(to the letter index)
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1. Dear ____ (name):
The ______ (product) made for our last order, No. _____ (number) are too much in variance from the pattern we gave you.
We can correct these ____ (product) but we cannot tolerate this for the future.
Sincerely,
(name)
(title)
2. Dear Sir or Madam:
We have been receiving many complaints from our customers about your ____ (item). They have not been satisfactory and, therefore, we have had to refund the purchase price on many of them.
The trouble seems to be with the last shipment. The ______ (item) before seemed sufficient and we did not have any complaints from our customers.
Please check to see if there was an error in making these ___ (item). We would also like to suggest that you check to see if they are being packed with enough protection for shipping.
We have ___ (amount left) left and we would like to have you send us a replacement shipment. We will wait for instructions from you before returning this, these (item).
Sincerely,
(name)
1. Dear ____ (name):
Thank you so much for your letter explaining the incident on ____ (what i.e. bus) _____ (time period). It is only when people take the time to let us know about occasional slip-ups that we can rectify problems and continue to serve the community with courtesy and reliability.
The information in your letter is now under investigation by our personnel office. Proper disciplinary steps will be taken to those persons involved. We will try very hard to make sure that there will be little chance of a similar circumstance occurring.
Cordially yours,
(name)
(title)
2. Dear ____ (name):
We agree that the ____ (item) you returned shrunk in the washing machine. That ___ (item) was not washable although many ____ (item) today are. Our sales associate should have explained these instructions to you. Sometimes, however, a clerk may forget.
Whether this was the case of not, ____ (name), we are sorry for the inconvenience.
Please be assured that we will be very happy to replace the ____ (item) or credit your account.
Sincerely,
(name)
(title)
3. Dear ____ (name):
We can definitely understand your annoyance in not receiving the _______ (number and item) that you ordered.
Orders requiring engraving need ____ (time span) for delivery. Our salesperson probably did not
make that clear and we are sorry for that misunderstanding.
Your order will be shipped ____ (day and week it will be shipped) and will arrive within ____ (time period). Please forgive the delay. We know that you will be satisfied with the final product.
Sincerely,
(Name)
(Title)
REPRIMAND TOP
Dear ____ (name):
This letter is to inform you that recently there have been many mistakes in our billing. Can this situation be rectified?
I am sure that you would agree that if a little more time, care and effort was made towards accuracy on the part of your accounting department, we would mutually benefit.
Sincerely,
(name)
CHARITY: REFUSING TO DONATE TOP
(more charity and sponsorship)
1. Dear ____ (name):
I am sorry that I cannot make a donation to ______ (name of charity) _____ (time period).
I am involved with several other charities. I know that your cause is genuine but my financial resources are limited. I have to make my own choices over the distribution of these funds.
I wish you every success in your program.
Sincerely,
(name)
(title)
2. Dear ____ (name):
Thank you so much for your recent letter requesting a donation to ___ (charity). However, it is impossible to support all the worthwhile causes in each area that our company has offices in. Therefore, our company makes an annual contribution to the United Way Fund which then supports many local organizations.
Because of the above policy, we are unable to make a contribution to the local ____ (charity). It is a fine project and we wish you luck in your endeavors.
Sincerely,
(name)
(title)
SPONSORSHIP REQUEST: TURN DOWN TOP
Dear ____ (name):
Please accept my sincere apologies for having to decline the use of my name as a sponsor of ____ (name of charity). I feel uncomfortable about sponsoring something that I have not put my energies in. I now work with a few charities and I just do not have the time to add any more at this moment.
Your cause has merit. I wish you well in your search to finding prominent names for your sponsor's list. Thank you again for asking me.
Cordially yours,
(name)
(title)
INVITATIONS TOP
1. --------(non-official)--------
Dear Dr. Armstrong,
We are having a dinner on Thursday the 18th August at 8 p.m. at the restaurant УKosmosФ and shall be pleased if you will favour us with your presence.
We shall very much appreciate an early reply from you.
Yours Sincerely,
Michael Truman
2. Dear Dr Perry,
I have the pleasure of extending you an invitation on behalf of the Soviet delegation to a Reception to be held in Hotel Ritz at seven oТclock on Friday, the tenth of March, 2000.
An early reply from you would be appreciated.
Yours Truly,
Roman S. Teterev
3. ----------(to visit the country)---------
Dear Mr. Popov,
I have the pleasure of extending you an invitation on behalf of УNewBorn ElectronicsФ and myself to visit our country any time in June as a guest of our company.
I may assure you that my colleagues and I are looking forward to seeing you here and will do everything to make your stay in England both interesting and pleasant.
УNewBorn ElectronicsФ will cover your travel to London and back by providing free economy class British Airways tickets from the nearest airport this company has flights from. Free accommodation and travelling in Britain during your visit will also be available for you.
Enclosed you will find your itinerary. If there are any suggestions you wish to make, please write us at once and we shall give them our consideration.
We trust you will accept our invitation. Unless we receive a reply by 15th May, we shall assume you will not be able to accept this invitation.
With best regards,
Yours Sincerely,
George Write
Marketing Director
(enclosure)
4. ------(official)------
Dear Dr Simon,
On behalf of the Russian Academy of Sciences and the Organizing Committee of the 10th International congress on brain surgery I have the honour and pleasure of extending to you an invitation to participate in the work of Congress and to give a lecture at the Plenary Session covering your area of research.
An early reply to this letter would be appreciated.
Sincerely Yours,
F.N.Pavlov, Professor
Chairman of the Organizing Committee
5. Dear Dr. Baskin,
The Organizing Committee for convening the III International Congress on brain surgery officially invites you to participate in the work of the Congress to be held in Stockholm from 3rd to 9th July.
We would appreciate an early reply to this invitation and hope we shall have the pleasure of seeing you at the Congress. Further arrangements will be expedited if your immediate acceptance of the invitation is written directly to the Organizing Committee.
Please find enclosed a preliminary list of topics, which can cover your field of scientific activities. We kindly request you to inform us the title of your paper/poster.
Sincerely Yours,
Karl Endriksson
Chairman of the Organizing Committee
(enclosure)
6. Dear Professor Senta,
By this letter I am happy to extend to you and your wife an invitation to attend the IV International Conference on Telecommunications to be held in Prague from 10th to 16th June, 2001. We would be pleased if you would give your consent to give a plenary lecture on any subject covering the scope of the Conference, or to chair one of the sessions. Your participation should indeed be valuable in ensuring the success of the Conference.
If you find the opportunity to accept our invitation, we would appreciate receiving an abstract of your talk by February, 1, 2001. Enclosed please find the guidelines for typing the abstracts and a tentative program of the International Conference. The 2nd Announcement of the IV International Conference on Telecommunications has been sent to you by separate mail.
The Russian Academy of Sciences would be happy to cover your and your wifeТs registration, accommodation fees and travelling expenses during your seven-day stay in the country as well as to provide free economy class two-way Aeroflot tickets from the nearest airport Aeroflot has flights from to Prague and back.
I will appreciate your response at your earliest convenience,
Sincerely Yours,
E.S.Peskov, Professor
President of the IV International Conference on Telecommunications
1. Dear Prof. Teterev,
Many thanks indeed for you kind invitation to a Reception to be held in Hotel Ritz at seven oТclock on Friday, the tenth of March, 2000, which I accept.
Yours Truly,
Simon Perry
2. Dear Dr. Truman,
It is with great pleasure that I accept your invitation to dinner on Thursday the 18th August at 8 p.m., but I am awfully sorry that I will come an hour later as I have to keep a business appointment for that time.
Yours Sincerely,
Philip R. Armstrong
1. Dear Prof. Teterev,
I very much regret that I am unable to accept your kind invitation to a Reception to be held in Hotel Ritz at seven oТclock on Friday, the tenth of March, 2000, as I have already accepted a previous invitation for that date and time.
Yours Truly,
Simon Perry
2. Dear Dr. Truman,
I am very thankful to you for your kind invitation to dinner on Thursday the 18th August at 8 p.m., but I am very sorry I must decline it as I do not feel quite well.
Yours Sincerely,
Philip R. Armstrong
3. Dear ____ (name):
______ (name of spouse) and I appreciate your dinner invitation on ______ (date). Sadly, though, we have other plans for that particular date.
Thank you for thinking of us. We hope to be seeing you soon.
Respectfully,
(name)
GIFT TOP
Dear _____ (name):
I am so sorry to hear about your ____ (accident, injury). I sure hope that you are on the road to a quick recovery.
Since you will be confined for a few ___ (time period), I think you will enjoy this _____ (gift) on your hobby of ____ (hobby).
Cordially,
(name)
(title)
GIFT: ACCEPTING TOP
Dear _____ (name):
Your gift awaited us when we returned home. It reminded us of your warm and sincere hospitality.
We shall treasure the ______ (gift). Most of all, every time we ____ (use it, see it, etc.), we will
think of our friendship.
Cordially yours,
(name)
(title)
GIFT: DECLINING TOP
1. Dear ____ (name):
The ______ (gift) you sent goes well with the decor of my office.
However, I am sorry that I have to return it.
I have a policy of not accepting expensive gifts from clients. An original _______ (gift) by _________ (name of artist or manufacture) fits the catetgory of expensive.
Respectfully,
(name)
(title)
2. Dear _______ (name):
Your appreciation gift regarding the result of the recent court decision was very thoughtful.
However, I must decline your kind offer.
As a civil court judge, I work very hard at maintaining an image of impartiality. Accepting gifts
could very well taint that image.
I do appreciate your kind gesture.
Cordially yours,
(name)
(title)