GUIDELINES

  1. Even though you are sending this letter to a person inside the company, his or her issues are also similar to any other clients. Give him or her the same attention.
  2. Mention the shipment's contents and that you are giving the material because of his or her request.
  3. Provide a more detailed summary of the contents.
  4. Mention any exclusions or items that were included but not ordered.
  5. End by suggesting a further support, especially when the clients finds mistakes or unintentional exclusions.

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],

Just as you requested, we are sending you 25 training manuals and answer sheets for your company orientation. You will receive the items in about a week. We also included a USB with PowerPoint presentations of the topics that you will tackle. If there are other materials that you still need, kindly inform me right away so that we can ship them to you before the event.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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