People that are looking to create appealing letters need not look too far, then the online world. There is a great deal of letter templates in existence, ready to reformat and distribute to whomever. Consider the following example of a letter template and juxtapose it with others to craft your best option.

Below is a Simple Letter Template

Dear Mr. Reinhold,

It has come to my attention that you have requested further information about the Class A File system that we offer. I write you today to inform you that the system in question is no longer being produced, and is out of print. However, we do have another dynamic option that you might want to explore.

The Class B File System is one of our most popular designs. It has a full range of storage, takes up little to no room, and can compressed larger documents into smaller surface area. If you would like to know more details about this option, please feel free to call me at 555-555-5555 to discuss the options.

I apologize for the inconvenience that this may cause, due to the nature of technology, Class A File Systems are on their way to becoming obsolete. However, Class B is definitely something to look into.

Sincerely,

James Rend
Customer Service Supervisor

P.S. The Prices are lower with the latest options.

The aforementioned was a very basic, simple response letter template for anyone to use for their needs. Notice the salutation was formal, and the closing was relatively informal. Establishing formalities is hard, but if you can use language to fit into the mind of the reader a little more than just being a stranger you can rest assured you’ll gain a response.

Notice that within the first two opening sentences, the letter took shape as to what information was going to be presented. After the opening structure, the rest of the letter went into details as to what is now available in terms of options for the consumer. The final paragraph was an apology for inconvenience, which is something that happens from time to time, and was included here for consistency.

The postscript was added to showcase an example of how to use the last line of a letter. Note that it is just one quick sentence, giving a full idea of what is being stated and the price comparable to the original option.

Overall, finding a good letter is hard in terms of a template. However, if you use the above as an example, you can construct some good overall writing. It’s important to get to the point up front, explain throughout the body, and close with a tone that is friendly and not too over the top. No matter who you are writing to, make sure that you take their time into consideration. If they are going to give you a window to speak into, use it wisely and don’t write too lengthily as it can create a negative response in the reader’s mind.

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Category: Writing
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