Letters – Free Sample Letters

This kind of follow up letter can be suitably applied for tracing out the status for any pending tenders, rendering after sales services, business dealings etc. As the name suggests follow up suggests taking updates through a letter to be drafted with allusion to any previous correspondence, or any proposals to be completed. This would specify the reminder to complete the pending task, to take any further proceedings for any balance payments of sales transactions to be briefed up.

To,

Mr. Abhijit Ponkshe,

Sales Marketing Executive,

PVC Associates.

BKC Complex area,

Andheri Link Road.

20^th Sept’ 2010.

Subject: Follow up letter for transaction details of Sales Invoice no. PVC 894658.

Dear Sir;

I, the undersigned representative on behalf of KFCS Associates Pvt Ltd; would in relation to the above subject, seek to inform you about the lapse of the warranty period within the next couple of weeks. In accordance with the products delivered by us on your purchase request; it is a type of reminder cum follow up to ensure you that you will renew our annual maintenance contract only if you are pleased with our services. We assure full co-operation in the after sales follow-up and services & look forward for your positive response.

Thanking You,

Sincerely,

Viraj Patil

The task of writing a business correspondence letter for any request, confirmation, rejection, approval, & like decisions to be dealt for any proposals, tenders, projects etc whether monetary or non monetary transactions is possible & quite possible to follow on similar standard letter format.

Beyond just correspondence or to communicate in paper mode way is not just to express the request, confirmation for any dealings but also to create a essence of good faith, trust to establish a human bond & make it a lively relationship to sustain for in the long run.

Exploring some of the key factors starting from salutation until thanking sincerely has to have impressive & convincing language & formation of sentences particularly without any grammatical errors or mistakes to avoid any misunderstandings.

The subject matter of any type of business letter solely depends upon the purpose, perspective to be dealt & expressed by all means. Most commonly the flow of any business letter has to specify the date of drafting the letter, senders & recipients’ postal address, subject line in brief, salutation as in greetings for the reader, the actual subject matter, ending with looking forward for positive response, lastly to thank sincerely along with the initials of the authorized signatory by the sender. So now start drafting be it on paper or to mail any business letter.

Credit increase request letters form a very important part of the business strategy, hence the sender of the letter should be very cautions regarding the language and the tone of the letter.  The reason of the letter should be specific. This letter is addressed to the Manager of a factory written by the Manager of a Retail Stores. In this letter the Stores Manager request the Factory Manager to increase the credit facility which they had been using.

From:

Zachary I. Sheppard

General Manager,

HealthCare Medicals,

18 Broad Street
ME3 7MI 
LOWER HIGHAM

To:

Phoebe J. Flynn

General Manager,

Spiro Pharmaceuticals Factory,

80 Harrogate Road
TA4 9FF 
RUMWELL

24^th November, 2010

Dear Mr. Flynn,

At the outset, let me thank you for your cooperation in the past few years. I am writing this to request you to increase the credit facility you have been giving in the past few years.

With an increase in the credit facility, we would be much obliged to increase our sales. This would enable better business which would be mutually beneficial. As you know, we have never defaulted in our payments due to your company.

Thanking You,

Sincerely,

Zachary I. Sheppard

This kind of follow up letter can be aptly applied for tracing out the status for any pending tenders, quotations, business dealings etc. As the name suggests it is like taking updates through a letter to be drafted with reference to any previous correspondence, or any proposals to be finalized. This would specify the purpose, to take any further proceedings for any quotations.

From:

Mr. Abhijit Singh.

Infotech Pvt Limited. 
46/F, Ballard Estate. 
Poway Like Road.

To:

Mr. David Sehwag.

PCL Solutions Ltd. 
Mumbai.

18^th Sept’ 2010.

Subject: Follow up letter for transaction details of tender number BQC 456875.

Dear Mr. Sehwag,

This is with reference to our telephonic conversation & in relation to the above subject; to enquire on the status of the project tender number BQC 456875 issued a couple of weeks ago. Sir, having dealt with the necessary formalities to complete the aforesaid business deals on the supplying of required equipments for some developmental projects at the best quoted prices. We seek forward for your concerned response in order to strike a deal as per your convenience, service requirements, and installation & delivery mode.

Further looking forward for your positive response at the earliest.

Thanking You;

Yours Sincerely

These types of letters seem to be informal but actually they are formal business invitation letters. Such letters should be polite.  This letter is written by the General Manager of a Company who is been invited for a launch party of a software of an IT company. This letter is addressed to the manager of the IT Company. The General Manager who is the invitee thanks the manager of the IT Company for inviting for the launch of the new software.

To,

Lucille J. Clements,

Project Manager,

Software Tech Company,

1420 Larry Street
Milwaukee, WI 53221

20^th January 2011.

Dear Clements,

I am very glad to receive the invitation you have sent for your launch party of new software. I am pleased to inform you that I shall be able to attend your new software launch party. It would be prestigious for me to attend the event conducted by such a well known and reputed company.

I congratulate you from heart with best wishes.

I shall look forward to meet you on 25^th January.

Sincerely,

Lynne N. Livingston

(General Manager)

(InfoTech Groups)

Writing a business letter is not a day to day task for most of us. Business letters are not written on normal occasions neither they are written to particular designation. This letters must be written to particular parson rather than his designation or post. This letters must be written in warm and polite tone to make it more impact full. Business letters should be short and simple as time is a very important factor in the business persons life so it’s better to keep the business letter straight forward.

To,

Henry G. Rowe

71 Holgate Rd
LE7 1ZR 
RATCLIFFE ON THE WREAKE

Date: 19^th August 2010

Dear Mr. Henry,

Yesterday I checked your quotation and its impressive. As you have mentioned it seems to be very useful and profitable for our organization to recognize your firm as an advertising partners. We have check out some of your innovative advertisements which you have sent us with your quotation and wish you would make something more interesting for our organization.

All the norms of the quotation are acceptable and very clear. But regarding the payments we would like to have word with you. So you can meet us with your documents for finalizing the deal. We can also discuss some other norms if you have in your mind. We are looking forward to innovative ideas and healthy business relation with your advertising agency.

Yours sincerely,

Morgan C. Dodd

(Marketing manager)

Business letters should be always written in a positive tone. Even if you have to say anything negative then try to express it in a positive way. Where as while writing business letter try to be more specific and concentrate on most important matters. While writing the business letters keep in mind the size of the letter should not be too long because business professionals don’t have enough time to readout the whole letter.

To,

Scott E. Watts

74 Gloucester Road
TQ7 3VB 
CHURCHSTOW

Dear Mr. Watts.

With reference to your enquiry letter dated 10^th September 2010, I would like to recommend you the services of the Galaxy Internet service providers. Our esteemed organization is using the internet services of the galaxy service providers from past 3 years and we are very happy to tell you that they provide the best internet services.

In fact if you can check out all the organizations prevailing in the city, they all are using the internet services provided by the Galaxy internet service providers. Besides if you want to check out any other internet providers then you must check out 24*7 online cable network service providers. Their services are quite impressive but the connectivity and customer care services are not up to the mark overall they are very good option. Both this service providers have their main office at CHURCHSTOW so we can easily contact them even at the midnight in the case of any inconvenience. You can consider them for your requirements and in case of any further queries feel free to call us on the following number no. 8975615231.  

With best wishes,

Yours sincerely,

Kian E. Clark.

This Letter would be addressed to any retailer to enter into an agreement with the organization to become a part of their retail chain. This letter would welcome the new retailer and provide them the details of the merchandise supply and the commissions they are entitled to receive for the sale of Merchandise.

To,

Mr. Ricky Clarke

Sports Inc

4 Had lee Street,

Downtown Park,

Washington DC

23^rd Sept’ 2010

Subject: Welcoming to become part of our Retailer Chain

Dear Ricky,

We welcome you as our new retailer for our line of Sports Merchandise. We are happy that you agreed to do business with us and we are confident that you will maximize our merchandise sales through your retail outlet.

We extend our warm invitation to consider ordering our latest merchandise to stock-up in your retail store. We have enclosed the list of merchandise we offer and the price list for the same. We have also enclosed the commission rate you are entitled to receive from the merchandise sales. We offer the most competitive commission pay for all our retailers as per the industry trends.

We offer special commission packages all through the year for their invaluable contribution to our sales. If you find the commission package suitable to you, then feel free to contact Mr. Rolando, our Merchandise Manager for the supply of Merchandise.

We look forward to do business with you. Please feel free to contact for any queries.

Yours Truly,

Matthew Morgan,

CEO,

For Andy Sports

This type of cover letter can usually be for enclosing with the tender or quotations to be delivered as per the purchase orders & availability of stock etc. This would mostly specify about the detailed description on the parties interested, nature of transaction or activity, payment details, any related clauses etc to be briefed up.

Tender Subject Matter: Dispatch, Assemble, and work upon the allied products for Jupiter Continental Restaurant, Shanghai. 

Tender Reference No:       VGD/56428-2010. 

Tendered:   Jupiter Continental Restaurant, Shanghai

The company seeking new customers for their products writes business letter of interest. While writing the letter of interest one should give total information about the products which the writer company can provide with its prices. The letter must be effective in order to impress the reader then only the company will be able to get new customers for the products. 

To,

Connor S. Clayton

4142 Horner Avenue
Muskogee, OK 74401

Dear Sir,

With reference to our telephonic conversation I am sending some catalogues to meet your requirements. The catalogue contains the information about the slab caster and billet caster machine. Regarding all the important components and their price which are their in the machines. The period required for preparing each machine is also mentioned for your convenience.

We also provide the maintenance services for each of this machines we have also mentioned the charges for the same. You can also check out the quotations of the other machines providers and compare prices with them. After all the required consideration feel free to contact us for any further modification in the machine or price. We request you to specify any of your special requirements and terms and conditions. We are waiting for your response eagerly.

Thanking You,

Yours faithfully,

Jake G. Humphrey