Free Sample Letters, Writing Examples & Letter Templates

A project proposal approval letter is sent in reply to a proposal submitted by a project proponent. It is intended to inform the proponent that their proposal has been approved and what, if any, further steps that they need to take, such as meetings to finalize details of the project. The letter may also give a time frame for completion of the project and may include enclosures that the proponent has to sign, such as a memoranda of agreement. The tone of the letter should be cordial but formal and should not congratulate the recipient for their successful proposal.

The letter should begin with a statement informing the recipient that their proposal has been approved. If the proposal is in response to a solicitation or bidding, then the letter may begin by thanking the proponent for their interest in the project before informing them of their success. It will then tell them what they have to do next, such as contacting the office to set an appointment for further discussions on the project or may directly set a date for the proponent to come in. It may then define a schedule or time frame for the project, including a proposed start and end date.

The letter could end with a reiteration of thanks for the proponent’s interest in the project.
The approval letter should go straight to the point without seeming brusque. It should clearly inform the recipient what is being approved and state what are the important dates or other vital information associated with the project, as well as other special provisions.

Here is a sample of an approval letter for a project proposal.

Sample Approval Letter

[Date]

Dear [name of recipient]

Thank you for your interest in [project]. After thorough evaluation of your proposal, we have decided to approve it, effective [date]. Before you start work, please contact our office to set an appointment by [date] so we can discuss the details of the project. You can contact us at [contact number] during office hours.

We hope to hear from you soon as we are hoping to complete [project] by [date]. Thank you again for your proposal and we look forward to working with you.

Respectfully yours,

[Name of sender]
[Title]

A company is not only confined to its office or workplace. It could also start projects and business activities to promote the company or even extend its help to the community. A letter to endorse a company activity is a professional means of making other people aware of what the company is planning, which could be related to business strategies or a fund raising project.

A letter of endorsement about a business activity should be concise and direct to the point. You should remember that you write this kind of letter to those who are linked to your company such as your clients or other business groups in the same industry. You address your receiver with his full name so that he will feel that the letter is specially addressed to him.

Do not forget to state the name of the activity that you are inviting the person to, the venue, and the time that it will start. You can also state the reason for holding that kind of event and what could be its benefits. You can end your letter by showing appreciation for his support and your eagerness for him to attend the event.

Sample Letter

March 5, 2010

ABC Insurance Company
1234 Edgewood Street
New York City, New York, 123456

James Anderson
765 Beverly Street
Hollywood Hills, VA 12345

Dear Mr. Anderson,

We truly appreciate your support for ABC Insurance Company. We are very much pleased that you have chosen our company to meet your insurance needs.

We are honored to invite you to the Lend a Helping Hand fund raising program of our company to be held at the ABC Building on March 25, 2010 at 9 in the morning.

We invite business groups and people from the community to join this activity. This is our way of endorsing the company as well as its Lend a Helping Hand project. We would appreciate anyone whom you could refer that would help this program.

Thank you for your continued support. We are looking forward to your presence on the said event.

Yours truly,
(Signed)
Charles Smith
ABC Promotions Manager

Loan approval letters are written by bank loan officers to inform clients that their loan application has been approved. It then tells them what actions that they have to take to before loan proceeds will be released to their account (i.e. prepare documents such as bank statements that will be submitted). It also gives them a contact person that they can get in touch with if they have any questions or concerns that have to be addressed.

1. The tone of the letter can be more informal than regular business correspondence. Start the letter by informing the recipient what is being approved. If applicable, you can give the reasons for the approval.
2. The letter should then tell them the specific next steps they have to take before they can receive the loan money.
3. If there is a time line related to the release of the money, it should also be enumerated in the letter. And despite the relative informality of the letter, it should still be carefully proofread to avoid typographical errors.

Here is a sample of a loan approval letter.

SAMPLE APPROVAL LETTER

Dear (name of recipient),

We are happy to inform you that your application for a loan from our bank has been approved subject to the completion of the following formalities. Please submit the following documents to our office by (date).

A signed and dated copy of the enclosed agreement. The remaining copies are for your personal files.
Statements from your main account dating back three months and showing your current address. If these statements don’t reflect your salary being deposited into the account, however, please submit copies of your most recent pay slips. These are for reference purposes only and will be destroyed after loan proceeds have been released.

A completed, signed and dated copy of the enclosed standing order mandate. However, if you have chosen to repay your loan by direct debit from your current account with us, we will set it up and you don’t have to submit the mandate.

Once all these requirements have been submitted, the money can then be transferred to your named account. Until then, please do not enter into any transactions regarding the loan proceeds.

If you have any questions or concerns, please contact our Loan Consumer Services department at (telephone number). Operators are available from 9am to 5pm from Mondays to Fridays and from 9am to 2pm on Saturdays.
We look forward to receiving the documents and completing your loan.

Respectfully yours,

(Name of sender)
(Position)

Whenever your company receives a business document such as a contract, you should send an acknowledgment letter. While the letter essentially serves as a receipt, it also tells the recipient the actions to be taken regarding the contract. It should be sent as soon as the document has been received in order to assuage any concerns on the part of the sender. Since the recipient of the letter is a client of the company, the tone of the letter should be courteous and sincere.

The letter should begin with an acknowledgment of the receipt of the document in question (i.e. we have received the contract). Then, the letter should tell the recipient what action will be taken on the document (i.e. the contract should be signed and returned to you by courier within five business days).

The acknowledgment letter should communicate to the recipient that the document is being taken seriously and being acted on with all due urgency. The deeper aim of the letter is to build goodwill and trust for the company on the part of the client. So that the recipient feels that the document is being taken seriously, the letter should be signed by a high company official even if they are not the ones who directly write the letter.

Since this is an official letter, the tone should be formal even to the opening and closing salutations. Suggested closing salutations include Sincerely, Yours Truly or Respectfully Yours. In the opening salutation, the recipient should also be addressed either as Dear Mr. or Mrs. or by their formal title if they have one (i.e. Dr. or Prof.).

Here is a sample of a letter acknowledging the receipt of a business agreement.

Sample Acknowledgment Letter

(Date)

(Name of recipient)
(Position)

Dear (name of recipient)

We would like to acknowledge that we have received (document). We are currently examining it and if there are no issues to be addressed, the signed (document) will be returned to you within five business days. If there are any further concerns regarding the (document), we will contact you by (date).

Thank you for your continued trust in our company and we look forward to doing business with you in the future.

Respectfully yours.

(Name of sender)
(Position in company, company name)

Getting a promotion is the best reward you can get when working for a company. An employer gives it to the deserving employees. An organizational hierarchical structure is shown to an employee when he is initially accepted. This will help him become aware of the professional growth he could achieve later on.

When you work hard and abide by company’s policies, your position will be elevated to a higher level. This reward comes with a promotional letter. It should include who are you endorsing and why are you endorsing him. You should include how long you have known the person and what are the positive qualities that make him or her suitable for the position.

Even if you are in the same company, take note that you should put your name and contact information as well as an offer to give further details upon request. A co-worker can endorse an employee for a promotion as long as he knows that the person can manage to take bigger responsibilities.

SAMPLE LETTER

February 10,2010

James Miller
146 Wisconsin Street
Chicago, IL 65432

Dear Mr. Miller,

On behalf of the training team of GHY Company, I am much honored to endorse to you Dana Wilson, our Training Assistant Head as a Marketing Assistant Manager. Dana Wilson has been working in our department for 3 years. She has shown excellence in handling a team. She has shown dedication in gaining background on the marketing strategies of our company as she trains the marketing staff.

She would be an asset to the Marketing Department since she can generate creative ideas and can work effectively even under pressure.

Please contact me if I can provide any further details. I can be reached at 456-458-723.

Sincerely,
(Signed)
James Jackson
Head of Training Department- GHY Company

Retail companies usually go out of their way to ensure that the products they sell are of the highest quality. Unfortunately, sometimes customers are dissatisfied with their purchases for various reasons and they want to return them to the shop. In this case, after they return the product in question, you have to send them a letter acknowledging the return of an item for a refund, credit or exchange. These letters are intended to inform the customer that the product they returned has been received and that their concerns are being addressed. Its aim is to soothe any ill feelings the customer may have about the product and, by extension, the service of the company.

The letter should begin with an apology to the customer addressing the specific problem regarding the product (i.e. the wrong product was shipped, it was damaged in transit) and should name the specific product the customer ordered. It then goes on to reassure them that the problem is being addressed to avoid future recurrences and tells them what action the company is taking (i.e. they are being sent a replacement unit or a credit voucher) and within what specific time frame (it will arrive within four business days). It should end by reiterating the apology and expressing the hope that the company can continue to serve the customer in the future.

This letter may also be an acknowledgment of the customer’s problem with the product, in response to a complaint letter or call. In this case, the letter may provide instructions as to what the customer should do to get satisfaction (please return the product in its original packaging and we will provide you with a replacement).

Here is a sample of a letter acknowledging the return of an item.

Sample Acknowledgment Letter

Dear (name of customer),

We have received the (product name) that you have returned to our store. The (product) is one of a small batch that was damaged during shipping and we have already issued recall notices to other customers who have purchased the product.

We are sending a replacement (product name) to you by courier and it should arrive within five business days. Please accept once again our apologies for any inconvenience the product has caused you and we hope to continue being of service to you in the future.

Respectfully yours,

(Name of sender)
(Position)

Letters acknowledging the receipt of a resume are usually written in the context of a company advertising a vacancy for a particular position and requesting those interested to send in resumes and cover letters. It tells applicants that their applications have been received and assures them that the company will contact them once their resumes have been processed. They are usually sent by members of a company’s human resources department. Although sending a letter acknowledging the receipt of a resume is not strictly necessary, it is a way for a company to show consideration towards applicants and build goodwill.

Apart from acknowledging the receipt of a resume, the letter should also give the applicant a time frame within which they will be contacted by the company (i.e. we will contact you within two weeks or by this date). Although it does not encourage the applicant to follow up their application, it may provide the name of a contact person along with contact information in case the applicant has some concerns that need to be addressed.

While the acknowledgment letter is ideally sent a few days after receiving the resume, sometimes the letter is not sent at once. In this case, the letter may open with an apology to the applicant for not replying promptly to their application; make sure that the tone of the letter is courteous since the delay may have inconvenienced the applicant.

The tone of the letter should be formal. The opening salutation should be ‘Dear’ and the closing salutation should be ‘Respectfully Yours’ or ‘Yours Truly’. The signatory to the letter should also include their position underneath their name.

The letter may also assure the applicant that even if they do not pass the initial screening, the company will keep their resume on file for a certain period of time in case an opening becomes available that suits their qualifications.

Below is a sample of a letter acknowledging the receipt of a resume.

SAMPLE ACKNOWLEDGMENT LETTER

Dear (name of applicant)
Greetings!
Thank you for your interest in our company. We have received your resume and are currently reviewing it.

We will be in touch with you shortly to update you on the status of your application. We will keep your resume on file for twelve months in the event another suitable position opens up and we will contact you again.

Respectfully yours,

(Name of sender)
(Position in company)

Attendance of employees is an issue for all companies. A company should have an attendance policy that must be known by all the employees. Employers have the right to correct behavioral deficiencies of their employees such as habitual tardiness or absenteeism. They are also responsible in making sure that the company’s rules are strictly implemented and followed.

Imposing discipline on your employees should not be through changing work schedules or rejecting their leave requests. It is advisable that a positive or constructive approach is utilized. Refrain from writing down your personal issues with the employee. You should directly state the purpose of your letter. It is a way of correcting a behavior not a means of punishing or making your employee feel embarrassed.

To reprimand an employee for poor attendance or tardiness, a letter could be written to the employee. You should state your observations based on the records. You should also state the consequences if the employee would not be able to improve that unwanted behavior. On the other hand, you should also place a positive remark that you have the confidence in him or her that it would be solved immediately. You should use the appropriate words so as to provide the correct message to your employee.

SAMPLE LETTER

March 1, 2010

Ashley Smith
789 Arkansas Street
Maryland, CA 90000

Dear Ms. Smith,

Promptness is essential at work. We make allowances and grace period for the unexpected circumstances that cause tardiness. However, consistently being tardy is not acceptable.

I have noticed that in your records that you have been late for an average of 30 minutes for 3 days last week and this has been the situation in previous months. We encourage that you come to the office 30 minutes early before doors open for our customers.

I understand that you have a long drive to the office, please make sure that you allow enough time to reach our offices on time. If there is an unexpected circumstance that prevents you from arriving to work on time, please contact me to address the problem accordingly. Any further attendance issues in the future may result in disciplinary action.

I hope that you will improve your punctuality when arriving at work.

Sincerely,
(Signed)
David Cooper
Manager

A letter acknowledging the receipt of a resume, letter or other business document is a way of assuring the sender that you have received the documents in question and will act on them as quickly as possible. The letter should be sent or e-mailed as quickly as possible, preferably as soon as the document is received, but no more than one or two days after receipt. If the letter of acknowledgment is delayed, then it should begin with an apology for the delay. If some action on the document is expected, then the letter must assure the recipient that the sender will act on them as soon as possible.

The purpose of the acknowledgment letter is simply to tell the recipient that the document has been received and should not offer any information beyond that. For example, if the letter is sent to acknowledge that an office has received a resume in reply to an advertisement, it should not contain any information about the status of the sender’s job application or whether the position remains open or not. If it is sent to acknowledge the receipt of a document requiring some sort of action, it should not include statements on the status of the action requested. But the letter should give the time frame within which the action will be performed (i.e. we will act on your request within two weeks; we will contact you by (date) about your application).

If the letter is in acknowledgment of receipt of a business document, the letter should be addressed to a specific person rather than to the company in general. The name and position of the recipient should be on top of the letter. The tone of the letter should also be friendly while still maintaining a formal and professional tone. This should be reflected in the opening and closing salutation, with the letter opening with ‘Dear’ and closing with ‘Yours Truly’ or ‘Sincerely Yours’.

Here is a sample of a letter acknowledging receipt of a resume and cover letter.

SAMPLE ACKNOWLEDGMENT LETTER

(Name of sender)
(Position in company)
(Company name)

Dear (name of recipient)

We have received your resume in response to our advertisement for (position). We are currently reviewing your application and we will be in touch with you within three to four working days.

Respectfully yours,
(Name of sender)
(Position)

In hiring employees for a certain job position, offers regarding the vacant slots are sent out first. After you have reviewed all the applications sent to you, you will have to choose the best ones and schedule an appointment to meet up with them. This is one way to learn about your prospective employee. Job interviews are done to assess the applicant’s skills, dedication, and qualifications for the job.

In scheduling an appointment, you have to be polite and maintain a positive tone. Extend your gratitude for his interest in applying for the job position as well. This is the perfect opportunity for you to discuss the details of the job position. At this phase, you can also evaluate the applicant’s dedication and desire to get the job.

Be warm and accommodating to the applicant. The letter need not be lengthy at all. Be brief and concise as possible. However, provide the important details – when the appointment will be, where will it be held, and what time will it be. However, if your applicant is not available on the dates that you’ve stated, tell him to settle the arrangements immediately. Always make him feel free to contact you in case he has other question or concerns. Below is an example letter on how to schedule an appointment for a job interview.

SAMPLE APPOINTMENT LETTER

May 28, 2010

Harry Taylor
123 Shaw Boulevard
New York, NY

Dear Mr. Taylor,

Good day! I have received your application on the job position as an Assistant Manager. I am very impressed with your resume, especially your writing experiences. I hope we can meet personally. I will be available on June 2, 3 and 4. You can call my secretary, Jenny Smith to schedule your appointment. You can reach her at 444-3322. Should you have any other date preferences she will try to accommodate you.

Please be ready to further discuss your resume. Should you have any question or concerns, please feel free to contact us anytime.

I look forward to meeting you. Thank you very much and have a good day.

Sincerely,

Brenda Burke
Branch Manager
Gray Scale Writers