Copy a Letter
Example Letter #1
As you know, we are troubled that production time per unit has increased sharply in recent months. Those of you who work most closely with production are best qualified to help us understand what has caused this change. Please set aside a few minutes today to fill out the attached questionnaire. Feel free to add additional remarks in the space provided and give it to your supervisor by the end of the day. All comments will remain anonymous.
We all have a stake in our efficiency, so let's work as a team to solve this problem. Your input is vital to our financial health. Thank you for your help.
Example Letter #2
The enclosed questionnaire is one of 500 we are distributing to the State's secondary school counselors. As the director of your school's counseling department, would you be kind enough to respond to this brief survey? Your answers will help us determine the counseling loads that you and your associates carry, and will play an important role in calculating our budget requests to the state legislature.
We will publish the results of this survey, along with the Commissioner's recommendation, in the board's September newsletter. We appreciate your assistance and look forward to receiving your response.
Example Letter #3
You graduated from Springfield State University twenty years ago. Now we would like to know what you would do differently if you were to start over as a first-year student. What courses would you take? How would you spend your time? The attached form will take you about 15 minutes to complete, but may result in huge time savings--measured in years, not minutes for entering first-year students. You will receive a copy of the results.
Please return the survey to us by May 5. Thank you for your help. We have enclosed a self-addressed envelope for your convenience.
Example Letter #4
Our records indicate that you recently had an occasion to contact our customer service department. We would appreciate it if you would let us know how well they met your needs by completing the survey listed on the reverse side of this letter. When you have finished the survey, please send it to us in the enclosed postage-paid envelope.
You are an important customer, and we thank you for taking the time to complete this survey. We rely on your answers to help us provide you with excellent service.
Example Letter #5
At Doe Bank we are dedicated to providing the best banking service available. In an ongoing effort to meet your needs, we would like to know what elements of service are important to you and how well we are providing them. To help us provide you with the best possible service, we would appreciate your assistance in filling out the enclosed survey and returning it in the postage-paid envelope.
Your response will make a difference. Thank you for your help and your valued business.
Since such requests impose on the reader's time and resources, be especially courteous and tactful. Initial comments should put the reader at ease and help him or her feel that responding will not be burdensome. If you ask for confidential information, assure the reader that it will be kept confidential.
1 Explain your need, mentioning your reader's qualification to help.
2 Indicate what benefit the reader will receive by responding.
3 Express appreciation for the reader's cooperation. Indicate the date by which you need a response. Enclose a stamped, self-addressed envelope for return of the survey or questionnaire.