GUIDELINES
- When you are authorized to do something or take control of a situation, you should write a follow-up letter. You can show this letter as proof of authority to a third party. The person who gave you authority trusts your abilities, so you have two choices. Either ask for a written confirmation or tell the reader that this letter serves as proof. If you need to present the evidence of authority to a third party, go with the first option.
- Start your letter by stating your understanding of the nature of authorization you have received.
- If you have any confusion, ask your reader to clear it out. Talk about the details that you missed or could not discuss properly.
- If it's alright, end your letter with a definite statement about this arrangement.
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],
During our meeting last week, you mentioned that I could proceed with sending the weekly newsletter to the clients indicated in the first finalized list. However, I was informed today that there are a few clients on this list that did not specifically request to receive the newsletter.
As such, I would just like to confirm if this list is still valid and if I can proceed as agreed. The newsletter will be due tomorrow. Everything has been prepared so I would like to know if I can start moving things along before the day ends. Thank you very much for any help you can give me on this!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to request confirmation to proceed with a task.
Further things to consider when writing request letters to team members
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Team Members
Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.
Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.
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