Example Letter #1
Thank you for your great suggestions on how we could use the left-over budget money. I can tell you have given a lot of thought to your ideas, and if I had received your memo three weeks earlier, perhaps we would have used them. I am sorry to inform you that we have already allocated the money, but I think you will not be too disappointed with our decision to give the money to the local library to benefit our community's children for many years.
Thank you for your thoughtfulness. I am pleased that other members of our society also feel that we should donate the money to charity.
Example Letter #2
Thank you for your suggestion that we move the air hoses from the vicinity of the gas pumps to an area near the edge of the station property. Unfortunately we are not able to move the hoses at this time because it would necessitate digging up the island and driveway areas. However, we will consider this possibility when we do our next renovation. Thank you for taking the time to send us your suggestion.
Example Letter #3
Thank you for suggesting that we use Doe products exclusively.
While we agree that using one office supplier cuts down the number of invoices handled by the accounting department, management feels at this time that we must continue with three suppliers to satisfy our needs.
If Doe or either of the other two suppliers begin to stock all of the items we use, we certainly will reconsider this policy.
Example Letter #4
I reviewed your suggestion that we hire an additional secretary and agree that at times our present staff seems overwhelmed by the work load. Unfortunately, the home office is unwilling to consider new staff at this time. I have kept a copy of your letter and will talk to them again in six months or so.
I appreciate your initiative. The data you presented were impressive. Let's see what happens in six months.
Write Your Letter Step-by-Step
Review enough of the suggestion to assure the reader that you have given it proper attention. Give the bad news and explain under what conditions you might reconsider.
Thank the reader for offering the suggestion.