GUIDELINES
- You should propose some changes in the contract if you don't agree to some of the terms. Remember that the agreement isn't definite. So, you should try to negotiate for better terms. Your tone should be positive because a negative tone will make the reader reject your suggestion.
- Start directly by stating that you need a few changes in the agreement. Be specific while mentioning your reasons for making this request. Go into details if necessary.
- Tell the reader what changes you want. If it's possible, offer something in return for considering your suggestion.
- Ask the reader to respond and mention the action you will take afterward.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to inform you that I have received the contract for the lease agreement. However, I have not yet affixed my signature because I have a question and a proposal to go with it.
The contract states that I will be handling the costs of repair for any damages to the property that I cause. This proposal is, of course, entirely reasonable. However, there is no mention of who will shoulder the cost of repairs for damages that may be found to have been existent for my occupancy. Can we please add the necessary provision to make sure that areas concerning accountability are clearly stated?
Should you have additional concerns, please feel free to contact me 434-3434. Hopefully, we will be able to resolve the issue and finalize the contract very soon.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Suggest a change provisions of a contract - sample letter.
Further things to consider when writing suggestion letters to clients
Suggestion Letters
Suggestion letters are letters written to give an option, recommend something or give a point of view on an issue. A suggestion letter can be written to either request for a suggestion or give a suggestion requested for. The letter can be formal or informal based on the setting. In a business setting the letter should be formal and professional while in a personal or private setting the letter can be informal and casual. A suggestion letter should be sent promptly and should provide the best advice to help the recipient solve the issue at hand.
When writing suggestion letters, you need to be genuine. State that the opinion you are giving is up to the best of your knowledge. If you have given any suggestions successfully in the past, this is a great opportunity to refer to the effectiveness of those suggestions. Be courteous and assure the recipient that you have carefully analyzed the situation and that the given recommendation is the best solution or settlement. Do not forget to mention any potential benefits of the given recommendation. Be polite and maintain a soft tone. Conclude by asking the recipient to contact you in case of any queries.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.
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