Copy a Letter
Example Letter #1
On January 15, our department sent a packet to the attention of Mr. Doe in the accounting department of Doe International. In compliance with published instructions, the packet included three copies of our bid on Doe Contract #123 and should have arrived at your office before the deadline of January 22.
Please confirm receipt of these materials either by letter to the above address or by fax to 555-5555.
Since our computer consultants are experts in the service you need for your accounting project, we want to be certain that we have completed the first steps in our contract bid.
Example Letter #2
On June 15, I mailed our completed application for the Doe Research Grant to John Doe, Director of Research. I enclosed a stamped, self-addressed envelope for his use in confirming receipt of the application.
I realize you may still be processing requests for these grants and confirmation of my application may be on its way. If, however, you have not received my application, please let me know as soon as possible, so I can send a duplicate before the deadline.
I appreciate the opportunity to apply for this grant and thank you for your help in this process.
Example Letter #3
Four weeks ago I sent an express mail packet containing completed application forms and the three character references that you requested. I am wondering whether you received the packet.
I am still very interested in a sales position with Doe Department Stores and would appreciate knowing the status of my application. You have my address and telephone number, and my fax number is 555-5555. I hope to hear from you soon.
Example Letter #4
On Monday, July 6, 2018, I mailed Doe's contract bid to Springfield Corporation to the attention of Jane. Two weeks later, and with the bid deadline rapidly approaching, I still do not have confirmation that you received our bid.
Please fax or e-mail confirmation of receipt to the numbers given in our letterhead. I am concerned that the bid may have been lost in the mail.
If you have not received the bid, please call me directly at 555-5555. Thank you for your attention to my concerns.
In this letter you are asking the person to whom you sent your materials to confirm that he or she has received them. Your letter should be brief and businesslike.
1 State what materials you sent, when, and to whom you sent them. Be specific so your reader will be able to locate your materials.
2 Ask for confirmation of the receipt of your materials.
3 If appropriate, ask to be informed of any related problems.
4 Thank your reader.