GUIDELINES
- If you receive a suggestion, give a positive response if you plan to implement it. Don't just acknowledge the proposal, notify the reader that you are going to put it in place. Maintain an active and complementary tone.
- Appreciate the reader's suggestion.
- Explain how you will implement the proposal.
- State what benefits will come out of this action.
- End by acknowledging the reader.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thanks for your policy suggestion that we keep some floors in our hotels nonsmoking. You are correct that our policy has always been to provide both rooms for smoking and rooms for nonsmoking in each of the floors of our hotels.
Recently management has looked at this policy, and we have decided to make some changes. You'll be happy to discover that we agree to implement your strategy by withholding some zones as smoke-free zones in all of our hotels.
We thank you for your very timely suggestions. Our guests' safety and comfort are of our utmost concern and we want you to know that we are endlessly appreciative of comments like yours which help achieve this.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Accept and appreciate idea of hotel smoke-free zone letter.
Further things to consider when writing appreciation letters to guests
Appreciation Letters
Appreciation letters are a professional means of communication to express thanks and gratitude towards people for their good deeds. The main purpose of appreciation letters is to sincerely recognize what people have done for you and their positive impact on your work life. Appreciation letters encourage the recipient to work harder and give better results than before. There are endless instances when you can express your appreciation to other people through a letter. Maybe your mentor has provided you with advice on how to go about a project; your manager has made you new connections or a supervisor has recommended you for a promotion; perhaps a colleague has helped you handle a difficult task. An appreciation letter will be a great way to say thank you.
When writing appreciation letters, make sure to express your gratitude in the beginning for the recipient to understand the intention of your letter. Pinpoint specific actions as well as their direct results. Be sure to include what you are sincerely grateful for and why. Keep your letter professional, polite, and to the point. Try to send the letters as soon as possible, when the events are still fresh in both parties' minds.
Letters to Guests
Letters to guests are letters written to people who have been invited to visit somewhere or take part in a function. There are numerous instances when people write letters to their guests. For instance, a hotel manager may write an apology letter to a guest to apologize for a booking error or an appreciation letter to show gratitude to the guest for making reservations with the hotel. In other instances, event organizers may send invitation letters to guest speakers to formally invite them to an event and thank-you letters to all guests after attending the event. In all situations, these letters must be addressed properly and sent promptly.
Letters to guests can be formal or informal based on the situation. For appreciation and thank-you letters, the layout can be less formal and casual. However, if you are writing to invite a guest speaker to a function, then the letter must follow the formal letter rules. It must also contain all the information the guest needs to make a decision on whether to accept the invitation or not. Make the letter easy to read, clear, and respectful. Provide your contact details where appropriate. Close with the appropriate call to action.
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