A
goodwill letter is a letter written by a company to built good relationship, create good reputation, and show friendlines with other company in business. Good will brings in new business and strengthens old business relation.
Goodwil letters have tremendous impact on business. Goodwil correspondence
consists of such letter as letter of congratulation, appreciation, regret,
sympathy, gratitude, condolence, etc. These should be sent out as there are
occasion.
Goodwill
letter are very much appreciated. They should always be brief, prompt,
courteous, friendly informal and sincere. It is better if they are
handwrittten. They often result in appreciable increase in all your business
and profits. The main purpose of these letters is to build goodwill and sell a
good reputation and friendliness of organisation. They create more friends and
customers and retain the old ones.
1)
Congratulation
Letter
Congratulation letter is used to praise an individual's
accomplishments or success. It is a simple way of expressing your appreciation
for the person who beholds commendable qualities and extra-ordinary abilities
that helped to achieve high success in life. This is a very personal and
friendly letter that should behold lot of enthusiasm and congratulatory
expression for the reader without showcasing any signs of jealousy.
There are many reasons or situations that come across
when you feel like writing one such letter for your friend, loved one, or any
relative. Some of the most popular situations wherein the needs to write
congratulation letters seem more justified are:
- Starting a new business
- Friend or associate getting promotion
- Winning an award or any kind of Honor
- Doing something extraordinary, etc.
Tips for Writing
Congratulations Letters
• Congratulate the reader for her achievement, accomplishment, anniversary,new
child, or whatever.
• Tell her where you learned about the accomplishment.
• Add a comment of a personal nature (e.g., if the reader is a former
teacher,tell him how much being in his class meant to you).
2)
Appreciation
Letter
Business appreciation letters are
familiar between various organizations, where they thank and appreciate the
other company for some good reason. If few or many company complete a project
together, each company appreciate the other for rendering a valuable work.
Writing an
appreciation letter is a professionally meant letter for saying thank you. Here
the writer views to the reader some good qualities of the reader which has come
into the vicinity of the management. By reading appreciation letter, one hope
is developed thus motivating the reader for more hard work and more successful
life ahead. These letters always glitters honesty and sincerity from
organization point of view. Appreciation letters are a bit lengthy though it
has to bring tehe fact towards the reader about which work of his is
appreciated by the management.
Here are some excellent tips to constructing
an effective appreciation letter:
* The most important aspect of writing an
appreciation letter is delivering thanks at the right time. A prompt response
is always appreciated and admired.
* Start the letter by addressing it to
someone whom you want to heartily thank.
* Be to the point and expressively state the
reason why you want to show gratitude.
* Explain the reader all the special moments
when his or her help has made a significant influence in your life.
* Be direct and concise. Don't use any kind
of flowery language and fancy fonts.
* Remember the reader would love to feel
special by you appreciation. He or she is not interested in knowing how
colorful and creative you are in your writing.
* In your statements, use words of
admiration, gratitude, recognition, and intimacy.
* Don't use words and statements that are difficult to
understand and co-relate.
* Be honest and sincere because most of the
time people can read your lies in your words and statements. Always keep in
mind it's not hard to catch a lie.
* Don't say thanks beforehand. Thanking in
advance for any prospective support or help is presumptuous.
* Also keep in mind that whatever you choose
to write can help strengthen your bonding with that specified person.
* Close your letter on a positive note
accompanied with warm regards and best wishes for continued success and
happiness.
3)
Regret
Letter
A regret letter is one kind of formal
letter to intimate your negative decision. Through this letter, you can tell
someone of your decision to turn down an opportunity or negate any step that is
about to be taken. Regret letter is a letter by which you can decline any type
of invitation too. Actually, this is a formal notice from you to the sender but
the style of the notice depends on the people involved and type of the
occasion.
Tips for Writing a Business Apology Letter:
- Do
not make excuses. Take full responsibility for the mistake.
- Share
the steps that will be taken to make sure the same mistake is not made in
the future.
- Offer
the customer something (either in cash or in kind) to make up for this
mistake and to accommodate what he or she experienced.
- Close
the letter respectfully and mention you would like to continue to work
with them.
4)
Sympathy
Letter
Business
sympathy letter is written to the known company owner on his huge business
loss. Through this letter you must try to give him sympathy and comfort on his
big loss. You should give him believe that he will cover this loss in the next
financial year. Tell him to have belief in God and do hard work to achieve his
goals.
Example :
To,
Rick M. Whitefield
2256 School House Road
Jackson, MS 39211
8th June, 2010
Dear Mr. Rick
I got the sad
news from annual report that you had a huge financial loss in this financial
year because of fraud done by your manager. It is very important to have
faithful employees in the company so you must give a punishment to your manager
on his fraud.
Please accept my
deepest sympathy in your sad time. I pray to God that you can recover this loss
in next financial year. So, have faith in God and do your hard work to again
take your business at peak. Please tell me if you want any help.
Your sincerely,
Edward
5)
Gratitude
Letter
By
definition, letters of thanks are most often written for personal situations as
opposed to business situations. In contrast, letters of thanks for business
situations are most often referred to as appreciation letters, or letters of
appreciation. Due to their business nature, these types of thank you letter
tend to be written more formally than personal thank you letters.
Tips to write gratitude letter:
1. Make it fresh
& friendly
Write
the letter as if you were speaking with a friend. Don’t worry about writing
perfect sentences. If it’s difficult to write or taking too long, you’re
thinking too much. Let the words flow from you. The last thing you want is for
the letter to sound like it was mass produced by a bureaucracy.
2.
Make it personal
You
never ever want to address your letter: “Dear Supporter.” Instead, use the
person’s name. Also include the gift amount and any other details that will
make the donor feel like the letter was intended for them, not just some random
supporter.
3.
Create continuity
Be
sure to coordinate the thank you letter with the original appeal. For instance,
if the original appeal asked for money to save the whales, the thank you letter
should mention how much this is going to help the whales.
4.
Show appreciation
This
one seems pretty obvious, but showing appreciation is about more than just
saying “thank you.” It’s about letting donors know that their donation is going
to play a vital role in allowing you to do good and that your organization
wouldn’t be able to continue its valuable mission without generous people like
them.
5.
Tell donors how their donation will be used
You
want donors to be able to visualize their donation at work so that they can get
real gratification out of the act of giving. For that reason, be sure to tell
donors how their donation will be used and reassure them that it will be used
as they intended. If you can include pictures showing their donation at work,
all the better. It will increase the likelihood that they will donate again.
6.
Make it authentic
Be
sure to use a real signature from someone of importance in the organization and
whom donors will recognize. On the envelope, use real stamps and labels. Labels
work better than peek envelopes which appear mass produced. If it’s possible,
include a personal hand-written note. Long-time donors will really appreciate
this.
7.
Invite the donor to connect
Keep
the conversation going by inviting the donor to call or visit the organization.
Donors will appreciate this as you are showing an interest in them and their
connection to the organization as a donor and partner.
8.
Get it out fast
Try
to send out thank you letters within 48 hours of the donation. For some
organizations this will be impossible, but remember that sooner is better.
Donors not only want to feel appreciated soon after the act of giving, but they
want to be reassured that you got their donation.
6)
Condolence
Letter
A
letter of condolence, or condolence letter, in a business situation, should be
a direct, short, and sincere. These letters are also sometimes referreed to as
sympathy letters, or letters of sympathy. Business condolence letters are
normally typewritten on corporate letterhead paper. The sample letter of
condolence below is typical of a business condolence situation.
Quick
Tips for Writing Condolence Notes:
- Don’t write your letter in a
formal or stiff manner. A
great way to determine if your letter sounds natural and genuine is to
read it out loud. It
should sound as if you are simply speaking to the recipient.
- Avoid mentioning anything
other than the deceased and wishing the recipient well. For instance,
adding details about your family or asking questions unrelated to the loss
is not a good idea.
- Follow through with any offer
you make to the recipient. If
you offer to call them in a few days to check in with them, make sure you
do so. If you offer to
baby-sit their children, make sure you follow up with a phone call in a
few days and reiterate the offer. If
you can’t follow through with something, don’t offer it in the letter.
- Write your condolence letter
or note on pretty stationary or paper. You can even opt for a sympathy
card, but insert your letter rather than writing the entire thing on the
card.
Example :
November
30, 20xx
Mr. Jim Hollingsworth
President and CEO
Penn Manufacturing Inc.
1260 North Washington Avenue
Scranton, Pennsylvania 18503
Dear Jim:
Please accept my sincere condolences for the sudden loss of your dear brother
Ray last week. I can only imagine what a shock it must be to you and the PMI
extended family. Indeed, it was only two weeks ago that Ray and I shared a
table at the Mayor's annual fundraiser.
I know what a difficult loss this will be for you in particular. Not only will
you miss your cherished brother but also a trusted business partner and
advisor. I can only imagine the depth of the void that it will leave in your
personal, family, and business lives.
As you know, Ray and I go back more than 20 years both as friends and business
associates. Not only was he a great person to do business with, he was also an
excellent golfing partner with whom I spent many memorable days on the links
over the years. He had an amazing sense of humor and was a gifted storyteller.
In business dealings Ray was always straightforward and as honest as the day is
long. In short, your brother Ray was an exceptional friend, colleague and
customer who will be deeply missed by all who knew him.
Would you please pass on my sincere condolences to all of the employees at Penn
Manufacturing and let them know that we here at Allied Building Systems
collectively mourn Ray's loss.
Sincere condolences,
Brad Fender
7)
Invitation
Letter
Invitation
letter is a key business marketing letter that is typically used to invite
clients or customers to participate in special business events.To help you right an effective invitation letter, given below
are certain points you can easily refer to:
1.
The date and day of
the occasion is the most important information to be included. Invitees can
reschedule their programs to be present at the event. In formal letter, absence
of such key information makes your appear unprofessional. Ideally, for maximum
participation, events should be organized on any convenient day, weekends, or
national holidays.
2.
You may be
well-versed with your area but the invitee may be visiting the place for the
first time. Therefore, ensure to give the complete accurate address of the
venue. If you feel that the invitees will find it difficult to reach the venue,
then get a map of the venue printed on the invitation letter.
3.
To help
invitees from the embarrassment of reaching the venue late or very early, it is
important to mention the time slots of all the programs of the event. For
example, opening ceremony between 7 p.m.-8 p.m., speech by a distinguished
guest between 8.00-9.00 p.m. and so on.
4.
If the event
is organized around a theme, then it must be stated. For example, a theme can
be "Pink is the Color of the Day."
5.
If you intend
not to receive any gifts, it is important to mention about the same.
6.
It is always
advisable to give your phone numbers, so that the invitees can contact you for
any assistance.
7.
Ensure that the
letters reach the invitees much before the special day. Accordingly, they can
plan their day and attend the function.
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