Appointment letter

March 20, 2013

Dear Sir/Madam,

We are students at Lahore University of Management Sciences and with regards to our course
of “Non-profit Organization Management” we would like to do our project on the Monitoring
and Evaluation system of AHF.

The aim of our assignment is to get information about the any current or future program or
project of your organization and then design and propose a M&E framework for it.

For this purpose we would like to meet Dr. Ayesha, President AHF and discuss our project
with him. We shall be extremely grateful if we can get a meeting appointment with Dr.
Ayesha. We will be happy if he can give us the appointment on Thursday, 10th April,
between 12-2 pm as it will be feasible for us to manage time from our class schedule. If
unfortunately, this time slot is not available then please kindly inform us of any other options
available, so that we can see if we can manage.

We are very hopeful to get a positive response from your side soon. Thanking you in
Anticipation.

Regards,
 Reservation letter

From,
XYZ,
Allen street-1123,
California, USA.
Date: 10/12/2014

To,
ABC,
EXCELLENT RESORT,
Hawaii, USA.

Subject: Reservation letter

Dear ABC,

This letter is written after the conversation for the reservation of your EXCELLENT
RESORT for Holidays on 12/10/2014. We would like to confirm the reservation of your
resort as per the schedule mentioned above.

Please reserve the resort for that day and I have attached an advance payment receipt with the
Letter. Moreover, the demands for food and other travel wishes have been attached too.

Please check all the arrangement and I hope that it is ready before the scheduled time. We are
Sure that you will not let us down in front of our guest. Feel free to contact anytime.
Thank you.

Yours sincerely,
XYZ
5555-44453-543
 The Example letter of Complaint Letter

111 White Horse Lane

8 October 1994

Director of Consumer Relations

One Microwave Plaza
Miami, TX 75249

Dear Director:
I am writing you concerning the purchase and subsequent return of a Waveport 5000 I made
on 10 August 1994 in the amount of $225.

On 10 August 1994, I purchased a Waveport 5000 from your company in the amount of
$225. This price included a two-day delivery and a 60-day money-back trial offer. The $225
was immediately charged to my Ritz card. However, this product did not perform
satisfactorily, and on 15 August, I decided to return the Waveport 5000 to your company.
When I spoke to one of your company's representatives by phone, I was informed that the
shipping and handling charges, as well as the price of the Waveport 5000, would be credited
to my account. I shipped the item by UPX and was notified 19 August of its receipt. Today,
October 7, I received a statement for my Ritz card. But as of today, no credit has been applied
to my account for either the Waveport 5000 or the shipping and handling charges.

If the Waveport 5000 was charged to my account immediately when I ordered it, I fail to
understand why the same promptness was not used in crediting my account immediately
upon receipt of the returned item. I rightfully deserve a refund to any and all finance charges
that may be applied during this time period.

Your company's quick-detection products have greatly helped me in the past, and I would
like nothing more than a quick solution for my problem so that I may be a customer of yours
in the future.

Sincerely,

John A. Somebody
Adjustment Letter (Replying to A Complaint Letter)
Replies to complaint letters, often called letters of "adjustment", must be handled carefully
when
the requested compensation cannot be granted. Refusal of compensation tests your diplomacy
and tact as a writer.
Four-paragraph structure for a reply to a complain letter
•Paragraph 1: Context for the complaint
Thank to the reader for informing you about the issue. Clearly describe the writer’s concern
as
you understand it and avoid negative words such as problem; include an apology if
appropriate.
•Paragraph 2 : Details about the complaint
Describe the situation with the aim of leading the reader to recognize that the requested
compensation cannot be granted.
•Paragraph 3 : Compensation offered
Describe the compensation that can be granted; instead of describing what you cannot do,
describe what you can do.
•Paragraph 4 : Positive close
Close positively with a request to the reader to contact you if further clarification is required.
Example Replying to A Complaint Letter (reply to an unreasonable complaint letter)

Thank you for your letter of March 10 describing your experience while staying at Blue
Heron Resort with your family from March 2 to March 8, 2014. I understand your concern
about the noise issue.
Blue Heron Resort grides itself on its excellent customer service and family friendly
atmosphere. As a result, I am very concerned to learn that our front desk staff did not
sufficiently address your concerns. Please be assured that we are taking steps to improve the
quality of all front staff services. Your comfort as our guests at Blue Heron Resort is our top
priority. We want to be sure that all families feel welcomed and rested here. In fact, we
have designated “quiet” floors that families with young children can choose to ensure the
peace and quiet of their vacation. As a result of your letter, we will be asking anyone
making a reservation if they would like a “quiet” floor. Your feedback is helping us
improve our customer relations.

The next time you come to Blue Heron Resort with your family, we will be pleased to offer
you a complementary night’s accommodation in a queen suite similar to the suite you
enjoyed in March. We will also ensure that the suite is on one of our designated
“quiet” floors. Mr. Damwers, please call me at (005) 555-9987 to reserve your
complimentary night’s stay at Blue Heron Resort. We look forward to welcoming you
again.

Sincerely,
Rhonda Harris
General Manager
Example of Banking Correspondence about Opening Account

Date…
Assistant manager,
Bank/Institute name…

Branch Name…

Subject: Company Bank Account Opening Request Letter

Dear (Sir or Madam),
This is to request you for opening a company account in your branch of (Area and city name).
We are going to start a business operation in (Area and city name) form (date). Our Company
has a very good reputation and a huge turnover. Please facilitate our account in the name of
(Account title) in your branch as soon as possible. We will provide all the information and
documents that you may require to open this account.
Looking for Your Favorable Reply,

Sincerely,

Name…

Job Designation…

Company/Institute name…

INSURANCE
Example of Insurance Inquiry

Dear Sirs
We normally pay into the bank each morning our takings for the preceding business day. The
sums involved are sometimes considerable especially at the weekends: takings on a Saturday
may amount to as £12,000.

We bank with the local branch of the Barminster Bank on West Street, Milton-about half a
mile from our premises.

We therefore wish to take out insurance cover for the following:

1. Against loss of cash on the premises, by fire, theft, or burglary.
2. Against loss of cash in transit between our premises and the bank.
3. Against accident or injury to staff while engaged in taking money
to the bank, or bringing it from the bank.
Please let us know on what terms you can provide cover for the risks mentioned.

Yours faithfully,
Name

Memorandum

Date : November 17, 2018

To : All Employees

FROM : Emma Johnson, VP, Marketing Department

SUBJECT : Facilities Update

I am writing to inform you that, over the next few weeks, our kitchen area will be under
construction as we re-model.

As our company continues to grow, we feel it necessary to provide more communal dining
space, and we are grateful to our facilities team for their hard work in making that happen.

If you have questions or concerns regarding the re-model, you can access the full report
here. In the meantime, we are sorry for the inconvenience.

In between the weeks of December 1 – 31, please use the kitchen on the second floor if you
need a microwave. We will also keep that kitchen stocked per usual with snacks and soda.

Thank you for your cooperation.

 Faxes

DATE : July 21, 2010

TIME : 14:10 EDST

To : D. Sire, Anywhere Bakery

FROM : F. Amished, Anywhere Catering Services

SUBJECT : Birthday cakes for next month

PAGES :2

MESSAGE :

Dee Sire

We’ve got a lot of large birthday cakes next month. We will need 120 cakes by the 7th of
August. Please find attached our order, which being so much larger than usual. We’ve sent
you this fax to give you as much advance notice as possible.

If you need any further information, or want to arrange for special delivery methods, please
give me call.

Regards

F. Amished
Sales Manager
Anywhere Catering Services
Hi Dave,

I hope that everything is OK over there. I just have a few questions about the Skip ton
Airport Project.

First, can you give me an update on where you are on the project? I'd also appreciate if you
could explain what the current issues with the delivery system are? And confirm when you
expect them to be resolved.

Also, at the end of our last meeting I asked for a copy of the latest Project Report. I still
haven't received one. Can you forward it to me?

Can you also confirm if the post-installation support covers the equipment 24 hours a day?
And what is actually included in the support? We'd especially like to know if the cost of parts
and labour are included in the package. We need this information as soon as possible.

And lastly, we're thinking about extending the period of the post-installation support from
your company from 6 months to 12 months. Can you give us a quote for this extension?
Please get back to me with the information as soon as possible.

Thanks,
Ian McAdam
Development Manager