ESSENTIAL ELEMENTS OF A LETTER

 Ideally, the letter should be written on a paper carrying the company’s logo and address (letterhead)
 The complete address of the receiver should be given
 The letter should have a date and reference number
 The reference number of the letter being responded to must be given
 The language should be simple, direct and the matter should be stated factually
 The name of the person writing the letter should be clearly mentioned, along with designation

LETTERS OF ENQUIRY

Letters are of two kinds.

1. Initial enquiry: This is written by an individual or company to make enquiries based on their requirements. For
example, a customer may have seen an advertisement in a newspaper offering book-printing services. He may
write to the company to ask about their rates, the kind of paper and ink used, the time required and delivery
dates.

Model 1

Go Green Books
41 PS Main Road,
Ahmedabad 380003
Gujarat
Ph :
e-mail:

To
M/S Premium Printing Press
3, Press Link Road
Off KG Road
Surat 395021
Gujarat
Ph:
e-mail:

4 May 2017

Ref: PD/23/PPP

Dear Sir

I came across your advertisement regarding the services your press offers. We are a small scale publishing house
specializing in printing books related to environment studies.

We wish to print 300 copies of a 36-page booklet on environment in A8 size.

Could you please reply to the following enquiries?

a. What will be the cost for single color printing?

 b. What will be the cost for four color printing?
c. Do you want us to give you a soft copy or a hard copy to initiate printing?
d. How much time will it take to print the material?
e. After printing how do you deliver the material?
f. What are your terms?
g. Is any advance to be paid?

I look forward to hearing from you at the earliest.

Yours sincerely

Manasi Bhatt

Production Manager.

RESPONSES TO INITIAL ENQUIRIES

This is usually the first time you are writing to the customer: you should persuade them that their custom is
important to you and that they can trust you with their business. The reply should be complete, informative,
direct and pleasant.

Model : 2

M/S Premium Printing Press

3, Press Link Road
Off KG Road
Surat 395021
Gujarat
Ph:
e-mail:

To

Manasi Bhatt
Go Green Books
41 PS Main Road,
Ahmedabad 380003
Gujarat
Ph :
e-mail:

7 May 2017

Your ref: PD/23/PPP of 4 May 2017

Our ref: PrP/1080/GGB

Dear Ms Bhatt

Thank you for your letter and enquiry regarding printing your books. We are happy to hear from you and look
forward to doing business with you.
 Regarding your queries:
a. The cost of single color printing of the document specified will be 10000/-, exclusive of binding charges,
GST
b. The cost of four-color printing of the document specified will be 25000/-, exclusive of binding charges,
GST
c. We would like you to give us both hard and soft copy. We will print from the soft copy and need a hard
copy for reference and quality control.
d. We can print the material in one day; binding will take 2 more days.
e. We can arrange to send the bound copies to you by road transport. This will of course be charged extra.
f. We would like you to pay us an advance of 25%. As a seasonal offer we are happy to offer you a discount
of 10% on prices quoted here.

Please do not hesitate to call us if you have any more queries. We will be happy to answer these.

Yours sincerely

Anand Manohar.

Printing Manager

Ph:

Email:

STATUS ENQUIRIES

Status enquiry letters are written to ask about the status of an enquiry already made or an order already placed.
For example, if Ms. Bhatt places the order for printing the book, she may write to Mr. Anand Manohar to ask
about the status of printing or delivery of the books.

Model: 3

Go Green Books
41 PS Main Road,
Ahmedabad 380003
Gujarat
Ph :
e-mail:

To
M/S Premium Printing Press
3, Press Link Road
Off KG Road
Surat 395021
Gujarat
Ph:
e-mail:

18 April 2017

Ref: PD/29/PPP

Dear Mr. Manohar

 Further to the order placed with your company for printing the booklet, could you please let me know the status
of the project.

The copies should have reached me yesterday as per the schedule we agreed on. We urgently need to distribute
the copies at a conference tomorrow, so please treat this matter as very urgent.

I look forward to hearing from you at the earliest.

Yours sincerely

Manasi Bhatt

Production Manager.

PLACING AND ACCEPTING ORDERS

IMPORTANCE OF AN ORDER: Placing orders and responding to them are very significant business activities. When the
orders are handled effectively they will not only bring in revenue to the business organization but also increase the
goodwill of the company. It is important that the order letters and responses to orders are written with great care;
attention should be paid to providing accurate and clear details about the product being ordered.

Placing an Order

 Briefly introduce yourself if it is the first order you are placing with the seller and refer to the source of
information. (catalogue/quotations)
 If the product has been assigned a code on a website, advertisement, catalogue, etc the letter must
contain the exact reference to ensure that there is no confusion about the product being ordered.
 Mention as many details as possible about the product being ordered. Do not leave any specifications
with respect to quality, shape, size, color, design, quantity, etc of the product.
 Ensure that the order letter specifies an expected date of delivery.
 The letter must mention the terms and the mode of payment.
 Any specific instructions regarding packing and marking the goods being ordered must also be provided.
 The preferred mode of transportation of the ordered goods may be mentioned too.
 The complete postal address of the place of delivery must be provided.
 It would be the best to provide the letter with your reference number so that the order letter may be
referred to if the necessity of follow up arises.

STEPS OF WRITING:

 Include the subject line to draw attention to the content of the letter.
 State your requirements clearly and precisely so that the seller does not have to seek further
clarifications; this will save time in placing the order.
 Details such as quality, quantity, price, discount, size, color as per the catalogue number must be referred
to.
 The date of delivery must be specified
 An order number has to be included
 Details of manner of payment must be given
 The preferred mode of transport whether by road/rail/sea/air must be indicated
 The address to which the consignment is to be delivered must be clearly mentioned
 Close the letter emphasizing your needs such as schedule, quality, promptness, payment terms and
discount.
MODEL LETTER 4

Dataware Computers Ltd

45/987 Vidyanagar Cross Road, Himayatnagar
Hyderabad 500029
Ph:
Email:

Order Number: TNE/6785

28 April 2017

Synergy Office Products

X- 214C
Hutatma chowk
Mumbai 400 023

Subject: Furniture order

Sir/ Madam

I am Susant Patel, office manager of Dataware Computers Ltd. We would like to place an order for the following
items from your sales catalogue dated 31st January 2017.

ITEM CATALOGUE COLOUR QTY PRICE

Conference table BN-080-WB Sandalwood 2 28000/-
Side table BN-678-WK Sandalwood 2 4390/-
Executive chair BP-098-SE Toasted tan 4 5870/-
File cabinet GB-453-YH Dark green 2 13567/-

Given below is the address to which we would like the goods be delivered.

Dataware Computers Ltd

45/987 Vidyanagar Cross Road, Himayatnagar
Hyderabad 500029

Kindly ensure the goods are bubble wrapped and all breakables are packed in plywood cases. Payment will be made
on cash on delivery.

As we are remodeling our offices and have a target completion date 30 May 2017 we would like the goods to be
delivered to us by 15 May. Kindly confirm this.

Sincerely,

Sushant Patel

Office Manager
 ACCEPTING AN ORDER

Points to remember

 Thank the customer for the business and show your appreciation
 Confirm all the details of the products ordered
 Use reference numbers like product codes and order numbers
 Confirm the mode of transportation, payment and date of delivery
 The letter must be courteous.

MODEL LETTER: 5

Niko Paints Ltd

Chhaya Marg
Kanpur 208 098

To
M/s Berg & Company
23, M.G Road
Lucknow 225 098

Our Ref: PR/DF 2017-RD

Your Ref: WT/67/76

29 April 2017

Sub: Order acceptance

Dear Mr. Shah

This is with reference to your order number: 455. It is our great pleasure to have received your order for 20 liters of
our super deluxe quality emulsion paints (product code: Mink 567). The order will be packed for dispatch this evening.
We thank you for the order and look forward to being of service to you in the future.

Yours faithfully,
Sangeeta Sharma
Regional Manager

COMPLAINT AND ADJUSTMENT LETTER

Points to remember

 The letter should be clear and detailed pointing exactly what was gone wrong in the transaction and how it
has caused you inconvenience.
 If the terms agreed upon mutually have not been kept, mention these and refer to prior correspondence
where the terms were agreed upon
 Give the complaint letter a reference number for future reference in case the need for follow-up arises

 Sample Resume 1

a. Name and Gender:

Rohan Prakash (Male)
b. Address:
H.No: 1123, B. Nagar, Secunderabad, A.P, India. Pin: 500096
c. Telephone/Mobile:

d. Objective:
A software sales position in an organization, seeking an extraordinary record of generating new accounts,
exceeding sales and enthusiastic customer relations.
e. Education:
Bachelor of Engineering (Computer)
MBA- Marketing

f. Skills:
Computer Skills (hardware and software)
Languages:
Understood: English, Gujarati, Oriya, Urdu, Hindi, Bengali, French
Read: English, Hindi, Gujarati
Spoken: English, Hindi, Gujarati

Interpersonal Skills: Wide network of friends and contacts.

g. Job Titles:
No work experience/ fresh graduate/ seeking job for the first time

h. Professional Affiliations:
Member of State Management Graduates Association

SAMPLE 2
Engineer Resume Example
Kenneth R. Zajac

8999 Lantree Drive

Howell, MI 48855

Home: (517) 555-1111

Mobile: (734) 666-1111

Email: [email protected]
SUMMARY OF QUALIFICATIONS

Extensive experience in engineering and management, research and development, leadership and mentoring, and test
and problem solving. My engineering forte is in electrical/electronic and automated test systems. Expert at analyzing
and solving the most complex of problems. My solutions have saved over $23,000,000 in costs to date. Self-motivated
professional, capable of working independently or as part of a team.

PROFESSIONAL EXPERIENCE

Advanced Technology, Livonia, MI

Chief R&D Engineering Technologist, 20XX to Present

Conduct Six Sigma and Lean Six Sigma projects to reduce engineering rework, reduce warranty costs, improve processes,
and improve product quality and manufacturability.

Research, develop, and implement all technologies, products, standards, procedures, and processes including
engines/transmission control, custom data acquisition, and NVH testing systems.

Reduced project lead times by 20%.

Chief Controls Engineer, 20XX to 20XX

Managed a group of 20+ engineers including hiring, performance review, daily supervision, salary administration,
mentoring, and training.

Evaluated work assignments and developed a master schedule for multiple projects to facilitate proper usage of limited
labor resources.

Worked as part of a multi-national/multi-site team to develop, document, and implement standards for engineering
design and practices.

Implemented and enforced ISO 9001 engineering procedures.

Developed and administered engineering concept, preliminary, and final design review processes.

Provided expert contribution to qualify equipment built for CE marking.

Senior Project Engineer, 19XX to 19XX

Analyzed testing requirements of various products. Proposed and implemented methods and equipment that would
detect defects introduced during the production process.

Designed and implemented custom electronic circuits for signal conditioning, data acquisition, and control functions.

In charge of control and maintenance of the laboratory.

Accountable for the distribution, calibration, and repair of test equipment and laboratory facility.

Ford Motor Company, Dearborn, MI

Electrical Engineer, 19XX to 19XX

Serviced, repaired, and designed engineering of controls systems for factory automation in the Metal Stamping Division.

Specified and approved the purchase of automation equipment from suppliers; found new suppliers, thus reducing costs
by 10%

Designed and implemented custom electronic circuits for signal conditioning, data acquisition, and control functions.

EDUCATION
Ferris State University, Big Rapids, MI

Bachelor of Science, Electrical & Electronic Engineering

Michigan Manufacturing Technology Center Plymouth, MI

Certified Six Sigma Black Belt

RESIGNATION LETTER
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

To

Name
Title
Organization
Address
City, State, Zip Code

Sir,

I would like to inform you that I am resigning from my position as Account Executive for the Smith
Agency, effective from August 1.

Thank you very much for the opportunities for professional and personal development that you have
provided me during the last five years. I have enjoyed working for the agency and appreciate the
support provided me during my tenure with the company.

If I can be of any help during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Sample Job Application Letter

John Donaldson
8 Sue Circle
Smithtown, CA 08067
909-555-5555
[email protected]

Date

George Gilhooley
XYZ Company
87 Delaware Road
Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I am
enclosing a complete job application, my certification, my resume, and three references.

The opportunity presented in this listing is very interesting, and I believe that my strong technical
experience and education will make me a very competitive candidate for this position. The key
strengths that I possess for success in this position include:

 I have successfully designed, developed, and supported live use applications

 I strive for continued excellence

 I provide exceptional contributions to customer service for all customers

With a BS degree in Computer Programming, I have a full understanding of the full lifecycle of a
software development project. I also have experience in learning and excelling at new technologies as
needed.

Please see my resume for additional information on my experience.

I can be reached anytime via email at [email protected] or my cell phone, 909-555-

5555.

Thank you for your time and consideration. I look forward to speaking with you about this employment
opportunity.

Sincerely,

Signature (for hard copy letter)

John Donaldson

Letter Example Requesting a Leave of Absence for Personal Reasons

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last name:

I would like to request a two month leave of absence for personal reasons. If possible, I would like the
leave from work to begin on August 1, with a return date of October 1, 20XX.

If approved, I will be staying with family in any city during this time period and I would be glad to
assist with any questions via email or phone whenever possible.

Thank you very much for your consideration.

Yours sincerely,

Your Signature (hard copy letter)

Your Typed Name

INVITATION LETTERS
From,

__________
__________
__________
__________

Date: _____ (Date on Which Letter is Written)

To,

__________
__________
__________
__________

Subject: Letter of business invitation for attending a business event

Dear Sir,

I would like to invite you on behalf of ABC industries to attend the inauguration of our new business at
XYZ city on MNO at 8DEF pm. It is our pleasure to have you as one of our esteemed guests as you
always have been good partners in other businesses for a long time. We are hoping to get the same
support this time too.

You are requested to come as early as possible so that we can arrange you a comfortable seat.
Please do inform us if you are coming or not.

I hope that you are surely going to come on that day and make the event a success with your
presence.

Thanking You

Yours truly,

______________

Name and Signature

Email Format
A business event is mostly organized, as platform to promote and advertise their wares. Not only this,
but also to make people, aware of the future plans of the company. These events are very formal and
are mostly followed by dinner. These black tie affairs are aimed to create an ambience to please
prospective clients. So when writing an event invitation letter makes sure that the language of the
letter is formal yet pleasing.

Dear Mr. Newman,

I hope that this letter of mine finds you in the best of health and spirit. As you are among our valued
customer, we would like to thank you for your business and would take this opportunity to invite you
for the mega launching of our new apparel series.

A small opening ceremony and then a dinner party at Hotel Hayat are organized just to extend our
gratitude to our guests on 10th of June, 2010 at 8 o’ clock in the evening.

Besides this our Chairman will announce about our new showrooms across the country. We want to
introduce our new line of fashion apparel to our valued clients and customers, so we want all our
guests to attend the party.
Please give us your confirmation by 29th of May, 2010.

Your presence is thus sought for.

Thanking Your,

Sincerely,

______________

Douglas Jones

PURCHASE ORDER LETTER

From,

Peter Braganza

Marketing Head

ANC Automobiles

South Avenue

Atlanta

To,

Mr. Michael Pereira

ABC Auto Spares Pvt. Ltd.

South Avenue

Atlanta

Date:_________ (Date on which letter is written)

Sub: Purchase order letter

Dear Mr. Pereira,

With reference to our meeting on 14th December, we would like to inform you that the order of 20000
horn covers has been approved. You have to deliver the same in 30 days. Please find below the
details on color and number of pieces:

Item Color Piece Amount

Horn Covers Grey 10000 $250 per piece

Horn Covers Beige 10000 $250 per piece

I am enclosing a cheque of $ 20000 as advance payment. Rest payment will be done after delivery.

Please feel free to contact me if you need any sort of clarification. Please dispatch the goods latest by
14th January.

We hope to have a long term business association with you,

Yours truly,

___________

Peter Braganza

Sample 2
You Are Rajiv Of 15, Tank Road, New Delhi. Write A Letter To M.S Delhi Furniture Store, Rajouri
Garden, New Delhi, Placing An Order For School Furniture.

15, Tank Road,

New Delhi,
4th Nov., 20…….
M/S Delhi Furniture Store,
Rajouri Garden,
New Delhi

Sub: Order for School Furniture.

Dear Sir,
Please send the following items of furniture for our public school at the above address. These items
should be suitable for the age group of 10 to 14 years. It will be your responsibility that the items
supplied by you, should be of the specifications passed by Delhi administration. All the items should be
sent through state bank of India, Tank road New Delhi.
1. Dual Desks 500
2. Stools 400
3. Wooden Chairs (General Size) 100
4. Table (General Size) 50

Yours Faithfully,
Rajiv (Manger)

Leave Letter Sample

From,

_____________

_____________

Date (Date on which letter is written)

To,

________________

________________

Sub:____________________________________________

Dear ____________,

I would like to bring to your kind attention that my doctor has advised me complete bed rest for
___________ days due to __________. I have gone for a blood check up and has been detected with
______________. I am enclosing my medical reports for your reference.

I am handling my responsibilities to __________ who can handle my responsibilities in an efficient

way in my absence. I hope you will consider my request and grant me leave w.e.f ____________ to
___________. I will resume my duties on _______________.

Thanking you,

Yours sincerely’
(________________)

From,

Robert D Costa

Assistant Manager

ABC Inc

Berlin

Date (Date on which letter is written)

To,

Mr. Samuel Thomson

HR Manager

ABC Inc

Sub: leave application

Dear Mr. Thompson,

I, hereby, would like to inform you that my doctor has advised me to take complete bed rest because
of high fever and chronic head ache. I am writing this application to serve as an official document
supporting my leaves. I would be very grateful to you if you consider my application and grant me
leave for one week starting from 20th August. I am enclosing my medical reports for your reference.
I have explained everything to my team member regarding the current project and I am confident that
he can handle the project well in my absence. I will be resuming my duties on 28th August. I hope
that will grant my leave for the above mentioned days.

Thanking you,

Yours sincerely,

___________

Robert D Costa

Resignation Letter
What is the Resignation Letter?

The resignation letter falls under the category of a formal letter. It is generally, written by a person who wants to
give up a particular title, authority, job, position etc. Definitely, a resignation letter is written when you want to
join the new job but apart from it, you can write it for several other reasons. These reasons can be like:

 Falling sick
 Due to pregnancy
 Meeting with an accident
 Facing communication issues
 Low salary issues
 Due to strict company policies
 Any kind of personal issues
 Ending of the contract

Informing about the resignation at the right time is essential for an applicant to the concerned authorities. It is
mainly because this can allow the authorities to take the right decision related to a replacement at the right time.
Submitting proper resignation letter at the right time can further make it easy for you to ask for the reference or
acknowledgment letter. The resignation letter also acts as a document that can be maintained for an official
record. If you want to resign in a most formal way, then it is advisable to send such a letter well in advance.

You can send such a letter through an email, postal mail or can hand deliver it. Most people send it one month
or two weeks in advance.

Resignation letter – Writing tips

Here are the few resignation letter writing tips:

 First, prepare the outline of a letter. Make use of the formal language and add the information to the point. You
can also add a point that states, you are leaving a job but not an employer.
  Try to maintain the positive tone throughout the letter. This can allow you to create a good impression even
when you are planning to leave a job. Be thankful for your superiors or an employer for providing all the required
assistance throughout the job period.
 It is said that drafting a resignation letter is always the second step. Before that, you should inform the reader
about the resignation by making an announcement or via personal meet. A true gentleman will make use of this
approach before drafting a resignation letter.
 Show your humbleness and sincerity, while writing a resignation letter. It is important to maintain the courtesy in
your letter, then whether you are sending it personally or via mail.
 Don’t show your irresponsible behavior by quitting the job as and when required. Informing an employer in
advance is essential if you want to maintain your reputation. If you have signed any contract with an employer,
then refer to that contract to know about the notice period that you need to serve.
 Keep your resignation letter simple and focused. It is important for you to mention the post from which you are
resigning and the reason that can provide backup to your decision. Also, mention the date of resignation and
show the gesture of gratitude towards an employer.
 If required, you can also praise your employer for providing you with good working opportunities. Don’t narrate
big stories in this type of a letter.
 Understand one thing that the corporate world is always interconnected. You cannot afford to spoil your relations
with an employer. So, it is advisable, to make use of the polite tone in your resignation letter. Don’t try to add any
kind of the negative, nasty or sarcastic comments.
 It is not always necessary to provide the reason for resigning. If you think that providing new job details can
hamper your aspirations, then don’t provide the reason but this can also make an employer curious to know
about the reason. Some people add reasons like relocation or changing career path or stating personal reasons,
you can also do the same.

Format of the resignation letter

Letter header

 Add your name

 Add your address
 Add your contact details
 Add date
 Add name of the recipient
 Add recipient designation
 Add recipient organization name
 Add recipient address

Letter body

 Add salutation
 Add the first paragraph, inform about the resignation
 Add the second paragraph, give the reason
 Add the third paragraph, few lines showing some gratitude

Letter closing

 Add salutation
 Add your signature
 Add your first and last name

Things to avoid adding in your job resignation letter

When you are quitting one job, it should not affect your future career opportunities. This is possible when you
quit your job in a sensible manner. While moving out, don’t try to burn any bridges. Here are the few things that
you can avoid adding in your resignation letter:

 It is not always necessary to tell your old boss about your new job, until and unless you want to provide a true
reason.
 Never ever say few things that you hated about your old job. Mentioning things that you did not like at the
workplace can hamper your relationship with an employer and superiors.
 Even if your boss is horrible in nature, there is no need to add this point in the resignation letter.
 Don’t try to add some emotional statements because you are writing a formal resignation letter. Be calm and
maintain the professional tone in your letter.
 Strictly say no to the aggressive and emotional letter.
 You can express the positive sentiment of gratitude, but that does not mean you will make your letter look
emotional.
 Don’t show the differences that you had with a supervisor or an employer.

Four basic things that should be the part of your resignation letter

By far, you know that you should always keep your resignation letter simple and straightforward. Here are the
four basic things that can be the part of your resignation letter:

 In the heading, you should add the date when you are submitting the resignation letter.
 State a formal statement related to the resignation.
 Add your proposed last working date.
 Add your signature.

Job Acceptance Letter

[Date]

[Mr./Ms. Full name]

[Title]
[Employer name]
[Employer street address]
[City, state zip code]

Sir,

It is with great pleasure that I accept your offer to join [employer name] as a [position title] under [supervisor
name]. The goals you outlined for the position are well-matched to my abilities, and I consider it a privilege to
join your team.

As we discussed, my annual salary will be [salary], and medical benefits will commence after 30 days of
employment.

[Mr./Ms. last name], thank you for making the interview process enjoyable. I look forward to working with you
and the [employer name] team. I will report to work on [date]. In the meantime, feel free to call me at (555)
555-5555.

Yours Sincerely,
 [Your name]

Why is writing an apology letter so hard?

Apologizing is an art form few of us seem to master. We don’t want to admit our mistakes because
we think that making mistakes reflects badly on our character. But the truth is, not apologizing, or
making a feeble non-apology, is often worse.

There are a few reasons you may struggle with apologies:

 You assume that making mistakes means you’re a bad person. When you feel ashamed, you
have a hard time recognizing that one goof doesn’t reflect on your character as a whole.

 You get defensive. No one wants to feel ashamed. But a defense is not an apology.

 You worry that you’ll have to own all the responsibility, or that you’ll open the floodgate for
more accusations. It could happen, sure. But not apologizing builds resentment over time, and
that’s toxic to personal and workplace environments.

The good news is that when you put your apology in writing, you have the luxury of polishing and
editing your thoughts so that they say precisely what you mean to convey.

The Elements of a Good Apology Letter

Sorry does seem to be the hardest word, but if you can master these steps in the apology process,
you’re sure to make a good impression. These guidelines apply whether you’re apologizing for a
personal error, or you’re writing an apology on behalf of a team or business.

 Say you’re sorry. Not, “I’m sorry, but . . .” Just plain ol’ “I’m sorry.”
 Own the mistake. It’s important to show the wronged person that you’re willing to take
responsibility for your actions.

 Describe what happened. The wronged person needs to know that you understand what happened
and why it was hurtful to them. Make sure you remain focused on your role rather than deflecting
the blame.

 Have a plan. Let the wronged person know how you intend to fix the situation.

 Admit you were wrong. It takes a big person to own up to being wrong. But you’ve already
reminded yourself that you’re a big person. You’ve got this.

 Ask for forgiveness. A little vulnerability goes a long way toward proving that you mean what you
say.

It’s as easy (and as hard) as that. No minimizing, no shifting blame, no defenses. Now, let’s take a
look at some apology letter examples that follow this format.

Apology Letter Examples

Before you begin writing, there are a few pointers to keep in mind. First, keep your letter brief and
to the point. Don’t ramble on about what happened—distill it to the essentials. Don’t exaggerate,
either. There’s no need to fall on your sword. But do keep your language respectful, sincere, and
professional.

The Third-Party Apology

If you supervise an employee who made a mistake and find yourself apologizing to a customer or
client, it’s important that you take responsibility without dumping all the blame on the employee.
After all, what your employees do reflects your leadership.
Dear Ms. Jones,

On behalf of ABC Office Equipment, I extend our sincerest apologies for the bad experience you had with our
sales associate, James. I understand that James made unprofessional remarks when you visited our storefront to
inquire about a new copier. You came to us in search of information, and instead were subjected to a pushy
salesperson.

At ABC, it’s our goal to help you make an informed purchase decision without having to deal with aggressive
sales tactics. James is a new employee that I’ve been training. I take full responsibility for his behavior. He has
received a written reprimand and will be shadowing one of our senior sales associates until he has a better
understanding of the ABC Office Equipment approach to customer service.

I’m grateful that you brought this issue to my attention and I ask your forgiveness. We’d love to earn your
business. I’ve included a voucher for 20 percent off your next purchase in our store as a thank-you, should you
decide to give us a second chance. We hope to see you again soon!

Kind regards,

Jennifer Smith Equipment Sales Manager

The Personal Apology Letter

Sometimes, you have to own up to something you did that hurt or inconvenienced another person.
We’ve all been there. Keep it simple. Don’t make excuses. Show that you’re trying to improve.

Dear Dylan,

I apologize for not arriving on time to pick you up from the airport yesterday afternoon. I have no excuse for
keeping you waiting and wondering when your ride would show up.

It’s important to me not to let people down when they’re depending on me. Next time, I’ll make better use of
calendar alerts so I’ll be sure to leave in plenty of time to arrive as scheduled, or even ahead of schedule.

I humbly ask your forgiveness. I hope my mistake won’t prevent you from seeking my help in the future. I’m
always happy to be of service.

All the best,

Jillian

The Mass Apology

It’s horrifying to think about, but sometimes you end up upsetting a group of people rather than just
one person. As with all apology letters, It’s important not to say, “I’m sorry if anyone felt
offended.” (That’s like saying, “It’s too bad some of you don’t know how to handle my
personality.”) Instead, say, “I’m sorry that I offended anyone.”

Hello Everyone,

I owe you all an apology. When I planned my costume for our annual company Halloween bash, I clearly
wasn’t thinking. I now realize that what I wore was offensive to some of you, as well as to your families.

It was never my intention to cause anyone distress. Looking back, however, I can clearly see that I didn’t think
things through before I decided on what to wear. Next time, I’ll be sure to weigh my warped sense of humor
against my sense of propriety and choose something that isn’t controversial.

I hope you’ll forgive me for making you uncomfortable. Please accept the cupcakes in the breakroom as a
sincere peace offering.

All the best,

Jamie

Apology Letter to Boss

Dear {Mr./Ms. Last Name}

I would like to express my deep regrets for {action} and apologize for my actions. It was inappropriate,
disrespectful and lacked the professionalism that you and my colleagues expect from an employee at {Company
Name}.

While I cannot alter what has transpired, I have taken steps to ensure that similar incidents and
misunderstandings will not occur in the future.

I value our professional relationship and firmly believe that our teamwork will continue to produce solid work
that will benefit {Company Name} and our {customers/clients}.

Yours Sincerely,

Your name
Apology letter for poor performance

Dear Mr. Mota,

I just wanted to take a minute to apologize for my poor performance at work lately. I know that I have been
coming in late and not completing my best work while on the clock. For this I am truly sorry and I take full
responsibility.

About three weeks ago my son was involved in an awful car crash and he had to be hospitalized for several
days. While he is doing better now things have been very stressful between dealing with the doctors the
insurance company and other family members. Now that my son has settled back in at home thankfully things
have begun to calm down. We have the help that we need for him while I am at work and I am ready to give my
attention back to my job again. I promise to do only my best work from this point forward.
Thank you very much for your understanding during this difficult time. I really appreciate your leniency over
the past couple of weeks and I promise that you will not regret it. Please accept my most sincere apologies for
my decreased performance during this time.

Sincerely Yours,

Ginnie Mayer

Apology letter to Boss for taking leave without permission

Respected Sir,

I wish to offer my apologies for not being able to report to work on [00/00/0000] as expected of me. I
understand my unannounced absence from work brought inconveniences to you and the entire team.

My absence was due to [YOUR REASON]. Attached is the documentation on the matter and I regret my
actions. I will not give excuses for having failed to communicate at the right time about my absence. I
understand this is wrong of me. In future, I will ensure that I communicate in advance.

Thank you for your support and understanding.

Regards,

[NAME]

Sample invitation letter to a Guest Speaker

Sir/Madam,
We are pleased to invite you to the “International Conference on Business Integration” scheduled from 28-30
March 2014 in the Indian Institute of Management, Bengaluru, India. This Conference will be a joint effort of
 the institute and the Harvard School of Business.

The Vice Chancellor of the Harvard School of Business, Dr. Samuel Gordon, will inaugurate the Conference
and the Chairman of Aditya Birla Group, is expected to address the Closing Ceremony.

The Conference deliberations will be on the following themes:

1. Entering the start-up era: Risks and Benefits

2. Staying ahead of your competitors
3. Innovation: The Key to Success for every Business
4. Customer Relationship Management: Meeting the final edge of customer satisfaction

Your expertise and knowledge in the area would add a great value to the business sense of one and all,
especially the budding entrepreneurs of the country who require the guidance and path-breaking ideas to lead
their way through the tough completion in the Global market on this day.

With your vast and in-depth knowledge in the area, you would be expected to deliver on the ‘Importance of
CRM in today’s competitive era’.

We look forward to your presence and guidance.

 Sample invitation letter to a Guest Speaker

My name is ABC, the Principal of Oxford International School. I hereby take this opportunity to invite you to
our school to share your knowledge and provide guidance to our Class XII students, who are looking forward to
their CBSE Board examination and seeking a bright career ahead.

I appreciate you being the best Student Counsellor in Delhi; and will feel honoured by your gracious presence at
our organisation. Not only the students, even our teaching faculty look forward to learn a lot many things to
guide our students and shape their career. I understand students are clay in hands of our sculptures alias
teachers. We have the key responsibility to observe their field of excellence and mould them accordingly to give
them a cherishing life ahead.

I want you to help our passing out students with the available career options, their importance, the relevance of
specific fields in industry and placement opportunity in every field. Our students might be having a plenty of
questions to opt for a career path. Many a times, students are constrained to specific fields like medicine or
engineering, just due to their mere negligence of the upcoming fields and their importance in job market. This
lecture of yours could provide them a wide range of opportunities and a clear picture of the actual place of the
field in real world.

I want to know the availability of your time in your busy schedule, so that I can have an appointment with
yourself and make appropriate arrangements. Also I would like to have a rough idea for the time-frame of the
lecture and discussion session.

Eagerly awaiting your response. Please feel free to contact me anytime on call on xxxxxxxxxx.

Thanking you in anticipation.

Sample invitation letter for a business meeting

We would hereby like to invite you to attend the Inauguration ceremony of our business located at The
Millenium Plaza, Andheri (East) on 12th April,’14 at 9.30 a.m.

It would be an honor to have you as our loyal customer in our other businesses. We are hoping that we will get
the same support from you as we continue to receive in the others.

We have been in this business for quite some time now yet we have always managed to stay on top of our
competitors. This would not have been possible, if not with your support to our business. We have prepared
something for you as our patrons as a way of saying thank you.

Please come early so that we can find a comfortable seat for you and so that you will be there as we
acknowledge our loyal customers and you are definitely in the list.
Please let us know if you are attending the said event by 2nd April,’14

Your esteemed presence is what we look forward to.

We are looking forward to more fruitful business deals and a great association with you in the days ahead.

Sample invitation letter for a business meeting

I, ABC, the Managing Director of MNC International Fabric Co. Ltd., call for an urgent board meeting
following the sudden cancel of order from one of our major UK Clients. This meeting is to discuss the reason,
and the measures to rectify the same.
The meeting will be held at our Aquilla Conference Hall, at 11:00 A.M. today, that is 1 hour from now. As you
all must be aware that MP Boutiques one of our main clients, have suddenly cancelled the order placed on 1st
Mar’14, scheduled to be delivered on 6th Mar’14.

I understand that we have already completed with the production of the units to be supplied and the packaging
of the same is already under process. Though the contract was signed as always with this client, that holds just
for the 50% cash back for the complete order signed. As per the contract terms, they have intimated us by 3rd
Mar’14 that is by mid of the contract period, so liable to pay only 50% of the signed amount. And we being at a
point of packaging have almost completed with the order. Cancelling the order at this stage, counts for a loss of
around £1 million for us; which is definitely a huge set-back for the company.

This client has been with us for the past 10 years, and holds a very good business relationship. They have
always been punctual in payment, and have never dis-honoured any contract ever before. This cancellation can’t
be a sudden development. I need to know all the communications with them (call records, emails, chats) since
the start of placing this order.

We can give a grace period for the payment if they have any financial crunch. I understand we have never
delayed any order delivery from our end, or have compromised with the quality of the products. I also hope, the
agents haven’t handled them harshly in their communications.

Be prepared with all the paper works, the contract, the invoices, the communication letters and emails, and all
other documents in relation with this client and contract. I look forward to some valid explanations for this big
loss.

Sample invitation letter for Visa

This is to introduce Mr. John Mathews from XYZ Ltd. and that you are hereby requested to issue a One-year
multiple-entry Visa to Mr. John Mathews.

We are pleased to invite Mr. John Mathews for a customer visit to the UK to be held from 19th April,’14 to
30th Nov., ’14 at RAC Motors Ltd., Bristol, UK., and to attend a series of business meetings thereafter.

Mr. John Mathews, has been employed at RAC Motors Ltd., UK, as a Business Relationship Manager for a
period of 6 years. His purpose for travel to UK is to conduct a series of business discussions with the staff in the
UK office of the company.

Specializing in Business development, his field of discussion will be ‘Acquisition of New Business’ with his
team in UK. Herein, he is requesting a One year multiple entry visa as he would need to make this trip at least
thrice more within the next twelve months.

During this trip, Mr. John Mathew’s primary contact in the UK will be:
Contact Name: Ms. Carol Andrade

Company: RAC Motor Ltd.

Full address: 56, Woody Street, Bristol, UK

Contact number: +447456321980

During his visit, he will be staying at:

17, Ravenshaw Street, Bristol, UK

Hotel COUNTRY PLAZA

An agenda, also called a docket or a schedule, is a list of activities in the order they are
to be taken up, from the beginning till the adjournment. An agenda helps in preparing
for a meeting by providing a list of items and a clear set of topics, objectives, and time
frames that are needed to be discussed upon.

Format of an Agenda
An Agenda normally includes the following elements −

 Meeting Agenda Title − at the top; preferably center-aligned

 Meeting Information − Description of the purpose

 Objective − description of Agenda

 Date − for maintaining records of correspondence

 Location − the place of meeting

 Time − the actual time of commencement of the meeting

 Meeting Type − brainstorming or Discussion or Assessment

 Time of Arrival − time to begin the meeting

 Time of Adjournment − time the meeting ends

 Attendees − Number of people present, with their names

 Preparation for Meeting −

o Please Read − instructions to be followed

o Please bring − things supposed to be carried that day

 o Action Items −

Last Action Responsible Authority Due Date

New Action Responsible Authority Due Date

o Other notes − other instruction or information to be taken down.

Example - Agenda Writing

Meeting Information − Update after meeting representatives of Hasta La Vista.

Objective − for the purpose of interior decoration of our office premises.

Date- 23rd April, 2015

Location- Meeting Room-1
Time- 4:30 PM
Meeting Type- Discussion
Time of Arrival- 6:00 PM
Time of Adjournment- 8:30 PM
Attendees- Mohtahsim M., Kiran K. Panigrahi, Gopal K Verma, Manisha Shejwal

Preparation for Meeting:

Please Read - Hasta La Vista Company Brochure, Quotation Document

Please bring - Competitor Company’s quotation, hourly rates analysis

Action Items:

Due Action:

Updates from Hasta la Vista Gopal K Verma 30th April, 2015

Find Hasta la Vista’s competitor Manisha Shejwal 30th April, 2015

New Action:

Send email to their Head of Marketing Manisha Shejwal 5th May, 2015

Other notes - Products to purchase for the interior décor.

Also known as protocol or note, minutes are the live written record of a meeting. They
include the list of attendees, issues raised, related responses, and final decisions taken to
address the issues. Their purpose is to record what actions have been assigned to whom,
along with the achievements and the deadlines.

Format of Minutes of Meeting

A minutes of meeting normally includes the following elements −

 Name of the company − to the top-left of the page.

 Date − to the top-right of the page.

 Topic − after two return keys; Center-aligned.

 Attendees − Name and designation (2 columns of a table).

 Absentees − name, roles, reasons for absenteeism. (3 columns)

 Agenda at hand − topic to be discussed.

 Issues raised − along with the names of the speakers.

 Suggestions − made along with the names of the speakers.

 Decision − the outcome of the meeting.

 Task List − task allotted and the respective allottee.

 Future Meetings − the date and topic of the next meeting.

Tutorialspoint Pvt. LTD. Date:

Address- 388-A, Road no 22
Jubilee Hills, Hyderabad, Telangana.
500033, Ph: 91 40 23542835

Topic- Meeting with Hasta La Vista representatives at 6:00PM

Attendees:

Name Designation

Mohtahsim M. Managing Director

Kiran Kumar Panigrahi Senior Technical Writer

Gopal K Verma Technical Manager

Manisha Shejwal Technical Writer

Absentees:

Name Designation Reason

Anaadi Sharma Senior Trainer Conducting Online .NET Training

Agenda at hand − Meeting with Hasta La Vista representatives

Issues raised − High Quotation, long duration, hourly mode of payment.

Suggestions:

Name Suggestions

Mohtahsim M. Alternative company

Kiran Kumar Panigrahi Negotiating mode of payment

Gopal K Verma Negotiating hours of workload

Manisha Shejwal Postponing the plan

Decision − The representatives were told to consult with their Management and report.

Task List:

Gopal K Verma Taking updates from Hasta La Vista

Manisha Shejwal Looking for an alternative company

Future Meetings − 30th April, 2015 at 4:30 PM in Meeting Room-1

Memo
A memo is a short, informal document that is used for internal communication within an organization.
They are usually written in an informal tone, as the document is for internal consumption among
colleagues.

The primary purpose of writing a memo is to support decision-making by documenting a

reference for future use. It also helps in conveying information, presenting an informal
report, and proposing a solution to a problem.

A business memo is appropriate to use when making company announcements such as

employee appointments, promotions and changes in company policies.

Format of a Memo
A memo normally includes the following elements −

 Organization name − in the letterhead.

 Memo Title − at the top of the page.

 Attachments − documents attached to the memo for reference.

 Summary − placed at the beginning of the memo, should condense the subject to five or ten
lines. It should not contain jargon or highly technical language.

 To − Reader’s full name (include honorary titles, but keep generic titles like ‘Mr.’, ‘Ms.’ out. The
‘To’ line negates salutation usages like ‘Dear’.

 If the number of readers exceed five, mention them at the end of the memo under ‘Distribution
List’ and refer to it on the ‘To’ line. For example - To: Refer Distribution List on page 14.

 From − The name and designation of the sender is mentioned here. It negates complimentary
closes like ‘With Regards’.

 Date − Mentioning the date helps in tracking the memo.

 Subject − Mention the topic in a few words (5-6) but it should clearly state the purpose.

 Message − This section contains Introduction, Discussion (contains 2-3 middle paragraphs
mentioning the details), and a Conclusion.

o Introduction − States the memo’s purpose and scope. In the case of good news, bad
news, refusal, rejection or approval, a short message is mentioned here before providing
the details in the Discussion Section.
 o Discussion − Details of the problem, the approach to solving it, analysis, evaluation,
and recommendations are mentioned here.

o Conclusion − Rounds up the main points and provides necessary action and directions
for the readers.

 Distribution list − Names on the distribution list are usually typed in alphabetical order.
However, if one of the individuals clearly outranks the others, place that name first.

 Writer’s initials − A memo is completed by the writer’s initials, not his/her signature,
immediately after the last sentence.

Memo Title: <Meeting with Hasta La Vista for Interior Decor>

Attachments: <Company Brochure and Quotation List>

Summary − Meeting representatives of Hasta La Vista for the purpose of interior

decoration of our office premises.

To: <Mohtahsim M., Kiran K. Panigrahi, Gopal K Verma, Manisha Shejwal, Anaadi>
From: <Vineet Nanda>

Date: 23/04/2015

Subject: Meeting with Hasta La Vista today at 6:00PM in Meeting Room- 1

As per our earlier discussion dated 12/01/2015, we were planning to renovate the interior
of our office. The decision taken at the end of that meeting was to contact an interior
décor firm.

Hasta La Vista is a Hyderabad-based interior décor organization and it is one of the fastest
growing firms in the business.

We are planning to hire their services for the purpose of interior decoration of our office
premises. We will be meeting their representatives today at 6:00PM in Meeting Room-1.

Looking forward to your active participation. Thank you.

V.N.