GUIDELINES

  1. You should write a brief letter to an employee who gives a suggestion. This acknowledgment letter will boost not only the worker's morale but also play a part in the company's growth. You can schedule a meeting to get a full briefing of the suggestion. You might send copies of the original idea to interested persons if you are responding via email. Answer within a day or two after receiving the proposal.
  2. State which suggestion you are acknowledging and appreciate the employee for presenting an idea.
  3. Explain what you will do about the proposal and when will you contact him/her again.
  4. End by repeating the expression of recognition of the employee's suggestion.

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],

I enjoyed your cost cutting ideas for our lunch last week, and I was wondering if you minded me sharing them with Roger Eccles. He's in charge of finance for our company, and I believe he would find your thoughts not only sound but easy to implement.

With your permission, I'll pass your notes on to him. As soon as I hear something definitive, I'll email you.

People like you make our company shine!

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Response letter for acquiring an idea from an employee.

Further things to consider when writing response letters to colleagues

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 Colleagues

Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.

Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.

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