ENDING THAT SUGGEST FURTHER ACTION
Use this type of ending when you hope for a response, but are not demanding or asking for one. It is appropriate for sales letters and first contact letters. Some examples are given below:
If you are interested in further information, please call….
If I can be of any further assistance ,please…
If you would like a demonstration please..
If you would like to know more, please…
If you would like to place an order please…
I hope that we could be of further assistance…
I hope that you will decide to take the matter further…
I hope you will consider another meeting…
I hope that we have helped you in this matter…
Please give the matter some thought…
Please consider my proposal…
Please bear us in mind should you require…
Please keep our details on file for future reference…
Please keep us in mind should you wish to…
Do not hesitate to contact us should you…
Do not hesitate to contact us for further information…
Do not hesitate to give us a call if you…
Do not hesitate to take up reference…
Endings that are simply polite
A polite ending is a general way of ending a letter on a gracious note. It is merely a thank you and in general does not imply that there should be response: for example:
Thank you for your co-operation….
Thank you for your interest ….
Thank you for your help…
Thank you for your assistance….
Thank you for your assistance…
The following polite endings to suggest that you are expecting a response:
Thank you in advance…
Thanking you in anticipation of your assistance( or help, response)
SIGNING OFF YOUR LETTER
It is important to use complimentary close, or sign off, in a business letter. It is possible to offend your reader by being too friendly or too formal, even though the rest of the letter may be perfect in tone and style.
The way you sign off your letter can generally be dictated by the way you started it:
If you started… Sign off with… Style…
Dear Sir or Madam Yours faithfully formal
Dear Mr./ Mrs./ Ms Jones Yours sincerely less formal
Dear Arthur Yours truly even less formal
Dear Mary Regards informal, to someone you know personally
Dear Andy With kind regards* informal, to someone you know and like
Dearest Emily With best wishes***
*This could also be ‘Kind regards’, ‘Warmest regards’ or ‘best regards’.
**This could also be ‘Best wishes’.
If you are writing to a person of little, with military, religious ceremonial or royal status, it is even more important to use the correct form of address and sign – off to avoid giving offence.
The final check
Once a letter has been written, it must be checked. If you have written it yourself, remember to proof read I, not just for spellings but also for references, facts, figures, times, dates, addresses and names. If someone else has written it for you ask them to return the finish letter and any attachments to you, with the information you gave them regarding the recipient’s address. Check everything as listed above, and ensure that they have understood your instructions properly( particularly if working from your hand written draft) attached all the required attachments; got the name, title and address correct; and understood any instructions you have given about dispatch.
EXERCISE: PLEASE COMPLETE THE FOLLOWING LETTERS WITH APPROPRIATE
ENDING REMARKS AND SIGN OFF
1. 10-Day Notice Before Collections on Delinquent Account
Dear
I have written to you several times over the past three months requesting an explanation on why you have failed to bring your account with us current.
By ignoring these requests, you are damaging the excellent credit record you had previously maintained with our company. In addition, you are incurring additional expense to yourself and to us.
___________________________________
___________________________________
____________________________________
____________________________________
2. Announcement of New Discount
Dear
It is with great pleasure that we have recently welcomed (name) to our beauty salon. (name) was
previously with (name of previous salon) in (city) and we feel privileged that he has chosen to work with (shop name)
We would like to take this opportunity to inform you of another change that has taken place in our salon. Now, if you make an appointment to have more than one treatment done on the same day, we are offering a discount. For example, if you are having your hair done and also having us apply sculptured nails, the cost for your nail application will be $25.00 instead of $30.00. The discount for a manicure or pedicure is $2.00 off our regular price.
______________________________________________
______________________________________________
______________________________________________
3. Reply and New Customer Welcome
Dear
Your letter just arrived, and after reading it several times to be absolutely sure of its content, I can say how pleased I am with your decision to purchase your plywood products from us.
Ours is truly a business whose future depends upon the satisfaction of our customers. Welcome to that family. You can rest assured that we will strive to provide you with the fastest most efficient service, along with the highest quality products available.
___________________________________________________
___________________________________________________
___________________________________________________
4. Third Letter in Response to Billing Error
Dear
This is the third letter that I have written to you regarding the status of my account.
I am enclosing copies of my previous letters to avoid having to set forth the same information for you again.
I am beginning to get quite annoyed by all of the dunning notices you have been sending to me in error
_____________________________________________
_____________________________________________
_____________________________________________
5.
Dear Ms. Bart,
I have been a satisfied BFD customer for a year, but lately I've received CDs I didn't order and bills for other CDs I never received. I understand that orders sometimes get confused, and I know you'll be able to straighten out my account.
Complaint letter sample, paragraphs 2a and 2b: All the details; just the facts
I ordered "Best of the Nineties." on August 30. On September 14 I received "Best of the Seventies," which I never ordered. Two weeks later, I got a bill for $49.76 for "Best of the Sixties," which I also never ordered. On October 5 I called your customer service number, and talked to a rep named Larry. Larry said I should send back "Best of the Seventies" with a note and payment for "Best of the Nineties", and that he would straighten out the billing and be sure I got the right CD. I sent the package (it cost me $3.76 in postage). I sent it to "ATTN Larry" as instructed, and included a note asking for an exchange to "Best of the Nineties. I've attached copies of all this
correspondence.
It's been two months now and I still haven't received "Best of the Nineties." I did, however, get "Best of the Fifties" which I never ordered and a letter (copy enclosed) threatening to take me to collections if I don't pay $169.38 for "Best of the Sixties,""Best of the Seventies," and "Best of the Fifties."
I'm asking that you (1) Send notification that I have a zero balance, since I did pay you for the CD I ordered. (2) Send me "Best of the Nineties" that I paid for (3) Give me an account credit for the $3.76 postage I incurred already and the $3.76 postage it will cost me to send back the other CD I didn't order (total $7.52).
Use this type of ending when you hope for a response, but are not demanding or asking for one. It is appropriate for sales letters and first contact letters. Some examples are given below:
If you are interested in further information, please call….
If I can be of any further assistance ,please…
If you would like a demonstration please..
If you would like to know more, please…
If you would like to place an order please…
I hope that we could be of further assistance…
I hope that you will decide to take the matter further…
I hope you will consider another meeting…
I hope that we have helped you in this matter…
Please give the matter some thought…
Please consider my proposal…
Please bear us in mind should you require…
Please keep our details on file for future reference…
Please keep us in mind should you wish to…
Do not hesitate to contact us should you…
Do not hesitate to contact us for further information…
Do not hesitate to give us a call if you…
Do not hesitate to take up reference…
Endings that are simply polite
A polite ending is a general way of ending a letter on a gracious note. It is merely a thank you and in general does not imply that there should be response: for example:
Thank you for your co-operation….
Thank you for your interest ….
Thank you for your help…
Thank you for your assistance….
Thank you for your assistance…
The following polite endings to suggest that you are expecting a response:
Thank you in advance…
Thanking you in anticipation of your assistance( or help, response)
SIGNING OFF YOUR LETTER
It is important to use complimentary close, or sign off, in a business letter. It is possible to offend your reader by being too friendly or too formal, even though the rest of the letter may be perfect in tone and style.
The way you sign off your letter can generally be dictated by the way you started it:
If you started… Sign off with… Style…
Dear Sir or Madam Yours faithfully formal
Dear Mr./ Mrs./ Ms Jones Yours sincerely less formal
Dear Arthur Yours truly even less formal
Dear Mary Regards informal, to someone you know personally
Dear Andy With kind regards* informal, to someone you know and like
Dearest Emily With best wishes***
*This could also be ‘Kind regards’, ‘Warmest regards’ or ‘best regards’.
**This could also be ‘Best wishes’.
If you are writing to a person of little, with military, religious ceremonial or royal status, it is even more important to use the correct form of address and sign – off to avoid giving offence.
The final check
Once a letter has been written, it must be checked. If you have written it yourself, remember to proof read I, not just for spellings but also for references, facts, figures, times, dates, addresses and names. If someone else has written it for you ask them to return the finish letter and any attachments to you, with the information you gave them regarding the recipient’s address. Check everything as listed above, and ensure that they have understood your instructions properly( particularly if working from your hand written draft) attached all the required attachments; got the name, title and address correct; and understood any instructions you have given about dispatch.
EXERCISE: PLEASE COMPLETE THE FOLLOWING LETTERS WITH APPROPRIATE
ENDING REMARKS AND SIGN OFF
1. 10-Day Notice Before Collections on Delinquent Account
Dear
I have written to you several times over the past three months requesting an explanation on why you have failed to bring your account with us current.
By ignoring these requests, you are damaging the excellent credit record you had previously maintained with our company. In addition, you are incurring additional expense to yourself and to us.
___________________________________
___________________________________
____________________________________
____________________________________
2. Announcement of New Discount
Dear
It is with great pleasure that we have recently welcomed (name) to our beauty salon. (name) was
previously with (name of previous salon) in (city) and we feel privileged that he has chosen to work with (shop name)
We would like to take this opportunity to inform you of another change that has taken place in our salon. Now, if you make an appointment to have more than one treatment done on the same day, we are offering a discount. For example, if you are having your hair done and also having us apply sculptured nails, the cost for your nail application will be $25.00 instead of $30.00. The discount for a manicure or pedicure is $2.00 off our regular price.
______________________________________________
______________________________________________
______________________________________________
3. Reply and New Customer Welcome
Dear
Your letter just arrived, and after reading it several times to be absolutely sure of its content, I can say how pleased I am with your decision to purchase your plywood products from us.
Ours is truly a business whose future depends upon the satisfaction of our customers. Welcome to that family. You can rest assured that we will strive to provide you with the fastest most efficient service, along with the highest quality products available.
___________________________________________________
___________________________________________________
___________________________________________________
4. Third Letter in Response to Billing Error
Dear
This is the third letter that I have written to you regarding the status of my account.
I am enclosing copies of my previous letters to avoid having to set forth the same information for you again.
I am beginning to get quite annoyed by all of the dunning notices you have been sending to me in error
_____________________________________________
_____________________________________________
_____________________________________________
5.
Dear Ms. Bart,
I have been a satisfied BFD customer for a year, but lately I've received CDs I didn't order and bills for other CDs I never received. I understand that orders sometimes get confused, and I know you'll be able to straighten out my account.
Complaint letter sample, paragraphs 2a and 2b: All the details; just the facts
I ordered "Best of the Nineties." on August 30. On September 14 I received "Best of the Seventies," which I never ordered. Two weeks later, I got a bill for $49.76 for "Best of the Sixties," which I also never ordered. On October 5 I called your customer service number, and talked to a rep named Larry. Larry said I should send back "Best of the Seventies" with a note and payment for "Best of the Nineties", and that he would straighten out the billing and be sure I got the right CD. I sent the package (it cost me $3.76 in postage). I sent it to "ATTN Larry" as instructed, and included a note asking for an exchange to "Best of the Nineties. I've attached copies of all this
correspondence.
It's been two months now and I still haven't received "Best of the Nineties." I did, however, get "Best of the Fifties" which I never ordered and a letter (copy enclosed) threatening to take me to collections if I don't pay $169.38 for "Best of the Sixties,""Best of the Seventies," and "Best of the Fifties."
I'm asking that you (1) Send notification that I have a zero balance, since I did pay you for the CD I ordered. (2) Send me "Best of the Nineties" that I paid for (3) Give me an account credit for the $3.76 postage I incurred already and the $3.76 postage it will cost me to send back the other CD I didn't order (total $7.52).
