Effective Letter Writing

1. Term Report on Effective Letter Writing
AN EFFORT BY: KARIM VIRANI

2. “Effective Letter Writing”
Report Written By
Karim Virani
MEN 2201278
Report Submitted to
Mr. Arif Ur Rehman
City Campus Karachi

4. TERMS OF REFERENCE
You are to collect 2 letters (Outgoing & Incoming) for each category of
writing, analyze and give reason which letter you consider the best and
which the worst with reasons. Also highlight the strength and
weakness of each letter.
Then write a letter to the suggesting organizational head of writing
procedure that will enable the staff to write effective letter also write a
note to your instructor saying how this report has benefited you

5. LETTER OF AUTHORIZATION
February 28th
2011
It is a matter of great satisfaction that all my efforts ended with this thorough report based on
Effective Letter Writing. Here, I would like to state that firstly, it was a blessing of The
Almighty Allah that I completed this report without any barriers and shortcomings in between.
Secondly I like to thank the organization that allows me to get the access of their letters. Last
but not the least, I would like to thank Sir. Arif ur Rehman whose guidance and teaching
backed me all the way while preparing this report. His teachings are something, which I will
always carry with me ahead and make the most use of it wherever possible.
Yours sincerely,
Karim Virani

6. Work Term Report by Srikanth Mannem August 1998 Page ii
Table of Contents
1. Introduction....................................................................................................Error! Bookmark not defined.
2. Overview of the Organization ........................................................................Error! Bookmark not defined.
3. Overview of the Project..................................................................................Error! Bookmark not defined.
4.Programming Paradigm..................................................................................Error! Bookmark not defined.
5. Object Oriented Programming Paradigm......................................................Error! Bookmark not defined.
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5.2 Object Oriented Programming - Benefits.................................................................Error! Bookmark not defined.
6. Work Term Learning Objectives ....................................................................Error! Bookmark not defined.
6.1 Objective 1 - Cognitive Domain..............................................................................Error! Bookmark not defined.
6.2 Objective 2 - Affective Domain...............................................................................Error! Bookmark not defined.
6.3 Objective 3 - Psychomotor Domain.........................................................................Error! Bookmark not defined.
7. Nature of Duties .............................................................................................Error! Bookmark not defined.
8. Applied Knowledge.........................................................................................Error! Bookmark not defined.
9. Acclaimed Knowledge....................................................................................Error! Bookmark not defined.
10. Conclusion.................................................................................................................................................16
11. Recommendations.........................................................................................Error! Bookmark not defined.
12. Acknowledgements .......................................................................................Error! Bookmark not defined.
13. References ....................................................................................................Error! Bookmark not defined.
Appendix A .................................................................................................................................................. A - 1
SHL Systemhouse Career Paths................................................................................................................................A - 2

7. Work Term Report by Srikanth Mannem August 1998 Page ii

8. Letter of Transmittal
February 28th
, 2011
The Course lecturer
Business Communication, Hamdard Institute of Management Sciences
City Campus, Karachi.
Subject: Term Report
Dear Mr. Arif-ur-Rehman,
I feel immense pleasure in presenting to your good self, the term report as part of my course
requirement. I found this report to be truly challenging in many aspects, indeed very interesting in
relation to the various interpretational and engrossing exercises. Writing this report itself was truly
comprehensive learning experience.
The report mainly revolves around the Organization’s Outgoing and incoming letters Like Good News
Letter, Bad News letter, Neutral Letter and Persuasive Letter.
I have tried my level best to complete the report with respect to the desired requirements. However, if
any explanation is required, I would be honored to oblige. Kindly accept this humble effort of bringing
forward my research and findings on the subject matter.
Yours sincerely,
Karim Virani
Men - 2201278

9. Methodology
Many people might wonder the need for letter writing in a world dominated by emails. If you
wish to streamline your communication, never ignore the power of a well constructed letter. An
email cannot achieve the impact that a well written letter can generate. Whether it is business,
sales, cover or personal letter, you can master it by learning some simple tips.
1. The content of a letter should be planned well. To streamline your communication, make a
draft of your letter. This will help in communicating effectively. Make sure that all the points
have been detailed and check your letter for readability. Rephrase those sentences that can be
misunderstood. Check the spelling, especially, the name of the receiver. Another key aspect is
the consistency in the spelling of names. To be on the safer side, it is always wise to prepare a
draft of business, sales and cover letters.
2. Use of language. For business letters, always use formal language. Sales letters need to attract
potential customers. So they can be informal with catchy headlines. But when the sales letter
talks about guarantee, delivery and other core issues, use a formal tone. Cover letters should
always be written in formal language. Maximum flexibility with language can be shown in a
personal letter. Depending upon your relationship, you can choose a formal or informal
language. To streamline your communication, you should learn the art of selecting the
appropriate tone for your letter.
3. Your letter might be intended for several people. This does not mean that it should not have a
personal touch. Always write a business or sales letter like writing to a single person. A personal
touch in your sales letter or newsletter will make the reader feel more comfortable. The reader
should never feel like reading a brochure. The letter should have the effect of a personal
conversation.
4. One of the best methods to streamline your communication is to make effective use of all
modern day writing techniques. Use headlines to indicate the subject matter. Make use of bullets
to detail important points. Use simple language. If a scientific term is used explain it in
parentheses. You can make use of italics, bolding and underling in the letter. You can also create
a template for your letter.
5. Brevity. Today, people do not have time to spend on reading long letters. Make your point in
least number of words. Never deviate from the core subject. Unnecessary deviations from the
subject can do more harm than good. Sometimes the reader might totally ignore the letter.
Letters are an important tool of communication. Remember, they can also become documental
evidences. Your success in the modern day world depends on how effectively you are able to
streamline your communication.

10. The International Hospital for Children’s Care
www.tihfcc.org
A Project Of Titans Group of Companies
Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi.
Phone # +92-21-34493321-30, Fax # +92-21-34493331
12th
September, 2009.
General Manager,
Soft Tech Mobile Phone Company,
Karachi.
Ref: Defective Series
Dear Mr. Qadir,
I wish to bring to your knowledge that the handsets delivered to us in the series KL 3800
are all defective. This series of Mobile handsets was purchased by our company on
2nd
September bearing the transaction code 2345789.
As per our contractual agreement, the handsets should have been checked for all
defects before they were dispatched to us. I regret to inform, that your Quality Control De-
partment did not perform the necessary trials and checks. This is a serious breach of our
agreement.
I request you to look into the matter and send us a replacement at the earliest. I look for-
ward to your co-operation in the matter so that we can continue to have mutually benefi-
cial business dealings in the future.
Thanking You,
Sincerely,
Mehtab Khan
Purchase Department

11. The International Hospital for Children’s Care
www.tihfcc.org
A Project Of Titans Group of Companies
Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi.
Phone # +92-21-34493321-30, Fax # +92-21-34493331
Date: October 2, 2010
Mr. Shakib Hussain
Chairman
The Care Hospital
Islamabad, Pakistan
Subject: Setting up a New Project
Dear Sir,
At the outset, we thank you very much for all the assistance you rendered to us when we
were with you a couple of days in your town in connection with our proposal of setting up
our New Hospital. It was indeed a great pleasure to be with you and taking all guidance
and assistance that we were literally successful in paving basic infrastructure in setting
up our Hospital operations in your area. In all probability, our operations should get into
full swing in about a fortnight’s time.
At this juncture, we request you to kindly visit us and let us have the pleasure of recipro-
cating our gesture. We are sure our mutual understanding and cooperation will go long
way in promoting each other’s venture in their respective places and we look forward to
your reciprocating spirit.
Thank you once again,
Very truly yours
Shakeel Abbasi
Administrative Officer

12. The International Hospital for Children’s Care
www.tihfcc.org
A Project Of Titans Group of Companies
Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi.
Phone # +92-21-34493321-30, Fax # +92-21-34493331
January 12, 2011
Ms. Shamim Khan
Humanity Hospital
Garden West
Karachi
Dear Ms. Carey,
We received your generous donation yesterday and we would like to tell you how much we
appreciate your kindness. Thank you so much for sharing with us such a large amount. We
especially need funds this month since we will be holding three activities for needy children
as a way of celebrating the New Year. Hundreds of children will benefit from the said
activities and your donation will be used to buy gifts for the children.
We hope you will continue supporting our activities and our cause. We have activities every
month and we also enjoin you to attend them if you have the time. It would be touching to
see the smiles on the faces of those who will be helped by your donation. We have attached
the program to our next activity in case you will be available.
Thank you.
Sincerely,
Muneeb Junejo
Managing Director

13. The International Hospital for Children’s Care
www.tihfcc.org
A Project Of Titans Group of Companies
Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi.
Phone # +92-21-34493321-30, Fax # +92-21-34493331
February 21, 2010
Ms. Sumera
Redford Shipping Company
Karachi
Dear Ms. Sumera,
Greetings!
In this day and age, the world is moving at a fast and stressful pace, adding to our worries and
weariness at the end of each day. All the money we earn will be of no use to us if we con-
stantly suffer from illness and body aches at the end of each week. You deserve some rest
and relaxation!
Learn to enjoy life more and feel refreshed and replenished despite our heavy workload by
availing of our services The International Hospital for Children’s Care offers health and
fitness trainings and programs just right for the busy office person or employee. You can work
with any of our experienced and expert fitness trainers. Better yet, you can have a
fitness trainer to work with you at the convenience of your own home and at your own
time. Remember, health is truly wealth.
Contact us at 021-34493321-30 if you wish to have our services.
Sincerely,
Iqbal Mustafa
Marketing Department

18. July 22, 2010
Mr. Shamsher
General Manager
Purchase Department
Dear Sir,
Please accept our profound condolence over the untimely death of your wife. We know how
hard it is to lose a loved one, and we sincerely hope that you are coping well with the
situation.
We have known your wife through the various family activities that the company has held
through the years. She was truly such a joyful presence in the activities, lightening up the
mood and establishing warm rapport among the staff. We loved her, too and will surely miss
her. We were never able to tell her personally but we hope to tell you how much we
appreciate all her help through the years.
On our part, we will do our best to further improve our work and strive to relive your wife’s
legacy in the company. We will ensure everything is in order during your leave of absence.
With deep sympathy,
Shafqat Mirza
Purchase officer

19. Appreciation Letter (good news incoming)
Zubaida Nanji
Director,
Women Studies Center
National Hospital,
Hyderabad,
Sindh, Pakistan
+92 22 5458985
May 10, 2009
Shireen Hasnain
Director
The International Hospital for Children’s Care
Opposite South Avenue,
Gulshan Chowrangi,
Gulshan-e-Iqbal,
Karachi.
Dear Ms. Shireen,
I would like to take this opportunity to express my gratitude for accepting our invitation and participation in a seminar
on "Gender Biases at Work Place" in Hyderabad. The entire organizing committee has asked me to convey their
appreciation for your fabulous participation and the support that you gave us in making the seminar a success.
The efforts that you took to be part of the conference are worth appreciating. You took time out of your busy schedule
and made yourself available on a very short notice. The presentation of your research paper on "How gender biases do
happen in various organizations even in twenty-first century?" was really good and showed your knowledge in the field
of women studies.
I, as one of the members of organizing committee, had a fabulous time with you. It was a learning process for me and I
really had fun. It was indeed a pleasure to be part of a seminar where you had participated.
Thank you once again. Looking forward to listen to you on various women issues in the future.
Yours sincerely
Zubaida Nanji
Director, WSC

20. Neutral letter (incoming letter)
20th
April, 2010
Mr. Rahim
Senior Purchase Officer
The International Hospital for Children’s Care
Opposite South Avenue,
Gulshan Chowrangi,
Gulshan-e-Iqbal, Karachi.
Dear Mr. Rahim,
This letter has been written keeping in mind your association with our company. I am the new
Sales Representative. I want to briefly introduce myself. I am Jawed I have joined the Karma
Pharmaceuticals just about recently. As per my job profile, I will be taking care of your
account from here on.
I would like to meet you in person to check in on the details on an elaborative front. It would
be nice to speak to you face to face. Our customers mean the most to us. As you are one of our
priorities, prime attention is always given to you.
I am looking forward to meeting you. Please do let us know your convenience hours. You can
call us or email us in regards with the plan.
Sincerely,
Jawed Shah
Senior Sales Representative

21. Persuasive letter (incoming letter)
Dear Valued Customer
At the outset, we thank you for your kind patronage of our services and we are proud to be
associated with you for continued service to be rendered during the course of our association.
We have brought out a revolution in maintaining this service by introducing a toll free line to
enable you to save your hard earned money while calling us for any assistance or service
required at any time and while we care to attend to your immediate needs, we also take your
calls at our cost.
Please make a note of our toll free number is which is 0800-00055 which will be working
24×7x365.
Please let us know if there was any situation where your requirement was unfulfilled or your
call was not responded any time so as to initiate corrective action at our end.
We also invite your valuable suggestion to improve our services.
Thanking you and assuring you of our best services,
Manager Customer Care

26. ANALIZATION OF LETTERS
I have collected total 8 organizational letters from the following 4 categories as mentioned below.
INCOMING LETTERS:
Incoming letters are those which have been received by The Organization from different other
Institutions as well as from different departments within The Organization.
OUTGOING LETTERS:
Outgoing letters are those which are sent by The Organization to employees within The Organization
as well as different other Institutions.
After collecting these letters, I have analyzed the strengths and weaknesses of each letter on the
basis of format and layout of business letters. (See appendix --- and ---)
The strengths and weaknesses of each letters are given below.
LETTERS GOOD NEWS LETTER BAD NEWS LETTER NEUTRAL LETTER PERSUASIVE LETTER
INCOMING Appreciation letter Condolence letter Introduction meeting Toll free calling
OUTGOING
New business setup. Complaint letter Donation letter Fitness training program

27. ANALYZING INCOMING LETTERS
1. Incoming Good News letter-Appreciation Letter:
Strengths:
• Matter is perfect.
Weaknesses:
• Wrong format (starting with their own address - no ‘U’ attitude)
• No subject / reference
2. Incoming Bad News letter-Condolence Letter:
Strengths:
• Conclusion is perfect.
Weaknesses:
• No subject
• Introduction is not positive.
• Body 1 should come as an introduction as it is very positive.
• Negative part should come after mentioning positive qualities.
• Letter is too lengthy
3. Incoming Neutral Letter:
Strengths:
• Matter is perfect with all A.I.D.A in sequence.
Weaknesses:
• No subject / reference
4. Incoming Persuasive Letter:
Strengths:
• Matter is perfect with all A.I.D.A in sequence
Weaknesses:
• Format is not correct, no date, no address, no proper salutation. It seems like the letter is
written in general for all.

28. ANALYZING OUTGOING LETTERS
5. Outgoing Bad News Letter – Complaint Letter
Strengths:
• Format is perfect.
Weaknesses:
• Introduction is not positive.
• No positive attitude in this letter from beginning till end.
6. Outgoing Good News Letter-New Setup Of Business Letter:
Strengths:
• Format is perfect.
• Matter is perfect.
Weaknesses:
• No negative point.
7. Outgoing Persuasive Letter-Fitness Training Program:
Strengths:
• Perfect matter.
Weaknesses:
• No subject.
8. Outgoing Neutral Letter-Asking For Donation:
Strengths:
• Perfect matter
Weaknesses:
• No subject.

29. On the basis of this analyzation, the best letter is Outgoing Good News Letter i.e. of New Business
Setup. The reason behind this is that it has no negative point

30. Writing letters can be a very engaging activity for those who love it. People who can't express
themselves well in real life usually find themselves empowered by the mere act of writing letters.
It is in these sheets of paper or computer documents that you will see the real feelings of
someone who probably couldn't express it any other way. And it is both a revelation and healing
for those who write the letter and for those who get to read it.
The process of letter writing is usually helpful for those who are struggling with emotions not
only withing themselves but more importantly in relation to other people. Its importance has
been identified by psychologists as one of the best ways a person can confront his or her
unresolved fears and feelings towards a person that they otherwise may not get in our everyday
life. It can be used with or instead of an activity called a psychodrama wherein people express
their emotions towards a certain person through the use of a stand-in.
Writing letters can lead to leaps and bounds in the healing process of an individual and can lead
to an acceptance of a person's state. This is healthy because it is one of the best roads to
acceptance, which is the best forms of healing. A good many people have been helped by this
and very few people realize how amazing letter writing can be when used for therapy and
improving one's emotional (and physical) well being.
Writing letters can be a definite help for those who have trouble expressing emotions or
resolving the delicate issues in their lives.

31. How to Write a Persuasive Letter
Writing a persuasive letter is an art form all by itself, and even some of the best writers aren't able to convince
or coerce their readers. You don't need to be a professional copywriter in order write persuasively, but you do
need to follow a few specific advertising rules and think critically about what you are writing.
Instructions
1. Get inside the mind of your reader. In order to write persuasively you must be able to think from
their perspective. This will help you to identify problems that they have and create a letter that
suggests a solution.
2. Structure your letter around solving one particular problem. After you've been inside your
reader's mind you should be able to target an issue that they have and focus your entire letter on
this. This strategy is extremely effective if you have a product that you are trying to sell, but also
works well with any type of persuasive writing.
3. Captivate their attention right away. Your letter needs to draw your reader in and make them
want to listen to your point of view. This can be done with an alluring headline or strategic
introduction, but it needs to be done as soon as possible or you risk losing their attention.
4. Provide legitimate reasons for your case. People like to hear the reasoning behind suggestions,
and the more reasons you can provide the better chance you will have at swaying your reader's
opinion. However, you need to make sure that they are legitimate reasons that are relevant to the
reader's problem or dilemma.
5. Repeat the problem and your solution at multiple points throughout the letter. An effectively
written persuasive letter will reiterate both the problem of your reader and the solution that you
offer over and over again in order to drive your point home.
6. Conclude with "your way" being the "only way" to see things. At the end of your persuasive
letter it's important to represent your view as the best way of seeing the situation and leave no
room for doubt. This will leave your reader with a strong sense of urgency to share your opinion,
and have them doubting their previous stance on the subject.

32. How to Write a Request for a Donation Letter
Asking for money requires strong skills.
Non-profit organizations rely on alternative sources of funding. Donations are usually a major contribution in
helping a non-profit to cover the cost of its expenses and operations. Writing a good donation letter is key in
getting organizations and people to contribute. Read on to learn how to write a request for a donation letter.
Instructions
1. When asking for donations from a company the first step is to ensure that the letter is going to
the right person. Get the name of the individual in charge of making decisions about whether or
not a contribution or donation can be given.
2. Start the letter by emphasizing the good work that your non-profit has done and how this work is
benefiting the person(s) or the organization's community in which you are asking to provide a
contribution or donation.
3. Discuss what the non-profit will accomplish if a donation is received and who will the donation
benefit.
4. Make mention that the giving is tax deductible and if possible acknowledge how the giving is
associated with the organization's mission or corporate giving values.
5. Thank the individual or company in advance for considering making the contribution and let
them know who to write the check, money order or cashier's check to. Provide the address in
which the funds should be sent to.
6. Provide the contact information and your name or the person's name who the organization or
person can direct questions to if they have further inquiries. Let the organization know that any
amount in which the organization wishes to contribute will be acceptable.
Tips & Warnings
• Proofread the letter and have someone else proofread it for you.
• If the organization or individual contributed previously make sure that you acknowledge and thank them for
their previous donation and how the donation was used.
• Do not ask for specific amounts of money unless the organization has instructed that you be specific when
requesting contributions.

33. How To Write Complaint Letters
Basically, you could write complaint letters in several ways. However it is recommended that you use
the following stages so that your complaint will be well organized, systematic and professional.
Here are the systematic stages that should be included in the complaint letters.
1. Background
2. Cause and Effect ( Problem )
3. Requesting Action or Solution
4. Warning
5. Closing
1. Background
This section introduces the situation or background of the problem.
Here are some examples:
• I am writing to inform you that the goods we received have been made in the wrong
color.
• I am writing to inform you of my dissatisfaction with the quality of your products.
2. Cause and Effect
Cause:
• You shipped our order for bedroom sets, but the nightstands were not included in this
container.
• We ordered 50 pcs office desks in antique brown color and 50 pcs office desks in walnut
color, but we received 100pcs of office desks all in brown color.
Effect:
• We are therefore unable to sell the bed set.
• These office desks are unacceptable to our customers, and we are therefore unable to sell
these desks.
3. Requesting Action or Giving Solution
In this section, the writer or someone who write a complaint letter request a necessary action to be taken
or provide solution to settle the problem. Please look at the examples below:
• Please delivery the nightstands as soon as possible.
• I am writing to ask you to produce the office desks painted with the color as we requested
and send them immediately.
• Please make sure that such errors do not occur anymore.
• We have implemented a new system to...

34. • To prevent re-occurrences we have instructed our quality control to check all items
before packing the goods.
• We assure you that this problem will not happen anymore.
4. Warning
• I'm afraid that if these conditions are not properly resolved, we may be forced to take
legal action.
• If such errors happen again, we will have to look elsewhere for our suppliers.
5. Closing
• I look forward to hearing from your shortly.
• I look forward to receiving your explanation of this matter.
Notes:
• The tone of complaint letters should not be aggressive, insulting or threatening, as this would
annoy the reader and it would not encourage them to solve the matter or problem. In addition,
question like 'Why can't you make this right?' should not be written.
• The content of the letter should contain enough details so that the receiver does not have to write
back requesting more.
• Legal action should not be threatened in the first letter of complaint, unless the situation is very
serious and there is no serious intention from the reader to solve the problem.
• The best way of writing complaint letter is to use a positive upbeat tone. Remember, you are
writing to a senior person who probably sympathizes with what happened to you. Your tone
should convey the message that you are the innocent victim and you understand that the
company wouldn't have done such a thing intentionally.

35. How to Write the Perfect Sympathy Letter
Do you know a friend or relative who has experienced a death, personal loss, or other misfortune? Perhaps this
person was recently divorced or has been injured in an accident. Maybe you know an expectant mother who has
recently suffered a miscarriage. These are times when you need just the right words to say just the right thing. A
store-bought sympathy card is not as personal as a hand-written letter, but you may buy a card and put your
letter inside it. Here are some tips to help you write a tactful Sympathy Letter that will be much appreciated:
• Try to be empathetic. Imagine yourself in the other person's place. What would you like to hear? What
would make you feel better?
• Be brief. Much is communicated with "I'm so sorry. Please know you're in my thoughts." In times of
loss, no one wants to read a lengthy letter (it's hard to read when you're crying). Communicating that
you care is enough.
• Don't be dramatic. A Sympathy Letter needs to be written with beautiful prose, but dramatic language
may seem insincere. Tell how you learned about the news in simple terms. It is perfectly acceptable to
relate your deep shock at hearing about the death or loss. Avoid using graphic terms to refer to a death
that was tragic or gruesome.
• Be personal. If your Sympathy Letter concerns a death, be sure to mention the deceased's name and the
circumstances that caused the loss of life. Be honest; don't hesitate to use the word "death" or note the
actual cause of death. Share your personal sadness. Remind the bereaved you support them at this
difficult time and they are not completely alone in their suffering.
Example:
o Bill made me feel at home when I first moved here. I am so sorry that cancer took him at
such an early age. I will miss him.
• Mention positive memories. If your Sympathy Letter concerns a death, and if you knew the deceased,
pay tribute to the person's life by mentioning something positive: a happy memory from your
experiences together, a notable achievement, etc. You can even relate a story about how the deceased
touched your life. Be sensitive, but it is not necessary to avoid humorous incidents that could help
lighten the moment and would be gratefully received. Laughter is a great healer. You could also mention
a special characteristic of the deceased-something you will always cherish.
Examples:
o a contagious sense of humor, a generous nature, love of the arts, courage, leadership,
decisiveness.
• Offer encouragement to the bereaved. Assume that the survivor feels overwhelmed by the loss and
doesn't know whether or not they have the strength to get through it. State your confidence that they will
get through it. Time is also a great healer. A comforting tactic that can have a powerful effect on the
survivor is to quote a loving remark that was once made by the deceased about him or her. Remind the
person in mourning of their own personal strengths in descriptive terms.
Examples:
o resilience, patience, competence, religious devotion, faith, optimism, a trusting nature.
• Offer your condolences. How you will craft a condolence statement will depend on your personal
relationship with the person to whom you are writing. For example, you may want to avoid being too
religious if the person is only an acquaintance or if you do not know if they even have a religious

36. affiliation. Most people would, however, appreciate being told that they are in your prayers and
thoughts. You probably know what will bring them comfort. Write something that is congruent with
your relationship.
• Offer practical help to the grieving person. Specific offers are better than, "Let me know if there is
anything I can do." Then take the initiative-if you don't get immediate acceptance of an offer, then call
back and repeat it. Many people will think your first offer was just to be polite; repeated offers
demonstrate your sincerity.
Examples:
o "Can I help you with the grocery shopping?"
o "Can I run any errands for you?"
o "Can I help with the children?"
o "Can I write any letters for you?"
• Show sensitivity. Allow people to grieve in their own way and for as long as is needed. There is a time
to mourn! Be careful not to offer advice when none is wanted or needed. Remember, at the moment the
bereaved needs a loving friend, not a counselor.
Examples (what not to say):
o "You need to go on a long cruise."
o "Look on the bright side."
o "It's all for the best."
• Close with an expression of comfort. End your Sympathy Letter with an expression of comfort,
sympathy, or affection. Let your concluding words reflect the truth of your feelings. You may want to
close your letter simply with one word such as "Love," or "Sincerely," or you may want to use a phrase
or a complete sentence followed by your name.
Examples:
o "My love and concern are with you always,"
o "You are continually in my thoughts and prayers,"
o "My heart and my tears are with you,"
o "I share in your grief and send my love,"
Final Note: Use descriptive words when you compose your Sympathy Letter.
Examples:
• burden, caring, comfort, comforting, compassion, concerned, consolation, difficult, endure,
endurance, grief, grieve, heal, healing, heartbreaking, heartfelt, help, hope, hurt, hurtful, loss,
love, misfortune, mourn, mourning, overcome, pain, painful, regret, regrettable, sad, shocking,
sorrow, sorry, struggle, struggling.

37. How to Write the Perfect "Thank You" Letter
By Alice Feathers, M.A. TESOL, Professional Editor and Writer
You should always send a "thank you" letter or note as a follow-up to your interview because it is an integral part
of the employment process and because the power of saying "thank you" cannot be overstated. A "thank you"
letter sends a message that you are both considerate and professional, thereby hopefully reinforcing the positive
impression you left upon the reader's mind. This article was designed to help you to write a "thank you" letter to
a potential employer, but you may adapt this format for other "thank you" letter uses as well.
Here is a basic layout format for a formal "thank you" letter:
• Return Address. Tab over and type your address near the right margin, followed by the date.
Example: 1234 Right St.
Anywhere, PA 15678
June 30, 2005
• Address. Type this information flush with the left margin. The reader's name is typed on the second
line. DO NOT abbreviate the word "Attention."
Example: ABC Corporation
Attention: John Doe
777 State Street
Anywhere, NY 12345
• Greeting. Always address your "thank you" letter to a specific person. Use the conventional "Dear" plus
"Mr." or "Ms." followed by the first name and/or surname followed by a colon.
Example: Dear Mr. Richard Brown:
• Never send a "thank you" letter to a person using his/her job title: "Dear Marketing Manager:" Send the
letter to a specific individual, and be sure to spell his/her name correctly!
• Body. Two average-length paragraphs should make up this section. In the first paragraph, thank the
reader for meeting with you and convey your enthusiasm about the possibility of working for the
company. You might mention the date of your interview and the position for which you applied. Make a
single return between paragraphs. In the second paragraph, briefly review your qualifications and special
skills, and how you can be an asset to the company. You might want to mention an interesting topic or
rewarding moment from your interview.
• Last paragraph. Thank the reader once again for considering you for the position. State your
confidence again in your ability to be an asset to the company. Tell the reader that you look forward to
hearing from him/her soon, and give a specific date when you plan to follow up with a phone call.
• Close. Make a single return after the last paragraph and type the close, aligning it with your return
address. Any of the following words or phrases can be used to close: Sincerely, Very truly yours,
Sincerely yours, or Cordially. The close is followed by four returns. On the next line, type your name.
Sign your first and last name in the space between the close and your typed name.

38. Example: Sincerely.
Signature
James Brown
• Be sure that your phone number and any other contact information such as your email address are
clearly stated in the letter.
A Few Helpful Tips
• Timely. Send your "thank you" letter within two days of the interview.
• Hand-written "thank you" letters are best but, depending on your personality and penmanship, a typed
letter can also be appropriate.
• Stationery. Use plain, light-colored stationery—solid white, off-white, or gray is best. Use the same
paper stock as your resume.
• Appearance. Although personal in tone, your "thank you" letter should be business-like in appearance.
Use a standard business format. Put a colon after the reader's name. Single space each paragraph. Make
a single return between each paragraph.
• Each person. If multiple people interviewed you, thank each person individually. Don't try to thank a
group of people with one letter.
• Proofread. Edit your "thank you" letter carefully. Ask someone you trust to check it over and give you
constructive feedback. Look for misspelled, repeated, or misused words and phrases.

39. Appreciation Letters
How to write a powerful letter of appreciation that makes the right impression, or makes someone feel
special
People respond positively when treated kindly. Employees work harder when they feel appreciated. With a
sincere, well-written appreciation letter you can improve relations with words of admiration, gratitude, and
recognition.
Write your letter quickly
Write your appreciation letter within a few days of whatever happened to inspire your gratitude.
Use stationery
Write your personal appreciation letter on a sheet of stationery.
Use customized letterhead
for business correspondence.
Address your appreciation letter to a specific person
If possible, not just to the company or to the organization in general.
Specifically state what you appreciate
Be sincere
most people can sense when you are not being honest.
Write clearly and concisely
This is no time to be longwinded or flowery.
Be brief
Avoid thanking the person beforehand
For example: "Thanking you in advance for your help in this matter." To do so is presumptuous and suggests
you do not feel the need to write a follow-up letter.
Close with warm regards or best wishes for continued success

40. APPENDIX A
Good (+ve) Bad (-ve) Neutral Persuasive
Introduction +ve +ve A: Attention
Body 1 ++ ++ I: Interest
Body 2 ++ +- D: Desired
Body 3 ++ -- A: Action
Conclusion +ve +ve +ve

41. APPENDIX B

42. References
Business Communication Today (7th Edition) by Bovee / Thill /
Schatzman
Effective Communication (6th Edition) by Herta A Murphy / Herbert W
Hildebrandt
www.business-letter-samples.com
From my own imagination
www.ehow.com
Images from www.Bong.com, www.google.com, www.yahoo.com
www.writeexpress.com