GUIDELINES

  1. Acknowledge receipt of the query.
  2. Respond to the query and give suggestions.
  3. Provide contact information for further discussions.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Thank you for your letter of 20th November 2015.

In response to your query in connection with the available rental office spaces, I am happy to inform you that there are three available spaces on the first floor and four available spaces on the second floor. Going by your line of business and your needs, I would recommend the block on the first floor since it is a prime location.

It is my hope that this information is useful to you. Please contact me on 888-888-888 for further discussions regarding this.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Response letter.

Further things to consider when writing response letters to tenants

Further things to consider when writing response letters to tenants

Response Letters

Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).

When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.

Letters to Tenants

Letters to tenants are letters written to people who have occupied property or land rented from a landlord. If you are a landlord, there are a thousand reasons why you may want to write a letter to a tenant. It could be to give a warning, to evict a tenant or even to inform him/her of a rent increase. When writing any of these letters, the landlord needs to make sure that the letter communicates the right information to the tenant and carries the appropriate weight. He/she must also comply with the local and state laws when drafting or delivering an eviction letter.

When writing letters to tenants, it is important to reread the lease to make sure that whatever you are addressing is referenced in the lease. Start the letter with the proper tenant's name and address. Write a clear subject line that explains the purpose of your letter. Address the issue at hand and provide all the necessary information. Give proper guidelines and time frames especially for warning and eviction letters. Make the letter formal so that the tenant understands the seriousness of the situation. Close with a call to action. Sign and date the letter.

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