Inquiry Letter Sample

P.O. Box 113
University of Dayton
Dayton, OH 45409
March 11, 1993

Ms. Jane Metcalf
Engineering Services
Miami Valley Power Company
P.O. Box 1444
Miamitown, OH 45733

Dear Jane Metcalf

Could you please send me some information on heating systems for an all-electric, energy-efficient, middle-priced house that our systems design class at the University of Dayton is designing.  The house, which contains 2,000 square feet of living space (17,600 cubic feet), meets all the requirements stipulated in your brochure “Insulating for Efficiency.” We need the following information:

1. The proper size heat pump to use in this climate for such a home;
2. The wattage of the supplemental electrical furnace that would be required for this climate;  and
3. The estimated power consumption, and current rates, of these units for one year.

We will be happy to send you a copy of our preliminary design report.  Thank you very much.

Sincerely yours,

Kathryn J. Parsons

First Stage Collection Letter

August 30, 1992

Mr. Thomas Holland
Walk Softly Shoes
1661 East Madison Boulevard
Garfield, AL 36613

Dear Mr. Holland:

With the new school year about to begin, your shoe store must be busier than ever as students purchase their back-to-school footwear.  Perhaps in the rush of business you’ve overlooked paying your account of $742, which is now 60 days overdue.

Enclosed is our fall sales list.  When you send in your check for your outstanding account, why not send in your next order and take advantage of these special prices.

Sincerely,

Henry Bliss
Sales Manager

Acknowledgment Letter Sample

January 21, 1992

Mr. James G. Evans
New Projects Office
Waterford Paper Products
P.O. Box 413
Waterfold, WI 53474

Dear Mr. Evans:

I received your report today;  it appears to be complete and well done.

When I finish studying it thoroughly, I will send you our cost estimate for the installation of the Mark II Energy Saving System.

Again, thanks for your effort.

Sincerely,

Roger Hammersmith
Sales Manager

Short Transmittal Letter

Transmittal letter is written when you send a formal report, proposal, brochure, or other type of material. It accompanies a report containing the title of the report, a brief description of the report, an acknowledgment of any help received during its preparation, and the authorization or reason for the report. Also, it provides the writer with a record of when and to whom the material was sent.

An example of Short Transmittal Letter

November 12, 2003

Ms. Nancy Melcher
2021 State Street
Racine, WI 53307

Dear Ms. Melcher:

Thank you for your interest in Waterford Paper Products.  The enclosed brochure describes our product line and our current prices.

If I can be of further help, please let me know.

Sincerely,

Lawrence Smith
Customer Relations

Order Letter Sample – Parts

September 5, 1998

Downtown Parts Company
109 South State Street
Chicago, IL 60650

Please send the following items listed in your current parts catalog by October 1.

2 Tempered steel cylinders, 2” diameter and 5” long @ $12.75 each  —- $25.50

4 Aluminum castings with corrosion-resistant coating, part number S312A, @4.89 each  —– $19.56

12 Special tempered sheet metal screws, 1 1/4″ long with hexagonal heads, @ $.57 each —- $6.84

TOTAL  —– $51.90

The enclosed check for $56.31 covers the price, sales tax, and parcel post charges.

Sincerely,

James Siemer
Parts Manager

Employment Reject Letter Sample

November 11, 1997

Mrs. Barbara L. Mauer
157 Beach Drive
San Diego, CA 92113

Dear Mrs. Mauer:

Thank you for your time and effort in applying for the position of dental receptionist at Southtown Dental Center.

Since we needed someone who can assume the duties here with a minimum of training, we have selected an applicant with over ten years of experience.

I am sure that with your excellent college record you will find a position in another office.

Sincerely,

Mary Hernandez
Office Manager

Employment Acceptance Letter

2647 Sitwell  Road
Charlotte, North California 28210
March 26, 1998

Mr. F.E. Vallone
Personnel Manager
Calcutex Industries, Inc.
3275 Commercial Park Drive
Raleigh, North California 27609

Dear Mr. Vallone:

I am pleased to accept your offer of $865 per month as a junior design draftsman in the Calcutex Group.

After graduation on August 30, I plan to leave Charlotte on Tuesday, September 2.  I should be able to find suitable living accommodations within a few days and be ready to report for work on the following Monday, September 8.  Please let me know if this date is satisfactory to you.

I look forward to what I am sure will be a rewarding future with Calcutex.

Very truly yours,

Philip Ming

Memorandum to all Company Employees

October 18, 1995

To: All Company Employees

From: Nelson Barrett, Director
Personnel Department

Subject:  Review of Flexible Working Hours Program

Please complete and return the attached questionnaire regarding Luxwear Corporation’s trial program of flexible working hours. Your answer will help my staff and me to decide whether the program is worthwhile enough to continue permanently.

Return the completed questionnaire to Ken Rose, Mail Code 12B, by October 28.  Your signature to the questionnaire is not necessary.  Feel free to raise additional issues pertaining to the program.  All responses will be given consideration.

If you want to discuss any item in the questionnaire, call Pam Peters in the Personnel Department at extension 8812.

Employment Refusal Letter

2647 Peters Road
Charlotte, North Carolina 28210
March 26, 1997

Dear Mr. Vallone:

I enjoyed talking with you about your opening for a junior design draftsman, and I was gratified to receive your offer.  Although I have given the offer serious thought, I have decided to accept a position with a commercial drafting agency.  The job I have chosen will provide me with a greater variety of duties, which I feel will develop my skills more fully in the long run.

I appreciate your consideration and the time you spent with me.

Sincerely,

Philip Ming

Entry Level Programmer Application Letter

6819 Locustview Drive
Topeka, Kansas 66614
June 14, 1990

Loudons, Inc.
4619 Drove Lane
Kansas City, Kansas 63511

Dear Sir/Madam:

The Kansas Dispatch recently reported that Loudons is building a new data processing center just north of Kansas City.  I would like to apply for a position as an entry-level programmer at the center.

I am a recent graduate of Fairview Community College in Topeka, with an Associate Degree in Computer Science.  In addition to taking a broad range of courses, I have served as a computer consultant at the college’s computer center, where I helped train novice computer users.  Since I understand Loudons produces both in-house and customer documentation, my technical writing skills as described in the enclosed resume may be particularly useful.

I will be happy to meet with you at your convenience and provide any additional information you may need.  You can reach me either at my home address or at (913) 233-1552.

Sincerely,

David B. Edwards