GUIDELINES

  1. Your response to the reader's refusal to your business offer should be confident and persuasive but not overbearing. You should emphasize on the possibility that the reader may have overlooked your offer. Explain that the reader doesn't fully understand the value of what you suggest. Be sympathetic if the reader refused because you may have hurt his/her feelings.
  2. Persuade the reader to reconsider your proposal by presenting evidence. Tell the reader that you understand his/her situation.
  3. Express your desire to begin a business relationship. Ask for the reason for his/her refusal if you don't know about it.
  4. Request a response.

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],

First of all, we would like to acknowledge receipt of your letter asking that we terminate your gym plan immediately. You mentioned that you felt your money was being wasted because you never have time to work out during weekdays.

We understand your concern. And so, we would like to propose an alternative to full termination of the contract. We can give you unlimited gym access during the weekend for 40% of the original gym fees. Please let us know if this is something that you would consider. Kindly contact us 434-3434. We look forward to still being able to help you with your fitness goals

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample letter to respond for a gym plan termination.

Further things to consider when writing response letters to citizens, neighbors

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 Citizens, Neighbors

Letters to citizens and neighbors are letters written to residents or natives of a certain town or city or to people who reside near or next door to the sender. These letters could be formal or informal depending on the sender and the content. For instance, a local government official may write an inform letter to notify citizens of a major security alert in their area of residence. In this case, this will be a formal letter. In other instances, a person may write to invite his/her neighbors to a house party, to offer condolences, to say thank you, or even to apologize. In such situations, the letters are informal and usually have a casual tone.

The best letters to citizens and neighbors are brief and carry only the intended message. State the purpose of your letter clearly in the introductory paragraph so that the recipient can have an idea of what the letter is about. Convey your message and provide any other information you feel might be important to the recipient. End the letter positively and thank the recipient for his/her time, wishing him/her well. If your letter is formal, your full name and signature will be required.

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