Letter Samples L-R

Letter of Acknowledgement of Late Payment Received

There are some incidents that a customer fails to pay at the right time. It may be a head sore for employers and business owners. But even if this happens, you still need to be approachable to your customers. An acknowledgement letter is the perfect way to confirm your customer’s late payment.

An acknowledgement letter works as a payment confirmation letter. It also reduces further troubles for the customer because he might inquire about the delayed payment. You can give assurance to the customer that the company will still assist him on his needs.

You have to be sincere in writing this letter. Even if you are mad, never ever put your thoughts in writing. Keep in mind that there are some events that delays in payment cannot be avoided like for medical and finance reasons; and being rude would just make you lose you customers.

Better focus on your confirmation message which have to be formal and straight to the point. You must also clearly state the terms of payment between you and your customer for instant review. At the end of the letter, supply your contact details if ever he has some questions.

Here is a sample of a letter to acknowledge payment of an overdue balance:


March 2, 2010

Russell Williams
2088 Paul Wayne Haggerty Road
Kenner, LA 70065

Re: Overdue Balance Payment Acknowledgement for Account #50768

Dear Mr. Williams,

We are informing you that we have received your payment of $100 that was due last month. Thank you for you remittance and your account ban has been lifted.

Please keep in mind that you have to pay before the 15th of the month to avoid penalties. Customers who can not comply will be required to pay a penalty fee of %3 of the initial payment as well as an instant account ban.

If you still have any questions and inquiries, please call our hotline at 870-497-2855 or email me at josearnold@palicbankland.com. We are truly happy to hear from you soon.

Thank you for using our services and have a good day.


Jose Arnold
Bank Manager
Palick Bank Land Inc.

Request Acceptance Letter to Serve in an Honorary Position

Writing a letter on accepting a request to serve in an honorary position must have tone of politeness. It should show how you appreciate the opportunity given to you. This is also a chance for you to clarify what is expected from you. You have to make sure what are your tasks and responsibilities to prevent any misunderstandings in the future.

1) Cordially say that you are willing to serve and accept the post.

Sample sentences:
I am pleased for your kindness in requesting me to serve as an honorary board member of the Smith Company. I am happy to be part and serve your prestigious company.

Thank you for considering me to become an honorary member of the Washington Company.

I am honored to be considered as honorary president of the Smith Company.

2) Clarify and confirm your honorary position.

Sample statements:
Due to my other commitments, I would appreciate if you could enumerate what are my responsibilities as honorary member of John Doe Company.

The way I understand from your letter, I will only attend to video conference monthly meetings and not the weekly meetings.

I am pleased to accept the honorary position. Based from your letter, the organization is not requesting me to travel frequently.

3) Show your concern, your interest and support for all the activities and goals of the institution.

Sample sentences:
I am very much interested to the aspirations of your organization and I would like to get more information on your activities for the past years.

Since I will be part of your organization, may I request you to send me more articles and literature for my guidance.

4) Express in your letter your wish for the organization’s success in all its projects.

Sample sentences:
Please accept my best wishes for the success of the organization.

The organization deserves all the success it has been receiving.

Congratulations to your continued success and wish you all the best.

Below is a sample letter of acceptance to serve.


November 26, 2010

James Smith
1234 Narrow Road
Rainbow, PA 10987

Dear Mr. Smith,

Thank you for the letter you sent me. I am really surprised and delighted to accept the honorary position as a board member of your organization. Ever since, I believe in your organization’s advocacy, I am very must interested to take part and give my support. To show you my enthusiasm and support, I will be reviewing the literature you sent me and will discuss with you in our next meeting my suggestions.

I hope all the efforts of the organization will continue to benefit the community.


Jonathan Doe

Response Letter to a Complaint While Admitting Fault

It is not easy to admit your own fault. It is human nature to be defensive when a complaint is being filed against you. But then, if you know that it is your fault, you should admit it and make a correction.

A journalist’s duty is to tell the truth and nothing but the truth. It is a settled rule that a writer should base his story on facts and not on inconclusive evidence.

Hurting the feelings of another person is really bad but if you admit your fault and make another article correcting it, surely you have redeemed yourself. It takes a lot of courage to admit that you are wrong but you very well know that it has to be done.

Here is an example of a letter responding to a complaint while admitting your own fault and making a correction.


June 21, 2010

Laura Lei
2345 Antioch Drive
Queens, NY 02345

Dear Laura,

In response to the your complaint filed against me in a case of Libel, my intention was very clear and that is to bring out the true facts of what really transpired during that incident without the slightest feeling of hurting your feelings. I am saddened when I received the complaint against me and that I caused you embarrassment and besmirched your reputation.

I am really sorry for not checking out the facts before I printed the article. I know that it is my duty as a journalist to get the two sides of the coin but I only based my news reporting on one side. It was entirely my fault. I have not been responsible enough in the discharge of my duties.

In order to make it up to you, I am willing to print another article and this time I would take your side of the story. If you would allow me to do an interview with you, I would be more than willing to do it right away. If you want, we can start the interview right away so I could bring it to my editor for it to be printed. I am really sorry to causing you pain. I want to rectify my mistakes and I promise not to commit the same wrong again.

Sincerely yours,

Henry Gord

Letter of Confirmation for a Telephone Request

Confirm a telephone request to transfer money, cancel and replace a stolen credit card, or stop payment on a check.

Request by clients regarding these types of requests from banks usually require a written confirmation to back up the telephone conversation. In this letter, the client/customer is responding to such a request in a more formal manner.

These types of letters should be short and brief.

You must always remember to include in the letter important and necessary information such as the account name and account number.

Making sure that you clearly identify your request in the letter what has transpired in the telephone conversation you made: when the telephone request was made and, if possible, to whom.


Confirm Request to Transfer Money

Name of Addressee

Dear (Sir/Madame):

I am writing to confirm the request to Transfer Money I have made to your bank through a telephone call, last April 23, to make the transfer from my account (insert account number) to the following account:

(Insert account name)
(Insert account number)

Kindly notify me as soon as the request and transfer of funds had been confirmed and done. Thank you for making an immediate action.

Name of Sender

Confirm Request to Cancel and Replace a Stolen Credit Card


Name of Addressee

Re: Account Number (Insert Account Number)

Dear (Sir/Madame):

This letter confirms the request that I have made to your customer assistant Jane over the phone on April 23 regarding the cancellation of my stolen credit card. It should reflect on my credit report that the account was closed as per my request.
In connection with this, may I request a replacement for the reported lost credit card?

Please notify me once my account has been closed and keep me updated on my request for replacement of a new credit card for my account as soon as possible.

Name of Sender

Confirm Request to Stop Payment on a Check


Name of Addressee

Dear (Sir/Madame):

This is to confirm my verbal/oral request made on April 23 to stop payment on (insert check number), dated (insert date) with the amount of (insert amount).

Enclosed is my payment of (insert amount) to stop the payment on this item.

Thank you very much for your immediate response.


Name of Sender

Announcement Letter of a New Product or Branch

Having a new product, client, store or a branch in a company is good news. This is indicative that the company is improving, and as a part of this successful improvement, having new additions in the company are introduced, in order to promote better business with everyone.

Of course, when there are additions, it is important to inform all the parties involved in your business, and this include your clients, consumers, affiliates and employees. This is so they will know that you are creating a solution to better reach out to your customers and finding ways to improve your services for the success of the company.

So when you create a letter announcing a new product, client, store or a branch office, make sure that you are going to specific on what particular announcement it is supposed to be. Create a letter with a welcoming and warm hint, expressing that the addition in your family is for the benefit of the parties involved in your business. Here is an example of such a letter.


December 25, 2010

CD and Flash Company
1234 Narrow Road
Rainbow, PA 10987

Nicolas Von Stoudt
2345 Antioch Drive
Queens, NY 02345

To all our valued customers,

We are pleased to inform you that the CD and Flash Company, your leading brand in providing CDs and flash disks, is adding a new branch at the Center Mall. This branch will be open to the public on the fifth of September. Our desire to create a new branch of CD and Flash is our thanks to you, our consumers, who patriotically purchased and trusted our products. This way, we will be able to provide better service to you, with more and better opportunities and options.

In celebration of our new branch, we are offering a new product, the Super Flash. This product, a flash disk, comes in a flashy color in the form of a small flash disk so that it will be convenient for you to carry it anywhere and use it anytime you see fit. Super Flash comes in different sizes of memories, from 1 gigabyte up to as big as 32 gigabytes.

We thank you for you continuous support to our company, and we hope that we will keep this harmonious consumer relationship with you in the future.

With all our thanks,

Finn Godric,
CD and Flash Company

Announcement Letter of a New Partner

One of the signs showing of progress in your company is when there is a merger with other companies. Companies enter merges with other companies in order to expand their marketability, services, and have better opportunities in the field of business.

Having a new partner in business usually means a new set of people in the admin sector of the company. More often than not, policies change in order to respond to the adjustments in the newly formed company.

It is necessary to inform your employees and your customers about your new partner so that the people will know what to expect from your company and what changes are to be seen in your company.

Having a new partner in the company is usually happy news, so it must be delivered in your letter in a manner that is welcoming and warm. Here is an example letter announcing a new partnership.


December 28, 2010

June Entertainment Company
1234 Narrow Road
Rainbow, PA 10987

Sam Sheepherder
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Sheepherder,

It is with our great pleasure to announce to you that our company, June Entertainment Company, is merging and now has a new partner. We welcome to our family the Leader and Prince Incorporated, the leading agency in modeling and commercial advertisement making.

June Entertainment Company and the Leader and Prince Incorporated, in their new partnership, aims to provide the people more entertaining programs in the television. We also aim to deliver good and informative commercial videos to the people which will not only be entertaining to the viewers, but will also benefit the companies seeking to have a good advertisement of their products.

Furthermore, June Entertainment and the Leader and Prince aim to hone and introduce fresh faces in the entertainment industry that you will definitely love and idolize.

We look forward to serving you further, and we sincerely hope that you will keep on supporting our company, our presentations, programs and talents. We hope to bring you happiness and more entertainment in the future.

Thank you very much!

With our sincere thanks,

Jim Morgan
Director and CEO
June Entertainment Company

Letter of Introduction of New Salesperson

This type of announcement is a way of informing your clients that someone who will be in contact with them is someone new. The letter is an information tool that is useful to the clients. They will feel valued as well because they are being informed of developments in your company. Here are samples of sentences that you might consider using.

1) We are happy to announce that John Smith is joining our company as our new salesperson who will be in-charge of your area. We are fortunate to have him on board with us to take over the responsibilities.

2) I am pleased to advise you that Jane Smith is the newest addition to our sales team. Jane brings with her a vast experience in the industry.

3) We are fortunate to have John Doe to join our sales team in the dairy good products. With his experience in the industry, we assure you that he will be of great help.

4) Our company is pleased to announce the appointment of Jane Doe as the new sales marketing officer who will serve your area. Given with his valuable experience, she will definitely be of good help to you and our company.

You may include in your letter an explanation how the new salesperson will be of help to them. Add also the value of the new member to their company. You have to customize your statements according to the needs and wants of your clients.

1) Ms. Smith has both worked in sales and real estate, so she will be able to anticipate your needs and understand your concerns.

2) He has an extensive experience in the manufacturing industry that’s why he is the ideal person to help you in your new project.

3) Mr. Smith has worked several years in the service industry and recently got his Master’s degree from Doe University with flying colors. He is much willing to combine his knowledge and experience to be of service to you. He will be coordinating with you soon.

On the other hand, below is a sample of aletter of introduction of a new salesperson to the company.


November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Dear Employees,

Due to the challenges facing the company, the Management has decided to hire a new sales manager. We are pleased to inform you that we have found that person in our production department. Her name is Jane Smith who has a strong background in the manufacturing department. She also recently received her Master’s degree from the State University.

We have chosen Ms. Smith because of her competence in turning around a situation like what our company is facing right now. She will be heading the Sales Department.

Please welcome her warmly and extend any assistance she might need. Thank you for all your support in this new direction.

The Management

Letter of Announcement on Policy Change

Having changes in your company policy for whatever purpose is necessary, in order to provide improvement and success for your business. But as you impose changes in your company, there may be people that are going to be affected. These include your

employees, and customers who would feel the changes either with the increase or decrease in your prices or supplies and services.

In making an announcement, make sure that the reason for the sudden change is expressed and well explained. This way, your customers will are well informed about the updates in an out of your company. In this manner, they will also be given the chance to understand why you have to take such measures.

In the end, always reassure them that despite such changes, the quality of your services and products shall remain the same if not improved. And most importantly, end your email with an expression of gratitude for their kind understanding. This way, they will feel touched by your kind approach and consideration to them as your valued clients.

For this, it is very important to make sure that as you make the announcement clear, you should use well thought of words constructed to deliver the announcement in a manner that is clear, understandable, and confident. Here is an example of a letter to announce a change in policy to serve as a good template. Keep in mind that you may address the customers in general or address them personally, according to how you see fit.


November 25, 2010

Silver and Gold Textile Company
1234 Narrow Road
Rainbow, PA 10987

Nicolas Reeves
2345 Antioch Drive
Queens, NY 02345

Dear valued customer,

Due to the changes in the provisions governing the import and export of chemicals into the state, our company, the Silver and Gold Textile Company has decided to acquire chemicals from within the state instead. In order to maintain the top quality of our products which everyone appreciates and enjoy, we are increasing the price of our products up to 15% from its previous price.

This is so that in spite of the sudden change in importation of raw materials, we are still able to maintain the top service and products we always provide you.

We thank you for your continuous support in our company. We hope that this partnership will continue in the future.

With all my deepest gratitude,

Mark Anders, CEO
Silver and Gold Textile Company

Announcement Letter of Employees Retirement

Do you have an employee who has served from day one since the company was established? It’s really heartbreaking to announce the departure of an employee especially someone who has contributed a lot in the organization. However, it is such an honor as well to have a very loyal and trusted employee in the company.

You may also want to consider the following in terms of writing your announcement.

1) When writing a retirement announcement, make sure that the words you will use will be appreciated by the retiring employee. If you want, you may consult first the employee the letter you made. By doing this also, the retiring employee will realize that you really value him as an employee because you take time to write a letter and have plans of announcing it to the entire institution.

2) Since communication in the office is made through email because of its faster relay, send it to everyone.

3) Should you want to showcase the detailed information of the employee’s position and function, write it down in a separate list. Include as well awards or recognition that he has received during his years of service.

4) You might want to include in the announcement what are his plans for retirement such as traveling, playing golf or migrating somewhere. Make sure that before you include his plans, you have to ask first the person if it’s alright.

Before announcing to everyone, it’s is better to have a meeting first with the employee concerned in terms of how he wants the announcement to be handled. Does he want to have a formal announcement, a party or just exit the door quietly? Here’s an example of the letter announcing a retirement of an employee.


November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Dear Fellow Employees:

I am announcing the retirement of John Smith, VP for Human Resource Management with mixed emotions.

John has been with the company for 40 long years. He started his career with the company as an administrative assistant. He climbed the ladder by being promoted to human resource officer, then handled different units of the Human Resource Management Group as a manager and then assumed the post of the VP for HR.

We will definitely miss John for he has worked hard for our company. He has dedicated his time and efforts. He has shared his knowledge, talents, and skills to the company and to all employees. His love for the entire organization is unending and beyond compared.

I would like to invite everyone to join me wish John Smith to enjoy his retirement.


Jane Doe

Retirement Announcement Letter

If you have been working for a company for a long time, you might have been thinking about your own retirement. You must have been excited to do all the things that you never done before and rest without worrying in your own retirement house. Before you plan your life after you leave the office, you must send a retirement announcement to your boss and fellow employees.

A retirement letter, or a goodbye letter for work, is a standard letter for those who are seeking for a retirement. You might have announced earlier to your fellow workers and boss that you want to leave, but making this letter is a form of formality and work etiquette so you must follow it.

If you are writing a retirement letter, you must clearly state your reasons on why you want to retire. You must also say thank you to your fellow workers and boss and to welcome the new person who will be in charge of your previous work. In the end, you can state your telephone number and home address should your co workers and boss want to still keep in touch with you. You can also add your own personal experience, but it is up to you if you feel you are close to them or not.

Here is a following example of a retirement letter of a teacher:


November 25, 2010

Katherine Hyde
1234 Narrow Road
Rainbow, NY 02346

Memphis High School
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Principal, Teachers, Parents and my beloved Students,

This is to inform you that I will be retiring effectively on December 11, 2010. I have reached a time with my life when I realized I have fulfilled my goals as a dedicated teacher for Memphis High for 20 years. I believe being a teacher for that long is enough for me already. I am glad that I worked with my fellow colleges who also became my friends, and mentored good students who have successful careers today.

Thank you for the happy memories that you gave to me. I will miss the laughter with the students, the hectic workload of checking of assignments, exams and projects, and the times I shared with my friends here. Ms. Charlotte Hall will take over my subjects, so I would be very glad if you warmly accepted her as you did to me 20 years ago.

Should you want to have a nice chat and get together, you can call me in this number 304-331-6387 or visit me at home in 2546 Froe St., Wheeling, WV 26003. It would also be nice if I could visit the school again from time to time.

Again, thank you and best wishes for the school.

Katherine Hyde
Science Teacher and Head of the Science Department
Memphis High