- It is very significant for you, and also your company's to maintain communications regular and appropriate. This letter expresses your responsibility for the work, and it helps you monitor development.
- Provide a context for your letter. Include the date when the work was assigned, the intention of the report and the one who submitted it.
- Make a summary of your reply to the research and the writing job.
- Mention to the reader the reason for why you are sending the document at this time.
- Provide a summary of the documents or the conclusions.
- Review necessary questions, problems, or concerns like the deadlines, design issues or limitations that made the writing process slow down or those that came out in the report.
- Tell the reader that you appreciate his or her help and tell him what he needs to do after.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Last month, you requested that I make a 3-month investigative study on the use of neem extract as a treatment for pimples and skin blemishes. I am now in my second month and would like to give you an update on the results as of this time. I have five recipients of this study. The comparison is so far observed in 3 stages: before the application of the neem extract, one month after application, and results after two months of use.
I came across only a few challenges. Two of the subjects used other products in combination with the neem extract, which makes it quite hard to determine the effects of the extract alone on their skin. With the rest of the subjects, it has been observed that indeed, there was a notable change in their skin tone and complexion. Their facial skin is clear, and the pimples are almost gone. We just have to wait a month more to determine entirely if the neem extract is a reliable treatment for other skin problems and if it is worthy of being introduced to the market. If you have suggestions, I would most certainly welcome them. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to transmit a report of an investigation.
Further things to consider when writing transmittal letters to customers
Transmittal letters are letters written to accompany important documents such as financial reports, proposals, security certificates, or any other sensitive information. Such letters are usually sent by businesses, organizations, or individuals to provide information about the corresponding documents. Generally speaking, a transmittal letter explains the document, why it should receive the recipient's consideration, and what he/she should do with it. The recipient reads the transmittal letter to identify the context in which he/she should view the document. Sometimes, cover letters that accompany job applications and resumes are also called transmittal letters.
The main purpose of transmittal letters is to introduce other documents. Therefore, they need to be as neat and clear as possible. State the document name. Give a brief content description and the reason for sending. Include actions the recipient should take like notifying the sender of the document's receipt or forwarding it to another person. Include important deadlines and dates that the recipient should be made aware of. Highlight the major points or sections of the document. Be brief and do not let the letter exceed one page. End with your contact information, statement of thanks, and offers of assistance. Print the letter on the company's letterhead.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.