Letters – Free Sample Letters

Dear Name,

We regret to inform you that the annual function of the company is scheduled to be on Fridays as against Saturday we are very sorry for the misprint, we know that you would have already made arrangements for your weekends. But there was a misprint and we are ready to conduct the function as on Saturday and you are aware the main guest fort the function is __________ and there would be a fashion show and dance program. Also there is a special skit from the ____________ department.

We understand that it’s very annoying to make all the planning for a weekend with family and friends and now you are in a position where you will have to select one, we assure you that you will not be disappointed as the show is organized by __________ who did a very good job last year. It would start at ________ and will be there till midnight, we invite you all to be present for the function. The dinner is organized from __________ restaurant and drinks are also provided.

You all are cordially invited and sorry again for the misprint in the memo. Please be there on time.

Enjoy!!!

Your Name.

Dear Name,

This is to inform you all that _______________ is suffering from _________ and it would take around 15 days for him to recover. I can understand that as a team lead he was very supportive and is someone who guides you on day to day basis but for next two weeks this responsibility will be given to __________. Till date you all have performed well under his guidance but I request that during his absence also I would like you all to meet your daily targets and also distribute his daily work among yourself.

I will be there as a support and but I would require your cooperation for sending the daily reports. It’s very unfortunate that ___________is ill at this point of time as he is also leading the team for the upcoming project, I am sure he will recover before the project commences and till then he requires our support and I wish that he recovers soon. In the mean time be prepared to rake up his work load.

Thank you for your help and consideration.

Regards,

Your Name

Inform About Changes In Policy

Mr/Mrs

Address

Date

Subject: Inform about changes in the policy.

Dear Mr/Mrs

This is with regard to the new financial policies announced for the year 2010-2011 by the company. There have been substantial changes in the pay structure and allowances. The pay has been modelled on the basis of higher experience higher pay. The old policy of higher post higher pay is scrapped to given way for this policy to appreciate experience.

There have been substantial changes in allowances also.

The new pay structure and allowances are attached along with this structure. These new pay schemes will be applicable from April 2010.

The due care has been maintained to form the policies and all th e stakeholders were consulted before finalising on it.

Any grievances or inquiry may be directly addressed to the sales department.

Yours

Name

INFORM CUSTOMERS ADOUT DEFECTS IN A PRODUCT

Ms/Mr. ______________

Address

Date: ___________

Subject: To inform about certain defects in xyz

Dear customer,

It is to bring to your notice that certain defects have been found in the recently launched product XYZ (name of the product).

There were certain defects found in XYZ and were also reported by certain section of customers.The malfunctioning has been found in the pieces sold only after ________ (date).

We are repairing and replacing all the pieces sold after ________ (date). It is requested that you have any piece of XYZ bought after the mentioned date you may get it replaced from your nearest dealer or priority shop for free on providing the receipt of purchase.

We also mention that pieces sold before the said date are found to function properly and are not required to be exchanged or changed.

Thank you

Yours

Name

Designation

Ms/Mr. ______________

Address

Date: ___________

Subject: Appointment for interview

Dear Ms/Mr. ____________

This is to inform you that you have been selected for the interview for the post of programmer on _____________ (date).

The interview will commence from _____ (time of interview) at the _____________ (address of the place of interview).

You are requested to bring the following:

1. Certificates of class 12 and graduation.

2. An id proof (driving licence , bank account etc)

3. Letter of recommendation ,if any

4. This letter

Kindly be present at the place of interview 15 minutes prior to the time of interview.

Thank you

Yours

Name

Designation

NOTE: Mobile phones are not allowed inside the interview hall.

Ms/Mr. ______________

Address

Date: ___________

Subject: To inform about a bounced cheque

Dear Ms/Mr. ____________

This is to inform you that check with cheque no ______________ (cheque no.) sent by you on ________ (date) in regard to the payment of supplied materials has bounced back and could not be cashed.

The account no __________ mentioned in cheque is found not to be authentic.

We are sending it back along with this letter. Kindly send a new cheque with proper specifications at the earliest possible time. If the payment is not made at time we might be forced to take necessary steps like delay in supply of materials.

We will also like to inform you that payments can also be made in others form like demand draft etc. We hope that payment will be made soon.

With regards

Yours

Name

Designation

Company

There is something for which one needs permission only then is that thing executed. But there are some things where only informing is enough and no permission is required.

Companies usually write an Inform Letter because they do not need permission from their employees for any decisions that they may have taken. An employee however needs permission from her/his company for any approvals or sanctions that s/he may require. An Inform Letter however still needs to carry the explanation for the decision that has been taken. Keeping transparency in communication between the company and its employees is of extreme importance. An Inform Letter however may be either to give pleasant news or not such pleasant news.

DOS AND DON’T’S OF INFORM LETTER

• An Inform Letter may be addressed to one particular individual or may be generally addressed depending upon what is being informed about
• It may be a personal or an official letter in nature
• An Inform Letter can be both hand written or typed
• It must carry a date on the top left corner of the letter to indicate when the letter was initiated
• An Inform Letter should be crisp and short
• If the Inform Letter is being written as a result of some incidents, then details of those incidents should support the letter
• The language of the letter should be both formal and simple at the same time so that everyone can understand its contents
• Since this letter is used as a tool to give some information, it should give all possible details about that piece of information
• In order to keep transparency in communication an Inform Letter should also give an explanation why a particular decision has been taken
• The letter should always be signed by the person who is has the key responsibility to ensure that the information is being followed
• An Inform Letter should always have a phone number or email address where the signatory may be contacted for any clarifications
• Even though no permission is being taken in the Inform Letter, the tone of the letter should not be dictatorial or authoritative. It should be informatory in nature yet firm
• If there are any consequences to not following the instructions in the Inform Letter, they too must be clearly mentioned in the letter

SAMPLE INFORM LETTER

TO WHOM SO EVER IT MAY CONCERN

______________ (Date)

Dear Colleagues

For the last two months we have seen that the office decorum is not being maintained the way it should have been in terms of the outfits that each one of us wears to work.

In order to maintain the sanctity of the place and to ensure that our place of work looks like one, the management would like to inform all of you that with effect from ____________ (effective date) the female employees would have to come to work dressed in Indian outfit like salwar and kurta/churidar. The male employees would have to wear formal trousers and shirts. On Saturdays however informal but decent outfits are allowed.

Any violation of this dress code will lead to dire consequences.

Please feel free to contact the undersigned to seek any clarifications.

We hope you will support us in this endeavor of ours.

Best regards,

(Name of signing authority)