Response letter to a Request for Information

A sample reply letter with regards to request for information and public distribution of a document whose copyright belongs to a company.

Dear Head Librarian,

You will find enclosed is the rare copy of the Libro de Geometria, Pratica y Traca by Juan De Alcega, a Tailor's Pattern Book published in 1589. This photocopy represents a considerable expense to us, we are reluctant to pass out copies indiscriminately. Our company currently holds the legal right to publish and distribute the said document. We hope that your students will share the copy and that we will not have to answer further requests from your fashion and business school.

Truly yours,

The Clothing Institute

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Thank You for Prompt Payment of Order

A sample letter acknowledging payment for merchandise and service. You have to change this  letter according to your need.

Dear Sir,

We appreciate your promptness in settling the amount of $2,500 in payment for the industrial grade rotor that we recently installed in your factory.

The service agreement, which formed part of the transaction, extends for a full two-year warranty from the date of installation. Please do no hesitate to call us if you have any questions regarding the operation of the machine.

We are confident that you will be completely satisfied with the performance of our series of industrial rotors.

Truly yours,

Jack M. Anderson

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Notice of Discontinuation of Product

A sample letter informing customer of product changes or a discontinuance in a product line.

Dear Sir,

In reply to your request of July 2 for six Spanish Infinity chairs, we regret to inform you that this specific line has been discontinued. It has been replaced by a new improved line called Infinity 8 Elasto chairs by the same designer Charles Roch Melange.

The discontinuance of the product line is in keeping with our practice of changing contemporary lines every five years. You may, however, try independent resellers like HomeChic for chair lines produced from 1998-2005.

Please find enclosed our latest catalog of our new Infinity furniture. The elasto chairs are featured on pages 87-89. Should you wish us to substitute this chair for the model you ordered, please let us know.

All the Best,

Jack Hansel

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Inquiry on Renewal on Product Account

A sample inquiry letter you may send to a company regarding renewal of services.You have to modify this letter according to your need and situation.

Dear Customer Service Manager,

I have been using Beachcomber Services for more than three years now and I really like the services of your personal Beachcomber account. It has been very handy and useful for my entire family. My question is regarding my personal account card, I just noticed it is expiring soon. How can I possibly renew my account? I no longer live in the North bay area where I opened my first account, I am now living at Southville. I kindly appreciate any help on the matter.

Thank you

Loyal Customer

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Christmas Party Invitation to Employees

Here is a sample letter inviting employees to dine together at an office Christmas Party. You should  modify this invitation letter according to your need .

Dear Maria,

I hope you could join us all in the Holiday dinner, Friday, December 19 at Marracheco Bistro from 7pm to 1am. Drinks and cheers all night long.

As we approach the end of another calendar year, let me thank you for the fine effort and hardwork you have put forth for the company. With all the challenges that lie ahead, your continued best performance will insure all the success we can hope for.

We have a surprise in store for everyone attending our annual Christmas party, so I hope to see you there.

Happy Holidays!

Sturgeon Peters

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Sample Request for Retraction Letter

Here's a sample request for retraction of an article letter. If an article seems to be libelous or full of errors you may get the attention of a publication editor with this letter particularly if it gets your business involved in the wrong kind of publicity.

Dear Editor,

I would like to point out a glaring error in your issue dated June 20, 2011 regarding the groundbreaking ceremony at Idle Creek Park entitled "Mayor Simms Unveils Monument for War Veterans."

I would like to demand a retraction from your publication as soon as possible. The media release states that the Idle Creek Park Monument for War Veterans cost our city $120,000. In fact, this monument was created and given freely by the renowned sculptor Mala Jones as a tribute to her grandfather, a war veteran from Idle Creek. All costs incurred with the construction of this monument is duly audited and every cent is accounted for by the city government. We had received enough donations from art patrons, as no cost was place upon our citizen's tax money. We have philanthropist Teddy Borden to thank for.

I hope your publication may care to fact check next time. Please be more responsible with your news endeavors as this may truly cost a lot of innocent and hardworking people their jobs.

Regards,

Sara Roberts

City Hall Council 

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We Accept Late Applications Letter

Here is a simple and short letter to tell that we accept late applications. You should  modify it  according to your need and situation.

Dear Members,

If you have not yet applied in our rewards program and still wish to do so, please go ahead and submit your application. We've extended our deadline to July 15th, and we will still accept applications after that date if you can get everything required submitted within the week. Our payment center will soon process and accept late applications.

Thank you very much,

Marketing Officer

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Employment Voluntary Termination Letter

Here is a sample employment voluntary termination Letter . You should  modify this letter according to your need and situation.

Dear Employees,

The Voluntary Termination policy applies to all employees of Yardsale, LLC. as follows:

You must notify the immediate supervisor in writing at least thirty (30) calendar days prior to the date of resignation. This allows ample time to process your employee clearance and to avail of all your remaining employee benefits.

Your resignation may be withheld for any administrative unresolved cases pending with the Human Resources Department. For resignations due to migration to other countries, the 30-day period may be waived if employee is able to present VISA, passport and immigration papers.

An employee who resigns without due notice shall be held liable for any legal damages covering expenses incurred in abandoning projects or work delays due to unauthorized resignation.

Employee resignation can only be marked complete once an exit interview with the Human Resources Officer has taken place.

Please consider this an important advisory.

Best Regards,

Sydney Foss

Human Resources Officer

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Notice of Corrective Action on Employee Letter

A notice of suspension without pay for an erring employee which requires an immediate corrective action by the human resources department.

Dear Abel,

The company is exercising its inherent right to discipline its employees, as this is necessary to maintain the current productive and safe working conditions that we have in place.

Your single act last Tuesday, formally filed today as insubordination is considered an offense under our code of conduct. As this is a repeated offense, the penalty shall be cumulative of all your past offenses. As a corrective measure, you are being suspended for 30 days without pay. I hope you do realize the weight and consequences of your infractions.

Please come by my office this afternoon, I would like to further explain why such a corrective action was decided by management.

Regards,

Robert Wallace

Human Resources

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Progress Report Letter to Boss about Business Status

A letter informing the boss of the company's current business status.

Dear Boss,

I believe we are now experiencing the turnaround we have been waiting for. I would like to think that we are reaping the benefits of what we’ve been working on. We’ve had two good close streaks in a row for three quarters the past year, and I believe we are going to have more sustainable and profitable growth in the coming months.

I would not worry about the past now, we have so much to look forward to, now that these results are in, there’s a lot of opportunity to try different markets.

Best Regards,

Maria Orser

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