Air, water and fire – all a necessity for us but yet can prove disastrous. Hurricanes and whirlwinds are the disasters of air; floods are disasters of water and fire in itself is the disaster. Excess of each of these is bad. Soft winds blow we love it but when they become strong they create havoc. Water is a soother and calmer but when it gushes it takes away everything with it. Fire helps us cook but when it burns something, it just destroys it.

Fire Letter is basically written to inform people around that a place had caught fire that have resulted in damages as per details. It is also used to inform customers that information that they may have submitted earlier at the time of being associated with the company will need to be provided again. It is also to inform all concerned if the operations of the company are getting impacted due to the fire.

DOS AND DON’T’S OF FIRE LETTER

  • A Fire Letter should be sent out as soon as the fire has broken out
  • Since it is communicating a disastrous happening, the tone should be subtle and subdued
  • It should be short and crisp just giving information about the mishap
  • The letter should also clearly state what all has been damaged and the extent of damage
  • A Fire Letter should also state what all information would the company like to get from its customers again because of the damage
  • The letter should also specify the date and time when the incident occurred along with a number of any police complaint lodged
  • The letter should always be typed and not hand written
  • Since it is a common letter for all, it should be generically addressed to all
  • Before the letter is sent out please make sure that all the information given in the letter is correct and not misrepresented
  • There should be no grammatical or punctuation errors as well

SAMPLE FIRE LETTER

____________ (Date)

TO WHOM SO EVER IT MAY CONCERN

It is with deep grief and regret we are informing you that on the night of _______ (date) around _______ (time) due to a short circuit the storeroom of our office caught fire and all the documents that were filed and properly stacked in there have been 100% destroyed.

We apologize for the inconvenience caused but we will need the following details from all of you once again to recreate our records:

a). Your name

b). Spouse’s name

c). Names of children (if any)

d). Mailing address

e). Phone numbers (both landline and mobile)

f). Email address

g). Date of birth of all the members whose details are being given as above

We assure you that we will bounce back with our records all updated in a few weeks only. But we need all your support as has been given to us in the past years.

Best regards,

(Name of signing authority)