Example Letter #1
It is that time of year when all employees must update their benefits files or risk having changes made that they may not want. You must confirm your benefits status, including which health care option you plan to exercise by September 30.
If you do not state your desires, you will receive the standard benefits package, which may not meet your needs. If you have any questions or need our assistance, please call the employee benefits line at 555-5555, and we will be happy to assist you.
Example Letter #2
Just a quick note to remind you that John Doe, Vice President of Marketing for Doe Corporation, will be visiting our home offices on Friday, March 6, to discuss current marketing trends.
He also wants to talk about long-range strategies, so it is important that we are prepared with current data. Please have your monthly reports on my desk by Wednesday, March 4, at 10:00 a.m., and be prepared to meet with us Friday morning.
Example Letter #3
Three weeks ago after purchasing your carpet cleaning system, I gave you the names of four friends who agreed to have a carpet cleaning demonstration in their homes. In return, you agreed to deliver a Doe Bread Maker to my home upon completion of the demonstrations, which I was told would not exceed 14 days.
I have not received the bread maker, and when I called to check on the status of my referrals, your receptionist said that not a single contact had been made. I am left to wonder about the good faith in which we signed our contract. I hope you can restore my confidence in your firm. I do have other friends who might be interested, but I must withhold any recommendation until this contract is settled appropriately.
Example Letter #4
It is May 15th and your homeowner's dues are ten days tardy. As you know, the Homeowners' Association relies on dues to maintain the grounds, roads and condos in the area. We need your dues to finish the entrance sign which will read, "Doe Estates." At any rate, you will be charged a late penalty of $15.00 and we hope to receive your dues within three days.
Example Letter #5
I received your call confirming my order two weeks ago today. At that time your secretary assured me my refrigeration element would be shipped immediately from stock. I have not yet received the unit. Without the new unit I cannot open my expanded produce counter in time for the Grand Reopening in one week, on October 9. Please see to it that I receive one Doe P180 refrigeration element on or before October 8.
Write Your Letter Step-by-Step
Get straight to the point, without making an accusation.
Explain the importance or urgency of the matter.