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TitleEssential Business Letters
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Page 1

By the Editors of Socrates

Essential
Business Letters:
1500 Ways to Say it Right

Socrates Media, LLC
227 West Monroe, Suite 500

Chicago, IL 60606
www.socrates.com

Page 2

www.socrates.com

Essential Business Letters: 1500 Ways to Say It Right

ii

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Essential Business Letters: 1500 Ways to Say It Right

112

Letter Requesting Employee Donations to Charity

Purpose

• To ask your employees to donate to a company-sponsored charity

Alternative Purposes

• To ask employees to donate time

• To ask employees to donate goods

• To ask employees to raise funds

February 2, 2008

To: All El-tronics Employees
From: Grace Whittington
Re: Help for the Homeless Fund

Every year, we select a good cause for El-tronics to adopt. In years past, we have helped
to build houses with Habitat for Humanity, supported needy children in Sierra Leone and
given our time and money to charities for the families of Sept. 11 victims.

This year, El-tronics has selected a local cause. The Help for the Homeless Fund is a
charity based here in Cleveland that not only feeds and shelters the homeless in our
metropolitan areas, but provides counseling and funding to help get some of these
people off the streets and employed.

I am asking each of you to consider making a cash donation to this good cause. It need
not be a large donation, but whatever you give, the company will match. For example, if
you donate $50, we will give an additional $50.

Please use the enclosed envelope and form to make your donation directly to the
fund. All donations must be in by March 15, and at that time, I will write a check
matching the total amount of funds given by El-tronics employees.

I hope that you will participate in helping this cause; together, we can make a
difference in getting homeless people in our community clothed, fed, off the streets and
into homes or shelters.

Sincerely,



Grace Whittington
Chief Executive Officer

If you are asking employees to donate time:

I am asking each of you to consider signing up for an
evening of charity work. You can choose to prepare and/or
distribute food, organize the food pantry, set up cots in the
shelter or help with counseling.

Please use the enclosed form to select which activity you
prefer and when you are available. If you would like to get
a group together from your department or other colleagues
here at El-tronics, feel free to organize this on your own.

As you are aware, every year we select a good cause for El-tronics to adopt.

In years past, we have helped to build houses with Habitat for Humanity, supported needy children in Sierra Leone and given our time
and money to charities for the families of Sept.11 victims.

This year, El-tronics has selected a local cause. The Help for the Homeless Fund is a charity based here in Cleveland that not only feeds
and shelters the homeless in our metropolitan area, but provides counseling and funding to help get some of these people off the
streets and employed.

I am asking each of you to consider making a cash donation to this good cause. It need not be a large contribution, but whatever you
give, the company will match. For example, if you donate $50, we will give an additional $50.

Please use the enclosed envelope and form to make your donation directly to the fund.

All donations must be in by March 15, and at that time, I will write a check matching the total amount of funds given by El-tronics
employees.

I hope that you will participate in helping this cause; together, we can make a difference in getting homeless people in our community
clothed, fed, off the streets and into homes or shelters.

Sincerely,

<e-mail signature, including name, title, company and contact information>

E-Mail

If you are asking
employees to donate
goods:

I am asking each of you
to consider participating
in a food drive for the
fund. From now until
March 15, we will put
out baskets throughout
the building where you
can drop off canned
goods and other
nonperishable food
items. I have attached a
list from the fund that
recommends which
foods are most needed.If you are asking employees to raise funds:

I am asking each of you to consider participating
in a fund-raising effort for the fund. Kits are
available with everything you need to collect
monetary contributions from family, friends and
acquaintances. The fund-raising drive will take
place from this week until March 15 and all monies
need to be collected and turned in by April 1.

Page 123

Essential Customer
Service Letters

Page 244

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Essential Business Letters: 1500 Ways to Say It Right

234

Letter Accompanying Requirements for Child Labor/Illegal
Alien Documentation

Purpose

• To formally request documentation from a vendor that is necessary to the legality or
bylaws of your company

Alternative Purposes

• To request documentation assuring that the vendor does not employ illegal aliens

• To request affirmation of compliance with specific guidelines

• To follow up on an unanswered request for documentation

February 25, 2008

Manuel Matamoros
Operations Manager
All-Coil
6401 Damen Ave.
Omaha, NE 49204

Dear Mr. Matamoros:

Enclosed please find a copy of our “Global Market Employment Practices.” We send this
to all of our vendors to ascertain that each company is in compliance with our mission
statement, which supports the rights of all workers and other individuals to a safe
workplace, fair wages and respectful treatment. This includes compliance with child labor
laws and ensuring a diversified work force.

Please review the document and, when you are ready, sign it and return the original to me.
We need to receive this by March 15 in order to continue to do business with All-Coil. If
you cannot personally verify that your company’s various locations meet these legal and
ethical standards, perhaps you can forward this document on to the appropriate person.

Thank you in advance for your time in providing this verification.

Sincerely,



Ed Lee
Manager of Midwest Customer Service & Operations

Dear Mr. Matamoros:

Attached please find a PDF of our “Global Market Employment Practices.” We send this to all of our vendors to ascertain that each
company is in compliance with our mission statement, which supports the rights of all workers and other individuals to a safe workplace,
fair wages and respectful treatment. This includes compliance with child labor laws and ensuring a diversified work force.

Please review the document and, when you are ready, sign it and mail the original to me.

We need to receive this by March 15 in order to continue to do business with All-Coil.

If you cannot personally verify that your company’s various locations meet these legal and ethical standards, perhaps you can forward
this document on to the appropriate person.

Thank you in advance for your time in providing this verification.

Sincerely,

<e-mail signature, including name, title, company and contact information>

E-Mail

If you are requesting affirmation of compliance with
specific guidelines:

Enclosed please find a copy of our “Employment Practices
Guidelines,” which outlines the hiring and work practices that our
vendors must follow in order to support our eligibility for federal
funds. We send this to all of our vendors to ascertain that each
company is in compliance with our mission statement, which
supports the rights of all workers and other individuals to a safe
workplace, fair wages and respectful treatment.

If you are following up
on your initial request for
documentation:

Last month I sent you our
“Global Market Employment
Practices” and requested the
return of a signed copy. I
have not heard from you and
am concerned that your lack
of response may affect my
company’s ability to order from
All-Coil.

I have enclosed another copy of
the document. Please review it
and, when you are ready …

If you are seeking assurance that the vendor does not employ illegal
aliens:

Enclosed please find a copy of our “Employment Practices Verification”
guidelines. We send this to all of our vendors to ascertain that each company is
in compliance with U.S. law regarding the employment of illegal aliens.

Please review the document and, when you are ready, sign it and return the
original to me. We need to receive this by March 15 in order to continue to do
business with All-Coil. If you cannot personally verify that your company does
not employ illegal workers, perhaps you can forward this document on to the
appropriate person.

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Essential Supply Chain Letters

235

Letter Responding to Customer Complaint about Product

Purpose

• To formally respond to a customer complaint about one or more products

Alternative Purposes

• To explain why the complaint was unwarranted

• To take the blame for a faulty product

• To outline what action is being taken to address the complaint

February 21, 2008

Silvia Gonzalez
Purchasing Manager
Handy Hardware Corp.
4021 Buena Vista
Phoenix, AZ 82904

Dear Ms. Gonzalez:

I was very concerned to hear of your problems with leakage from the shipment of
Kleen-All Products cleaning supplies you received earlier this month.

We have not made any changes to the packaging of our products recently. We have never
before received complaints regarding leakage from bottles of our dish soap or any of our
products.

Please record the shipment, send me two or three samples of the leaking products and
destroy the remainder of the damaged bottles. Once we have determined the reason for
the damage, I will contact you directly to discuss replacement of the products or a credit
to your account.

Sincerely,



J.T. Drummond
Director, Customer Service & Operations

If you are explaining why the
complaint was unwarranted:

We test our containers extensively
to ensure that they are secure
and strong enough to contain our
cleaners. We have not made any
changes to the packaging of our
products recently, and we have
never before received complaints
regarding leakage from bottles
of our dish soap or any of our
products.

Therefore, I must assume that the
dish soap was damaged in transit.
I have filed a complaint with our
carrier and can either pass our
credit on to you or replace all
damaged units. Please let me
know what you would prefer.

Dear Ms. Gonzalez:

I am very concerned about your problems with leakage from the Kleen-All Products cleaning supplies you received.

We have not made any changes to the packaging of our products recently, and we have never before received complaints regarding
leakage from bottles of our dish soap or any of our products.

Please take the following three steps to help us resolve this problem:
1. Record the shipment
2. Send me two or three samples of the leaking products
3. Destroy the remainder of the damaged bottles

Once we have determined the reason for the damage, I will contact you directly to discuss replacement of the products or a credit to
your account.

Sincerely,

<e-mail signature, including name, title, company and contact information>

E-Mail

If you are outlining the action being taken in
response:

We have not made any changes to the packaging
of our products recently, and we have never before
received complaints regarding leakage from bottles
of our dish soap or any of our products. However,
we will begin testing the packaging of the dish soap
immediately to ensure the plastic is strong enough to
withstand shipping and handling.

In the meantime, I will ask that you record …

If you are taking blame for a
faulty product:

The bottles used for our dish soap were
designed to withstand heavy use by
consumers but not to survive pallet
mishandling during shipping.

I would be happy to replace the damaged
products and ship the replacements as fragile
goods in order to ensure that they arrive
intact at your warehouse. Let me know if this
is acceptable to you; all shipping expenses
will be paid by my company.

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