Example Letter #1
I want to compliment one of your excellent employees, Jane Doe. She went to great lengths to help me when my checking account was thrown into turmoil by some forged checks. I have always received quality service at your bank branch, and Ms. Doe's extended help is a prime example of this. She knew just what to do to solve my problem quickly and restore the money to my account.
Such service builds great working relationships. I will bring all my banking needs to the Springfield Bank from now on.
Example Letter #2
I want thank you for the excellent service I received at the Springfield Service Center this week.
The repair estimates I had received from other garages left me with little hope of a low cost repair; however, your mechanics found the problem in a faulty $12 switch and replaced it at no charge because they had serviced the car so recently. Having a mechanic that one can trust gives a welcome sense of security in today's world. I will recommend Doe Auto to all my friends.
Example Letter #3
We have been shopping far and wide for the best price on bulk reels of nylon rope and are pleased to find that you are as good as your word. Your prices are at least three percent lower than your closest competitor's. When we deal in significant quantities, even a small price break can mean large savings. You make a good point in your radio ads that "there is no substitute for low prices." We hope you will continue to offer savings on the commodities we need.
Example Letter #4
Congratulations on manufacturing such fine knives, and thank you for your prompt service in exchanging those knives that were sent to me by mistake.
Not only is your cutlery reliable and durable, but your company's good reputation for accepting all returns is proven in this instance. I certainly will order Doe products again.
Write Your Letter Step-by-Step
State your appreciation immediately.
Compliment your reader on a job well done.
As you express appreciation for the service rendered, suggest possible future action.