Letters

1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.

3. The Greeting. Also called the salutation.

4. The Body. The body is written as text.

5. The Complimentary Close. This short, polite closing ends with a comma. 

6.The Signature Line. Skip two lines and type out the name to be signed. This customarily includes a middle initial, but does not have to.

Types of letters :

Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.

Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

Complaint Letters

The words and tone you chose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.

Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

Follow-Up Letters

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

Cover Letters

Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.

Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

Sales letter example :

Anabella Pellerano

Socorro Sánchez #162

Gazcue 

RD, DN 10440

Dear Ms.Pellerano,

For as little as $150 you can have your entire home clean and sparkling, without the nasty odor of chemical cleaners. We care about the environment and use only green cleaning methods to ensure that you and your family are not exposed to any harmful or allergy-causing cleaning products. You'll love what we do because:

All our cleaning products are completely non-toxic - safe for children and pets!

We leave surfaces clean, sparkling and hygienic.

We offer senior discounts to those aged 20 and over.

Satisfaction is guaranteed if you are not happy with the service we promise to make it right. As one of our customers says; "GreenClean does a top notch cleaning job for a reasonable price."

Another of our customers says, "I can't believe they get things so clean and sparkling without the use of toxic chemical cleaners!"

Call us at 250-342-8923 or email us at info@greenclean.com for a free estimate. Get your house cleaned and do your part to help the environment!

Sincerely,

María Carretero

GreenClean Inc.

P.S.  We are offering a 10% discount for first time users of our service until the end of the year.

Order letters example :

01/25/19

Maria Carretero, Socorro Sánchez #162

To : Yanmarie Ventura , Arroyo hondo #62

Subject : School uniforms

Dear Ms.Ventura

This letter is with reference to the meeting that 

Took place when we visited your factory for purchasing school uniform for our school.

We are glad to inform that we would like to order 200 uniforms which include 80 small sized, 75 medium sized and 45 large sized for our students. We will appreciate if the order can be delivered to our address at the latest 01/30/19 . Please, note that 100 % of the payment will be made after the delivery. If the order is not made on the said date, then please consider it to be canceled. The price of a uniform is $20 as it was agreed during the meeting. 

Please review the letter and if you have any objections or any recommendations or suggestion, please contact me. We hope for long term cooperation with you.

Sincerely,

María Carretero.

Complaint letters example

Socorro Sánchez #162

January 28, 2019

Customer Services Manager Evans Electrical Products

Av. Kennedy 

Santo Domingo 

Subject: Easy Iron Electric Iron (Model No. 2279) 

Dear Sir or Madam:

I wish to express my dissatisfaction with the above iron, which I purchased from The Electrical Store in Pricesmart on january 20, 2019. On using it for the first time, I found that the temperature control was faulty; it was not possible to set it for any temperature apart from the highest, for cotton.

When I attempted to return the iron to the store, the cashier said that the store was unable to replace it or offer me a refund but advised me that it could be sent away for repair. As I need an iron on a daily basis, and it was not clear how long a repair would take, this option was unsatisfactory. As the iron clearly does not function as it should and therefore does not comply with the legal standards of product quality, I am writing to you to ask for a full refund of the 5,000 pesos retail price.

I look forward to hearing from you within the next two weeks. Yours truly,

María Carretero.

Adjustment letter example :

 Socorro Sánchez #162

Santo Domingo 

Jan 15, 2018

Mr. Pedro Pancho

Managing Partner

Kong and Associates

Dear Mr. Pancho:

We received the claim letter you’ve sent last Jan 15, 2019 and regret the

inconvenience that it has caused the operations of your Accounting firm. Our company will find a way to help you avoid in encountering this problem . After the investigation, we found that the error was due to the volume of files stored in

your computer that results to computer performance interruptions. To address the

problem, we will provide you with our technician to address the problem. We advise that you will check the data storage meter in your computer often. Thank you for letting our company know your concerns. This will help us in the advancement and upgrading of our services to our clients.

Sincerely yours, 

Ms.Carretero

Head- consumer complaints department 

Inquiry letters example:

Socorro Sánchez # 162 

809-221-2121

January 15th

Yudelka Yambrosa

Marketing 

Dear Ms. Yambrosa

Perhaps you are seeking an addition to your marketing team. A new person can provide innovative approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success.

Presently, I am marketing computer products for a major supplier using television, radio and news advertising. I have a reputation for putting forth the effort required to make a project succeed.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

María Carretero.

Follow-up Letter :

I just wanted to send you a note of thanks for your recent order. New clients are the lifeblood of our business. Please take a look at the enclosed brochure that describes our company and terms of sale.

Our sales manager, María Carretero, will call you next week to set up an appointment. At that time he can explain our products more fully and answer any questions you might have.

We look forward to on ongoing relationship.

Acknowledgment letter

María Carretero

Date: 01/16/19

To,

Subject: Resume Acknowledgement Letter

Dear Sir,

We appreciate your interest in our company for the position of principal surgeon and we acknowledge receipt of your resume for the same. We are in the process of screening all the resumes and will be short listing the candidates whose educational qualifications, experience and other interests meet our requirements.

Our review period will take some time, so would appreciate your patience. We will notify all the applicants about our decision at the earliest. We hope you have an opportunity to discuss your skills in detail with us, but if we do not have an opening at this time we will retain your resume for next couple of months. If anything of your caliber comes across we will surely get in touch with you.

Thank you for the time you have given to “Saving a kids life” .We wish you success in all your endeavors.

Thanking You,

Yours truly,

María Carretero