Sample Letter
Here is a sample letter using some of these forms:
Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
Tel:
Fax:
Email:
[email protected]October 23, 2006
Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL
Dear Mr Flintstone:
With reference to our telephone conversation today, I am writing to confirm your order for: 120 x
Cheddar Deluxe Ref. No. 856
The order will be shipped within three days via UPS and should arrive at your store in about 10 days.
Please contact us again if we can help in any way.
Yours sincerely,
Kenneth Beare
Director of Ken's Cheese House
An Example Letter
Kenneth Beare
2520 Visita Avenue
Olympia, WA 98501
Jackson Brothers
3487 23rd Street
New York, NY 12009
September 12, 2000
To Whom It May Concern:
With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalogue. I
would also like to know if it is possible to make purchases online.
Yours faithfully
(Signature)
Kenneth Beare
Administrative Director
English Learners & Company
Acknowledgment Of Receipt
[date] ACKNOWLEDGMENT OF RECEIPT
I hereby acknowledge the receipt of the following documents from the firm of [firm] :
____________________________
[Signature of Client]
Acknowledgment Of Letter
Dear ______
Because ______ is out of the office for the next two weeks I am acknowledging receipt of your letter dated May 20, l983. It will
be brought to his attention immediately upon his return.
If I may be of any assistance during Mr. Jones' absence, please do not hesitate to call.
Yours Sincerely
Example Letters May 23, 1999
Mr. Jack Brown,
Director
Used Books Online
Seattle, WA 98795
Dear Mr. Brown:
Would you please send me the following used books via COD? According to your Web site, orders need to include the title,
author, and publisher.
Title: "Driving Home"
Author: Peter Lawford
Publisher: Jackson and Co.
Title: "Landscaping for Fun"
Author: Janet Patterson
Publisher: Nature Ltd.
Title: "Christmas Myth"
Author: Margaret Smith
Publisher: Smoothers
Thank you very much,
(signature here)
Fred Finkleham,
Professor, OUS
FR/to
The following letters make claims against unsatisfactory work.
Useful Key Phrases
As someone who has worked with ...
we were very disappointed to find / see / have discovered ...
As our written agreement stipulated, we expected ...
I think you will agree that a communication problem exists.
We would like you to ..., or provide us with a refund.
Example Letter
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
August 17, 2001
Richard Brown, President
Document Makers
Salem, MA 34588
Dear Mr. Brown:
As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you produced
for our latest Drivers Co. publicity campaign.
As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but instead, we found that black
and white photos had been included in the prepared leaflets. I think you will agree that a communication problem exists.
We would like you to send out a photographer to provide us with the promised color coverage, or provide us with a refund.
Yours truly,
(signature here)
Thomas R. Smith,
Director
TRS/lj
Business Letter Writing: Responding to Inquiries and Requests for
Information
It is very important to make a good impression when responding to inquiries from potential customers. Of course, the best
impression will be made by providing the materials or information that the perspective client has asked for, this positive
impression will be improved by a well written response.
Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the
address of the company you are writing to. The date can either be placed double spaced down or to the right. You can also
include a reference number for correspondence.
Important Language to Remember
The Start:
Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
Thanking the Potential Customer for His/Her Interest:
Thank you for your letter of ... inquiring (asking for information) about ...
We would like to thank you for your letter of ... inquiring (asking for information) about ...
Providing Requested Materials:
We are pleased to enclose ...
Enclosed you will find ...
We enclose ...
Providing Additional Information:
We would also like to inform you ...
Regarding your question about ...
In answer to your question (inquiry) about ...
Closing a Letter Hoping for Future Business:
We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer).
Signature:
Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and 'Yours
sincerely' when you do.
Example Letter
Jackson Brothers
3487 23rd Street
New York, NY 12009
Kenneth Beare
Administrative Director
English Learners Company
2520 Visita Avenue
Olympia, WA 98501
September 12, 2000
Dear Mr Beare
Thank you for your inquiry of 12 September asking for the latest edition of our catalogue.
We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at
http:\\jacksonbros.com.
We look forward to welcoming you as our customer.
Yours sincerely
(Signature)
Dennis Jackson
Marketing Director
Jackson Brothers
