GUIDELINES

  1. In this letter, you will ask the reader to confirm whether they received the materials you sent them. Keep this letter to the point. Your tone should be formal and businesslike.
  2. Write about the materials you sent. Describe everything in detail: what materials you sent, when and to whom you sent them. Give the specifics in detail so that the reader can quickly locate them.
  3. Ask the reader to confirm whether he/she received the materials you sent.
  4. Ask the reader to inform you about any related problems if it seems appropriate.
  5. End by thanking the reader.

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],

Last March 28, our messenger delivered our company's bid for your low-cost housing construction project. We are very interested in taking part in this endeavor, and are confident that our team will be able to handle the job very well. However, we have not yet received an update on the status of our bid. We would thus like to know if the persons-in-charge has received this.

Could you please send us an update by sending us an email or by contacting us at 434-3434? We would like to get everything organized for the rest of the year, but we will not be able to do so without confirming our projects first. If you need us to resend the bid, please let us know as well. Thank you very much for all of your help!

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Request confirmation of the receipt of a bid - letter example.

Further things to consider when writing request letters to business partners

Request Letters

Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.

When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.

Letters to Business Partners

Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.

Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.

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