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FORMAL LETTERS

STARTING
We are writing you with reference to (the above order).
With reference to your advertisement/letter of 10 March……
We are pleased to have your inquiry of 25 of July….
We acknowledge the receipt of your letter dated 12 April …..
With reference to your letter inquiring about…
With reference to our telephone conversation yesterday (about…),…
We wish to remind you that…..
I am writing this letter to request the cancellation of........
I am writing this letter to complain in the strongest terms about the poor service
that I have received from your company.

ACTION
Please advise us as soon as the…….
Please open a ………….in favour of (name of the company)……….
Payment can be made on any basis acceptable to you.
Could you please supply us with information about the company’s standing.
We have been informed (by one of our clients) that……….
We regret to inform you, (however,) that….
Please accept our apologies for the inconvenience caused.
We must insist on…
Please note that the closing date/deadline for the ……… is 30 September, so will
you please complete the attached forms and return them as soon as possible.
Any information you supply will be treated confidentially.
May we remind you that your statement is still outstanding.
Will you kindly balance your account promptly.
We are puzzled to have had no remittance from you.
You already have an overdraft of….
Please give the matter your immediate attention.
We will be left with no alternative but to (take legal action)… unless payment is
received within the next seven days.
Our circumstances do not allow us to wait/to go on waiting any longer.
Please look into the matter.
We were dissatisfied to find that….
We shall have to terminate the contract.
On examination we have found…
We greatly appreciated your patience in this matter.

ENCLOSURES AND ATTACHMENT


We would be grateful if you could forward/send any further information
(you may have) about…. (products and terms of payment/this case)
We will be pleased to supply any further information you require.
We are sending the herewith the……
We look forward to doing business to our mutual advantage.
We would like to make a decision on this as soon as possible.
In the meantime, we suggest that you call the ………
We hope to meet your requirements.
Please send us by return the terms and conditions on …………..
For purposes of quick contact a reply by telephone would be appreciated.
We look forward to the opportunity of being at your service.
hearing from you soon.
Could you please let us know in your earliest convenience whether the above
terms and conditions are acceptable for you.
We hope that the matter will be settled to our mutual satisfaction.
We very much hope that you will be able to…..
I would be grateful if you could spare me a few minutes.
As our demand/request/issue is very urgent, a quick answer would be
appreciated.
Would you (also forward details of charges)………. at your earliest convenience?
I should/would be pleased if you could send me …….
We trust/hope you will find this condition acceptable.
If there is any other information you need, please do not hesitate to contact us at
the above e-mail address.
Thanking you in advance.
I would be most grateful if you would reply as soon as possible so that this matter
can be resolved to everyone's satisfaction.
Please find enclosed….
I am enclosing…….
Please find attached….

Dear…..

I have written to you several times over the past three


months requesting an explanation on why you have failed
to bring your account with us current.

By ignoring these requests, you are damaging the


excellent credit record you had previously maintained
with our company. In addition, you are incurring
additional expense to yourself and to us.

Unless I hear from you within ten days, I will have no


other choice but to turn your account over for collection.
I am sorry that we must take such drastic action but I am
afraid you leave us no alternative. You can preserve
your credit rating by remitting your check today for the
amount stated above.

Dear…..

We have reviewed your application for credit, and it is our


pleasure to inform you that an account has been opened for
your company.

Please feel free to use your account as often as you wish.


A descriptive brochure is attached which outlines the terms
and conditions upon which this account has been opened.

Should your credit requirements change, or should you have


any questions regarding your new account, call this office
and ask to speak to one of our account representatives.
When you call, please have your account number available,
in order that we might have quick access to your file.

Kérnék megerősítést abban, hogy…


I would like to ask affirmation about….
Tisztázni szeretném, hogy ….
I would like to clear up/clarify….
Az alábbi kérdések megválaszolásában kérem a segítségét.
Legyen szíves részletezni /pontosítani azok okokat.
Mivel magyarázza azt a tényt, hogy …?
How can you explain….
Várom a válaszokat a kérdésre minél hamarabb.
Legyen szíves visszajelezni, hogy elfogadható-e ebben a formában a javaslat.
Amennyiben nem, kérem jelölje a változtatásokat.
We trust/hope you will find this condition acceptable. Should you have any other
suggestion for changes, please let us know.
Elfogadható megoldásnak tartja azt, hogy…?
Would this solution be acceptable for you?
Miből adódik a két összeg különbsége?
What is the reason for the discrepancy of the figures?
Amennyiben nem Ön az illetékes a kérdésben, kérem adja meg kihez fordulhatok.
If you are not the authorized person for this issue, please let me know who I can
recourse to.
Hangsúlyozni szeretném annak fontosságát, hogy …
I would like to emphasize/underline the importance …..

Dear Sir/Madam

I am writing this letter to request the cancellation of mine and my husband’s Westpac credit
card.The card is a Gold Card with the number: 4--------------1, valid until 11/04. The reason is
that we are living in the UK for the foreseeable future, and will not be using the credit card so
do not wish to incur the annual fee.
If there is any other information you need, please do not hesitate to contact us at the above e-
mail address.

Thanking you in advance.

Yours Faithfully

Claire Jenson

This letter is an authentic complaint to a phone company fill in the gaps with the correct
words

Dear Sir,

I am writing this letter 1) ________ complain 2) ________ the strongest terms about the poor
service that I have received from your company.
We signed 3) ________ 4) ________ your telephone and internet service package two months
ago because your advertising suggests that you are better than Telco. In addition, you promise
5) ________ deal with problems quickly and efficiently, something that Telco were unable or
unwilling 6) ________ do. However, 7) ________ the first month 8) ________ service you
managed 9) ________ cause me 10) ________ lose two days worth 11) ________ business
because 12) ________ poor administration. The main problem was that you failed 13)
________ provide me with the correct telephone number, 9818 8747, that you had promised
when I completed the contract. This phone number was an established business line which I
had been using for the last three years. Obviously this meant that my clients were unable 14)
________ contact me and it cost me many hours 15) ________ phone calls 16) ________
resolve the matter with your support centre.
I would appreciate it if this situation could be resolved and a substantial rebate offered on my
first three month's account.I look forward 17) ________ hearing from you soon.

Yours Faithfully
Charlie Williams
The answers are: 1 = to 2 = in 3 = up 4 = to 5 = to 6 = to 7 = in 8 = of 9 = to 10 = to 11 = of
12 = of 13 = to 14 = to 15 = of 16 = to 17 = to

Correct answer

Dear Sir,
I am writing this letter to complain in the strongest terms about the poor service that I have
received from your company.
We signed up to your telephone and internet service package two months ago because your
advertising suggests that you are better than Telco. In addition, you promise to deal with
problems quickly and efficiently, something that Telco were unable or unwilling to do.
However, in the first month of service you managed to cause me to lose two days worth of
business because of poor administration. The main problem was that you failed to provide me
with the correct telephone number, 9--- ---7, that you had promised when I completed the
contract. This phone number was an established business line which I had been using for the
last three years. Obviously this meant that my clients were unable to contact me and it cost me
many hours of phone calls to resolve the matter with your support centre.
I would appreciate it if this situation could be resolved and a substantial rebate offered on my
first three month's account.
I look forward to hearing from you soon.
Yours Faithfully
Charlie Williams

Some of the language in this letter is very formal and not at all personal. It suggests that the
author is quite angry.

Dear Mr Thompsen

I recently received 1) ________ letter from 2) ________ Mr Robinson, 3) ________ valued


customer 4) ________ ours. He purchased 5) ________ Italian coffee table and four French
dining-room chairs from us which your company delivered to his residence.He has written to
complain that 6) ________ purchases arrived damaged. We pride ourselves in 7) ________
quality 8) ________ our products and would like 9) ________ explanation as to how this
mishap occurred. Even though 10) ________ items are insured, our reputation is 11)
________ stake.

I would be most grateful if you would reply as soon as possible so that this matter can be
resolved to everyone's satisfaction.

Sincerely

Jackie Middleton

Customer Services Manager

The answers are: 1 = a 2 = a 3 = a 4 = of 5 = an 6 = the 7 = the 8 = of 9 = an 10 = the 11 = at

10-Day Notice Before Collections on Delinquent Account


Dear
I have written to you several times over the past three
months requesting an explanation on why you have failed
to bring your account with us current.

By ignoring these requests, you are damaging the


excellent credit record you had previously maintained
with our company. In addition, you are incurring
additional expense to yourself and to us.

Unless I hear from you within ten days, I will have no


other choice but to turn your account over for collection.
I am sorry that we must take such drastic action but I am
afraid you leave us no alternative. You can preserve
your credit rating by remitting your check today for the
amount stated above.

30-Day Notice to Quit

NOTICE TO QUIT
TO _________________________, Tenant in possession:

Take notice that your month to month tenancy of the


herein described premises is hereby terminated at the
expiration of 30 days after service of this notice on you,
and that you are hereby required to quit and on said date
deliver up to me the possession of the premises now held
and occupied by you under such tenancy.

Said premises are known as:

__________(name of building)__________
__________( address )__________
__________(city, state, zip)__________

This is intended as a 30 days' notice to quit, for


the purpose of terminating your tenancy aforesaid.

Dated: __________________
______________________
Landlord

Acceptance of Counter Proposal

Dear

Your counter proposal on the above referenced project


has been reviewed and is acceptable in its entirety.

We are enclosing an executed copy of the agreement along


with two copies for your files.

We are enthusiastically looking forward to this project


and are pleased about having the opportunity to work
together.

Acknowledgement of Letter

Dear

Because Mr. Jones is out of the office for the next two
weeks I am acknowledging receipt of your letter dated
May 20, l983. It will be brought to his attention
immediately upon his return.

If I may be of any assistance during Mr. Jones' absence,


please do not hesitate to call.

Acknowledgement of Change in Meeting Date

Dear

Pursuant to your request, we have changed your meeting


with (name of individual) to (time), on (date)

We are pleased to be able to accommodate you in this


manner, and (name of individual) will be looking forward
to your meeting on this newly appointed date.

Apology to Customer for Accounting Error

Dear

Thank you for your recent correspondence regarding your


account number ____________. We were able to track down
the error and have credited your account accordingly. A
report to this effect has also been sent to our credit
reporting company.

As of this date, your account balance is $_____________.

You are a valued customer and we apologize for any


inconvenience this mix-up may have caused. If we may be
of further assistance please contact this office at your
convenience.

Company Credit Account Approval Letter


Dear

We have reviewed your application for credit, and it is our


pleasure to inform you that an account has been opened for
your company.

Please feel free to use your account as often as you wish.


A descriptive brochure is attached which outlines the terms
and conditions upon which this account has been opened.

Should your credit requirements change, or should you have


any questions regarding your new account, call this office
and ask to speak to one of our account representatives.
When you call, please have your account number available,
in order that we might have quick access to your file.
Company Credit Account Denial for Unfavorable Report
Dear

Thank you for your recent application for credit with our
firm. We regret to inform you that we cannot extend credit
terms to you at the present time, based on the report we
received back from our credit bureau:

If you feel that there may be some errors in the records


of the credit reporting agency, we suggest that you contact
them and review their current information. In the event
that there have been errors made, please direct them to
submit a revised report to us for our reconsideration.

We would be most happy to welcome you as a customer and to


accommodate you in any way possible under the circumstances.
We do have a layaway plan and various other options that are
available to our cash customers.

Please feel free to call me if you have any questions or if


I can be of assistance to you in any way.
Company Credit Account Denial Letter
Dear

We have reviewed your application for open account terms,


and at this time are unable to open an account for your
company. Should circumstances change in the future, please
feel free to resubmit an application.

We value your business, and hope to keep you as a customer.


As a cash customer you will be advised of all special sales,
and we know that you will find our prices and services
competitive enough to allow us to continue serving you.

If you have any questions about this decision, or if I may


be of any help in any way with regard to your dealings with
our company, please contact me at the above office.
Credit Extension to Past Due Preferred Customer
Dear

Our credit department has notified me that your account


is past due. You are one of our preferred customers
and therefore we want to offer any assistance we can.
We know that most overdue balances result from clerical
errors. However, should you require additional time
to settle your balance, please feel free to give us a
call. I will see to it that you are granted an
additional ( ) days in which to pay your account balance.

We value your business, and sincerely hope that this


gesture will be of some help. Thank you for your kind
consideration, and we look forward to seeing you soon.

Dear Mr Thompsen
I recently received a letter from a Mr Robinson, a valued customer of ours. He purchased an
Italian coffee table and four French dining-room chairs from us which your company
delivered to his residence.
He has written to complain that the purchases arrived damaged. We pride ourselves in the
quality of our products and would like an explanation as to how this mishap occurred. Even
though the items are insured, our reputation is at stake.
I would be most grateful if you would reply as soon as possible so that this matter can be
resolved to everyone's satisfaction.
Sincerely
Jackie Middleton
Customer Services Manager

Acknowledgement of Customer Praise of Employee

Dear

Thank you for your kind letter regarding your exceptional


treatment by one of our employees. A copy of your letter
has been forwarded to the personnel department and will be
included in the employee's file.

So seldom is it that a customer takes the time to write a


letter of appreciation, that I feel moved to reward your
initiative.
Please accept the enclosed certificate, which, when
presented, will entitle the bearer to a ten percent
discount on the merchandise being purchased at that time.

This is but a small token of our appreciation of customers


such as you, upon whose satisfaction we have been allowed
to grow and prosper in this highly competitive marketplace.

Again, on behalf of our entire organization, a heart-felt


thank you.

Authorization to Direct Bill for Corporate Guest

Dear

(name of guest) is an honored guest of our


corporation, and during his stay at your hotel, you are
hereby authorized to forward all bills for his stay there
to our accounting office. They have been preauthorized
to immediately approve and pay any invoices from your
hotel. We have placed a credit limit on the account of
(amount) Should this account exceed this amount, please
contact this office for approval in advance of any
additional charges.

Thank you in advance for your special consideration of


this individual and his needs. We hope to make his visit
to our company and our city most enjoyable and memorable.

If I may be of any assistance in this matter, please


contact my office as necessary.

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