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Business Letter Writing

Purpose of a Business Letter A business letter (or formal letter) is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper. Elements of a Good Letter The most important element of writing a good letter is your ability to identify and write to your audience. If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand, even if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background. The next element is that you make sure your present your objective in a clear and concise manner. Don't be vague about your objective, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a longwinded letter, just get to the point without going into unnecessary details. Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courteous, simply state the problem(s) along with any other relevant information and be sure to avoid threats and slander.

Block Format: Business Letter

Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ................................................................................... . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ................................................................................... .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ................................................................................... .6 Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9 Your Title Enclosures (2) 10 Typist Initials. 11

The block format is the simplest format; all of the writing is flush against the left margin. Other Business Letter Formats Your Address 1 The return address of the sender so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.) Date 2 Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date). Inside Address 3 The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation. Salutation 4 Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body. Subject Line (optional) 5 Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body. Body 6 The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing. Closing 7 Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the

end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature. Signature 8 Your signature will go in this section, usually signed in black or blue ink with a pen. Printed Name 9 The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure. Enclosure 10 If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself. Reference Initials 11 If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.

Sample Business Letter

3519 Front Street Mount Celebres, CA 65286 October 5, 2004 Ms. Betty Johnson Accounts Payable The Cooking Store 765 Berliner Plaza Industrial Point, CA 68534 Dear Ms. Johnson: It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months. In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice. I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555. Sincerely, Signature Bob Powers Accounts Receivable

Business Email Writing

The following are some tips to help you when you are writing business letters through email. A heading is not necessary in an email (your return address, their address, and the date). Use a descriptive subject line. Avoid using an inappropriate or silly email address; register a professional sounding address if you don't have one. Use simple formatting, keep everything flush with the left margin; avoid special formatting and tabs. Keep your letter formal, just because it's an email instead of a hard copy is no excuse for informality (don't forget to use spell check and proper grammar). Try to keep your letter less than 80 characters wide, some email readers will create line breaks on anything longer and ruin the formatting. If possible, avoid attachments unless the recipient has requested or is expecting an attachment. If it is a text document, simply cut and paste the text below your letter and strip out any special formatting. If the person's name is unknown, address the person's title e.g. Dear Director of Human Resources.

Writing a Complaint Letter

When writing a complaint letter, you want to keep it short and to the point to help ensure that your letter will be read in its entirety. If you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages. The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website. A hard-copy complaint letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Complaint Letter Writing In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter. The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.

The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service. You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary. Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

Sample Complaint Letter

65 Market Street Val Haven, CT 95135 June 30, 2004 Customer Service Cool Sports, LLC 8423 Green Terrace Road Asterville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555. Sincerely, Signature Ken Thomas

Writing a Letter of Interest

Letters of interest are written to express your interest in working for a particular company in a specific field. Your letter may be written either in response to a job opening or just to investigate possible employment.

Human resource departments receive dozens of letters of interest each week. However, make your letter stand out from the crowd using the following tips: 1. Before you write, do your homework. Research the background of the company and familiarize yourself with their products and/or services. 2. Be sure to find out the name of the individual who does the hiring. Address your letter to his/her attention and use her/his name in the salutation. Simply writing To Whom It May Concern and Dear Sir or Madam could be considered be lazy or rude. 3. Start your introductory paragraph with the reason you are interested in pursuing employment with this company. Try not to start the first sentence with I. (See sample letter of interest.) Also, explain what prompted your inquiry, such as a classified advertisement, a media article or interview, or a referral from an employee. 4. In the next paragraph(s), give specific examples of your qualifications. Dont hesitate to indicate the reasons why you would be an asset to the company. Illustrate your skills, strengths, and achievements in a professional, yet personable way. Stay away from strings of abbreviated credentials. These, if you have them, should be on the resume youll enclose with the letter. Direct the reader to your resume and any other enclosures. 5. In your final paragraph, thank the individual for his/her time in considering you as a new employee. Indicate a precise time when you will contact him/her by phone to follow up on your letter. Also, be sure to let the individual know how to contact you. A hard-copy interest letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Keep your letter short, no more than a single page. Remember to check it thoroughly for errors in spelling, grammar and to be sure it addresses each point you wanted to make.

Sample Letter of Interest

421 Liberty St. Kenyon, MN 55021 June 7, 2007 Ms. Jen Carlson Human Resources DTI 111 Riverfront Ste 325 PO Box - Box 157 Wabasha, MN 55946 p> Dear Ms. Carlson: Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my close friend, Paula Chavez who is an employee at DTI suggested that my special talents might benefit your customer service department.

Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an ethical and respectable manner. Also, I have a diligence in paying close attention to detail; as a representative of your company I would bring focus not only to the value of your services but also to quality of customer service. Furthermore, I am a hard, smart-working, selfstarter who works well in a team environment. I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail, ljones@[Link]. Thank you for your time in considering my qualifications. Sincerely, Signature Linda Jones

Cover Letter Writing

What is a cover letter? A cover letter is a brief one page letter sent along with the resume to potential employers. The purpose of the cover letter is to present yourself to potential employers and to let them know what position you are interested in and why you'd be a good fit to the position and company. Cover Letter Format A hard-copy cover letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Cover Letter Writing Generally the cover letter will consist of three paragraphs. The first paragraph is an introductory one which introduces yourself. You want to include information on the position you are applying for, how you heard about it and why you are interested in the position and/or company. The second paragraph should provide information on your skill, strengths, education, qualifications and/or experience. This paragraph should be concise and give specific examples of why you are the ideal candidate and not simply restate your resume. The final paragraph should close up the letter by requesting an interview and possibly suggest times that are convenient for you or stating that you can come in at a time that's convenient for the employer. Also you should let the recipient know what the best way and/or time to contact you is (you should let them know both your contact email and phone number so that they can contact you in their preferred method). Or you can let them that you'll follow up the letter with a phone call in several days. You should thank them for their time to close up the letter.

Each cover letter that you send out should be unique and tailored to the specific company and position you are applying to. Using one cookie cutter cover letter will lessen your chances for landing an interview. Also be sure to check for grammar and spelling and keep the letter to one page in length.

Sample Cover Letter

527 West Ave. Elmswood, CT 23865 October 28, 2004 Mr. Michael Black Director of Human Resources Global Answers 6542 Sioux Falls, NY Dear Mr. Black: It is with great interest that I am applying for the position of chief accountant. When I read the job description of your ad in the New York Times on August 12th, I felt that it was an ideal match with my career aspirations. I have always wanted to work for an oustanding company in the Fortune 500 such as Global Answers. I believe that I am the ideal candidate for the position due to my extensive experience as an auditor for KPMG. At my current position at KPMG, I perform all of the same tasks that are described in your ad for the chief accountant position. In addition to that I have a reputation for being a hard worker who makes sure the job is done right the first time. My reports are always completed well ahead of the deadline. Feel free to contact me and setup an interview at your earliest convenience. You can reach me by way of e-mail at KenJacobs@[Link] or by way of phone at (555) 555-5555. I look forward to discussing with you my future with Global Answers. Thanks for your time and consideration. Sincerely, Signature Ken Jacobs Enclosure: resume

Writing an Apology Letter

An apology letter shows that you are sorry and says that you value your relationship with the other party. The sooner an apology letter is written and sent out the better it is for the relationship. Depending on the nature of the letter, it can either be written in the friendly or the business letter format. Friendly/Personal Apology Letter If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next you should admit your fault and take responsibility for your actions. Next you should volunteer or ask if there is any way that you can help out to resolve

the situation. Then you should let the recipient that you will try to make sure that the situation will not happen again. To close off the letter, you should apologize again. When writing a personal apology letter it should come from the heart and be sincere. Formal/Business Apology Letter If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next you should give an explanation as to what went wrong. Then you should try to rectify the problem. To close off the letter you should apologize again.

Sample Apology Letter (Business)

5868 Maple Wood Street Fairfield, PA 37626 November 29, 2004 Mr. Joseph Bicman 358 Noncook Road John's Town, PA 57323 Dear Mr. Bicman: I apologize for the mix-up of order #: 26429782. We have just implemented a new packaging system that still has a few bugs that still needs to be worked out, but we did fix your order and sent it out this morning. For your trouble, we have enclosed a $25 gift certificate which can be used at any of our stores. Once again I would like to apologize for the mix-up in your order and any inconveniences this may have caused you. Sincerely, Signature Scott Mahoney Customer Service Manager

Sample Apology Letter (Personal)

Dear Jolene, I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have slipped my mind. How about I treat you to lunch next Wednesday at the new Italian restaurant Julie's at 12:30PM? I have marked this date in my planner so I will not forget about it. I'd just like to apologize again for missing the lunch date.

68 Pine Zaggat Lane Hampervile, NE 25385 January 5, 2005

Writing a Letter of Appeal

In cases where unfair treatment has occurred, a letter of appeal can help to rectify the situation. An appeal letter allows you to state your side of the story using facts to support your cause to convince the reader(s) to reconsider your case. A hard-copy letter of appeal should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Appeal Letter Writing The first paragraph should introduce yourself and explain why you are writing the letter. Although it may be difficult, be sure to keep your tone and emotions in check to show that you can present an objective viewpoint. Keep the first paragraph as concise and clear as possible so that the reader can immediately understand its urgency. The next paragraph(s) should narrate the account of what happened, and why your appeal should be granted. Include all the necessary facts in order to legitimize your case. You can start by referring to your handbook or guidelines as member of that particular group or institution. Also, provide specific times and date when particular events occurred. To make your letter more reader-friendly, use bullet-points every time you need to enumerate. After doing this, refer to testimonials from people related to your work, transcript of records, and medical certificate, if necessary. The last part should summarize everything you have stated above. Repeat the necessary points that need to be elucidated. Also include the contact details and where you can be reached. Close out the letter by thanking the reader for their time.

Sample Letter of Appeal

4682 Farrow Parkway Chicago, IL 60621 June 20, 2007 Jack Copeland Dean, Academic Division Chicago College University 1323 E. 84th St., 5th floor Chicago, IL 60621 Dear Mr. Copeland; I am a senior Philosophy major who took PH401 Advanced Metaphysics class under Prof. Vanleer, and I am writing to you to appeal a retake for the final comprehensive oral exam that was given on June 18, 2007. I feel that Mr. Vanleer did not give my situation the proper respect and understanding that it truly deserved. On June 8, 2007 at 10:37 A.M., I was struck by a sedan going 65 mph on my way to the university. I survived the accident but fractured the bones in my legs and hips. I have enclosed the medical documents detailing my stay at St. Francis Hospital along with this letter. Because of this setback, I had to reschedule all my exams for the following week (June 18-22, 2007) to the week after that (June 25-29) to allow for me to recover. I had my classmate Tom Saunders send the necessary letters to all of my professors requesting to postpone the date of my final exams by a week. All of them agreed except for Prof. Vanleer, who did not send any reply at all. The doctors said that it would take me at least two weeks to properly recover, and even if I did prepare for my exams for Prof. Vanleer, I would not be able to produce the expected output considering my debilitated condition. I feel that the situation is not warranted because I never got a grade lower than a B or (80-85) on his exams. Therefore, the risk of me failing the course and being prevented from graduating because of not being able to take his final exams due to an unavoidable circumstance is unacceptable. The handbook states in Article III, Section II that Students who have medical emergencies prior to a particular exam will be given the option to reschedule that exam. The medical situation which prevented me from taking the final at the scheduled time was beyond my control. I would ask you to grant me another opportunity to take the final exam. I look forward to meeting with you to discuss this matter. Feel free to call me with any questions at 555-555-5555. I appreciate the time that you have taken to read my appeal. Sincerely, Signature Jordan Summer Enclosure

Writing an Invitation Letter

An invitation letter serves the purpose of inviting a guest to a party, event or celebration while conveying more information than a traditional invitation card. It serves two purposes; one, to invite the individual to the event and two, to ensure that the person receiving the letter is going to attend.

There are two tenses used within the invitation letter, the present and the future. The present tense conveys information about the event and the future tense ensures the guest is going to attend. Business Invitation Letter An invitation letter is a formal way to invite peers and clients to events which are being hosted by the company and are one of the most popular ways of inviting guests to functions. The professional invitation should be written in a formal tone. The introduction allows the host and sender to introduce themselves, as well as the organization in which they have chosen to represent. A simple background of the individual or company will suffice. Next, in the body of the letter it is important to outline all of the information about the event. The date and time should be included as well as the theme and purpose for the event. At this point, a date should be mentioned in which guests should provide their reply by, and it may also contain any information regarding special roles played at the event, attire and items required for the guest to bring. Be sure to mention any specifications about dress code in the invitation letter. Next, the appreciation for the guest to attend the party should be shown. This can be completed with a formal note, stating that you look forward to seeing the individual at the event. Remember, this needs to keep in tone with the rest of the letter. The conclusion should contain the sign off and a line that ties the complete letter together, drawing the end of the invitation, with a salutation and a signature. Friendly Invitation Letter A friendly invitation letter is similar to a business letter but contains less formal speech and can make nuances with memories that may be shared with the guests whom are being invited to the occasion. Friendly invitation letters are used for a variety of reasons from engagement parties, baby showers and housewarming parties to wedding invitations. Invitation letters are used as an alternative to traditional invitations. They allow the host to convey different messages through the tone of the letter. Invitation letters allow the host to convey additional information that is not shared in a traditional invitation card. Memories can be shared with close friends and family members that bring about memories of past events. When sending an invitation letter, be sure to edit it completely, ensuring there are no punctuation, grammatical or spelling errors before the letter is sent to potential guests. You should be able to create personal and professional invitation letters with ease by using these techniques,

Sample Invitation Letter (Business)

Lockwood Middle School 307 Main Street Lockwood, NJ 51686 December 10, 2008 Mrs. Jody Coling President Lockwood Health Association 23 Main Street Lockwood, NJ Dear Mrs. Coling: My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals that will demonstrate the ability of the community to develop employment opportunities for the youth within the community. At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also be available at the presentation. As one of the prominent figures in the community, we would be honored by your attendance. Our special presentation will be held at our school auditorium on January 16th. Please reply by Monday the 9th of January to confirm your attendance to the function. We look forward to seeing you there, Sincerely, Signature Ms. Susan Harris

Sample Invitation Letter (Personal)

97 Fir Crescent Denver, CO 80409 December 17, 2008

Dear Mr. and Mrs. Johnson,

As the parents of the bride, I would like to take this opportunity to invite you to the wedding of our daughter, Sandra Green to her fianc, Adam Locke. On this joyous occasion, we wish to share the day with our closest friends and family members. Children grow faster than any of us can imagine, the time is upon us to watch our child grow and flourish into a new stage of their life. He proposed while the two of them were on vacation, she happily accepted and now they are to be married. The formal event will be located at the Fire Lake Golf and Country Club on the fifteenth of August at

three o'clock, two thousand and nine. Please RSVP by the fifteenth of June to ensure attendance. We hope to see you there to enjoy this special day with friends and family.

Writing a Resignation Letter

Before sitting down and writing a resignation letter, you should be almost 100% certain that you want to leave your current job, if not many complications can arise. A hard-copy resignation letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). The letter should be directed towards your supervisor or manager. At a minimum, the letter should state that you are leaving, when you are leaving, and thank them for the time that they have employed you. It is common courtesy to give at least two weeks notice before you leave your job, but sometimes you'll have no control over it. It is important that you keep your letter positive, you want to maintain a good relationship with your employer and co-workers, as they can be potential future references or business associates. If you feel like your reason for leaving is honorable, you can include the reason for leaving in your letter, but if you think your reason for leaving may rub your employer the wrong way, there is no need to put the reason in your letter. Resignation Letter Writing The first paragraph of your letter should state that you are leaving and when you are leaving. The second paragraph should explain your reason for leaving the company. (This paragraph is optional.) In the third paragraph you can offer to make your resignation go smoothly for the company. For example, you can offer to help train a replacement with the time you still have left. (This paragraph is also optional.) The last paragraph should thank the employer for the opportunity to work for, wish them well and/or express interest in maintaning your professional relationship.

Sample Resignation Letter

483 Spring Road

Ft. Berliner, VA 58265 October 21, 2004 Mr. Jack Wilkins Head of Inventory Control Widgets Unlimited, Inc. 16 Ferris Blvd. Clinton, VA 58763 Dear Mr. Jenkins: I am formally notifying you that I'll be tendering my resignation from Widgets Unlimited, Inc. My last day will be on November 12, 2004 I never imagined that I would have to leave Widgets Unlimited, but due to the relocation of my wife's work to New York, I have made the decision with my wife to move up to New York as a family. If there is anything that I can do to make this transition easier for the company, let me know and I'd be more than willing to help out. I have truly enjoyed my work here and I would like to thank you for the opportunity that you have given me to work here at Widgets Unlimited. Sincerely, Signature Scott Nelson Inventory Specialist

Requesting a Letter of Recommendation

Getting a good recommendation letter can significantly help you in the application process so it's important to ask someone who you are in good terms with for a letter. It is also important to ask someone that knows you well for a recommendation and that you ask them for it in person. If you are seeking a letter for college or graduate schools, it is recommended that you request letters from your teachers/professors. If you are seeking a letter for a job, business or professional school then it would be ideal if you got one from your current company. If you have not been at your current company long or if you are not currently employed then asking a previous employer is recommended. If that is not possible seek recommendations from respected professionals that you may know, such as doctors, lawyers, politicians, ministers and so on. Ask for the letters early on, don't wait until the day before the letter is supposed to be sent in to request the letters of recommendation. Instead ask ahead of time. If you are going to apply to school ask your professor at least a month ahead of time. If you are seeking a professional letter, ask for a letter of recommendation whenever you leave a job.

Assist the writer with as much material as necessary, providing the writer with your resume and a list of achievments will make it easier on the writer. You may also want to give him/her any information that will help with the letter including your plans for the future, your strengths, experiences and other qualities you want to be presented in the letter. Be honest about the information you give, if you embellish it'll catch up with you later. You should provide the writer with a stamped and addressed envelope. Also if there is a guideline that needs to be followed or any other material that needs to be filled out, you should provide that to him/her. After the letter is sent out, you should send a thank you note to the writer. You can also thank them in person or over the phone as well.

Writing a Letter of Recommendation

If you are requested to write a letter of recommendation but think that he/she is a poor employee/student or if you don't know him/her very well it is best if you decline. If you feel that you know the employee/student well it is a good idea to ask for additional information and/or conduct a short interview with him/her so that you'll have solid information to write in your letter. Follow the business letter format with the exception of the inside address which you can leave out if it is unknown. Unless the name of the person is given to you, you should address them as, "To Whom It May Concern:" Also be sure to include your phone number and/or e-mail so the reader can contact you with any questions. Letter of Recommendation Writing The first paragraph should start out by stating your relationship to the applicant and how long you have known him/her. You should also state your professional position at the company/school and any additional information about yourself that will help build your credibility as a good reference. The second paragraph should focus on building the applicant. It should give an overview of the candidate and his/her strengths and qualities. The next 2 to 3 paragraphs should focus on a single quality followed by an example(s) of how they show that quality. The closing paragraph should reiterate that the applicant would be a good employee/student and add any additional comments that you may want to bring up. You can also write about why you think the employee/student will be a good fit with the company, school, and/or position. Also let the reader know that he/she can contact you if they have any additional questions.

Sample Letter of Recommendation

562 Banquest Street Fair Valley, AL 81356

September 28, 2004 To Whom It May Concern: It is with great pleasure that I am recommending Rose Berdinger to you. I am the Head Sales Manager at Vacuums Plus and Rose has been under my supervision from November of 2000 to August of 2004 as a saleswoman. Rose would be a great asset to any company. She is one of the brightest employees that I have ever had. She also has a great drive and passion for her work. Rose is such a quick learner. Within her first two weeks at Vacuums Plus she had learned all the product names, their features, and how they work. It normally takes a new employee at least two months to get familiar with all the products that we sell. Rose's drive has led her to great success at Vacuums Plus. She has had the honor of receiving the "Top Sales Person of the Month Award" ten times in her last year at Vacuums Plus, which is a feat that no employee has ever achieved here before. I believe that Rose Berdinger will be an excellent fit for your company. Rose has been nothing short of an exemplary employee. If you have any further questions, feel free to contact me at (555) 555-555 and I'll be happy to answer any questions you have. Sincerely, Signature Peter Ziggad Head Sales Manager

Job Interview Thank You Letters

You should write a thank you letter as soon as possible (within 24 hours is recommended) after the job interview, at a minimum this should be done through email but is recommended that you do this through a hard-copy of a letter printed from your computer and mailed through the postal service. Hand written notes on thank you cards are also acceptable and good for short thank you notes. A hard-copy thank you letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date). Thank you letter writing The first paragraph should consist of thanking the interviewer for the interviewing you (remind him/her about the position you interviewed for and the date of your interview). You can also include information about your impressions about the company. The second paragraph should state your interests in the company and include any additional information about yourself that was not brought up in the interview which would make you a good candidate for the position. You can also emphasize your

qualifications that were already discussed during the interview (don't make this paragraph too long, try to keep it between 3-5 sentences, pick the traits that you think were most important to the interviewer and emphasize them). The last paragraph should let the recruiter know that you expect to hear from them soon. Also let them know that you are available to come in again and are willing to discuss the job further. Write down your contact information again and what the best method and/or time to contact you is. To finish up the letter, thank them again for the interview. Notes/Tips A thank you letter shows that you have good business etiquette, your interest in the company and the position, and reiterates your positive qualifications to the interviewer so it should not be put off. If there was more than one interviewer; write individual thank you letters to each of the interviewers (make sure each letter is unique). If it was a panel of interviewers interviewing you at the same time, you can send out one letter and address it to the head interviewer and the interview panel and thank them as one group. If you forget the spelling or the names of the interviewers, simply call the company and request the proper spelling and title. Keep the thank you letter brief; make sure the letter does not go past one page in length. Check for proper grammar usage and spelling.

Sample Interview Thank You Letter

215 Casandle Drive Middle Brook, FL 32634 December 15, 2004 Mr. Nigel Adams Director of Human Resources Nagata Resorts 6528 Castle Point Street South Port, FL 38625 Dear Mr. Adams: I would like to thank you for taking the time to interview me for the position of hotel manager on December 14. I was very impressed with the amount of vacationers that you stay at Nagata Resorts every year. I appreciate the time that you spent discussing the responsibilities of the position. I believe that my credentials make me an ideal candidate for the position. As I mentioned in my interview with you, I already have 7 years experience as a hotel manager. I am very organized and have a high attention to detail. I also believe that the customer is the most important asset, so I always treat them with the utmost respect. I look forward to hearing your decision about the position. You can contact me at (555) 555-5555, if you have any further questions, I'd be more than willing to come in and discuss them with you. Thanks

again for the opportunity to interview with Nagata Resorts. Sincerely, Signature Chad Ulster

How to Write a Farewell Letter to Your Co-Workers

If you are resigning from your job, you should not send out a farewell letter until you have notified your manager of your resignation. Sending out a farewell letter anytime after that is acceptable. Typically a farewell letter will be sent through e-mail and it should be sent in the the business letter format, but without the heading (your return address, their address, and the date). Farewell Letter Writing You should try to keep overall tone of your letter positive and avoid any personal attacks or negative comments about the company. The first paragraph should contain confirmation that you are leaving your job. Let your colleagues know when your last day will be. Use your own discretion on revealing why you are leaving and where you'll be going. The next paragraph(s) should express your apprectiation about for your job. You can call out specific projects, assignments, or people that you are thankful for or learned from. The last paragraph should conclude with the inclusion of your personal contact information. This may include your personal e-mail where you can be reached, your phone number, and/or a social media profile (e.g. Facebook or Linkedin).

Sample Farewell Letter

Dear Colleagues: As some of you may already be aware, I will be leaving my job at Acme Corp shortly. My last day will be next Friday. I have come across a new opportunity that I could just not pass up. I would like to thank all of you for your support during my tenure here at Acme Corp. I have learned a great deal here and will definetly miss all of you. I especially enjoyed the afternoon talks by the water cooler. I would love to keep in touch with you; I can reach me at my personal e-mail address at roger@[Link].

Sincerely, Roger Williamson Senior Compliance Analyst