GUIDELINES
- While presenting a suggestion in this letter, keep your tone helpful. Don't sound critical. Make it clear that the reader will gain a personal from this proposal. Mentioning this benefit will urge the reader to take your advice seriously.
- Start the letter with a statement that will persuade the reader to keep reading. Make some remarks about the benefit the reader will get.
- Briefly offer a suggestion in a helpful tone.
- Keeping the reader's situation in mind, provide additional information about how to follow your advice.
- In a friendly way, ask the reader to respond. Motivate him/her to follow your advice.
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],
For several years now, our company has been ordering half of its office supplies from your business. We wish to suggest an idea that will make our company order all of its office supplies from your business alone. Our business requires us to fill inventory requests every quarter. It means that we are in need of cardboard boxes and packaging tape quarterly.
If you can modify your schedule of delivery from bi-annually to quarterly, we will opt to make you our sole supplier rather than ordering half from Zen Corporation. If you consider our suggestion, your sales will improve, and our paperwork will be significantly reduced.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to suggest a modification of the order schedule.
Further things to consider when writing suggestion letters to management
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 Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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