Modern Business Letters

Cover Letter, Product Literature in Response to Phone Inquiry

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 It was a pleasure speaking with you today and as I
promised, I am enclosing literature on the [products]

I will be happy to get together with you, upon your
request, to explain the functions of each system in
order to assist you in your decision making process.

Thank you for the coutesies you extended during our
telephone conversation.  I hope that we can assist you
with your requirements.

Sincerely,
[Name]
[Title]

Cover Letter in Response to Catalog Request

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

Thank you for your inquiry about our   [equipment]  I am
enclosing our catalog for your review.

We developed     [name of equipment]     to provide
educators with a comprehensive and effective means of
transmitting information and to help modernize educational
methods.  That children are highly receptive and stimulated
to learn through the usage of audio-visual material, is
widely accepted by educators throughout the field.

After you have reviewed our material, we would appreciate
hearing your comments, and we will look forward to answering
any questions you have about our product.

Once again, thank you for your interest in the  [product]
 

Sincerely,
[Name]
[Title]

Apology for Delayed Response & Request for Meeting

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 This is to inform you that we are unable to make delivery
on the above referenced purchase order on the date
indicated.

We should have our merchandise ready to ship within 10 days
of the original delivery date and we hope that you can hold
off until that time.

We did want to inform you of this delay as soon we were
advised in order to give you as much time as possible to
make alternate arrangements, if necessary.  We can assure
you, however, that if your order remains in force we will
expedite delivery to you as soon as we have received the
merchandise.

Please accept our apology for this delay and thank you for
your understanding.

Sincerely,
[Name]
[Title]

Authorization to Participate in Medical Plan

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 As an employee of     [name of firm]    , I do (do not) wish
to participate in the Company’s Medical Plan.

    [name of firm]     is hereby authorized to make the
necessary deductions from my earnings or any disability
benefit paid to me by the company, for the amount specified
in the Group Insurance Schedule.

It is my understanding that I will be eligible to participate
in the Company Medical Plan as of     [date]     and that the
monthly deductions referred to herein will begin on    [date]

I further understand that the acceptance of my application
for participation in the Company Medical Plan is contingent
upon my ability to meet the medical requirements determined
by [name of insurance company]

Sincerely,
[Name]
[Title]

Authorization

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

          [name of guest]   is an honored guest of our
corporation, and during his stay at your hotel, you are
hereby authorized to forward all bills for his stay there
to our accounting office.  They have been preauthorized
to immediately approve and pay any invoices from your
hotel.  We have placed a credit limit on the account of
[amount]  Should this account exceed this amount, please
contact this office for approval in advance of any
additional charges.

Thank you in advance for your special consideration of
this individual and his needs.  We hope to make his visit
to our company and our city most enjoyable and memorable.

If I may be of any assistance in this matter, please
contact my office as necessary

Sincerely,
[Name]
[Title]

Acceptance of Order with Delivery in Lots

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

The merchandise that we ordered from you on March 27th,
was delivered on May 17th, which was two days after our
sale had ended.  What is most regrettable, is the fact
that I believe if we had the merchandise on hand for the
sale, we could have sold three or four cases.

I understand that you were experiencing some internal
problems during this period.  I am, however, unwilling to
keep the six cases that were just delivered due to the
delay.  Two cases will suffice for now and I would
appreciate it if you would have someone call for the
remainder and credit my account accordingly.

Thank you for your prompt attention to this matter.
 

Sincerely,
[Name]
[Title]

Refund of Duplicate Payment

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 Enclosed is our check in the amount of $         which
represents a refund for your inadvertant duplicate
remittance for payment of     [purpose]

We are pleased that our bookkeeping department discovered
this overpayment so quickly.

Thank you.

Sincerely,
[Name]
[Title]

Acknowledgment from Publisher, Comments Referred to Author

[DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

Thank you for your comments.  A copy of your letter has
been  forwarded to the author for his response.  I am
sure you will be hearing from him in the near future.

I am pleased that you found our article informative and
hope that you will continue to read our publication.
Should you have any comments or questions in the future,
please do not hesitate to write to this office.

We value our readership and are proud to have you as a
member of our family of subscribers.
 

Sincerely,
[Name]
[Title]