Example Letter #1
The next round of negotiations between the Springfield Symphony Board of Directors and the Artists' Alliance will end without any more progress than we made in the previous four rounds--unless we can make a genuine breakthrough. Many of us, ourselves long-time members of the Alliance, feel our leadership has taken an unreasonable position against caps on honoraria for guest artists.
Aiming to resolve this standoff quickly and amicably, Eric Doe has slated an emergency meeting of section heads for Monday at 7:30 a.m. With your supporting vote at that time (and with just a few other yes votes), we should be able to demonstrate that the majority of the Alliance is prepared to yield on this issue. Musicians will be able to return to work, and the symphony will avoid the public relations fiasco that would inevitably follow a cancelled season opener.
Other cities across the nation have learned that the life of civic orchestras depends upon a positive public image. We are counting on you to help turn the negative tide by giving your support to honoraria caps and ending the current gridlock. There's still time to get our season off to a promising start!
Example Letter #2
John, I understand that you had a disagreement with the Board of Directors regarding the Doe contract. I know you have worked many hours on this project and that your brother-in-law is the general contractor. However, the majority of the directors feel that the contract will not meet our needs. They voted to reject it, and there is little you can do to reverse that decision.
As a concerned friend, I strongly recommend that you refrain from contacting the directors and discussing the matter any further. They have made their decision. Your arguments will not change things and could even jeopardize your future with the company.
I have no personal stake or interest in the Doe matter. My interest is in your welfare. I value your friendship and wish you well for the future.
Example Letter #3
A matter of grave importance faces us; it affects each and every one of us! I am writing to solicit your support for John Doe's plan to hold the office Christmas party at the Springfield Entertainment Hall instead of at the Yacht Club. Company tradition dictates that the party be held at the Yacht Club, but attendance in the past years has steadily declined. I think we all know why.
The Entertainment Hall offers an exciting atmosphere, great music, and unpretentious, good food. Let today be the day we all join together in demanding a worthwhile Christmas party. Let today be the day John Doe tastes victory, and we all will enjoy its spoils! Register your support with the entertainment committee by signing the attached petition.
Example Letter #4
We have all seen news reports lately about the problems of repetitive stress injuries. Doe Enterprises is making every effort to see that these problems do not arise for our employees.
During Employee Safety Week, your managers and directors urge you to schedule a time to have your work station evaluated by one of our trained safety inspectors. The inspectors will offer you tips on how to avoid repetitive stress injuries on the job.
Call John at extension 5-5555 to schedule your visit with the safety inspectors.
Write Your Letter Step-by-Step
1 Open with a statement that focuses the reader's attention on the issue.
Sample Sentences for Step 1
- We all have our pet peeves, and we all know how easy it is for someone with a different personality to get under our skin. However, in order to work efficiently and produce quality work, we must pull together. We cannot allow personality differences to get in the way of our productivity.
- With the primary election less than a month away, it's time once again to register to vote.
- We cannot simply ignore the government. Sometimes we must make our voices heard. Since the state legislature will be voting on the education bill soon, this is one of those times.
- For some time we have had a relatively liberal policy on employees' use of the phone; but as you know, due to the abuse by some, we have to tighten the policy for all.
- As a colleague, I know how much you all enjoy meeting other people in our field. We have such an opportunity coming up soon.
Sample Phrases for Step 1
- according to the posted announcement
- am aware of your interest in
- an amendment to employee contracts
- at the last board meeting
- because of the recent incidents
- because we all work well together
- for the benefit of all the
- has become necessary to
- has requested that all employees
- have encountered some problems with
- have issued a directive concerning
- have some concerns about
- have been asked to refrain from
- is a perfect opportunity to
- it has been strongly recommended
- need an opportunity to
- raised a question concerning
- reports show that
- the problem has led to
- this new policy will
- to open lines of communication
- to clear up any confusion
- to increase attendance at
- will install a new
- will affect all employees
- would like to explain
2 State what you want to persuade the reader to do or not do.
Sample Sentences for Step 2
- We have decided to work in larger teams in the hope that this will alleviate some of the current personality conflicts. Still, we urge you to work through your differences yourselves. We really need your support and teamwork.
- Next week, Doe Corporation is sponsoring a voter registration day for our employees. We hope all of you will take this opportunity to register, if you have not already done so.
- This bill would decrease available school funds significantly, resulting in even lower wages for our teachers, fewer textbooks and other teaching materials for our students, and another increase in class size. We encourage you as responsible citizens to write to your representative and tell him or her to vote against this bill.
- We know that most of you do not abuse your telephone privileges, and we sincerely appreciate this. But until we can encourage those few who do abuse privileges to cooperate, we all must pay the price. Please cooperate with us and follow the new policy.
- We are hosting a reception for Dr. Eric Doe on Wednesday from 5:30 to 7:00 p.m. He will give a lecture earlier that day at 3:00 p.m. in the council room. Please attend either the reception or the lecture.
Sample Phrases for Step 2
- adhere to the new policy
- advise all employees to
- are taking the following measures
- ask for your cooperation with
- attendance is mandatory
- each take personal responsibility for
- invite you to submit your
- is essential that we
- is important to
- it is imperative that
- need to improve communication
- request that everyone
- request that all employees
- suggest that we
- to be conscious of
- to overcome this obstacle
- to better accommodate the
- to complete this project on time
- trust that this will
- urge you to take this opportunity to
- will form a committee
- would like everyone in the department to
3 Explain why the reader should cooperate. Calling attention to personal benefits will help.
Sample Sentences for Step 3
- We all experience satisfaction when we succeed in resolving or avoiding a conflict.
- Voting is one way you can be an active citizen and show your patriotism. Too many of us fail to take advantage of this right.
- If this bill were to pass, not only would it be hard on the schools, but it would also inflate each person's taxable income by another five percent.
- It is a great honor for us to have Dr. Eric Doe here. We can all benefit from his vast knowledge and experience.
- If we all pitch in together and follow the new policy, I think we will find life much easier for everyone. If, after we all follow it, we find that the policy is indeed too rigid, we can look into loosening it again.
- Working together as a team will not only improve the quality of your work, but will also increase your overall productivity. In addition, it will help you appreciate your co-workers and even make some new friends.
Sample Phrases for Step 3
- can all look forward to
- can all benefit by
- depend on each individual to
- for the good of the
- have all invested a great deal of
- have no doubt that you will
- imagine the results if we all
- increase in overall productivity
- increase our knowledge of
- may not be immediately popular
- need to take advantage of
- our observations show
- requires an ongoing effort
- should see results early on
- the intent of this change is to
- this policy was designed to
- to increase our skills
- to an improvement in
- to the successful completion of
- will be reflected in our
- will improve communication between
- will enhance our understanding of
- will minimize duplication of effort
4 Close with a call to action. Add any additional information the reader may need.
Sample Sentences for Step 4
- The new policy will take effect on Tuesday morning. We need every employee's cooperation to make it work.
- The company will hold a voter registration drive in the lobby on September 20 from 11:00 a.m. to 1:00 p.m. This schedule should allow you to register during your lunch hour, if that is your only available time.
- Let us know if you plan to attend the reception, so that we can provide enough refreshments.
- Besides harming our children's education, the bill would rob teachers of even more of what they deserve. Let your representative know how you feel today.
- Let's all make a greater effort to work through our differences and learn to work together.
Sample Phrases for Step 4
- a meaningful way to
- are open to suggestions
- can reach our goal
- encourage you to
- for your cooperation
- for your enthusiasm
- give your support to
- look forward to
- make the commitment to
- need your help with
- please do your best to
- please resolve to
- put our best efforts into
- should any problems arise
- take advantage of the opportunity to
- thank you for
- to seeing you at
- to hearing your opinions and suggestions
- to make the necessary changes
- to make this a smooth transition
- urge you to participate in
- will meet at
- will be held at
- will go into effect on
- would welcome your input