWL at Purdue University: The Basic Business Letter…
http://owl.english.purdue.edu/handouts/pw/p_basicbusletter.html
Hobbies – Writing: Learn how to write a letter! ...
http://www.essortment.com/in/Hobbies.Writing/
Letter Writing Guide: The Career Center. The Florida State University…
http://www.career.fsu.edu/ccis/guides/write_eff.html
Letter Writing Unit: Challenges students to write business letters...
http://volweb.utk.edu/Schools/bedford/harrisms/letterwrite.htm
Business Letters: Writing Guide ...
http://writing.colostate.edu/references/documents/bletter/
Letter Writing Help: letter writing tips & sites - Letter writing is an art…
http://www.indianchild.com/letter_writing_help.htm
English Writing: Resume & Cover Letter Writing Help…
http://writing.englishclub.com/re/
AskOxford: Letter Writing: Letters remain important in our everyday lives…
http://www.askoxford.com/betterwriting/letterwriting/
Instant Letter Writing Kit
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November 2004
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English Works! Writing: Format for Writing Letters. There are several formats
http://depts.gallaudet.edu/englishworks/writing/main/letter.htm
Writing Help Central: Letter writing help…
http://www.writinghelp-central.com/letter-writing.html
Letter Writing Help: National Association of Colleges and Employers (NACE)…
http://academic.uofs.edu/department/ocs/cover.html
Automatic Letter Generator:
http://readwritethink.org/materials/letter_generator/
Letter Writing Contents: Letter Writing Rules. ...
http://englishplus.com/grammar/letrcont.htm
Parent Guides: Communicating Through Letter Writing
http://www.nichcy.org/pubs/parent/pa9txt.htm
Eight or Nine Wise Words About Letter Writing…
http://www.hoboes.com/html/FireBlade/Carroll/Words/
Friendly Letter Writing Unit. Learn to write letters with Mitchell!
http://esd.iu5.org/Teacherlink/teacher.htm
Letters, Letter-writing and Other Intimate Discourse: General Letter Writing...
http://www.wendy.com/letterwriting/
Plain English Campaign: The plain English guide to writing letters...
http://www.plainenglish.co.uk/letterguide.html
How to write a letter to someone famous: There are 100's of articles on this site...
http://www.justdosomething.net/xsp/xsc.asp?uri=/home/zone/toolkit/someone-famous
Author! Author! Writing Letters... Writing Business and Friendly Letters...
www.kingsharvest.com/letters.html
Business Letter Writing: An interactive online business letter writing tutorial…
http://www.businessletterpunch.com
Effective Letter Writing Letter: The average business professional spends 3+ ...
www.kanten.com/styleguide/writing.html
Letter Writing…letter writing help etiquette letter writing; sales letter writing...
www.worldwriters.net/letter-writing.shtml
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 208
GENERAL WRITING REFERENCES
Even though this guide is all about “letter writing”, as a Bonus I have included my
standard quick-list of business writing resources for your information and reference,
should you need additional writing help.
There are literally thousands of business writing reference books available. The
following is a researched “desert island short-list” of what I consider to be some of
the most accessible and useful books for anyone looking for basic help in drafting
their business and/or general writing projects.
Writing References
A Pocket Style Manual, by Diana Hacker, Bedford/St. Martin's, 3rd Edition
(January 2000).
http://www.amazon.com
Basic Grammar in Use: Reference and Practice for Students of English, by
Raymond Murphy, Cambridge Univ. Press (March 1993).
http://www.amazon.com
The Chicago Manual of Style: The Essential Guide for Writers, Editors, and
Publishers (14th Edition), by John Grossman (Preface), University of Chicago Press
(Trd), 14th edition (September 1993).
http://www.amazon.com
Effective Business Writing: A Guide for Those Who Write on the Job, by
Maryann V. Piotrowski, HarperCollins,2nd Rev&up edition (July 1996).
http://www.amazon.com
The Elements of Business Writing: A Guide to Writing Clear, Concise
Letters, Memos, Reports, Proposals, and Other Business Documents, by Gary
Blake, Robert W. Bly, Longman; 1st edition (1992).
http://www.amazon.com
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November 2004
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The Elements of Style, by William Strunk Jr., et al, Allyn & Bacon, 4th Edition
(January 15, 2000).
http://www.amazon.com
How To Create and Sell Your Own Profitable eBook, by Ken Silver, Ken Silver
Publishing.
http://www.kensilver.com/
How to Say It: Choice Words, Phrases, Sentences & Paragraphs for Every
Situation (Paperback), by Rosalie Maggio
http://www.amazon.com
How to Write It: A Complete Guide to Everything You'll Ever Write, by Sandra
E. Lamb, Ten Speed Press (1998).
http://www.amazon.com
Instant Sales Letters, by Yanik Silver.
http://www.instantsalesletters.com/?2985
Make Your Words Sell!, by Joe Robson and Ken Evoy, M.D., SiteSell.com Inc.,
http://myws.sitesell.com/goforitnow.html
Merriam Webster’s Collegiate Dictionary, by Merriam-Webster, Merriam
Webster, 10th Edition (1998).
http://www.amazon.com
MLA Handbook for Writers of Research Papers (5th Edition) , by Joseph
Gibaldi, Modern Language Association of America, (June 1999).
http://www.mla.org
MLA Style Manual and Guide to Scholarly Publishing (2d ed)
by Joseph Gibaldi, Herbert Lindenberger, (Foreword), 2nd Edition, Modern
Language Association of America, (April 1998).
http://www.mla.org
Publication Manual of the American Psychological Association, Fifth Edition,
American Psychological Association, (2001).
http://www.apa.org
Instant Letter Writing Kit
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November 2004
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Professional Writing Skills, by Janis Fisher Chan, Diane Lutovich, Advanced
Communication Designs, Inc.; 2nd edition (1997).
http://www.amazon.com
Writers Inc.: A Student Handbook for Writing & Learning, by Patrick
Sebranek, Verne Meyer, Dave Kemper, Great Source Education Group Inc., (August
1995).
http://www.amazon.com
Writing That Works - Third Edition, by Kenneth Roman, Joel Raphaelson,
HarperResource; 3rd edition (August 2000).
http://www.amazon.com
Writing Tools
A collection of additional researched writing-related resources can be found at the
following links at writinghelp-central.com:
Letter Writing
http://www.writinghelp-central.com/letter-writing.html
APA Format
http://www.writinghelp-central.com/apa.html
MLA Format
http://www.writinghelp-central.com/mla.html
Writing Help Tools
In addition, my Writing Help Tools Web site also contains a number of other writing-related
resources that may interest you:
http://www.writinghelptools.com
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
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Page 211
OTHER WRITING TOOLS
The following is a list of my other writing-related toolkit ebooks:
Instant Home Writing Kit How To Save Money, Time and Effort and Simplify Everyday Writing Tasks
http://instanthomewritingkit.com
Instant Business Letter Kit How To Write Business Letters That Get The Job Done
http://instantbusinessletterkit.com
Instant Recommendation Letter Kit How To Write Winning Letters of Recommendation
http://instantrecommendationletterkit.com
Instant Resignation Letter Kit How To Write A Super Resignation Letter and Move On With Class
http://instantresignationletterkit.com
Instant College Admission Essay Kit How To Write A Personal Statement Essay That Will Get You In
http://instantcollegeadmissionessay.com
Instant Book Writing Kit How To Write, Publish and Market Your Own Money Making Book or eBook Online
http://instantbookwritingkit.com
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 212
INDEX
A
accept new position, 55, 56
acceptance letter(s), 31, 41, 140-143,
152
alexa.com, 205, 206
amazon.com, 5, 52, 208, 209, 210
annual report, 86, 87
apology letter(s), 31, 41, 91, 126-131
application letter(s), 31, 41, 132-134
appreciation letter(s), 32, 41, 152
congratulations letter(s), 32, 192, 197
consulting services, 140, 143
cover letter(s), 4, 31, 41, 52, 102-110,
115, 186, 206
credit card, 96, 97, 100
customer, 9, 36, 37, 60, 62, 66, 71, 84,
86-91, 97, 114-117, 124-134, 145,
148, 151, 156, 159, 199
customer service, 63, 71, 91, 93, 99,
101, 124-129, 133, 134, 196, 197
B
barnesandnoble.com, 5
burn-out, 55, 60
business associate, 86, 88, 110
business letter(s), 4, 7, 14, 24-27, 30,
31, 41, 52, 83-91, 102, 206, 207
business stationery, 22, 23
business writing, 208
business-to-business, 83, 84, 85
business-to-customer, 83, 84, 85
D
death, 148-151
defective product, 96, 98
document cover letter, 102
donation letter(s), 31, 41, 144-147
downloadable templates, 4, 7, 12
downsizing, 136, 137
C
character reference, 44, 73, 77, 78
charity, 144, 147
chief financial officer, 87, 132, 135
child care, 125
collection letter(s), 32, 41, 188-191
college, 42, 43, 72-75, 155
commendation letter(s), 42, 45, 72, 76
community (service), 66, 70, 77, 81,
140-145, 173
complaint letter(s), 4, 31, 41, 92-101
compliment letter(s), 32, 192, 196
condolence letter(s), 22, 32, 41, 148151
conference(s), 153, 156-158, 176, 178
Instant Letter Writing Kit
E
employee mistake, 126, 130
employees, 44, 47, 62, 73, 111, 118,
135, 139, 150
employment, 42-48, 61, 62, 66-69, 7377, 80, 132-141, 168, 171, 180, 181
F
facilities, 152, 154
fill-in-the-blank(s), 5, 7, 8, 10
follow-up letter, 32, 66, 69, 104, 114,
119, 128, 176, 178, 192, 193
franchise application, 105, 110
full-block style, 23, 24, 30
fully-formatted, 4, 5, 7, 11, 12
fund-raising letters, 144
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
G
graduate, 43, 50, 73, 75, 77, 79, 105,
108, 157, 167
graduate programs, 43, 73, 75, 77, 79
grammar, 17, 64, 208
H
having a baby, 55, 59
health & safety, 55, 58
home owner’s, 172, 174
homeschool, 164, 166
I
inadequate facilities, 96, 99
introduction letter(s), 31, 41, 88, 120125
invitation letter(s), 32, 41, 156-159
invoice letter(s), 32, 41, 175, 184-191
J
Page 213
letter of invitation (see invitation
letter)
letter(s) of recommendation (see
recommendation letter)
letter of reference (see reference letter)
letter of rejection (see rejection letter)
letter of resignation (see resignation
letter)
letter of termination (see termination
letter)
letter of thanks (see thank you letter)
level of service, 96, 101
loans manager, 120, 124
love letter(s), 32, 41, 160-163
M
marketing letter(s), 32, 41, 176-179
MIS manager, 77, 80
MS-Word, 4, 12
job application, 180, 181
job interview, 61, 62, 66, 67
joint project, 168, 169
N
L
O
letter formats, 23, 30
letter generators, 13
letter of application (see application
letter)
letter of apology (see apology letter)
letter of appreciation (see appreciation
letter)
letter of complaint (see complaint
letter)
letter(s) of credit, 172-175
letter(s) of intent, 32, 41, 164-170
letter(s) of interest, 32, 41, 168-171
letter of introduction (see introduction
letter)
Instant Letter Writing Kit
new product, 114, 115, 116
new service, 120, 125
offshore, 172, 175
order request letter, 195
oversight, 126, 129
P
page compression, 28
parent to teacher letter, 203
performance evaluation letter(s), 42,
72, 76
personal letter template, 25
personal stationery, 22, 23
Ph.D, 46, 50, 79, 165
poor performance, 136, 138
poor service, 96, 97
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
privacy, 11, 30, 46, 55, 66, 77, 96, 105,
114, 120, 126, 132, 136, 140, 144,
148, 152, 156, 160, 164, 168, 172,
176, 180, 184, 188
professional assistance, 152, 153
professional error, 126, 127
professional services, 184-187
progress report, 105, 109
public improvement, 172, 173
R
real-life template(s), 5, 9-13, 34, 39, 40
recommendation letter(s), 2, 4, 31, 35,
41-51, 54, 72-77, 137, 155, 200, 211
reference letter(s), 4, 31, 33, 35, 41,
44, 46, 72-82, 90
refusal letter(s), 32, 192, 198, 201
rejection letter(s), 32, 41, 180-183
replacement request letter, 199
request for information letter, 32, 192,
194
request for recommendation letter, 200
research project, 164, 165
resignation letter(s), 2, 4, 8, 9, 31, 36,
37, 39, 41, 52-60, 204, 211
resignation retraction letter, 204
resume cover letter, 102
retraction letters, 32, 192
return to school, 55, 57
S
sales, 47, 86, 89, 105, 106, 111, 114123, 132, 133, 193, 209
sales letter(s), 4, 111-117, 176, 207
sales manager, 105, 106, 132, 133
sample templates (letters), 4-7, 11, 14,
30, 32, 35, 46, 55, 61, 66, 77, 96,
105, 114, 120, 126, 132, 136, 140,
144, 148, 152, 156, 160, 164, 168,
172, 176, 180, 184, 188
Instant Letter Writing Kit
Page 214
scholarship application, 164, 167
self-introduction, 120, 122
self-supporting, 144, 146
service breakdown, 126, 128
service club, 63
service error, 86, 91
speaker, 62, 156, 158
spelling, 17, 64
student, 46, 48, 77, 82, 166, 210
style guide, 4, 6
sudden closing, 136, 139
survey, 66, 71, 143
T
teacher commendation letter, 202
teacher reference, 82
teaching, 46, 51
template adaptation method, 6, 13, 33,
40
termination letter(s), 31, 41, 136-139
testimonials, 112
thank you letter(s), 4, 31, 41, 61-71,
152
Top 25, 5, 6, 31, 41, 192, 206
trade show, 176, 179
transition words/phrases, 16-19
U
undergraduate, 46, 49
university, 42, 43, 57, 72, 73, 75, 90,
108, 171, 182
unprofessional behavior, 126, 131
V
volunteer, 48, 62
W
writing references, 5, 27, 208
writing tools, 7, 210, 211
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004
Instant Letter Writing Kit
Page 215
NOTES
Instant Letter Writing Kit
Copyright © 2004 Shaun R. Fawcett. All rights reserved.
November 2004