GUIDELINES

  1. Writing letters to talk about speeches or publications of colleagues and subordinates is good. It is an effective way to maintain good relationships with them. This formula also applies to finding new customers and keeping the existing ones happy.
  2. Start by telling the reader which speech or publication prompted you to write this letter.
  3. Write about the parts of speech or article you particularly liked. If you want to meet the reader, mention that too.
  4. End the letter by writing something positive.

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],

When we had our staff meeting a week ago, one of the discussed topics was on how to maximize our time especially when deadlines are upon us. All of us came up with brilliant solutions. However, we were all concerned that something was amiss.

Attached is a photocopy of the article that will, hopefully, aid us in our troubles. This article discusses certain strategies on teamwork that will enable us to reach our deadlines. The strategies are flexible, practical, and adaptable to different situations, which is perfect for our purposes.

Just inform me if you want to have the original copy. I'll gladly give you one.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample letter summarizing developments from staff meeting.

Further things to consider when writing follow-up letters to management

Further things to consider when writing follow-up letters to management

Follow-Up Letters

Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.

Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.

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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