1.  The first part of the letter states your purpose. Sepending on the reason for writing the letter, this may vary from requesting an appointment to introducing a new salesperson. Your purpose is to stimulate the reader’s interest. Identify the benefit to your recipient.

2.  The second part of the letter gives details or background information. This is the persuasive part of the letter. If you are making a request, then this part would give the reason for the request. For example, in a request for an appointment, the second part would set up the time for the appointment, provide the telephone number where you can be reached and state the location of the appointment. If you are introducing a new salesperson, this part would give his background.

3. The last part of the letter acts as a statement of desired action and as a summary reminding the recipient of
the letter’s general nature. In many sales and promotional letters, this is a thank you; in others, it is a restatement of what has been said previously. It may also be used to summarize the details of an appointment. Many sales letters include a handwritten postscript to emphasize urgency or a benefit.

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Thank you for your July 30 payment, check #1429 for $500. Unfortunately, it was returned by your bank because of insufficient funds.

I’m returning the check to you for your review. Please send a payment this week after you reconcile this matter with your bank. If we receive your payment by August 31, you will avoid accruing additional interest charges on your outstanding balance with us.

Your continued patronage is important to us. We appreciate your good payment record in the past year. We know that you, too, will be happy when this situation is resolved. If I can help, just call me at 800-666-6666.

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Dear Mr. Lee:
We have not yet received your payments. This is to remind you that both your first and second payments of $100 are now overdue. This $200 plus the balance of $119.04 is due
on August 15.

In the credit agreement you signed, you agreed to pay off your bill in three payments. The first payment of $100 was due June 15, 2008, the second payment of $100 was due July 15, 2008, and the final payment of $119.04 is due August 15, 2008. Please send the full amount in 10 days.

Failure to pay on time will affect your ability to charge merchandise at our store. If you want to discuss your account, call me at 800-555-5555. Perhaps we can arrange a more comfortable payment plan.
Thank you for your immediate attention.

Sincerely,

John Smith

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Check the spelling of the recipient’s name. Use a ender-specific courtesy title only if you are certain of he recipient’s gender. There is nothing more mbarrassing or irritating than getting a collection etter, except getting one that is addressed improperly.

Step2:

The first part of the letter should state the concern and he situation (date purchased, amount owed and date due).

Step 3:

The next part of the letter should indicate the deadline or paying the bill and any penalties that may result. You may also wish to indicate your company’s policy
concerning late payments, grace periods, penalties or alternative payment plans.

Step 4:

The third part of the letter should indicate the consequences of not paying the bill. Initially, these may be penalties but, as the bill becomes more delinquent, it may include warnings of ruined credit ratings or involvement of a collection agency.

Step 5:

The final part of the letter should encourage the recipient to send full payment or contact you to arrange a payment schedule. End with goodwill and a positive attitude that this situation will be resolved satisfactorily.

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1. Write Clearly and Succinctly
2. Make a Good Argument and Counter Possible Obstacles
3. Show your Personality
4. Use Graphics Intelligently
5. Don’t Oversell
6. Avoid Boilerplate Language and Catch Typos
7. Always Keep the Reader in Mind

Click here for more information.

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By Alice Feathers, M.A. TESOL, Professional Editor and Writer

Each of us has, at one time or another, said or done something that we wish we hadn’t said or done. Rather than dwell on the mistake, however, we should take quick action to remedy the problem and then get on with life. An effective letter of apology is an important part of that process and can help turn “lemons into lemonade” and actually improve a relationship. This short article will give you several reasons for writing an apology letter and offer a few important suggestions to help you write a good one.

Click here to read rest of articles.

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source: bizletter.com

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Recent financial problems in our state are resulting in the board of regents’ eliminating programs they consider to be too costly. It appears that our department will be severely affected, so I am looking for another position in linguistic theory. I have a good publication record in phonology and can teach both graduate and undergraduate classes in phonology and general linguistics. During the past five years I have chaired seven doctoral and ten master’s committees. I believe I can make a good contribution to any linguistics program.

I am enclosing a copy of my resume for your information. If you become aware of any positions for which I may apply, I would sincerely appreciate a note, call, or e-mail message.
Sample 2:
My name is Bob Smith, and we met in Mr. Young Johnson’ office last January. At that time you mentioned that you worked in the legal department at Springfield Associates. I am an attorney at Doe & Doe in Centerville, and am planning to make a change. Most of my legal experience is in banking and finance, but I would like to branch out into environmental law.

I graduated from Centerville University College of Law and was case notes editor of the Law Journal. I took three courses in environmental law, and did my clerkship with a law firm specializing in environmental issues. Would you mind giving me suggestions about who I could contact in Springfield? I am tied to the general area of Springfield or Centerville for the present since my wife is completing her degree in business. If you run across anything interesting, I would greatly appreciate your calling me at 123-123-1234.
Sample 3:
It was a pleasure to see you at the Arts in Industry conference in Springfield last August. You may recall I was considering changing positions then. Well, as of November 1, I am a free agent. My search for a good position in graphic design is fully under way.

For the last four years I have managed the art department at Doe’s here in Springfield, but that department was severely cut under the new ownership. Most of my experience has been in retail print advertising, but my degree is oriented toward events and promotions in many media, including television.

I would certainly appreciate any leads you might be able to provide me with in this search. I do have the advantage of being flexible and mobile, within reason. Do not be shy about sending something my way. Please give the enclosed resume a quick look. If anything comes up, please give me a ring, at 123-123-1234. It will be good to talk to you again.

source: bizletter.com

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I graduated from Doe University in 1992 with a major in English and a minor in Electrical Engineering, an admittedly unlikely combination. Still, it has served me well. I have been able to bridge the communications gap between the technicians and the general public, not only in writing readable manuals, but also in writing successful advertising copy. I hope to hear from you after you have had a chance to review my resume.

Sample 2:
Although you may have a fully staffed sales force at Doe Pharmaceuticals, I believe that my background will interest you. After completing an undergraduate degree in chemistry at Springfield University, I worked in the lab at Springfield Hospital, having frequent contact with staff physicians. Later I worked for Johnson Pharmaceuticals in Research and Development, which gave me a solid background in drug interaction and chemical composition.

In addition, my position as President of the Springfield Chamber of Commerce has allowed me to use my leadership and sales abilities. Please take a careful look at my resume. I know I could be an asset to your company. Call me at 123-123-3333, if you would like to know more.

source: bizletter.com

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source: bizletter.com

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