Business Letters for Busy People part 13 pdf

108
Step-by-Step Guide
These letters are similar to goodwill letters. They are letters in
which you promote goodwill toward your employees, their
relatives and business associates.
Step 1: The first part of the letter states your purpose.
Depending on the reason for writing the letter, this may
vary from congratulating a business associate or
employee to extending a holiday greeting.
Step 2: The second part of the letter gives the details or
background information for the first part. This may
include details about an employee’s accomplishments
or personal comments concerning the first part.
Step 3: The last part of the letter acts as a summary, reminding
the recipient of the general nature of the letter. It may
include deadlines, a thank-you note or a re-request. It is
not necessary in many of the personal business letters
to have a third part.
Note: At the end of this chapter is a checklist to use when you
write a personal business letter.
Points to Remember Regarding Personal Business Letters
Social-oriented business letters are an excellent way to
establish or reinforce relationships in business. The use of personal
notes to express thanks, recognition or condolence is considered by
many to be a dying art. While fewer and fewer people write these
types of notes, almost everyone enjoys receiving them, and these
kinds of letters leave a lasting impression.
It is preferable to handwrite personal business notes, although
typewritten notes are acceptable. Unless your penmanship is
illegible, always try to send a handwritten note in social situations.
Keep personal business correspondence short and to the point.

Write with sincerity. Do not use business paper for personal notes
without company permission. Short notes tend to get lost on a
large sheet of paper, so consider notecards or personal stationery
for this occasion. Many professionals keep personalized stationery
on hand for just such correspondence.
Business Letters for Busy People
8
TEAMFLY

Team-Fly
®

8
Congratulations
Congratulate an employee, relative of an employee or business
associate on an accomplishment.
109
Personal Business Letters
W & C
August 13, 20XX
Dear Tim:
Congratulations on your win in the Junior Division at the
Tulsa Rodeo.
To be able to win at such a young age is quite an
accomplishment. I understand that not only did you win the
Junior Division hands-down, but you also came within
points of the Senior Division winner.
Your mom is so proud of you. Congratulations once again!
Sincerely,
Signature
Karen
Karen R. Detweiler
President, Wilson and Company
1515 W. 23rd Avenue
Tulsa, OK 74103
Letterhead
Date
Salutation

Congratulations
Personal Comments
(optional)
Second Congratulations
(optional)
Complimentary Close
Signature
Typed Name
Additional Information
110
Congratulations — Social
This letter congratulates an employee, relative of an employee
or friend of the company.
Business Letters for Busy People
8
Linder Airplanes
August 6, 20XX
Dear Tommy:
Congratulations on winning the soap box derby during My
Waterloo Days. Your father couldn’t stop talking about how
proud he was of your victory.
I was interested in your win because I, too, was a soap box
derby winner 21 years ago in Akron, Ohio. There’s nothing
quite like the thrill of knowing that something you’ve made
is capable of winning.
Congratulations once again and good luck at the Nationals!
Sincerely,
Signature
Charles
Charles M. Norris

President
CMN:cro
First Congratulations
Personal Comments
(optional)
Second
Congratulations
(optional)
8
Birthday Wishes
This brief letter wishes someone (employee, relative of an
employee, friend of the company, business associate) a happy
birthday.
111
Personal Business Letters
May 25, 20XX
Gerri Montgomery
774 Rising Hill Rd.
Lakeland, FL 32340
Dear Gerri:
It’s your birthday again! Where has the time gone? We hope
your birthday is a happy one. We appreciate your work here
at Oglethorpe’s and Osman and hope that we enjoy many
more birthdays together.
Sincerely,
Signature
Larry
Lawrence Oglethorpe
President, Oglethorpe’s and Osman
Birthday Wishes

112
Holiday Greetings
This short letter wishes an employee or business associate
holiday greetings. This is particularly useful for those employees
or business associates whose religion is not covered by the
standard business greeting cards.
Business Letters for Busy People
8
December 15, 20XX
Jenny Schwartz
38 Fairview Ct.
Teasdale, WV 26656
Dear Jenny:
The warmest of holiday greetings to you and your family.
We at Gibralter Gems hope this holiday season brings you
the best of everything. Our regards to all of you.
Sincerely,
Signature
Tip
Thomas “Tip” Gibralter
Gibralter Gems
Goodwill
Greeting
8
Birth of a Child
This letter congratulates the recipient on the birth of a child.
113
Personal Business Letters
June 4, 20XX
Dear Lorraine:

There is nothing more exciting than a new baby. You and
T.K. must be proud. We were all thrilled to hear about
Travis’ birth.
All of us are looking forward to seeing you, T.K. and Travis
when you come to visit us next week. That’s the time for our
traditional “Shower of Gifts.”
Congratulations, Lorraine! We’re all envious of your new
little one. Take care of all three of you.
Sincerely,
Signature
Shelli
Shelli McAdam
Office Manager
China Dolls for You
First Congratulations
General Statement
Second
Congratulations
(optional)
Goodwill
114
Marriage
This letter extends congratulations or best wishes when an
employee or business associate gets married.
Business Letters for Busy People
8
February 22, 20XX
Dear Linda:
On behalf of Smith, Jones and Yanacek, I would like to
extend our best wishes on your marriage to Terry Gleason.

We all wish you the happiest of times.
It is always a pleasure to share in the happiness of one of our
employees. In your case, it was even more so because you
have been such an important part of our firm. I know I speak
for all of us when I say that it couldn’t have happened to a
nicer person. We all look forward to your return after your
honeymoon and hope that we will meet Terry soon.
Best wishes once again. We’ll see you in a couple of weeks.
Sincerely,
Signature
Monty
Montgomery Smith
Senior Partner
Smith, Jones and Yanacek
Counselors at Law
231 1st St. S.E.
Remington, MO 63302
First Congratulations
Personal Comment
Second
Congratulations
(optional)
8
Illness — Hospital
This letter offers sympathy for an employee who is
hospitalized.
115
Personal Business Letters
January 10, 20XX
Dear Carrie:

I am sorry to hear that you have been hospitalized. I’m sure
that the staff at Trinity General will take good care of you
and get you on your way. Please call us if you have any
questions regarding the company’s health insurance.
Ft. Dodge Furnaces relies heavily on its employees and will
feel your absence. I hope that you will recover quickly. We
look forward to your return.
Sincerely,
Signature
Ole
Ole Munson
President
Ft. Dodge Furnaces
Sympathy
Goodwill
Assistance
Additional Comments
116
Thank You
This letter thanks someone (employee, relative of an
employee, business associate) for something that was done.
Business Letters for Busy People
8
Wobbly Horse Gift Shop
4866 Kilimanjaro Dr. • Ann Arbor, MI 48897
April 3, 20XX
Dear Mr. Wu:
I want to thank you for sending me the address and phone
number of the gift shop in Hong Kong.
I called them this evening to ask about the tablecloths you

told me about. You were right. They were most cordial and
reasonable in their prices. I was able to order 10 tablecloths
at a fraction of what they would have cost here in the
States.
Thank you once again for your kind gesture.
Sincerely,
Signature
Jan Robinson
First Thank You
Explanation
(optional)
Second Thank You
8
Apology
This is a formal apology. Such letters usually deal with
social events.
117
Personal Business Letters
Trundle, Trundle and Smith
P.O. Box 2290 • Frost, AZ 85603
December 1, 20XX
Dear Mr. and Mrs. Lambertson:
Please accept my apologies for missing your Thanksgiving
brunch on November 23. I hope my last-minute change of
plans did not inconvenience you too much.
As you know, I had planned on attending and was looking
forward to it. However, my brother who lives in Boston,
Georgia, had emergency bypass surgery, and his wife asked
me to be with her. Had that not happened, naturally I would
have been with you.

Once again, I ask for your understanding in this matter and
hope that my frantic, last-minute call to bow out was
acceptable.
Sincerely,
Signature
Thomas J. Trundle, Sr.
First Apology
Explanation and
Personal Comments
(optional)
Second Apology
(optional)