Free Sample Letters, Writing Examples & Letter Templates

Financial institutions are usually the ones that offer personal loans to individuals. Typically, these personal loans expose financial institutions to a higher risk since they are unsecured loans. This means that the financial institution cannot go after the borrower’s assets in case he cannot pay for the personal loan.

The only remedy that these financial institutions have is to request payment of a personal loan. This request is usually in the form of a letter to be sent to the borrower. A request for payment must still be polite despite the borrower’s unpaid accounts. This can help a financial institution establish a good reputation, which can even lead to the immediate payment of the personal loan.

Here is a sample letter of request for payment of a personal loan. This might give you the idea on what to include in your own letter.

Sample Letter

Golden Finance Company
908 North Stamford, Fairfield County
Connecticut 09602, USA
Golden.finance@qmail.com

June 11, 2010

Glenda Miles
675 South Harpeth, Nashville
Tennessee, USA
37215

Dear Ms. Miles:

Our company would like to request for the payment of the personal loan you have made 8 months ago, on October 2, 2009. The terms of this personal loan, in which you and our company have agreed upon, include monthly payment of an interest of 5% and the payment of principal last April 2, 2010. You have only complied with this agreement for three months that includes the payment of 5% interest rate compounded monthly.

Please be informed that the remaining three months, from January to March, are not yet paid. In addition to that, you are also now required to pay for the principal. We have granted your request to give you two months grace period before you pay for the three months’ interest and the principal. However, we still have not heard from you since then.

The company has already given you two months grace period. We can still modify the terms for this loan to help you pay for it. You are still in our best interests. We want to hear from you soon regarding this personal loan. The company really appreciates an immediate reply to this letter. Thank you.

Sincerely,

Mary Gold
President

All companies have their own policies and rules when it comes to their workplace. These policies serve as the employees’ guidelines for the job-related matters. These policies are made to clarify matters regarding compensation, benefits, vacations and holidays. They may also institute the house rules of the company. When the management decides to endorse an existing or new company policy, it has to be communicated to everyone so that they will be aware of the changes.

Letters that endorse an existing or new company policy must be well-written. It does not have to be that formal but make sure that your employees will understand them well. You should also address and direct the letter to all of the employees that will be affected by the policy. Include the effective date of the revised or new policy. If you are implementing a revised policy, include a description of the old policy.

Explain to them the need to revise the existing policy. Should there be any questions from the employees; make sure you provide a means for them to communicate their concerns. And lastly, make sure that your letter has been approved by the Human Resources head. Below is a sample letter on how to endorse an existing or new company policy:

Sample Letter

June 20, 2010

Mr. Gale Forceberg
R & D Manager
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Production Department
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Dear Team,

Effective June 10, 2010, the company will impose a 10% daily salary deduction from all employees that come to work late. The company used to impose only a 5% daily salary deduction. However, we’ve noticed that within the past few months, the number of employees coming to work late has increased.

If an employee is tardy, the company’s overall productivity is also affected since less work is accomplished in a day. If employees come on time, we could reach our quota for the day, or may even exceed it.

As a part of our rules and regulations, everybody is required to abide by this new policy. Failure to follow this will result to breach of company policy.

We are looking forward to the employee’s improvement. Let us all work cooperatively for our company’s success. Should you have any other questions or concerns, please feel free to contact me at 123-45-67. Thank you very much.

Sincerely,

Gale Forceberg

There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee. Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way you advertise or endorse a previous employee’s performance.

If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or her accomplishments. This will serve as a guide when you compose your letter. State in the letter how long you’ve known the person. Also, don’t forget to write the dates of employment and the details of the work. Include positive characteristics of the person and the reason why he or she is a good candidate for the job position.

SAMPLE LETTER

June 2, 2010

Joanna Tabor
ABS Engineering Company
4321 Sundance Street
Athens, CO 88823

XYZ Performance Parts Company
Production Department
9876 Starlight Drive
Ephesus, CO 88821

To Whom It May Concern:

I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company for almost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that she submits good outputs that even exceed the requirements’ necessitated quality.

Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of a leader than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she is working. She has a reliable working habit that gives you the assurance that you can always count on her.

Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willing to learn new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. She could be an asset to your team and the whole organization as well. In cases of emergency, she is always willing to help.

Should you need more information, please feel free to contact me. Thank you very much and have a nice day.

Sincerely,

Joanna Tabor
Projects Supervisor
ABS Engineering

Business transactions nowadays are done personally, through email or via snail mail. For convenience purposes, some companies also allow payments to be sent via snail mail. This will lessen the hassle to their customers because they will no longer have to go to the business establishments themselves for the payment. However, there are cases when the customers forget to include the payment in the envelope.

Thus, you will have the need to inform a customer that the payment was not in the envelope.
In making a letter to inform a customer that the payment was not in the envelope, you have to be very careful. There is a tendency that the customer will not believe you, so you have to build good will and trust. Assure them that the transaction will then be processed right after they send their payment.

Show your appreciation for their business with your company. Tell them that you are looking forward to doing more to serve them. And leave your contact details should they have questions or concerns. Below is an example letter on how you can inform a customer that the payment was not in the envelope.

SAMPLE LETTER

Date

Sender’s Address
Title
Department
Company Name
Address

Customer
Address
City, State Zip

Dear (Name of customer),
Good day. This letter is to inform you that we have received the letter that you sent us regarding your payment for your last month’s credit bill. However, I am afraid to inform you that the payment was not in the envelope so we haven’t processed your payment yet.

We assume that you may have just forgotten to include the money, so we are giving you until next week to send us your payment. For faster processing of your payment, you can also go to our office personally to have your account processed in real time. As a part of our terms and agreement, we will be forced to charge you with penalty fee if you exceed our one-week deadline.

We appreciate doing business with you. We are looking forward to serving you in the future. Please feel free to contact us at 123-4567 should you have any concerns.
Thank you very much and have a nice day.

Sincerely,

John Smith
CS Representative
CooLio Industrial Company

A letter approving expenses incurred are usually written by a company official in response to a request for reimbursement from an employee. Alternately, they may also approve an employee’s request for a particular expense. These letters are usually brief and to the point, since their main purpose is merely to inform the concerned party that request has been approved. The letter should also provide information as to how the expenses will be reimbursed and what further actions the employee needs to take (i.e. present receipts or itemized estimates to the accounting office).

The letter should begin by stating that the expense has been approved by the office or by management and then outlines what the employee has to do next. They are essentially formal in tone, although they can be more cordial or even congratulatory depending on context in which the expense is being requested. The letter writer does not need to offer any explanation for why the request was approved, although they may do so if they believe it is appropriate. In some cases, if the amounts are small enough, reimbursement may already be enclosed with the approval letter in the form of a check made out to the recipient. Copies of the letter should also be provided to other concerned parties such as the accounting department and other company officials.

The approval letter should be clear as to what particular expense is being approved and the extent of the approval. For example, if the employee is requesting approval of a certain amount to purchase four new printers and only part of the expense is approved, the letter should clearly state this. If there are any conditions related to the approval, they should also be communicated clearly so the recipient will know what to do.

Here is a sample of a letter approving payment for incurred expenses.

Sample Approval Letter

[Date]

Dear [name]

In response to your request for [amount] for [expense], we are pleased to inform you that your request has been approved. Your initiative on this matter is much appreciated on our part. Please send the receipts to accounting as soon as possible so that they can be settled.

Respectfully yours,

[Name]
[Position]

In business transactions, there are certain terms and agreements that have to be followed. However, there are instances wherein clients fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy the problem. Having knowledge on how to properly cancel or suspend a customer’s credit account is very important.

First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to them the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always offer them other possible options regarding their credit accounts.

Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to you when you will have to cancel or withdraw a customer’s credit account.

SAMPLE LETTER

Date
Sender’s Address
Address

Customers name
Customer Address

Dear (Insert name of addressee),

This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We have reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months. According to our policy, any client who cannot follow the terms shall be subject to deactivated accounts.

We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming that you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward to doing more business transactions with you.

Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We will offer you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our association with you. We are looking forward to solving this problem and continuing the good business relationship.

We hope to hear from you soon. Thank you very much and have a good day.

Sincerely Yours,

Writer’s Signature
Writer’s Name
Writer’s Title
Department

A letter giving approval for attendance at a seminar or conference is sent by a company official to the employee making the request. The letter should include any important dates such as when the conference will be held as well as any further actions the employee should take. The tone of the letter should be formal and professional and should be clear as to what is expected from the employee. Copies of the letter should also be provided to other concerned individuals such as the employee’s immediate supervisor and the human resources department.

An authorization letter should be as brief as possible, while still being clear as to what is expected from the employee. It should include all vital information on the event, such as dates and venues. It should tell the employee what actions they need to take in the light of the authorization, such as making sure any pending work is either completed before the employee leaves or is assigned to a colleague. No explanation as to the reasons behind the approval need to be given, although the letter writer may opt to do so if they believe it is appropriate.

Below is a sample of a letter giving approval for attendance at a seminar.

Sample Approval Letter

[Date]

Dear [name]

Please be advised that management has decided to grant your request to attend the [conference] on [subject matter] that will be held from [date] to [date] at [venue]. Please coordinate with [name of department/contact person] for your travel and other relevant expenses. Coordinate as well with your immediate supervisor regarding the completion of any pending work and the temporary designation of your responsibilities for the duration of your attendance.

Upon your return, you will be expected to write a report regarding the conference to be submitted to your supervisor. You must also provide an accounting of your expenses for liquidation purposes within five working days of your return to the office. Be advised that failure to comply with these requirements may expose you to sanctions from management.

If you have any other questions, please coordinate with [name].

Respectfully yours,

[Name of sender]
[Position]

A letter of approval for a vacation leave or leave of absence is usually written by a manager or other high company official in response to a request by an employee. They are usually short and to the point and simply serve to inform the employee that their request has been approved, as well as defining the terms under which the leave is granted. They should also include any important dates such as the start and end of the leave. The tone of the letter may be formal or cordial but should still remain professional.

This type of approval letter should begin by informing the recipient that their request has been approved. It then gives the date when the leave is to commence and the date when the employee is expected to return to work, as well any other considerations. It may also request the employee to coordinate with their immediate supervisor regarding the disposal of any pending work before they take their leave. Unless specifically required, the letter should not include any lengthy explanations for the approval of the request.

If there are any other requirements that need to be fulfilled before the employee can take their leave, they should also be stated clearly in the letter. Copies of the letter should be sent to other concerned parties such as department heads and the human resources department.

Below is a sample of a letter for approval of vacation leave or leave of absence.

Sample Approval Letter

[Date]

Dear [name]

This is to inform you that your request for [vacation/leave] for [purpose] has been approved by management. Said [leave/vacation] is scheduled to begin on [date] and you are expected to return to work on [date].

Before taking your leave, please coordinate with your manager regarding the completion of any pending work and the temporary assignment of your responsibilities to other staff. During your leave, you will continue to enjoy coverage under the company’s health plan subject to the terms and conditions set by the provider.

If there are any further questions, please refer them to the Human Resources department.
We hope that you will enjoy your leave.

Respectfully yours,

[Name of sender]
[Position]

In businesses, clients sometimes don’t have the luxury of time to personally give their payment to business transactions. Thus, they end up sending you checks that will serve as their payment. However, there are instances wherein you will have to inform a customer that the check you received was not signed. You have to be very careful when you make these kinds of letter, as this is a sensitive case. You can always send the check back to the customer, but it has to have a well-written letter with it.

Be polite and courteous when you make your letter. Be as conversational as possible, but still maintain the professional relationship with your client. Remind your client how he or she could be of big help to the business transaction. Always tell them that you appreciate the relationship between the two of you and that you are looking forward to transacting with them again.

Provide information on how they can contact you should they have concerns and questions. Below is a sample letter on how to inform a customer that the check you received was not signed. This sample letter can be of great help to you when you will have to inform a customer that the check you received was not signed.

SAMPLE LETTER

Date

Sender
Title
Company Name
Company Address

Recipients Name
Recipients Address
City, State Zip

Dear (Name of Addressee),

Good day. We would like to thank you for your payment for you last month’s credit card bill. We’ve already received the check that you sent us. However, I am afraid to tell you that the check you sent us was not signed and that we could not process it yet without your signature in it.

We understand that it may have just been due to urgency or emergency reasons. That’s why we are sending back the check to have it signed by you. As soon as we receive the signed check, your payment will be ready for processing.

Should you have any other concerns or questions, please feel free to contact me at 123-45-67. You can also call our customer service at 342-3232. We appreciate the business and we are looking forward to doing more transactions with you.

Thank you very much and have a nice day.

Sincerely,

Writer’s Signature

Writer’s Name
Writer’s Title
Department

A letter approving a request is usually written by a manager to an employee in response to a particular request they are making. The letter is intended to inform the recipient that their request has been approved and what steps they need to take next. It should be brief and to the point, and should be formal and professional in tone. It must also clearly state what else the recipient needs to do in light of his request. Copies of the letter should also be provided to other concerned parties such as supervisors.

But a letter approving a request can also be written outside of the context of the workplace by any person in a position of authority. For example, the head of a library can write a letter of approval to a researcher’s request for access to books in a restricted collection. A city official may also write a letter of approval for a filmmaker’s request to film at a certain location. The letter of approval for a request is versatile enough to be used in a wide variety of settings.

When writing a letter of approval for a request, make sure that the first sentence states clearly that the request is being approved, as well as exactly what is being approved. If there are any qualifications or conditions attached to the approval, these should also be stated clearly so that there is no misunderstanding on the part of the recipient as to what is required of them. The letter writer should also take special care to be polite, particularly if the request is not granted in its entirety, in order to soften the blow and avoid hurt feelings on the part of the person making the request.

Below is a sample letter of approval for a request.

SAMPLE APPROVAL LETTER

[Date]

[Name of recipient]
[Title/position if relevant]
[Address or company name]

Dear [name],

We are pleased to inform you that your request for [give details of request] has been approved. However, [give conditions attached to request]. If you have any questions or other concerns, you may direct them to [name of contract person/ contact information].

Respectfully yours,

[Name of sender]
[Position]