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Sample Business Letters

Sample Business Letters.

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Sample Business Letters

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  1. Sample Business Letters

  2. APOLOGY TO LANDLORD FOR LATE RENT PAYMENT: WITH EXPLANATION [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Enclosed is my rent check for [MONTH, ex. September]. I do understand this payment is late and I hope you will accept my apology. [BRIEFLY STATE REASON, ex. I was forced to take a late salary payment this month to slow business.] [MAKE REASSURING STATEMENT, ex. I am assured, nonetheless, that there should be no similar problems in the future.] You have my guarantee that this will not occur again. Sincerely, [YOUR NAME, ex. Tony Montana]

  3. REQUEST BANK TO CLOSE ACCOUNT [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Bank 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], I request that you close the following accounts I have at your branch: TYPE            ACCOUNT # [LIST ACCOUNT TYPES AND NUMBERS, ex. Savings            2342342-234 Checking        2343433-432] [MENTION WHAT SHOULD BE DONE WITH BALANCES, ex. Kindly prepare a money order in the amount of the balance outstanding for me to pick up on Monday, June 16, 1998.] Allow me to thank you in advance for your consideration. Sincerely, [YOUR NAME, ex. Tony Montana]

  4. ANNOUNCEMENT OF PROMOTION To:        [RECIPIENT, ex. Sales Staff] From:        [YOUR NAME] Date:        [DATE, ex. July 5, 1998] Subject:    [NAME & PROMOTION, ex. Bill Williams to be Sales Manager] It is my pleasure to announce that [NAME, ex. Bill Williams] will be our new [STATE POSITION, ex. Sales Manager]. [BRIEFLY STATE EMPLOYEE'S PROFESSIONAL HISTORY, ex. Bill has been with us for five years. He brings with him over thirteen years of experience in the computer industry and has been with several top software firms, such as Eclipse Enterprises, Spark Software and Cloud Development.] Congratulations, [NAME, ex. Bill]!

  5. ANNOUNCEMENT OF TERMINATION OF EMPLOYEE To:        [RECIPIENT, ex. Sales Staff] From:        [YOUR NAME] Date:        [DATE, ex. July 5, 1998] Subject:    [NAME, ex. Sara Williams] Please be advised that [NAME, ex. Sara Williams] was terminated as an employee of this company on [EFFECTIVE DATE OF TERMINATION, ex. June 30, 1998]. All staff are asked not to communicate any further with [NAME, ex. Sara Williams] regarding matters which are confidential or proprietary to our company. [FIRST NAME, ex. Sara's] responsibilities have been assumed by [NAME OF PERSON ASSUMING RESPONSIBILITIES, ex. Diane Jones]. Please contact [FIRST NAME OF PERSON ASSUMING RESPONSIBILITIES, ex. Diane] if you have any enquiries.

  6. CONDOLENCES ON DEATH OF COLLEAGUE'S PARENT OR GRANDPARENT [DATE, ex. Wednesday, June 11, 1998] [NAME, COMPANY AND ADDRESS, ex. John Smith 1234 First Street Suite 567 Anycity, Anystate 85245] Dear [NAME, ex. John Smith], I was deeply saddened to hear of your [RELATIVE, ex. Mother's / Grandfather's] death. I hope that you will accept my most sincere sympathy and condolence. I truly hope that your memories of the happier moments will help ease your pain. If there is anything I can do for you at this difficult time, please let me know. Sincerely, [YOUR NAME, ex. Jill Jones]

  7. LATE PAYMENT, MODERATE TONE: FINAL NOTICE [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], I am following the previous three letters we sent to you with this final letter, hoping that we will not be forced to forward your account to a collection agency. Your account has been unpaid in the amount of $[AMOUNT] for over four months. Reluctantly, if we do not receive payment within the next five business days, we are left with no alternative but to take actions which may permanently and adversely affect your good credit rating. Indeed, it would be to both our benefits to resolve this matter immediately. Again, we hope to receive your payment within the next five business days. Sincerely, [YOUR NAME, ex. Tony Montana]

  8. REFUSAL OF JOB OFFER [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], I am delighted by your offer to join [FIRM, ex. COMANY Inc]. Although I find the position and job duties to be challenging and tailored to my abilities, I have reluctantly decided not to accept the offer [STATE REASON, ex. as I would prefer to stay in the Phoenix area]. It was a pleasure to meet with you and I thank you for the time you gave me. I wish yourself and [FIRM, ex. COMANY Inc.] the best in the future. Sincerely, [YOUR NAME, ex. Tony Montana]

  9. CANNOT MAKE IT TO MEETING: PLEASE RESCHEDULE To:        [IDENTIFY PERSON/GROUP, ex. Tom Atkinson, Joel Johnson & Bill Williams] From:        [YOUR NAME] Date:        [DATE, ex. July 5, 1998] Subject:    [MEETING, ex. Meeting on July 13, 2:00 PM] I'm afraid I will not be able to make it to our meeting on [DATE AND TIME, ex. Wednesday at 3:00 PM] as [STATE REASON(S), ex. I have previously arranged to meet with our customer, Mr. Henderson, at that time]. Since I would very much like to attend our meeting, please let me know whether rescheduling it is possible. I am available [STATE WHEN YOU ARE AVAILABLE, ex. on Thursday and Friday, anytime after 1:00 PM]. I'm sorry for any inconvenience this may have caused.

  10. REQUEST FOR PROMOTION [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], As you know, I am very happy to work and contribute to [FIRM, ex. COMANY Limited]'s profits under your authority. Allow me to mention an opportunity I see for greater profits. I'm confident that you will agree that my efforts as [CURRENT POSITION, ex. your salesman] have been successful to [FIRM, ex. COMANY Limited]; [MENTION YOUR PERFORMANCE, ex. my sales-in dollars for the past year was roughly $425,000, which far surpassed the $250,000 goal we anticipated at our year-end meeting twelve months ago.] I would like you to know that I believe I can be of even more benefit to you and [FIRM, ex. COMANY Limited] as [REQUESTED POSITION, ex. your Sales Manager]. [MENTION QUALIFICATIONS AND STATE A CONCRETE GOAL, ex. Having had four years of experience in selling our computer software, I have gained a clear idea as to what our customers' needs are and how we can meet them. I know how we can increase sales dramatically and I can gear our sales team to do precisely that. As your Sales Manager, I truly believe that we can achieve in excess of $10,000,000 in sales by the year 2000.] I understand that you are a very busy person. I will thus be delighted to meet with you at any time you please to discuss my request. Cordially, [YOUR NAME, ex. Tony Montana]

  11. RESIGNATION[Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Please accept my resignation from [FIRM, ex. COMANY Inc.], to be effective on [DATE, ex. July 11, 1998]. {STATE NEW EMPLOYMENT, IF ANY, ex. I have recently accepted an offer from ABC Co. in Tucson, Arizona. I believe the position I have been offered there is better in alignment with my career goals.} I would like to take this opportunity to mention that my employment here has been thoroughly gratifying and rewarding. I wish the firm success in the future and I am sincerely proud to have had the opportunity to be with [FIRM, ex. COMANY Inc.] for [DURATION, ex. two years]. Sincerely, [YOUR NAME, ex. Tony Montana]

  12. INDEMNITY AGREEMENT (GENERAL FORM) INDEMNITY TO:    [NAME OF PERSON RECEIVING INDEMNITY] (the “Indemnitee”) FOR GOOD AND VALUABLE CONSIDERATION (the receipt and sufficiency of which is hereby irrevocably acknowledged) the undersigned hereby indemnifies and saves harmless the Indemnitee from and against any and all claims, demands, actions, suits, losses, costs, charges, expenses, damages and liabilities whatsoever which the Indemnitee may pay, sustain, suffer or incur by reason of or in connection with [DESCRIBE CIRCUMSTANCES RELATING TO INDEMNITY, ex. the use of the Indemnitee's Electric Chainsaw], including, without limiting the generality of the foregoing, all costs and expenses (including legal expenses) incurred in connection with any such loss or damage. DATED: [DATE OF DOCUMENT, ex. July 1, 1998] …………………………………………..        …………………………………………. Witness                        Seller Name

  13. SYMPATHY FOR DEATH [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], I was quite saddened to hear of [NAME, ex. Bill]'s death. I hope that you will accept my most sincere sympathy and condolence. [NAME, ex. Bill] was such a well-liked person that it is difficult to accept that [he / she] is not with us any longer. If there is anything I can do for you at this difficult time, please let me know. Sincerely, [YOUR NAME, ex. Tony Montana]

  14. PURCHASE ORDER [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Please accept this purchase order for the following: QUANTITY    PRODUCT            UNIT PRICE        TOTAL [LIST PRODUCTS AND PRICES, ex. 2        Compressor 234A        $2,300.00        $4,600.00 1        Compressor 323F        $1,200.00        $1,200.00                                     $5,800.00] We require shipment by [DATE, ex. June 20, 1998] to: [ADDRESS, ex. BCA Industries 1223 Second Street Tempe, AZ 85245] Please refer to this order as “purchase order #[PURCHASE NUMBER]”. If this order cannot be processed as requested, please contact me at XXX-XXXX at your earliest convenience. Sincerely, [YOUR NAME, ex. Tony Montana]

  15. BID REQUEST [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], [SENDER FIRM NAME, ex. Carter Industries] is accepting bids for [PRODUCT(S) / SERVICE(S) AND REQUESTED DELIVERY DATE, ex. the following products for immediate delivery: 2 A34 model commercial compressors 300 yards of 4 1/2“ A34-compatible tubing] We request that you submit a bid, including credit terms and any other relevant information by [DATE, ex. June 20, 1998]. [MENTION METHOD OF SUBMISSION, ex. Please send all correspondence to: Tony Montana Carter Industries 1242 John Street Suite 145 Anycity, Anystate 65433] {You may reach me at XXX-XXXX if you require additional information.} I look forward to receiving your bid. Sincerely, [YOUR NAME, ex. Tony Montana]

  16. PRODUCT INQUIRY: REQUEST TO SEND INFORMATION [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], We are interested in [PRODUCT(S), ex. lubrication materials for A52 compressors used in refrigeration manufacturing]. We would greatly appreciate receiving any information, brochures and price lists you may have to learn more about your products. Please send such materials to: [ADDRESS, ex. Attention: Tony Montana WareSoft Industries 1242A Yonge Street Toronto, Ontario L4D 4F2] I thank you in advance and look forward to studying the materials you send me. Sincerely, [YOUR NAME, ex. Tony Montana]

  17. ACKNOWLEDGEMENT OF RECEIPT [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], I hereby acknowledge the receipt of the following documents from the firm of [Firm name] : 1. 2. 3. 4. ____________________________ [Signature of Recipient]

  18. LETTER OF UNDERSTANDING REGARDING TERMS OF PROPOSED CONTRACT [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], This will confirm that which we discussed during our telephone conversation earlier today. It is agreed that your firm, [name of firm], will provide [description] for the [name of project], while we will provide [describe], to your specifications, and all funds necessary, up to [ceiling amount] to complete the [intent]. If this meets with your understanding of our conversation, please sign a copy of this letter and return it to my office. Upon our receipt of this verified letter, we will forward the letter to our attorneys for final contract drafting and revisions. It was a pleasure speaking with you, and I hope to join you soon for a toast to our mutual success in the [project]. Yours very truly,

  19. APPRECIATION LETTER TO EMPLOYEE [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Your enthusiasm and your ability to motivate your employees, has resulted in a significant increase in productivity and profitability. If we had an award to give, you would be the prime candidate. Please accept my sincerest appreciation for the fine job you are doing in our sales department. Very truly yours, [YOUR NAME, ex. Tony Montana]

  20. OVERDUE PAYMENT REMINDER LETTER [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Our records indicate that payment on your account is overdue in the amount of $ [dollar amount]. If the amount has already been paid, please disregard this notice. If you have not yet mailed your payment, please make out your check and place it in the enclosed envelope while this reminder is has your full attention. Thank you in advance for your anticipated cooperation in this matter. Very truly yours, [YOUR NAME, ex. Tony Montana]

  21. REQUEST FOR PRICE QUOTE [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], Please quote us your firm price for the following goods: Units Description Unit Price Please indicate all prices FOB our place of business and indicate when your price quote shall expire. Very truly yours, [YOUR NAME, ex. Tony Montana]

  22. REQUEST FOR LEAVE OF ABSENCE [Date] [NAME, COMPANY AND ADDRESS, ex. Tom Atkinson COMANY Inc. 14 Edith Street, Hackney West, ZIP POST CODE] Dear [NAME, ex. Tom Atkinson], As you may have heard, [briefly describe situation requiring this request]. It is with this in mind that I am requesting a thirty (30) day leave of absence. I will be back at my desk, with my full attention, as always, on [date]. If you need any additional information, please contact me at extension [#]. Very truly yours, [YOUR NAME, ex. Tony Montana]

  23. Thank you

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