GUIDELINES
- The reader has the right to be informed why his or her advice is rejected. However, a long letter is not needed. Explain only an adequate reason in order to ensure the reader that you have read and considered his or her advice, but clearly state that you cannot apply it this time. Do not forget to thank him or her for his or her suggestion.
- Analyze the advice thoroughly that the reader has given you, this is to ensure him or her that you considered his or her suggestion. Tell him that, unfortunately, there are still conditions that you have to reevaluate.
- Acknowledge the reader for giving hi or her 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],
We would like to thank you for suggesting that we transfer the lampposts a little nearer to the road. Had we known of your ideas before we finished the construction, we would have done exactly that. However, it is now too late to do that. Nevertheless, we will keep your ideas in mind and will do that the next time we do construction. Thanks for your suggestions and excellent observations.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Respond negatively to suggestion - sample letter.
Further things to consider when writing suggestion letters to team members
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 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.
These articles may interest you
