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:

Sample

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
CEO
Zeta Chicken Food Corporation

You have to send your response within a few days after receiving the letter. It would be rude to reply if it’s more than one week already. If the meeting involves other people, make sure to furnish them a copy regarding the current events.

If the letter to be given is not within the company, it should be in a letter format and use the letterhead of the company even if it will be sent through email. Your reply should be formal, businesslike, in a positive tone, and in a straightforward manner.

Formal letter doesn’t mean you have to use very academic words. Remove unnecessary details and do not beat around the bush. Your letter should project a professional image by checking if there are misspelled words, grammatical errors or even the tiny details like the date. Review your letter before you send it.

Below is a sample confirmation letter that can serve as your template:

SAMPLE

December 10, 2010

Mr. John Smith
Director
Design Group
123 Mitchell South, Suite 110
Los Angeles, California 90001

Dear John,

Hope this note finds you well.

As discussed during our telephone conversation yesterday, I am writing to confirm our meeting on December 15, at 9:30 a.m. at the Bowe Corporate Office located at the 19th Floor of Tower One, Mall of Asia Complex, Honolulu, Hawaii. Theodore Nugent, our Marketing Manager, will be joining us.

Should you need more information, kindly call Mary, our administrative assistant, at 632-555-0106. Or if there will be changes in the date, time or venue, do inform us. I am very confident and optimistic that this meeting will be a success.

Thank you.

Sincerely,

Juan dela Cruz
Vice President for External Affairs
MS Group of Companies

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

This letter should be written business-like, concise, brief, and positive. In the letter, include specific requests or clarifications that you may have.

Since this correspondence deals with the confirmation of a customer or clients’ reservation or registration, it is important to repeat the details.

In doing so, the recipient or reader can respond properly, avoiding conflicts and potential misunderstandings.

Example:

A. Letter from Traveler:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is in response to the reservation I made last month. I am confirming my booking for a 5-day cruise vacation to Mexico. Please also note that we prefer to start traveling early in the morning because of the children.

I would also like to clarify the itinerary you have sent us. Could possibly I request that you change a few things and include in the itinerary for a local restaurant and cultural museums tour while we stop on one of the cities?

Please proceed with the final bookings and confirm as soon as possible with my additional requests.
Your assistance is highly appreciated. Thank you!

Sincerely,
Name of Sender

B. Letter from Travel Agent:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is to confirm your reservations to a 5-day cruise for a family of 4, with two children for your vacation in Mexico. We are delighted that you have chosen our company to arrange your travel package.

As you have requested, we made the necessary changes in the itinerary to include a restaurant and museum tour while you are touring the city on the third day.

However, we regret to inform you that we cannot accommodate your request to leave by early morning since the only available schedule will leave after lunchtime.

Attached herewith, are the copies of the itinerary and details of your cruise accommodation.
Thank you very much for your continued patronage. We are pleased to be part of your memorable vacation experience. If you need any more assistance, please feel free to contact me.

Sincerely,

Name of Sender
Title

To avoid any misunderstanding between two parties, the details should be repeated or reiterated to convey clarification.

There are two kinds of letters in this section:

1) written by the client/customer, and

2) written by the business, or organizer.

These letters answer each other with regards to both parties concerns. It talks and repeatedly confirms and clarifies the reservation or registration made by the customer.

Examples:

A. Letter from Customer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I have read your invitation for the Developmental Training in Management Program scheduled on June16-17. I am very much interested in participating in the training and so I would like to confirm my registration to the program.

I will pay the necessary fees for the said activity as soon as I receive confirmation from your office of my slot in the event.

Thank you very much.

Sincerely,

Name of Sender
Title

B. Letter from Business or Organizer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is in response to your letter confirming your registration dated, (insert date), regarding your interest in joining our Developmental Training in Management Program. It is my pleasure to inform you that there is an available slot that can accommodate you for the June 6-17 schedule. It is to our delight to inform you that we have included you in the list of participants.

The payment details for the training are attached in this letter. To confirm your slot in the program, please deposit the amount on or before June 6. If in the event you fail to make the deposit on the said date, we will assume that you are no longer interested and that you are giving up your slot.

For any queries, please feel free to contact us. Thank you very much for your interest.

Sincerely,

Name of Sender
Title
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The importance of reiteration of details helps you clarify things that may have been left unnoticed or misunderstood.
This type of letter should be straight-forward. Since this is a response to a previous communication, one may opt to be less formal with the tone.

Also, be sure to write with enthusiasm, let them know your interest and show it in your letter. Convey your appreciation to the inviter for having been invited as a speaker or special guest.

Example:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I am writing to you to confirm attendance to your event/program, (Title of Event). It is to my understanding that this will be on (date of event) and will be held on the (place of event). From our previous discussion in our meeting, you have scheduled me to present some DIY arts and crafts at (time of event). As I have requested, please include the following materials, and equipment for my demo:

(List of materials and equipments)

I have attached all the types of art and craft that will be used in the demo as per your request. Please feel free to make copies for the participants.

I cannot express how I deeply appreciate that you have chosen me as one of your guests in your event. I look forward to making my favorite crafts that can be useful for starting a small business industry and sharing this knowledge to all of you, especially the audience/participants.

Sincerely,

Name of Sender
Title

However, you may want to repeat the important details in the received conformation letter of your attendance as guest to avoid or clarify any information for the event.

Example:

Date

Name of Addressee
Address

Dear (Sir/Madame):

Thank you for supporting our cause by accepting our invitation to be one of the honorary speakers on our symposium, “Give Green a Chance” which will be held on March 22 at the City Convention and Event Hall. Your presentation, “The Importance of Bringing Your Own Bag When Shopping,” is scheduled to begin at 3:00 in the afternoon.

As we have agreed upon, you will be given 30 minutes for your presentation, will be followed by a 10-minute period for audiences’ participation/questions.

The objectives of the symposium are:

(List of objectives)

The audience of this symposium will be composed of green activists and student from different schools in the city. The expected demographics are aged 18 and above. We expect about 500 participants to attend this symposium.

As a form of our gratitude for your time and expertise, we will cover your travel and food expenses. Enclosed is an expense reimbursement form with the copy of terms of agreement regarding expense claims.

If you have any more queries or clarifications, please feel free to contact me. Again, we thank you for your support. We are delighted and honored for your participation.

Sincerely,

Name of Sender
Title

They did not only invest their money but also their confidence that you would be sending them the correct shipment. Businessmen are always precise in their orders. They set a certain date for them to replenish their stocks, especially if their business is sales.

It is important to send the correct items immediately after the discovery of the error. This will prevent customers from withdrawing their orders.

Here is an example of a letter explaining why an error that has been made and how the company can rectify such mistake.

SAMPLE

December 13, 2010

Joanna Reed
2345 Antioch Drive
Queens, NY 02345

Dear Ms. Reed,

I apologize for the mix up on your last shipment. This pertains to the shipment our company sent you last November 20, 2010. We just found out that our order sheet does not tally with our sales invoice. Our order sheet indicates that you wanted 500 pieces of leather jackets but our sales invoice indicates that 500 pieces of linen sheets have been delivered. Our clerk mixed up the accounts of our customers.

Thus, the wrong items were sent to you. The clerk is a new employee and she is still undergoing training. She has only been with the company for one week and she is not yet familiar with our order sheets and sales invoices.

I am not trying to make any excuse for this mistake. We value our customer’s business. We know that you have been expecting this shipment for a week. We are very sorry for the inconvenience that this error brought you. I assure you that this will not happen again. I will make sure that someone will double check the list of invoices before the shipment.

As a way of making up for this error, the company is extending your credit for another 15 days. You have been a customer of our company for a long time and we hope that you will still put your trust in our company. Thank you so much for understanding the situation.

John Smith
Customer Service Manager

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.

SAMPLE

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.

Sincerely,

Anthony Grier

In apologizing, we must show our sincerity and we must not blame the other person for what we have done. Taking responsibility for our own action is the right thing to do.

The purpose of making a personal apology is to make amends; to cure whatever wound was caused to another person.

Below is an example of a letter of a personal apology.

SAMPLE

September 14, 2010

Dear Michelle,

I deeply apologize for my actions last November 20, 2010. It was really unthinkable for me to have done such a thing. I knew at that moment that I had hurt your feelings. I should not have uttered harsh words to you especially in from of all our friends. I just want to tell you that I deeply regret what had happened. If only I could turn back the time, I would take back all the words. Believe me, I value your friendship. We have been friends and workmates for three years now. I do not want to make a gap in our relationship.

I am asking for your forgiveness and understanding. Please find in your heart to forgive me for what I have done. I have been contemplating on calling you or even meet you in person but I was ashamed of myself. I opted to write this letter. I believe that a letter is the least threatening method. I do not want to put pressure on you to respond or to react in the moment. I know that this situation needs time for reflection. I am asking you to forgive me for I know the gravity of the offense I have done. My mind was clouded during the incident. I had lots of problems with my work. My reports are already delayed that is why my I lost my temper.

My friend, I promise never to do that to you again. I am begging for your forgiveness.

Sincerely,

Anthony Grier