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Letter Formats=

Business Letter FormatFebruary 8th, 2012 | Published in Cover Letter Format, Letter Formats

A business letter format is an effective writing tool for business since most of the layout and professionalism style is alreadydone. All any person needs to do is find the niche that fits your needs and copy the formatting into your own text editor or wordprocessor, such as Microsoft Word.

There are many ways to utilize a letter template to your own advantage.

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There are endless everyday occurrences when a business letter is needed and unless you have a routine letter that goes out tothe masses, chances are you will be starting over when it comes to a specific situation that needs a specific type of businessletter. Its not only about formatting and layouts. There are writing styles that have a purpose. Some are stern and to the pointright out of the gate and others may be used for opening dialogue for new business, sale announcements or writing a letter ofrecommendation.

Before you begin writing you should know the following;

1. Purpose of writing a business letter.2. What the message is you want to convey.3. How you would like your reader to react.

Tags: block, business, cover, formal, friendly, professional

Progress Report on ProjectNovember 11th, 2010 | Published in Letter Formats, Progress Report

A good way to keep a customer up to date on the progress of a project is to send a letter to the client. This is very importantduring projects since the consumer is the recipient of the work. The letter should be concise and should contain all theinformation about the project. A time line or a Gantt chart should be included in order to show the progress much more clearly.This is a good indicator of the direction and accomplishments done for the purpose of the consumer. The letter is used in thefield of engineering, construction and other fields where long and short-term projects are done.

The letter should include graphical representations of the actual results in order to better show the consumers theaccomplishments done. Many letters would include a compilation of photos and pictures showing the product from its initialappearance up to the latest results. Everything done should also be included such as the tools and materials used. Aside fromthat, the methodology and procedure should be enumerated.

People in construction firms use this kind of letter to show the progress of the structures currently being built. This is a way ofcommunication between the builders and the client seeking their services. The letter is sent on a regular interval as a form of

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update. With the request of the client, the contents of the past letters can be included. Here is an example of the letter:

Sample Letter

May 3, 2010

Bob’s Construction#42 St. Dylan Drive,Utah City, Utah

Mr. Robert BatesOwner and DeveloperProperty DevelopmentBates Construction Company#2334 St. Carlos St,New York City, NY

Dr. Mr. Bates,

We are now entering the final phase of the construction and we have finished cementing all the floors. Also, the windows arecurrently being installed. All the electrical and plumbing aspects of the structure has been installed and rechecked for mistakesand damage.

The photographs of all the rooms and stairs are included below the letter. We are currently on schedule since we still have amonth left to finish painting and installing wallpapers.

Respectfully Yours,

Liza MastersOverall Project Head

Taking Minutes of a MeetingNovember 1st, 2010 | Published in Letter Formats, Minutes

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Taking the minutes of a meeting requires good listening and writing skills. The minutes serves as a written record of whattranspired in a meeting. It should be checked for accuracy and conciseness and disseminated to attendees before the nextmeeting. Well-written minutes of a meeting should not have grammatical and spelling errors.

Apart from the time, date, meeting venue and attendees, the minutes should list the key agenda, main points discussed, andthe people responsible for carrying out certain actions. Because the minutes encapsulates business and operationaldecisions, it may be frequently referred to.

Here’s a sample minutes of a meeting:

Sample of Minutes

Minutes of Meeting

Company: Banyan Tree Holdings LimitedDate : 9 June 2010Time : 10 AMVenue : Executive Boardroom

Attendees:

Present : Mr. Dharmali C. Kusumadi – ChairpersonMs. Nathalia M. BarazalMr. Hector G. Bal – TreasurerMr. John R. BattersbyMr. Andrew S. TanMr. Streisand C. Tuason

I. IntroductionThe management meeting was presided by DCK, who called the meeting to order at 10 a.m. and welcomed the members.

II. Approval of minutes of the last meeting

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Minutes of the last meeting were approved as an accurate record.

III. Discussion

Topic Key Points Action Item Person Responsible1. Finance Update The treasurer presented the latest report on the Beach Club’s financial standing. Next report to be presenteda succeeding meeting. HGB

2. Special Event The chairperson informed the members that there will be a special exhibit to be held at the Beach Club lobbyand there will be a broker’s event that will run simultaneously at the main function room. For implementation NMB, SCT

3. Construction Matters The chairperson asked project team heads to explain the causes of delays in the construction of theJacana condominium units For monitoring AST, SCT, JRB

4. Other Matters NMB brought up plan to bring in a consultant for well-planned and tested way finding signs for the beach &country club. NMB suggested a budget and several names of suppliers to be approached. NMB

5. Close The chairperson thanked all members for their participation and adjourned the meeting at 10:45 a.m.

Call up Christine Palafox at local 1101 if you have additions or corrections to these minutes.

Notify Customer On Delayed ShipmentOctober 3rd, 2010 | Published in Letter Formats, Notif ication Letter

You should know how to inform your customers if the shipment they are expecting will be delayed. The initiative shouldcome from you so your customers can make necessary adjustments caused by the delay.

Informing your customers is a good sign that you are taking the responsibility for the delivery of their orders in good condition.This will not only make them satisfied in your current business but will also exude professionalism. It can also help you inacquiring future business, gaining more clients, and receiving higher customer satisfaction.

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In writing a notification letter for a delayed shipment, it is important to have an accurate estimate as to ETA (estimated time ofarrival) of the merchandise. It is also important to inform your customers on why the merchandise was delayed. You do notneed to give them the detailed cause especially if it involves internal issues on your part. Simply give them an overview andprepare all necessary information in case they want to know the deeper cause of the problem.

It is also advisable to give them your word on the issue. This is to provide your customer an assurance that their requests arebeing handled properly.

Lastly, apologize for the trouble it may cause them. Remember that they also have their own business to run and they need toreadjust their schedules for every delay that they encounter.

Here is a sample letter of delayed shipment. In the example, Mr. Johnson placed a request from an overseas hardwarecompany and shipping will be delayed because of some problems in the customs office.

Sample Letter

August 1, 2010

TO:Mr. Scott JohnsonChief Logistics OfficerGeneral Services and Logistics DepartmentOptronix Technology Incorporated5th Floor, Rodney Square, Wilmington, Delaware

FROM:Richard StephensJunior Sales ManagerMarketing and Sales Department / Imaging and Optical DivisionCrystal Optics Manufacturing Ltd.Road 20, Crystal Optics Manufacturing,International Tech Park, Bangalore

Dear Mr. Johnson

Good day.

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We are sorry to inform you that your request for one million optical scanner heads will be delayed by one week. The items werealready boarded for shipping but were temporarily put on hold in compliance to the new rules and regulations by our localcustoms office. Expected delivery date of the scanner heads to your office is on August 25, 2010.

We are already addressing the issue and rest assured that the items will be delivered to your office in best condition.

Again, we are sorry for the trouble it may cause you.

Thank you and best regards.

Richard Stephens

Write A Collection LetterSeptember 19th, 2010 | Published in Collection Letter, Letter Formats

Writing collection letters is an uncomfortable task for many managers because you have to strike a balance between gentlyreminding the customer of their overdue payment while still being firm enough to achieve the desired result – the settling of thelate account. The secret behind writing a good collection letter is to always take a positive stance and not to automaticallyassume malice on the part of the customer when they are late with their payments. The tone of the letter should beprofessional, direct and to-the-point without being accusatory, since the implicit assumption is that the customer is willing topay. If the initial letter fails to elicit the desired response, subsequent letters can be more firm and direct.

The initial collection letter should begin with a reminder to the recipient that they have an overdue account that they need tosettle. You should mention the amount of the unpaid bill and the date by which you would like it to be settled. The letter shouldalso state that the receiver should ignore the notice if they have already sent the payment. You may end by thanking thecustomer for their prompt action in resolving the problem.

If initial notices do not work, in subsequent letters you can state that you may have to take legal action for redress if the bill is notsettled by the soonest possible date, or that you will cut off the service that is being provided if payment is not given by a certaindate. But this should be used only as a last resort, when the customer is already several months behind with their payments.

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Below is a sample of a collection letter that you can adapt for your own use.

Sample Letter

July 20, 2010

Gold Times Savings and Loan CorporationJacksontown, New Orleanscompanyemail@server.comwww.url.com

Mr. Richard Prentiss325 Privet AvenueSmithville, New Orleans

Re: customer number 10-100

Dear Mr. Prentiss,

Greetings!

According to our records, you have an unpaid balance with us of $8,256.23 for the billing period June 15 to July 14, 2010. As thismay be an oversight on your part, we urge you to settle your account with us by July 30 in order to avoid the inconvenience oflegal action being taken against you. If you have any questions, you may contact Dean Driver at 025-314-5302.

If you have already paid your overdue balance, please ignore this notice.

Thank you for your prompt action on this matter.

Respectfully yours,

Branson SmithHead, Collections DepartmentGold Times Savings and Loan Corporation

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Member Dues or Fees Reminder LetterSeptember 7th, 2010 | Published in Letter Formats, Reminder Letter

Being an officer in an organization can be stressful especially when you need to collect a membership fee or any other fees,duties or pledges. You cannot deny the fact that there are still those organization members who do forget to pay for their fees.There are also those organization members who are not even willing to pay for their share.

So, as much as you do not want the extra work, you still need to send reminders to your members of their scheduled dues.Usually, what organization officers do is send them a reminder through a letter.

Through this letter, you can remind your members who have forgotten that they have an obligation in your organization. To guideyou on what to say to your members in your letter, here is a sample.

SAMPLE LETTER

Incognito Digital Photography789 North Stamford, Fairfield CountyConnecticut 09602, USA123-456-7890Incognito.photography@gmail.com

June 11, 2010

Michael McGregor345 South Harpeth, NashvilleTennessee, USA37215

Dear Mr. McGregor:

The organization would like to remind you to pay for the fees for the upcoming photo shoot on Sunday, June 13, 2010. The fees

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included are the:

Membership fee $ 50Organization t-shirt 10T-shirt printing 10Photo shoot studio 100Total $170

These fees are needed for the success of our upcoming photo shoot. With these fees, you can be assured to have an excellentexperience in this photo shoot practice. The best photography equipments are already available in the photo studio. There arealso hired experienced models present on the said date. And for the identification of the members of the organization, theofficers have decided to create a design and logo for the t-shirts, which resulted to related fees.

As a member of the Incognito Digital Photography, you are required to pay for these fees. Failure to do so is considered as notjoining for the photo shoot practice on June 13, 2010. Again, you are reminded that the deadline for the payment of the fees istomorrow, Saturday, June 12, 2010.

We appreciate your participation and cooperation regarding the said event. Thank you.

Sincerely,

Jeff McPaulPresident

Promise to Pay Creditor LetterSeptember 5th, 2010 | Published in Letter Formats, Personal Letter

There are those times when a debtor cannot immediately pay for his debt. The tendency of this debtor is to create a letter thatdescribes his financial situation and that asks his creditor to still give him the chance and the time to accumulate his financesin order to pay for his debt. Individuals and companies alike do write these letters.

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They promise that they are surely going to pay their debt, though delayed and not on their initially agreed date and terms. Youjust might be given the favor if you send an effective letter containing your promise of delayed payment to a creditor.

Just state a valid reason and be able to give a specified time when you can already pay your debt from them.

SAMPLE LETTER

Mark McGregor891 South Harpeth, NashvilleTennessee 37125, USA(e-mail address)333-4545

June 11, 2010

PERSONAL

Mr. Alexander HobbsC&B Finance Company, Inc.123 North Stamford, Fairfield County,Connecticut 09602, USA

Dear Mr. Hobbs:

This letter would like to notify your good company of a delayed payment of my personal debt. I would also like to request yourcompany to give me a grace period of two to three weeks before the payment. This could certainly help me pay you the fullamount, which includes the interest and principal. I would also like to assure you that you are going to receive the full paymentwithin this additional time.

As additional assurance, I, Mark McGregor, am promising to pay C&B Finance Company, Inc. in full after two to three weeks. Thedelay is caused by a hospital emergency involving my wife. I need to pay for a certain amount of hospital bills though she isalready secured with an insurance. This is temporary, and after two to three weeks, I have already accumulated the money Ineed to be able to pay my debt from your company. This is simply a delay in payment, I promise to pay you in full after I am ableto recover my finances.

Thank you for your consideration and I am sorry for the inconvenience that I might be causing your company. I hope I am still

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worthy of the trust of your company.

Sincerely,

Mark McGregor

Request for Payment Letter on Personal LoanSeptember 1st, 2010 | Published in Letter Formats, Request Letter

Financial institutions are usually the ones that offer personal loans to individuals. Typically, these personal loans exposefinancial institutions to a higher risk since they are unsecured loans. This means that the financial institution cannot go after theborrower’s assets in case he cannot pay for the personal loan.

The only remedy that these financial institutions have is to request payment of a personal loan. This request is usually in theform of a letter to be sent to the borrower. A request for payment must still be polite despite the borrower’s unpaid accounts.This can help a financial institution establish a good reputation, which can even lead to the immediate payment of the personalloan.

Here is a sample letter of request for payment of a personal loan. This might give you the idea on what to include in your ownletter.

Sample Letter

Golden Finance Company908 North Stamford, Fairfield CountyConnecticut 09602, USAGolden.finance@qmail.com

June 11, 2010

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Glenda Miles675 South Harpeth, NashvilleTennessee, USA37215

Dear Ms. Miles:

Our company would like to request for the payment of the personal loan you have made 8 months ago, on October 2, 2009. Theterms of this personal loan, in which you and our company have agreed upon, include monthly payment of an interest of 5% andthe payment of principal last April 2, 2010. You have only complied with this agreement for three months that includes thepayment of 5% interest rate compounded monthly.

Please be informed that the remaining three months, from January to March, are not yet paid. In addition to that, you are alsonow required to pay for the principal. We have granted your request to give you two months grace period before you pay for thethree months’ interest and the principal. However, we still have not heard from you since then.

The company has already given you two months grace period. We can still modify the terms for this loan to help you pay for it.You are still in our best interests. We want to hear from you soon regarding this personal loan. The company really appreciatesan immediate reply to this letter. Thank you.

Sincerely,

Mary GoldPresident

Endorse a Previous Employee’s PerformanceAugust 29th, 2010 | Published in Endorsement Letter, Letter Formats

There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee.Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way

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you advertise or endorse a previous employee’s performance.

If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or heraccomplishments. This will serve as a guide when you compose your letter. State in the letter how long you’ve known theperson. Also, don’t forget to write the dates of employment and the details of the work. Include positive characteristics of theperson and the reason why he or she is a good candidate for the job position.

SAMPLE LETTER

June 2, 2010

Joanna TaborABS Engineering Company4321 Sundance StreetAthens, CO 88823

XYZ Performance Parts CompanyProduction Department9876 Starlight DriveEphesus, CO 88821

To Whom It May Concern:

I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company foralmost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that shesubmits good outputs that even exceed the requirements’ necessitated quality.

Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of aleader than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she isworking. She has a reliable working habit that gives you the assurance that you can always count on her.

Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willingto learn new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. Shecould be an asset to your team and the whole organization as well. In cases of emergency, she is always willing to help.

Should you need more information, please feel free to contact me. Thank you very much and have a nice day.

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Sincerely,

Joanna TaborProjects SupervisorABS Engineering

Canceling or Suspending a Customer’s Credit AccountAugust 25th, 2010 | Published in Cancellation Letter, Letter Formats

In business transactions, there are certain terms and agreements that have to be followed. However, there are instanceswherein clients fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedythe problem. Having knowledge on how to properly cancel or suspend a customer’s credit account is very important.

First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well tothem the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Alwaysoffer them other possible options regarding their credit accounts.

Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help toyou when you will have to cancel or withdraw a customer’s credit account.

SAMPLE LETTER

DateSender’s AddressAddress

Customers nameCustomer Address

Dear (Insert name of addressee),

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This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. Wehave reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months.According to our policy, any client who cannot follow the terms shall be subject to deactivated accounts.

We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assumingthat you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forwardto doing more business transactions with you.

Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. Wewill offer you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for ourassociation with you. We are looking forward to solving this problem and continuing the good business relationship.

We hope to hear from you soon. Thank you very much and have a good day.

Sincerely Yours,

Writer’s SignatureWriter’s NameWriter’s TitleDepartment

Sample Cover and Business Letters Samples are intended as a guide only. These are simply samples to help you get started. Although these are actual letters, they are based on situations. If you arenot sure about the letter, consult w ith an appropriate professional f irst.

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