Free Sample Letters, Writing Examples & Letter Templates

In a company, situations arise wherein the employer should address issues such as poor performance immediately. Companies have rules and policies that you have to follow. These should be strictly adhered to by the employers with enough flexibility applied on a case to case basis.

Receiving and writing a reprimand letter may not be as simple as it sounds. The employer may feel uneasy in disciplining an employee. At the same time, the person who receives the letter feels embarrassed because a warning has been issued. Employers have the responsibility in addressing issues pertaining to company’s policies being followed in a professional manner.

In writing a letter to reprimand an employee for poor performance, you should make sure that the information and details regarding the employee’s performance are accurate and reliable. You should write it directly about the issue and not about any other irrelevant comments. You do not need to be harsh instead be polite.

You can highlight areas that need to be improved as well as the possible consequences if the employee fails to act in accordance to the instructions. Always leave a positive note on the last part of your letter to show confidence that the person will improve.

SAMPLE LETTER

February 10, 2010

David Johnson
143 Washington Street
Dear Mr. Johnson,

This is with regard to your performance for the past 6 months that you are employed with ABG Company. The management has already informed you four times during the evaluation sessions that your performance is not within the standards set for your position. You were also advised on what areas you should show improvement on.

We regret to inform you that your performance has not been satisfactory. We will be putting you on retraining for three weeks and this will serve as your probationary period as per the policy of the company. Your immediate manager and a training officer will be monitoring you.

Improvement as reported by the training team will serve as a condition for the company to decide if you will be taken back to production. Otherwise, the management has the right and authority to terminate you from your office with immediate effect.
It is advised that you take the three-week training period seriously. If you have any concerns about this retraining program, you can visit my office. I am confident that you will put your best efforts in proving your work again.

Best regards,
(Signed)
Simon Richardson
General Manager

People in the field of business are one of the busiest people in the world. Most of the time, you have to set up an appointment just to meet up with these people. So once an employer has grant an appointment to you, make sure that you give it utmost importance.

When an employer grants an appointment, it is usually to confirm the details of a job position and the employment itself. You will be discussing the terms and conditions attached to the job position that you have applied for.

As for those employers themselves, there are some points that should be remembered when writing a letter to grant an appointment. Some of these are:

1. Always be polite when you write your letter. Your tone should be business-like, but you have to be respectful as well.
2. Be warm and accommodating to the person so that he will not be hesitant and intimidated.
3. Thank the person for showing his interest in applying for the job. Show your appreciation for the effort that he has done.
4. Give a brief rundown of all the details of the job position and employment (the nature of the work, salary, privileges, etc.). However, this is optional. There are employers who still prefer to discuss these details in person.
5. Let him confirm the appointment by asking him to return the letter in a specific date.
6. Lastly, end your letter by showing again your appreciation for his application. Make him feel free to address his concerns if ever he has any.

SAMPLE APPOINTMENT LETTER

May 28, 2010

Michael Bridge
Shaw Boulevard St.
San Francisco, California

Dear Mr. Bridge,

It is our honor to confirm your appointment with Mrs. Melanie Brette to discuss the terms and conditions of your contract employment with Web Connect Internet Services. We’ve scheduled the appointment on June 5, 2010 at the Convention Hall. The appointment is at 9:00 am.

It is recommended that you familiarize yourself with the needed documents and papers for the presentation.

Please confirm your acceptance to this appointment by signing below and returning this letter to us on or before June 3, 2010.

We are looking forward for your response.

Yours truly,

Shannah Martinez
Human Resource Manager

Oftentimes, authorization letters are used for business purposes. These authorization letters are commonly used to authorize someone to act on your behalf, to grant someone permission, or to designate responsibility. However, it can also be used for practical reasons or to authorize work to be done for your office or home.

Just like in any authorization letter, be polite and write in a positive tone. You don’t have to write a lengthy one. Just make sure that you don’t miss important details on your letter. Especially when you authorize work to be done for your office or home, you have to be very specific in what you want. This should be done to avoid confusion and misunderstandings in the transaction to be made.

Clarify all the things that have to be settled before you allow them to start. And lastly, extend your gratitude to the person who’s going to perform the work. Show your sincere appreciation for their services. Below is an example letter on how to authorize work to be done for your office or home.

SAMPLE AUTHORIZATION LETTER

Michael Brooke
I Net Solutions
123 Channel Street
New York, USA 40231

Dear Mr. Brooke,

Good day! I am writing to you regarding the internet connection plan that I have subscribed to just the other day. I am giving you the authority to work on my home to install the plan.
I understand that it will take you at least seven days to fully install my internet connection. I am hoping that my I could start using the plan by then.

I have enclosed here my first down payment amounting to $100.00, which will serve as the fee for installation. You are welcome to start setting up the connection anytime. I will just be waiting for your arrival. I hope you can get started right away so that my children won’t have to pay for internet rental services anymore.

Please call if there are any changes or questions you may have at my contact number 987-6543

Sincerely Yours,

Jenna Smith

A company has its own rules and policies that the employees should adhere to. If not followed, the employers have the right to implement disciplinary measures and termination if needed. Firing an employee is one of the hardest responsibilities of any employee. It is also very uncomfortable to both parties. On the other hand, you should be able to handle the issue professionally.

A termination letter should contain the exact reason for firing the employee. It should also include the disciplinary measures undertaken to solve the problem. This will show that actions were done before using termination as a final resort. It should also state the arrangements made by the company, such as assistance from the Human Resources Department as well as the date of termination. You can also place the severance packages that the company may provide. You can attach any documents that are related to the discussed matters in the letter such as nondisclosure agreements and final paycheck if possible.

You should be polite in writing a letter to terminate an employee for breaking company policy. You should not be hostile, instead show that you are concerned with your employee’s future endeavors and well-being. Remember that a carefully written letter of termination can ease the pain of losing a job.

Sample Letter

January 10, 2010

(Company Letterhead Information)
Personal and Confidential
Anne Hall
765 Madison Street
New York, 00099

Re: Employee Code #1236789

Dear Ms. Hall,
We regret to inform you that your employment with XYZ Company is terminated effective as of February 15,2010.
The reasons for your termination are as follows:

1. Conduct
2. Absenteeism
3. Below standard work performance

Disciplinary measures and warnings were given but we have observed that there were no improvements. The company also provided retraining program but your work performance has not able to reach the company standards.

We recommend that you start planning for your next career opportunity. Please arrange to return all company documents and property. For details regarding the termination, Ms. Cassie Jones, HR Manager can assist you.
XYZ Company wishes the best for your future career and employment endeavors.

Respectfully,
(Signed)
Richard Smith
General Manager

Cc: C.Jones, Human Resources Department

In severe medical cases, surgeries and other operations need to be performed. However, to be able to do this, the guardians of a patient are asked for permission to perform the said surgery, operation, or any part of a medical treatment.

Authorization letters are often used for business purposes. You can also use authorization letters to allow someone to act your behalf, to grant a request, or to delegate specific responsibilities. But it can also be used to authorize medical treatment. Patients that need to undergo a sensitive medical treatment, need to give an authorization to their legal guardians. It is not just for legal purposes, but it is also for the benefit of the physician assigned to the patient. It can also be used to release the results of medical treatment or to finalize all transactions.

The authorization letter should contain all the important details of both the legal guardian and the patient. In some cases, signatures are not enough. Sometimes, notarization is required to process the authorization letter. Contact information of the legal guardians should be stated. But most importantly, it includes personal information and medical background of the patient. In most cases, consulting a legal professional is needed. Below is an example letter to authorize medical treatment.

SAMPLE AUTHORIZATION LETTER

Medical Treatment Authorization Letter

TO WHOM IT MAY CONCERN:

As the guardians of Mr. John Smith, we authorize the bearer of this letter to approve medical treatment for our father. We entrust our father’s condition to the physician assigned to our father’s medical treatment.

Guardian 1
Jenny Smith
Work Phone: 592-0323
Mobile Phone: 0903420-4234

Guardian 2
Bryan Smith
Work Phone: 893-9323
Mobile Phone: 0903-410-4234

Insurance Carrier
& Policy Number Fortune Teller Insurance Company
84901-39842-9424

PATIENT’S PERSONAL INFORMATION
Date of Birth: October 16, 1943
Blood Type: Type AB
Known Allergies: Oily and fatty foods
Being Treated For
These Chronic Conditions: High blood pressure, consecutive heart attack events, other complications such as inflammation in the eyes.

Doctor: Dr. Jenna Smith
Doctor’s Contact number: 542-3242

Thank you,
_________________________________________
Guardian 1’s signature
Guardian 1’s Full Name
_________________________________________
Guardian 2’s signature
Guardian 2’s Full Name

Subscribed and sworn to before me this 29th Day of May 2010.

_______________________________________________ Notary Public
__________________________________________ County, New York

Doctor’s Hospital Incorporation
2482-942-424

Writing letters to allow someone to act on your behalf is not an easy task to. However, being unable to attend an event may be unavoidable. So it would be best if you know how to make one. When you allow someone to act on your behalf, it has to be formal and legal. This is commonly used in emergency situations. But it can also be used in trials in court cases.

Make sure to send some who could represent you well. Choose the person who can easily understand and cope up with the situation. Also, he/she has to be someone you really know and trust. He has to know all the details and matters regarding the situation.

In your letter, always use a positive tone. Be courteous to your recipient. The letter does not need to be lengthy. However, make sure to include all the important details. And be concise with the things that you write. Be clear and specific on the conditions that you would like to happen. Never assume anything that is not explicitly written. Below is an example letter on how to write a letter to authorize a legal representation.

SAMPLE AUTHORIZATION LETTER

May 28, 2010

Jenny Smith
455 Shaw Boulevard
New York, USA 04230

Dear Ms. Smith,

Good day! I am writing to inform you that I am giving you the authority to act as my attorney on the case that I filed against the Brown Suits Company. I understand that your rate is at $300 per hour. I have enclosed a $3000 check that serves as my first payment.

Please send me the billings if ever it exceeded 100 hours. I will have to approve them first. You recall that you assured me that this case should not cost me more than $30,000.

Please sign in the space provided at the bottom if you agree with the terms stated in this letter. However, if you have other preferences, please contact me as soon as possible so we can settle our arrangements. You can reach me at 232-9493.

Thank you very much and have a nice day.

Sincerely

Susan Bourne
Branch Manager
CDB Credits

The main purpose of writing a letter of dispute is to make known a concern that you may have about a specific matter. Disagreement letters can be used to correct possible factual errors and misunderstanding to resolve a problem. In order for a disagreement letter to be effective, you should clearly state the problem or concern and explain what you want your reader to do to resolve it.

If you are writing a disagreement letter, like a response to a false accusation from a government agency; you should state the issue or concern clearly, give an explanation of why you didn’t agree, and then make recommendations or plan of action. You should strive to arrive at a resolution when you are composing your response. Avoid making threats.

The general intention of this letter is to resolve a particular issue or problem, and not just to disagree. It is wise to keep your cool and be professional. Maintain courtesy and be respectful. Keep in mind that most errors are unintentional so be patient and stick to the facts. Always remember to be clear, direct to the point and concise. Address your letter to a specific government person, not to the organization as a whole. Do not generalize.

Find below a sample of a disagreement letter:

SAMPLE LETTER

June 11, 2010

Stanley Johnson
123 Anyplace Lane
Austin, TX 78751

Mike Smith
County Tax Officer
Travis County Tax Office
Airport Boulevard
Austin, TX 78751-1410

Dear Mr. Mike Smith,

My name is Stanley Johnson and my Tax ID is 123-45-6789. I just received the county tax letter from your office, and I was surprised to see that I have been taxed based on my house being worth $400,000. I believe there was a mistake in the computation. Just a couple of months ago, I had my house revalued because I was hoping to apply for a second mortgage. During that time the house was just valued at $250,000, and I cannot believe that the value of the house increased by a whopping $150,000 in a matter of two months.

I have enclosed copies of the recent mortgage valuation of the house and I have added some other valuations of the houses on our street. I would like to ask your good office to have your records amended and send me another county tax letter based on the correct value of my property. If you will need additional supporting documents or any other information, please inform me the soonest possible time.

Thank you for your time.

Respectfully yours,

_______________
Stanley Johnson

To grant a request or proposal, authorization letters are done. These letters are made for different purposes. Some of this may be a letter for giving permission or allowing someone to act in behalf of you. It could also be a letter to delegating responsibilities or a letter to authorize a medical treatment. For business or organization purposes, authorization letters are given to make the action official.

However, you have to be very careful in writing your letter to avoid confusion. State exactly and clearly what you want so that limitations will not be crossed. It should state the important details very clearly – when to conduct the study or report, what are the means that can be utilized, etc. Your letter should be brief and your tone should be businesslike. Clarify the time frame so that there will be no confusions or misunderstandings to the bounds or extent of the authorization. Below is an example letter to authorize a study or report.

SAMPLE AUTHORIZATION LETTER

May 28, 2010

Jenny Smith
455 Shaw Boulevard
New York, USA 04230

Dear Ms. Smith,

We have received your proposal to conduct a case study on our students here at NY Student Academy. We understand that you are doing this study for your undergraduate thesis. You are given the authority to conduct your study provided that you give us a copy of your project report in a weekly basis.

Please remember that only the college students are allowed participate in your study. You can not include those in the lower level to be a part of your respondents as their guardians may not approve.

Please proceed as you have outlined in your proposal. You can start your study on Monday. I have informed the staff and students about this study. I look forward to receiving your first progress report on Friday, next week. It is our pleasure to be a part of your study.

Should you have any other concerns that you’d like to address us, please call us at 234-1242. Thank you very much and have a good day!

Sincerely,

Jenna Smith
Principal

In businesses, there are instances wherein clients fail to comply on the due deadline of their payments. This in turn may cause some other complications in the business transactions. However, you should still be warm and accommodating when you acknowledge payment of an overdue balance. An acknowledgment letter would be helpful to give your customers the assurance that you’ve already received their payments. A well-constructed acknowledgment letter can be the key to winning your client’s trust and loyalty.

Aside from acknowledging the payment received, it is also used to remind the customer of the terms and agreement of the business transaction. This would be helpful for credits that will be made in the future. Always be courteous and sincere in your letter. And, never blame your customer even though they weren’t able to settle their accounts on the right time. Remember, there must be some reason behind this. So be considerate and think of others as well. Be considerate but strict. Business is still business. Below is an example of a letter on how to acknowledge payment of an overdue balance.

SAMPLE ACKNOWLEDGMENT LETTER

May 28, 2010
Jenny Smith
455 Shaw Boulevard
New York, USA 4230

Re: Overdue Balance Payment Acknowledgment for Account # 22124

Dear Ms. Smith,

Good day! I am writing to inform you that we have received your payment that was due last month. Thank you for remitting this payment to us. However, please make sure that you settle your credit accounts every first week of the month. Customers who cannot comply with this will be penalized and charged with 3% of the bill.

We have now removed all the restrictions of your account and you can now make transactions again. Please adhere to the terms and condition of your contract to avoid penalty charges. If the client exceeded the given time for payment, we will be forced to block their accounts.

We appreciate doing business with you. Should you have any other concerns that you would like to address us, please feel free to contact us at 380-0014. We are more than willing to address your needs.
We are looking forward to serving you again in the future. Thank you very much and have a good day.

Sincerely,

Susan Bourne
Branch Manager
CDB Credits

Companies have office house rules and regulations that are implemented. This house rules presentation is often part of the company orientation for each new hire. This is to create awareness for all employees on the different company policies and regulations implemented. The company requires all employees to observe these house rules at all times to ensure the smooth flow of their daily operations.

As the immediate superior, you are usually the bearer of good and bad news to your subordinates. You are the one who monitors your employee’s performance and give them reprimands or warnings when necessary.

To reprimand an employee for breach of policy needs to be undertaken with utmost care. It has to be objective. It needs to focus on the employees’ actions not on the employees themselves.

Find below a sample of a letter of reprimand:

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Written Reprimand for (state policy violation)

You have failed to report your absence from work yesterday. (Cite specific company policy that was violated.) Company policy states that you need to notify your immediate supervisor of your absence at least two hours before your tour of duty. Failure to do so would mean that an employee will be declared AWOL (Absent without Leave).

Please note that this is not the first time you incurred this particular offense. On several occasions, we had formal discussions regarding this policy. (List previous dates and details of counseling sessions.) I have not seen improvements from you despite repeated counseling sessions. I am giving you this Written Reprimand for violation of (state company policy.)

You are a vital part of the department. There are client requirements that our department need to achieve. The company relies on our department, and you as front line Customer Service Representative, are expected to deliver what the client needs.

With this memorandum, I expect you to make this as a serious matter. Further violation will merit further action and might lead to termination from this company.

__________
Name of Immediate Superior – Position
Date

Affixing my signature denotes my acknowledgement and understanding of this memorandum.

_____________
Name of Employee – Position
Date