When you use a letter, you must cover all the pertinent details that you want to send the receiver. You will be able to clearly state the date, time, location, person to look for, requirements that they need to bring and other information that they have to know. When you use a letter, it shows the professionalism and formality of your company.

Writing a letter of appointment for a job interview should be brief, concise, and straight to the point. Compose a letter that is polite and accommodating. Do not make the reader feel intimidated because they might be hesitant to respond to you. It should be free from grammatical errors, misspelled words, and typographical errors.

Remember that whatever you send will reflect on your company. You might want to end your letter by asking the applicant to give his response on a specific date. The appointment letter should be sent through the company letterhead. If it’s through email, you should include a logo or address of the company in the body of the email.

Here’s a sample of a letter showing how to schedule an appointment letter for a job interview:

SAMPLE

December 10, 2010

Jane Doe
28 Lafayette Drive,
Dallas, Texas 75012

e-mail: bluebox@server.net

Dear Ms. Doe,

Our company is currently in need for dynamic, talented, and motivated individuals to join our business creative team. After thoroughly assessing and reviewing your application for a post in our company, we are pleased to let you know that we are considering you for the Business Development Manager position.

As part of the initial screening steps, we would like to invite you to come in our office on December 15, 2010 at 9:00 am for a preliminary interview and personality exams. Please look for Mr. Sam Smith at Suite 123 Drive, California. Kindly bring your comprehensive resume and transcript of records.

Should you not be able to make it on the above date, please call Ms. Mary Johnson at 050-123-1458 to re-schedule the appointment.

We are looking forward to meet you.

Thank you.

Sincerely,
Martha Kent
Human Resource Officer

If the there is an error in the shipment a customer received you can do the same. Be honest and truthful of why it happened.

Here is a sample of a letter of apology for a shipping delay or error.

Example:

December 20, 2010

From:
Ray Greer
Shipping Supervisor
ACME Company
987 Business Center Circle
Juneau, Alaska 99876

To:
William Told
876 Glacier Drive
Humet, CA 92353

Dear Mr. Told,

We apologize for the delay in the delivery of your goods. We understand that the shipment should have been delivered two days ago but our ship only arrived today. During the voyage, the ship encountered strong winds and high tides. There were no reports of any storm or strong winds before the ship set on sail. The ship was given a go signal by the coast guard so it was really an unforeseeable event that had transpired.

The captain who managed the ship has been working with our company for the past ten years. The report showed that the ship captain and the ship engineer had no choice but to seek refuge in a nearby port in order to ensure the safety of the passengers as well as all the cargos. The crew had to wait for the sea to calm down before continuing the journey.

Your cargo was safely placed on one of our containers which is water proofed and it was placed below the deck so no water could sip in. The frames of our storage containers are made from 6’ to 8’ gauge steel, and our shipping containers are made of sturdy and very secure 14’ gauge steel. These portable storage containers also have approximately 1″-thick wood floors, which make them very durable. It can withstand water and heat pressure.

The cargo containers we provide are also refrigerated or insulated, which make them ideal as onsite storage units. You can be assured that our containers are of high quality and your cargos are in safe hands.

The crew immediately checked all the containers upon arrival at the port and the reports showed that all cargos are secured. It is our company policy to make sure that no delay would be incurred but in times like this, delay is inevitable.

On your next shipment, our company will be giving you a discount to compensate for the inconvenience that we may have caused. We assure you that we would try our best to avoid such delays. We trust that you will continue the same patronage with our shipping lines.

Ray Greer

Shipping Supervisor
ACME Company

Of course, this will be a very difficult request to do, especially if a free day for your employee is involved. For this, in order to create an effective announcement letter, you should make sure to express your reason clearly on why there is a need for your employees to come to work.

You should also be able to provide a compensatory action, in replacement of their lost day off. This way, your employees will not find it inconvenient to come to work and not see it as a free slavery day for them. Given is an example of an announcement for a holiday work schedule in Inks and Papers Inc.

SAMPLE

October 25, 2010

Inc and Papers Inc.
1234 Narrow Road
Rainbow, PA 10987

Inc and Papers Inc. – Warehouse Division
2345 Antioch Drive
Queens, NY 02345

Dear Employees,

It is to our understanding that this coming Friday, the fifteenth of November, is declared a holiday due to the celebration of the City’s Foundation Day. Despite such announced public holiday, we are requesting everyone to come to work on the said day. This is so we will be able to reach the deadline for the coming end of our fiscal year, which is to take place at the end of November.

We understand the inconvenience it may cost you, which is why, in compensation thereof, we are offering a 200% pay for those who will come to office on said particular day. In addition, we are proposing a CDO or Compensatory Day Off, in which instead of the fifteenth of November, each employee are given the chance to choose a day anytime before the end of the year to be their day off.

This day will of course, be paid by the company. If ever you opt to choose to take the fifteenth of November as your day off, you are not entitled to a CDO.

We are thanking you for your deep understanding, and we have our highest hopes that you will be able to make the right choice.

With our best regards,

Aaron Berry
General Manager
Inc and Papers Inc.

and not just from the sales department.

The company should think of this as an opportunity to strengthen the camaraderie for all employees through a contest. Having a sales contest will save you hundred of dollars from consultancy fees. Instead of paying consultants, give it to your employees as prize.

A sales announcement letter written efficiently announces and recognizes as well the achievement of the employees. It will make all the employees inspired to be creative and to excel in order to provide an excellent slogan for the products.

A sales contest announcement can be in a form of memo with a tone of a sales pitch. Having a sales contest will boost the morale of your employees because it posts a challenge among them. It will also help increase business revenue and healthy competition atmosphere. Below is a sample announcement letter of a sales contest.

SAMPLE

November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Originating Department: Sales Department
Subject: Sales Contest

Dear Team,

Good day.

On behalf of the company, the sales department would like to invite everyone to participate in our “Slogan Contest.” Below are the mechanics:

1) Print the attached slogan form. Write a new slogan about our new products. These products are the new product lines of our companies to be launched next year.

2) The slogan must reflect the company and at the same time related to the new products. It should be catchy and has rhyme. It would be better if it can be incorporated to the company’s generic jingle. It should be less than 40 words.

3) All employees from different departments are invited to participate in this contest except from the sales department.

4) Send back to this email address the accomplished form. The last date of submission will be on December 15, 2010, 5:00 in the afternoon.

5) The panel of judges will be all the members of the board of directors. The winners will be announced on December 17, 2010 through email.

6) The winners per product will receive a cash prize.

Sincerely,

John Dough
VP for Sales

An example is when there are delays in the delivery of his orders or error in shipping out the raw materials. Second, the price of the raw materials is too high for the buyer.

Naturally, the buyer will look for suppliers who will give them lower price quotations. The present economic situation is not good because of the fact that recession affects the entire United States and even countries in Europe.

Here is an example of a letter on how to terminate a business relationship.

SAMPLE

November 01, 2010

John Smith, Business Manager
Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Anthony Grier
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Grier,

In view of the losses our business incurred these past months, I am constrained to ask your kind understanding and consideration to terminate our business relationship. I am encountering strong business rivals because the price of their product are cheaper and delivered on time to the satisfaction of their customers. I am right now scouting for business establishment that can provide stocks which are cheaper and with a more reliable delivery service so as to compete with my rival. I can easily compete with them as long as my needs are met on time.

I know that you are aware of my previous complaints about the delayed delivery of my orders. I have sent three letters to your office regarding the delays. The delay happened not only once but four times in a month. All the stocks I ordered were not delivered on time. I have been a long time customer of your company. Your records will show that I always pay on time and I do not ask for any extension for me to pay the balance.

Business nowadays is really very competitive. My customers are also very demanding. If I deliver the goods at a later date, they will no longer order from me. Of course I cherished my business dealings with your establishment and if only you could provide my business needs in these changing times then I am willing to start anew with you and your establishment.

John Smith
Business Manager

People need jobs to have a decent wage. If an employee is a family man, it would really be difficult for him to lose his job. He would be thinking where he could get food to serve for his children.

That is why it is important for management to announce the lay-off in a nice way so as not to hurt the feelings of their employees.

The following is an example of a letter on how to announce a lay-off to your employees.

SAMPLE

December 01.2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Dear Employee,

Our company is now on the verge of closing. It is hard for us to generate income at this point because the demand for our product has slowed. Our production expenses continue to increase while our sales fail to generate. Many manufacturing business like ours have decided to close their establishments.

This global crisis has affected our revenue, yet our expenses continue to rise up. The officers of our company conducted a meeting to come up with a solution to this problem.

Our only option for now is either to close the business or to lay-off at least 20% of our employees. We have decided to do the difficult choice of having to lay-off some of our employees. Please understand that we do not have any other choice at this time.

It is a company policy and it is also in accordance with our company by-laws that those hired last will be the first affected. We are asking for your understanding. We know the pain of losing a job. You have been loyal to the company all these time.

Those who will be separated will receive all their benefits in full. The company will also provide separation pay to help. We assure you that if things will get better for our company, we will give notice our laid-off employees for them to come back and work here again.

Thank you for your attention and understanding.

John Smith
President-CEO

The Complain Letter is used to correct the mistakes occurred in a delivery. The letter must state the errors and the correct customer location, correct product specification or to get another new product of the same type. You can also cancel the order if you wish to. Remember not to use harsh words even though you feel very mad about the shipping service.

Here is the following letter sample about a shipping error complaint:

Kenneth Jensen
Website Manager
GiftsGalore.com
31 Hoffman Avenue
New York, NY 10016

November 21, 2009

Dear Sir,

Last November 1, I have placed an order for a three-shelved cabinet to your online payment form. I have a printout of the confirmation email message sent to my inbox with the transaction number of 064052685. Three weeks have passed but I never received anything.

I do remember that I checked my address information before I submitted it. I put my recent address at 3530 Simpson Square, Oklahoma City, OK 73109. I am shocked to learn that you send the item to my old address at 1953 Wyatt Street, Jupiter, FL 33478.

Please send my order to the right address as fast as possible. I have been shopping on your website for a long time now, but it is the first time this incident happened to me. If I still haven’t got the item in two weeks’ time, I will withdraw my order and receive my order payment of $300 back in my bank account.

If you still have questions, you can contact me through phone or email. My phone number is 580-555-9949 and my email address is CassandraWeber@promo.com.

Sincerely,

Cassandra Weber

A letter complaining about an insurance adjuster/company’s unfair claims practice aims to point out insurer’s oversight or negligence and to get what is due to the policy holder, as stipulated in the insurance agreement.
Include pertinent information, like where the complainant can be reached for settlement, is important.

Unethical insurance firms may stonewall policy holders by telling them the claim may be under investigation. If the insurance company won’t budge, the insurance policy holder may write to an insurance regulatory board. Here’s a letter of complaint about an unfair insurance settlement:

November 25, 2010

Mr. Joseph Renzo
Generali Insurance Plans
170 O’Farrell Street
San Francisco, CA 98765

Ref: Policy number – CRT/567/489/DE

Dear Mr. Renzo,

This is to bring to your attention that the settlement check issued by your company for damages caused by the recent storm to our residential property is not the right amount I am entitled to. Generali Insurance Plans’ letter explicitly states that it reflects the depreciation value of our property. I must point out that we recently bought the property.

A close perusal of my insurance documents shows that I am entitled to receive $1,570 instead of the $850 you sent. This is to request that the check representing the balance for full settlement of my insurance be sent to me within 30 days of the date of this letter. I may be reached anytime at 415 555-5888. If you require a meeting and additional information, my legal counsel and will be at hand.

I look forward to your immediate reply and action on this matter.

Sincerely Yours,

Janet Johnson

As the Christmas season approaches, there is always so much
activity and personal business to attend to that it is easy
to forget to thank our valued customers, like you, for
their orders.

So before I forget, thank you, and may this holiday season
bring to you and your family all of the joy and happiness
that you deserve.

We were searching for some special way to express our good
wishes to you for Christmas and the coming year, but we
discovered that there are some things in life that cannot
be improved upon. So, please accept our very best wishes
to you, your family, and your employees for a Merry
Christmas and a Happy New Year from all of us here at
Information Retrieval Service.

From our search, we did learn some facts that we hadn’t
known before, and hope you find them interesting. Saint
Nicholas was a bishop of the Christian church of Myra,
in Lycia, Anatolia. He enjoyed a reputation for great
generosity and compassion. Legend has it that he saved
the three daughters of a poor nobleman from a life of
prostitution, by tossing a bag of gold through an open
window of their home on three, separate occasions.
This provided the young women with a dowry with which to
procure an honorable marriage. The custom of giving gifts
at Christmas is attributed to this legend.

In keeping with this legend, we hope that Santa brings you
and yours all that you want for Christmas.