LETTERS OF PRAISE OR GOOD WILL
It is a sad fact that many managers neglect to find time to send letters of praise but can always find time to send letters of censure. A letter of praise is always an effective and economical method of achieving good staff morale and good customer relations.
The following is an example.
Goodbooks 18 Middens Way
EAST RENICK
Strathclyde
RES 8JT
4 May, 2004
Hannah Jones
42 Parade Street
EDINBURGH
ED1 6DH
Dear Hannah Jones,
I wish to extend my appreciation that you have organized the clearance sale since Mrs. Hawkins’ absence. The customers were delighted with the efficient service of your crew and the colorful displays inside the store. Continue the good work.
Sincerely
Goodbooks
Alex Burns
Manager
The following are examples of opening lines you can use for this type of letter.
I would like to say how delighted I am…
Congratulations to all your department on…
I would like to offer my personal thanks on…
I am pleased to announce that…
Thank you to all of you who have…
And so on.
LETTER OF DISAPPROVAL OR DISSATISFACTION
There are times when you want to convey to the recipient of your letter your disapproval, annoyance, disappointment or some other negative emotion. Here, the opening line is very important, as it sets the tone of what is to follow and leaves the reader in no doubt, from the start that you are unhappy. The following is an example.
Sales and Marketing Limited
Langdon House
Ship Street
READING
Berkshire
DT68UH
16 August 2004
Mr. Brian Coulsden
12 Tree Drive
Oakley
READING
Berks
LY97un
Dear Mr. Coulsden,
I am disappointed that I must write to you concerning your persistent late arrival at this office. It has not gone unnoticed, and if it continues, I shall be forced to take the matter to higher authority.
If you have a problem which has a bearing on this matter, please do not hesitate to come and talk to me about it. I am sure we would both prefer a solution that did not involve disciplinary action.
Yours Sincerely
Sales and Marketing Limited
Peter Garton
Personnel Manager
The following are examples o opening lines you can use for this letter.
I am very disappointed with your lack of effort…
I am writing, with regret, to inform you that…
It is with regret that I must inform you…
EXERCISE: MAKE SALUTATIONS AND INTRODUCTIONS FOR THE FOLLOWING LETTER SITUATIONS:
1. A proposal was submitted to your company by Miss Charis Bartocillo, Sales Manager of Chabart Co., in response to your request but your company already awarded the contract to another firm.
Notice of Rejected Bid
Dear
_____________________________________________________
____________________________________________________
We are aware of the great deal of time and work that went into your bid and therefore, regret to inform you that we have awarded the contract to another firm. We based our decision on (reason for rejecting bid)
We will certainly be inviting your firm to bid on our future projects and thank you once again for your proposal.
2. Make an introduction for a letter asking for apology for overshipment. The Purchasing Manager of the company who received overshipment is Mr. Sam Son. Apology for Overshipment.
Dear
______________________________________________________
______________________________________________________.
We have made an adjustment in your account to reflect this error and have arranged for (delivery service) to pick up the excess merchandise on (date) .
We are sorry for the inconvenience this has caused you and are most appreciative of your cooperation and understanding in this matter. Thank you for your recent order.
3. Mr. Sam Son is promoted into Chief Executive position at SEMICON Co. This letter is made in behalf of the Marketing Department.
Congratulations on Promotion 1
Dear
____________________________________________________.
I know how hard you have worked to earn the recognition you presently enjoy at SEMICON , and I feel that they are very wise in having made their choice.
Please accept our best wishes for your success in your new position.
It is a sad fact that many managers neglect to find time to send letters of praise but can always find time to send letters of censure. A letter of praise is always an effective and economical method of achieving good staff morale and good customer relations.
The following is an example.
Goodbooks 18 Middens Way
EAST RENICK
Strathclyde
RES 8JT
4 May, 2004
Hannah Jones
42 Parade Street
EDINBURGH
ED1 6DH
Dear Hannah Jones,
I wish to extend my appreciation that you have organized the clearance sale since Mrs. Hawkins’ absence. The customers were delighted with the efficient service of your crew and the colorful displays inside the store. Continue the good work.
Sincerely
Goodbooks
Alex Burns
Manager
The following are examples of opening lines you can use for this type of letter.
I would like to say how delighted I am…
Congratulations to all your department on…
I would like to offer my personal thanks on…
I am pleased to announce that…
Thank you to all of you who have…
And so on.
LETTER OF DISAPPROVAL OR DISSATISFACTION
There are times when you want to convey to the recipient of your letter your disapproval, annoyance, disappointment or some other negative emotion. Here, the opening line is very important, as it sets the tone of what is to follow and leaves the reader in no doubt, from the start that you are unhappy. The following is an example.
Sales and Marketing Limited
Langdon House
Ship Street
READING
Berkshire
DT68UH
16 August 2004
Mr. Brian Coulsden
12 Tree Drive
Oakley
READING
Berks
LY97un
Dear Mr. Coulsden,
I am disappointed that I must write to you concerning your persistent late arrival at this office. It has not gone unnoticed, and if it continues, I shall be forced to take the matter to higher authority.
If you have a problem which has a bearing on this matter, please do not hesitate to come and talk to me about it. I am sure we would both prefer a solution that did not involve disciplinary action.
Yours Sincerely
Sales and Marketing Limited
Peter Garton
Personnel Manager
The following are examples o opening lines you can use for this letter.
I am very disappointed with your lack of effort…
I am writing, with regret, to inform you that…
It is with regret that I must inform you…
EXERCISE: MAKE SALUTATIONS AND INTRODUCTIONS FOR THE FOLLOWING LETTER SITUATIONS:
1. A proposal was submitted to your company by Miss Charis Bartocillo, Sales Manager of Chabart Co., in response to your request but your company already awarded the contract to another firm.
Notice of Rejected Bid
Dear
_____________________________________________________
____________________________________________________
We are aware of the great deal of time and work that went into your bid and therefore, regret to inform you that we have awarded the contract to another firm. We based our decision on (reason for rejecting bid)
We will certainly be inviting your firm to bid on our future projects and thank you once again for your proposal.
2. Make an introduction for a letter asking for apology for overshipment. The Purchasing Manager of the company who received overshipment is Mr. Sam Son. Apology for Overshipment.
Dear
______________________________________________________
______________________________________________________.
We have made an adjustment in your account to reflect this error and have arranged for (delivery service) to pick up the excess merchandise on (date) .
We are sorry for the inconvenience this has caused you and are most appreciative of your cooperation and understanding in this matter. Thank you for your recent order.
3. Mr. Sam Son is promoted into Chief Executive position at SEMICON Co. This letter is made in behalf of the Marketing Department.
Congratulations on Promotion 1
Dear
____________________________________________________.
I know how hard you have worked to earn the recognition you presently enjoy at SEMICON , and I feel that they are very wise in having made their choice.
Please accept our best wishes for your success in your new position.
