1. Create a sense of satisfaction in the reader by giving your approval. If there are qualifying reasons for not approving, slacken the conditions. But make sure you approve.
  2. Start the letter with the good news.
  3. Reiterate about the importance of what the reader wants.
  4. If you find the ongoing relationship worthy, encourage it.


[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],

We are happy to tell you that the photo essay you sent us last week has been received with much enthusiasm by our features editor. We would like to commend you on your talent, as well as thank you for submitting it to our publication. It will be featured in next month's issue. Please check the attached document to verify if we have the correct information so that we can send you a check at the soonest possible time.


[Senders Name]
[Senders Title] -Optional-

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