Letter Samples E-J

Appreciation Letter for Suggestion Made by Employee

Getting suggestions are a good way to improve the quality of products and services of businesses. An employer will appreciate it more if it is given by a concerned employee. Nothing is even more flattering than by giving your appreciation for the suggestion.

An Appreciation letter is also considered as a thank you letter. It is very ethical to thank the person who has helped you to have more improvements in the company. You can also send these letters to your valued customers. This letter could will definitely make the person smile and be more loyal to the company.

When you are making this type of letter, make sure that you must give your ways to implement this idea. Make it short but very friendly and positive. You can also assure the reader that after some time, he will see the results of his suggestions. Make the letter sound like the suggestion is a very smart idea. Express your appreciation as much as you can without sounding like a broken record.

Here is a sample letter to accept and express appreciation for a suggestion:


February 27, 2010

Lessie Benningfield
1728 Wyatt Street
Boca Raton, FL 33434

Dear Ms. Benningfield,

As the representative of the company, I thank you for your wonderful suggestions in regard to the packaging appearance on our food products. I have planned a meeting with our top advertisers and sales heads to implement the new design covers and packaging.

We are also considering the increase in single food servings but with the same price. It will surely help to grow the business and give more satisfaction ratings from the customers.

Rest assured that you will be able to see the new packaging after one year. Our fast foods all over the country will surely have more distinctive features from the other fast food competitors. We are delighted to see our customers happy about our new dishes and products.

Again, thank you very much for your wonderful suggestions. If you have other suggestions and concerns, feel free to contact me at 732-761-4660 or at loriflanagan@zetachicken.com.

Truly yours,

Lori Flanagan
Zeta Chicken Food Corporation

Letter of Explanation for Error

It is important for a person to explain the errors that he had committed. Every one of us commits error because indeed nobody is perfect. The line “nobody is perfect” have been used in movies, novels, and other writings. It has been overly used and abused.

However, we must point out that it should not be used as an excuse for commiting a wrong. As human beings, we are accountable for our own actions. It is not right to just forget about the wrongs we have done in the past. People tend to wait for an explanation.

Life is full of tunnels and if you fall on one of these tunnels, you must always try to climb up to the surface.

Here is an example of a letter explaining an error made in a personal relationship.


January 29, 2010

Joanna Reed
2345 Antioch Drive
Queens, NY 02345

Dear Joanna,

I am so sorry I made a mistake in leaving you. I think it was the greatest error I have made in my entire life. You have always been so good to me. You were always there to light up my day. During the viagria darkest moments of my life, you were always there to give me hope, to give me joy. My family and friends were shocked when they learned that we broke up. I think they always thought that we were perfect for each other and that the wedding bells are soon to ring.

Now, I realize what a fool I have really been. I thought that it was a mistake to cling on to a relationship when love is no longer there. I did not want you calling me all the time. I felt suffocated by the attention you were giving me. I thought that you were overly possessive and jealous. I did not realize that that is your way to express your love and concern. I really miss the days that you were with me. I miss the laughs and funny moments we had.

How I long to explain all these to you. I could not say personally so I wrote this letter. I hope you come back to me and I promise never to let you go again.


Anthony Grier

Job Acceptance Letter

Writing an acceptance letter for a job offer is one of the best ways to show a good impression and your professionalism to your new employer. It will also establish a good start and prove that you are committed to your new post.

The acceptance letter should be positive and direct to the point which must include the following:

1) State the exact job title that you are being offered and thank the employer.
2) Express your acceptance.
3) Talk about the details of the employment such as remuneration package, benefits, starting date, work schedule and job description. This is the best time to clarify your terms and conditions to avoid misunderstandings in the future.
4) Emphasize your enthusiasm and appreciation for the opportunity given to you.

You have to address the letter to the person who gave you the job offer. Review and proofread your work. Writing a good acceptance letter is your initial step to prove that your new employer made the right decision.

Below is a sample of an acceptance letter for a job offer.

November 26, 2010

Mr. Jonathan Kent
Human Resources Manager
Washington Company

Dear Mr. Kent,


I would like to express my gratitude for offering me the position of Marketing Manager with Washington Company. I am pleased to accept the position and will start my employment with your company on December 15, 2010.

As discussed verbally yesterday, my starting monthly salary will be $80,000, life and health insurance benefits and company car will be provided after 90 days of employment.

Once again, thank you for giving me this rare opportunity to work with you. I am enthusiastic to join your company and contribute to your success.

Should you need any information or if I need to accomplish any paper works, kindly let me know.


Martha Smith

You have to keep in mind that an acceptance letter is binding so make sure that before you write, you are really decided to accept the offer. Sending an acceptance letter for the job offer means you are starting your employment with the company. Writing a letter will only take a few minutes but it has a great value setting the right tone with your new company. Once you back out after you have given the letter, it would be unprofessional and unethical.

Apology Letter to an Employee or Employees

When writing an apology letter to an employee or employees, it is important to remember that you are still in charge. But at the same time, you have an opportunity to earn their respect by being humble, specially, if you are in the wrong.

Speak from the heart if you can, express humility, and a resolve to be a better listener.

Below is an example letter of apology to your employee:


December 5, 2010

John Smythe
ACME Company
987 Business Center Circle
Juneau, Alaska 99876

Michelle Thompson
Production Manager
ACME Company
987 Business Center Circle
Juneau, Alaska 99876

Dear Miss Thompson,

I would like to extend my sincere apology to you for the way I treated you during the company ball. I know I was very arrogant during that time. I guess I had too much wine in my system. My position as the manager of the company does not justify my actions for which reason I beg your kind forgiveness and hearty consideration on this matter. I know that the pain, anxiety and humiliation that you have suffered due to my ignorance cannot be compensated. It is with deep regret that I have done such act and I am so sorry for it.

Your forgiveness will help me forgive myself too. I hope we could bring back the old friendship we had. I surely miss it. I know that every establishment needs a healthy working relationship between employees and management. There are many working relationships which exist within an organisation and how effective these relationships are can play a significant role in dictating the overall effectiveness of the business.

Working relationships can mean those between those between a manager and his workforce and those between colleagues in each department. Regardless of the nature of the relationship, there are a number of key factors which can determine whether these relationships are healthy, productive ones or whether they will have a detrimental effect on the business. It is generally accepted that a happier workforce, one where good relationships are in place, is a more productive workforce. Good relationships are built on a culture of cooperation where each individual is working towards the achievement of shared aims and objectives.

Good working relationships are rooted in respect. I am so sorry I failed to exercise that. I would like to gain back your respect and trust towards me as your manager. I know that it is impossible to build up a relationship with someone unless you have a good understanding of that person’s character and to accept these even if they differ from your own.

This can lead to mutual respect and understanding being established and is a key factor in developing a good working relationship. I sure want to have a good working relationship with you. I hope you can find in your heart to forgive me for my shortcomings.

John Smythe
Human Resources Director

Application Letter for Employment in a Foreign Country

An application letter for temporary or permanent employment in a foreign country is a letter to assist in gaining employment. Most positions in a foreign country require a related degree and professional experience. Although in reality, most foreigners who seek employment in a foreign country don’t land a job related to their experience and educational background.

Most countries rely on the content of your resume that is why it’s good to make a good resume since there is no such thing as a perfect resume’. You have to include your accomplishments, work references, and your academic background. A successful application will not be complete if you do not have a cover letter for your resume. Here are some tips on how to construct a cover letter:

1) Do not use the phrase, “I want to experience international exposure.” This is an old age phrase and employers might have heard of this a thousand times.

2) Be straightforward but in a positive tone. Don’t be too arrogant in stating your key achievements. Your achievements might not be a big deal in some countries.

3) Make a research about the company you are applying with.

4) Be clear and brief. A one pager cover letter will do. Lengthy cover letters will make the reader stop reading.

5) Check your grammar, punctuation marks, and spelling. Let someone read your letter for evaluation.

Here’s an example of an application letter that can serve as your guide:


December 10, 2010

Human Resources Director
XYZ Dubai Lightings, Inc.
United Arab Emirates

Dear Sir or Ma’am:

I am writing to express my interest to join your company for an employment as Document Controller. I graduated from the University of the Philippines, Diliman, Quezon City with a Bachelors Degree in Computer Science. I have with me years of experience as information systems administrator of top companies such as Motor Philippines, Inc.

I am also confident that with my strong knowledge of modern word processing software, excellent computer skills, and project management tools will make me an asset to your organization.

For your reference, I have attached my resume for your review. Should you need further information, you can reach me at 632-1234-1234.

Thank you.

Juan Dela Cruz

Visa Employment Application Letter to a Foreign Country

One of the documents you need to prepare if you are exploring opportunities to work in a foreign country is to write a visa application. This is the proper way of asking permission to work and earn in a foreign country. In some countries, you have to formally request for a working visa. You have to prepare as well for the necessary requirements and supporting documents plus a polished visa application letter.

Your visa application letter must not contain unnecessary information. It must be straight forward, courteous and simple. It must be in a professional tone. Make sure that you keep your sentences short and simple. You may include as well some of your outstanding work achievements or what makes you suitable for the position. Keep in mind that you have to use positive language in your letter.

To avoid mistakes, you have to review your letter. Double check the details and information that you have indicated in your letter. Check if you have grammatical, typographical and spelling lapses. You have to show that you have a good command of the English language through your writing. Use words that are easily understandable by anyone and don’t show off how wide your vocabulary knowledge.

There are cases that if you took your internship in a foreign country, and they are planning to absorb you as a full time employee, they can arrange the visa for you.


December 10, 2010

Botswana Consulate
Immigration and Visa Section
123 Taft Avenue
New York, New York

Re: Application for temporary work visa

Dear Sir/Ma’am:

I would like to apply for a temporary work visa. I have a two-year job offer from The Washington Hotel in Gaborone, Botswana. I am planning to join the company as Marketing Manager this coming January 2011. The Washington Hotel found my educational background and experience suitable for the said position.

I can guarantee that I shall respect and follow the conditions that apply to temporary working residents.

I hope that you will grant me a work visa.

Thank you.

Steven Valley

Announcement Letter of Appointment of Employee to New Position

It is important to announce to the entire organization of an appointment of an employee to a new position. It could be a new employee who just joined the company or a person who was promoted in a new post.

Announcing this to the entire organization shows how you welcome, recognize and give support to the person. It is a way as well that you asks all the employees to do the same thing.

It can be done through making a memorandum that the employees can read and refer to.

1) Use positive tone when you give the importance and extent of the appointment of an employee to a new position. If he replaces someone who did not perform well, do not state any negative things about the person who previously handled the position.

2) The mood of the memo should show your enthusiasm and congratulatory. It should express how confident you are in the abilities of the employees that he can do the job.

3) It should contain the qualifications of the person in order to let the reader know that the new person for the post is indeed competent and qualified.

4) Proofread your work. There should be no punctuation, spelling or grammatical errors.

5) Make sure to provide details that are accurate and complete.

6) Construct a memo that can be easily understood by the employees. It should be concise and brief.

7) Highlight in your memo the key accomplishments and the previous position of the person.

To better guide you on how to construct this type of memo – announcing the appointment of an employee to a new position.


December 8, 2010


Managing Director – General and Administrative Services
Washington Medical Center

SUBJECT: New Business Development Manager

We are delighted to share with you that we have a new Business Development Director for our New Business Development Team who joined our company. Mr. John Doe has accepted the position effective December 10, 2010. John comes to our company with a vast and wealth of experience in the field of developing and creating new businesses.

He was previously the Business Development Director of St. Gabriel’s Medical Hospital. His primary roles were to create business opportunities for the institution and to lead the Business Development Managers and Supervisors. He was also in-charge of constantly monitoring the performance of his team. John was also tasked to prepare all financial projections, review and make profitability reports, and to analyze the market trends of the hospital. He also helped in conceptualizing projects and programs of the sales and marketing team.

We are indeed excited to welcome John that he decided to join the company. I would like to invite everyone to join the management team in welcoming John to the Center in his position.

Thank you.

Complaint Letter for Poor Facilities or Equipment

A letter of complaint to cite poor facilities or equipment seeks to have a particular facility improved, repaired, or replaced. The main goal is to make the letter-recipient rectify the problem, if possible without entailing additional cost on the part of the complainant.

In most cases, the person in charge of overseeing the facilities may not be personally responsible for the damage or decrepit condition of the equipment or facility which is the subject of the complaint.

Nonetheless, a firm, direct, and courteous letter may be a good first step to enlist cooperation, and bring the matter to the attention of people who can get the problem solved. Here’s a sample letter of complaint for poor facilities or equipment, that points out pertinent details about the situation directly from the person filing the complaint:


December 2, 2010

Mr. Jason Smith
Gym Manager
Eclipse Fitness Center
250 South West Main Street
Chicago, IL 65432

Dear Mr. Smith:

I became a member of Eclipse Fitness Center on June 15 of this year. Over the last six months, I have found the overall gym cleanliness and the good working condition of equipment as highly satisfactory. In recent weeks, though, I have noted that some of the equipment have not performed accordingly.

An example is the treadmill, which has been making squeaky noises when in use. While there is a general announcement for gym members to keep the gym equipment clean following use, I believe the housekeeping or maintenance team can take measures to prevent certain equipment, like the treadmill, from damage and malfunction.

I also wish to take this opportunity to inform you that on several occasions, I have found cockroaches in the locker room.

It is my hope that you will be able to address these concerns at the soonest possible time. I am considering to leave for another fitness center, especially if these issues are not resolved in the next couple of weeks. I may be at 312-555-7888.

Sincerely Yours,

Daniel Gregory

Acceptance Letter for an Invitation to Speak or Perform at an Event

Writing an acceptance letter for an invitation to speak or perform at an event should be direct and simple. You should not express reluctance or modesty. You have to let the reader feel that you are truly pleased to accept. This letter is also an avenue for you to request for your requirements such as sound system or materials that you will need.

1) Express in your letter how delighted you are and how wonderful you are to accept the invitation. Confirm the date, time, venue, attire and accommodation.

Sample sentences:
It is indeed a pleasure for me to sing for Mr. Washington ’s Birthday celebration.

I am delighted to accept your invitation to perform during the half time.

I am honored to accept your invitation to speak to the graduating class of your University.

Thank you for your invitation to serve as one of the judges. I will be there on December 20 at 7:00 pm.

2) State in your letter your requirements and special needs in order for the organizing body to arrange before your arrival.

Sample sentences:
In addition to an overhand projector, I will need a television.

Kindly assign two assistants during my presentation to help me distribute the hand-outs.

To enhance the discussion and group activities, could you arrange the tables and chairs in U-shaped formation?

3) If necessary and appropriate, discuss in your letter your professional fee.

Sample sentences:
I appreciate your offer of a $500 professional fee plus shouldering my hotel accommodations.

Here’s a sample letter of acceptance to an invitation to speak or perform.


November 26, 2010

Jocelyn Doe
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Doe,


Thank you for the invitation you sent me to be one of your speakers at your conference. I will be there on Saturday, December 20, at 3:00 p.m. to be held at the Washington Center in California.

For my presentation, kindly arrange for an overhead projector, wide screen, DVD player, whiteboard, and a podium with a microphone. Also, it would be great if you can send me the profile of the audience such as professional experience, and educational background in order for me to prepare appropriate materials for them.

I am currently making travel arrangements and tentatively plan to be in California on Friday, December 19. Kindly expect my call a week before to inform you my travel itinerary. I look forward seeing you at the conference.

Yours truly,
John Smith
President, ABC Industries

Announcement Letter of Bad News to Employees

It is really difficult to announce a bad news to your employees. Example is when the company will not be able to give the bonus that they promised.

Executives and managers find it hard to break the news that employees will no longer be receiving their yearly bonus.

Management must lay their cards on the table. It means that there must be a really good reason for the bonus not to be given to the employees. Such reason must be explained thoroughly.

It would be best to right a letter to your employees stating the bad news and the explanation for such news.

Below is an example of how to announce the bad news to your employees through a letter.


December 20, 2009

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

To all employees:

The existing global crisis is really a tough problem that we have to face. You very well know that our country is experiencing recession right now. Our government is doing everything to fix this problem. We can expect more tough times ahead. Unemployment is likely to remain high, due to many business closures. The situation at the financial market is still unstable. During the crisis period millions of people have been recessed and some professions have become not required at all. The global recession is not only happening here in the United States. Europe is experiencing the same problem.

We should not despair because crisis is a normal thing in the life of people. There is hardly one of us who cannot remember some situation that has thrown him from the measured and stable current of life into an uneasy and anxious situation which is unexpected. Anyway, critical circumstances require to revise the past positions and to develop a strategy in order to reach our new goals.

In this connection, the company cannot give you the bonus that you are expecting for the yearend. The company is experiencing difficulty in its sales output. We have no choice but to cut down expenses for the meantime. Please bear with the company. The management is doing everything to prevent the business from closing. Please join us in saving this company and hope for a better future.

Benjamin Long

Human Resources Director