Employee Commendation Essential Letter

Return Address Goes Here

Date
 
<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I just wanted to let you know how much I appreciate <employee action>.  <Further description>.

We're certainly lucky to have someone with your talent and dedication as part of our organization.  Congratulations on an excellent performance and thank you.

<Closing Goes Here>

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Congratulation to Employee upon Retirement Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

It's with mixed emotions that I say good-bye to someone who has made such a tremendous contribution to this organization over the last <number of years> years.  I hate to lose such a valued employee but I'm pleased that you will now get the chance to <plans>.

<Recount events of past years.>.

<First name of retiree>, you will be missed.  No one dedicates <number of years> years of service to a company without making an indelible mark on the place and its people. Best of luck on your new endeavors and please come back to see us.

<Closing Goes Here>

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Confirmation of Salary Increase Essential Letter

Return Address Goes Here
Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'm pleased to inform you that, effective <effective date of increase>, your salary will be increased <amount of increase>.  This will bring your salary to <$amount>.

We appreciate the fine work you're doing and are glad to have you as part of our company.

<Closing Goes Here>

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Confirmation of Promotion Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'm pleased to confirm your promotion to <new job title>.  Through your dedication and hard work you've earned not only new responsibilities but our gratitude as well.

Your new job will begin on <date>.  At that time, your salary will increase to <$amount>.  <Optional other benefits.>.

We value all of our employees, but we're especially pleased to watch someone who rises to the challenges presented and grows with the company. Congratulations and thank you.

<Closing Goes Here>

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Formal Warning about Policy Infraction Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

As we discussed in our meeting  <time of meeting>, <review topic of discussion>.

There often are extenuating circumstances that cause us to violate company policy from time to time, but when the behavior is frequent, it causes a hardship on co-workers and decreases overall productivity.

Please consider this a formal warning that this behavior can no longer be tolerated.  We value our employees and if there is something we can do to help the situation, please let me know.  In the meantime, I will expect you to <expectation>.

<Closing Goes Here>

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Employee Termination Essential Letter

Return Address Goes Here
Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

As we discussed in our meeting <time of meeting>, you will no longer be an employee of TEST, as of <date that termination is effective>.  <Optional explanation.>

Upon leaving TEST, the following apply:
- <list of effects>

Good luck in your future endeavors.

<Closing Goes Here>

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Requst to Excuse Employee from Jury Duty Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

<Our/My> employee <full name> has been summoned to appear for jury duty on <date>.  I wish to ask for <short name> to be excused because of the hardship it would place on our company.  <Description of hardship.>
<Optional alternate date.>

If you need to verify the circumstances of <short name>'s employment or of this request you can reach me at <telephone number>. Thank you for your consideration in this matter.

<Closing Goes Here>

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Withdrawal of Job Offer Essential Letter

Return Address Goes Here
Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Since we did not hear from you in response to our job offer, I regret that we must now withdraw that offer. We were impressed with your qualifications but can no longer wait for your response and must fill the position with another candidate.

We're disappointed that you won't be joining TEST and wish you well in your future endeavors.

<Closing Goes Here>

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Referral Incentive Program for Hiring Employees Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We believe that our most valuable asset is our employees--and good employees are hard to find.  That is why we're asking your help.  If you know anyone who is highly qualified and would like a position with our company, tell them to apply.  We have openings in <where job opportunities exist>.

If the person you recommend is hired, you will receive <$amount>. If the person stays with our company for six months, you will receive an additional <$amount>.  Just make sure that the applicant puts your name on the employment application as the person who recommended him or her.

This is our way of thanking you and hopefully attracting more people like you to our company.

<Closing Goes Here>

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Letter Rejecting Job Offer Essential Letter

Return Address Goes Here
Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I appreciate your offer of the position of <job title> with your company.  Unfortunately, I've decided to pursue another opportunity and will not be able to join <name of company>.

I thoroughly enjoyed meeting everyone there and appreciate the time you took to review my credentials and interview me.  Thank you and best of luck in filling the position.

<Closing Goes Here>

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Letter to Applicant Who Did Not get the Job Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for your interest in TEST.  We had many qualified applicants for the position of <job title>. I regret to tell you that we offered the position to another candidate.

We were impressed with your credentials and are certain that you will find the right position to take advantage of your skills and experience. We hope that you will keep TEST in mind in the future. Best of luck in your job search.

<Closing Goes Here>

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Job Opening Announcement Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Position Open:  <Job Title>

We are looking to fill the position of <Job Title> <time of opening>.  The responsibilities of this position include:
- <list of job responsibilities>

In order to qualify for this position, applicants must have the following qualifications:
- <list of qualifications>

Applicants for this position should <how to apply>.

<Closing Goes Here>

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Job Offer Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We are pleased to offer you the position of <job title>.  We were very impressed with your qualifications and are pleased to extend this invitation to join our company.  The offer includes the following terms:
- <list of terms of the offer>

We would like to have you start on <date>.  Please give our offer serious consideration, and if you decide to accept our offer, sign and return the enclosed copy of this letter as your acknowledgment.   We would like to know your decision by <date>.  Please feel free to call us at <telephone number> if you have any questions.  We look forward to hearing from you.

<Closing Goes Here>



encl:    <List of enclosed items goes here>

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Job Offer Acceptance Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'm very excited about the prospect of working for <name of company> and am pleased to accept your offer of the position of <title of position>. As we discussed, I will plan to report to work on <starting date>.

I enjoyed everyone I met at <name of company> and look forward to being part of the organization.  Thank you for the opportunity.

<Closing Goes Here>

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Acknowledgment of Unsolicited Job Inquiry Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for your inquiry about job openings at TEST.  Currently we do not have a position that meets your qualifications, but we will certainly keep you in mind if one should open up.

We appreciate your interest in TEST and hope that you keep us in mind in the future.  Best of luck on your job search.

<Closing Goes Here>

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Acknowledgment of Solicited Job Application Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for applying for the position of <job position> at TEST.  We are currently reviewing the qualifications of all the applicants and expect to begin interviewing the week of <interviewing date>.  If your qualifications seem to match what we are looking for, you will be contacted in order to set up an interview.

We appreciate your interest in TEST.  You should hear from us one way or the other by <date>.  Good luck.

<Closing Goes Here>

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Thank You for Suggestion Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:   
Subject: <subject of memo>

Thank you for taking the time to submit your suggestion regarding <subject of employee suggestion>.  We really appreciate our employees taking an interest in our <company/organization>.
<Reason you will/won't implement suggestion>.
Please don't hesitate to pass on any other suggestions you may have.  There's always room for improvement.

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Requst for Support for Charity Drive Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:   
Subject: <subject of memo>

TEST is proud of the level of support its employees have shown toward assisting others.  Whether on a private volunteer level or through the company giving program, our employees play a vital and contributing factor in helping our community.
TEST is supporting <name of charity drive>.  By giving <suggested amount of donation>, you <benefits>.  You may <method of contribution>.

Let's keep our great record of helping our community.  Thanks for your participation.

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Recommendation Memo Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:   
Subject: <subject of memo>

I would like to recommend that <recommendation.>
The benefits of <action required> are as follows:
- <list of benefits>
<Next step.>

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Memo Explaining Why Work is Late Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:

Subject: <subject of memo>

I regret to inform you that <name of project or report> will not be completed by <date of deadline>.  I believe it will be finished by <new expected completion date>.

The <reason/reasons> for delay <is/are> <reason(s).>

I believe we can make the <new expected completion date> date.  I'll keep you posted on any further developments.

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Meeting Recap and Assignments Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:   
Subject: <subject of memo>

The following is a summary of the <conclusions/decisions/action items/recommendations> that came out of our <date of meeting> meeting on <subject of meeting>.
- <list of recommendations>
<Optional table of action items.>

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Meeting and Agenda Memo Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:   
Subject: <subject of memo>

A meeting has been scheduled for <time and day of meeting>, <location of meeting>.  The meeting is scheduled to last <duration of meeting>.

The purpose of the meeting is <purpose of the meeting>.  <Optional description of topics or agenda.>

<Optional directions.>

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Welcome New Employee Memo Essential Letter

To:    <recipient(s)>
From:    
cc:   
Date:  
Subject: <subject of memo>

Please join me in welcoming <name of new person> who <job description>.  <First name> <background.>

<Optional additional information.>

Please introduce yourself to <First name> and make <him/her> feel welcome at TEST.

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Resignation Announcement Essential Letter

To:    <recipient(s)>
From:    
cc:   
Date:  
Subject: <subject of memo>

<Name of departing employee> <is leaving/has resigned> TEST to <description of what employee will do>.  <First name> has served as <job title> for <duration of last position>.

We're sorry to see <First name> leave and wish <him/her> well in future endeavors.

<Optional description of farewell gathering.>

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Promotion Announcement Essential Letter

To:    <recipient(s)>

From:    
cc:   
Date:    
Subject: <subject of memo>
I'm pleased to announce that <name of employee> has been promoted to <title of new position>.  <First name of employee> has been with TEST for <duration of employment> as <previous job title(s)>. <Optional additional information.>

In <his/her> new position, <he/she> will be responsible for <new job responsibilities>.

We value all our employees and are especially pleased to watch someone meet the challenges presented and grow into greater responsibilities.  Please join us in congratulating <First name of employee> on <his/her> new position.

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Employee Award Announcement Essential Letter

To:    <recipient(s)>
From:    
cc:   
Date:    
Subject: <subject of memo>

We are pleased to announce that <name of employee> has <award>.

<Accomplishments.>

<Description of award.>

Please join us in congratulating <employee first name> on this outstanding achievement.

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Employee Achievement Recongnition Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:    
Subject: <subject of memo>

We want to take this opportunity to announce that <name of employee> <description of achievement.>

We are very proud to have the caliber of person who <more praise>  <Optional details on the value of the accomplishment.>

Please join me in congratulating <first name> on a terrific accomplishment!

Read more »

Company Event Announcement Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:
Subject: <subject of memo>

Mark your calendars, <date and time> for the best <type of event> you, your family or friends have ever attended!  This year, <name of event> will
- <list of features and benefits>
Take this memo home and put it on the refrigerator (or anyplace you'll be sure to see it).

<name of event>
<event location>
<date and time>
See you there!

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Bad News Announcement Essential Letter

To:    <recipient(s)>
From:   
cc:   
Date:    
Subject: <subject of memo>

I regret to inform you that <describe bad news>.

<Description of effect.>

<Optional forum.>

We appreciate your cooperation during these difficult times and will continue to keep you informed.

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Announcement of New Company Policy Essential Letter

To:    <recipient(s)>

From:   
cc:   
Date:  
Subject: <subject of memo>

As of <date new policy is effective>, <new policy>.
<Reasons for new policy.>

<Optional apology.>

<Optional meeting schedule.>

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Inquiry About Quantity Discounts Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We're interested in purchasing <types of products or services> from you and were wondering what types of quantity discounts you offer.

We are planning on <size and frequency of order>.

We will make a decision on a <vendor/supplier> by <deadline>.  Please provide the information by then.  Thank you.

<Closing Goes Here>

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Inquiry About Terms of Credit Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

TEST is <background>.  <Additional details.>

<Reason and amount.>

Accordingly, please send us information on your firm's terms of credit and billing practices. Thank you.

<Closing Goes Here>

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Letter Requesting Product Information Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Our company is interested in <types or names of products>.  We are also interested in any related products you carry.

Our business <description of business>.

Please send pricing information, delivery times and any brochures you may have.  Thank you for your prompt attention to our request.

<Closing Goes Here>

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Establishing Credit Terms Essential Letter

Return Address Goes Here
Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>
We're looking forward to doing business with you.  Before we get started, I'd like to confirm our credit arrangement.
- <list of credit terms>

If these credit terms are not agreeable to you, please call me at <telephone number> to discuss an alternative plan.

<Closing Goes Here>

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Requst for Quotation/Bid/Proposal Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

TEST is requesting <quotation/bid/proposal>s for <nature of project>.

<Detailed description.>

<Time constraints.>

Your <quotation/bid/proposal> should be submitted to <name and address> no later than <deadline>.

<Closing Goes Here>

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Rejection of Quotation/Bid/Proposal Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for submitting a <quotation/bid/proposal> on <name of project>.  We're sorry to inform you that we have decided to go with someone else this time.

<Reasons why.>

We appreciate the time it took for you to submit a <quotation/bid/proposal> and will keep you in mind for the future.

<Closing Goes Here>

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Acceptance of Quotation/Bid/Proposal Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We are pleased to inform you that we have accepted your <quotation/bid/proposal> on <name of project>.  Our understanding of your <quotation/bid/proposal> is as follows:
- <terms of agreement>

I'll call you <when you will call> to <how you will proceed>.  We look forward to doing business with you.

<Closing Goes Here>

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Notification of Stopped Check Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

<We/I> have stopped payment on check #<number> from <source of check> because <reason>. The check is dated <date> in the amount of <$amount>.

<Optional disposition.> If you have any questions you should <call/write> <person> at <address or phone number>.

<Closing Goes Here>

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Merchandise Returned for Refund Essential Letterr

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I am returning <merchandise> for a refund, as stated in your full refund policy.  You can <disposition>.  <Optional return authorization number.>

I am returning this merchandise because <reason>. Thank you for your prompt attention.

<Closing Goes Here>

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Merchandise Returned for Credit Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We are returning <returned merchandise>.  Instead of a refund, would you please credit the amount toward our <outstanding balance/future invoices>.

I have calculated the amount of the credit to be <$amount of the credit>, based on <credit calculation>. Please advise us as to whether this is accurate according to your records.  Thank you.

<Closing Goes Here>

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Cover Letter for Enclosed Payment Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Enclosed is check number <check number> for <$amount of check>.  This is <full/partial> payment on invoice number <invoice number>.

<Optional explanation for partial payment.>

<Closing Goes Here>


encl:    <List of enclosed items goes here>

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Clarification of Billing Error Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I would like to dispute your recent invoice, invoice number <invoice number> for <$amount of invoice>.  I take exception with this amount because <reason for disagreement>.

I will be happy to remit payment when I receive an accurate invoice.  In order to clear this up as soon as possible, I would appreciate your prompt attention to this matter.  Thank you.

<Closing Goes Here>

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Check is in the Mail Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I received an invoice number <invoice number> for <$amount of invoice> on <date received>. This letter is to advise you that I sent a check number <check number> for <$amount of check> on <date sent>.

If you do not receive the check by <date> please call me at <telephone number> and I will stop payment on it and promptly reissue another.  If I do not hear from you by then, I will assume that the check arrived. Thank you.

<Closing Goes Here>

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Apology for Incorrect or Late Payment Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Enclosed is check number <check number> for.  We apologize for <problem> invoice number <invoice number>.  This check should cover the full amount still owed to you on this invoice.

We're sorry if this has caused any inconvenience and thank you for your patience.

<Closing Goes Here>



encl:    <List of enclosed items goes here>

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Thank You to Supplier for Cooperation Through Difficulties Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I want to thank you for your cooperation during the last <time period>.  This was a difficult <time/project/period> for us and it was great having a <supplier/vendor/partner> who was willing to ride out the storm with us.

Your professionalism and patience have paid off and we now <what was accomplished>.

We really appreciate your support during this difficult time.  Thanks.

<Closing Goes Here>

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Praise for Supplier's Employee Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I wanted to take the time to let you know how highly we think of <name>. <He/She> has consistently gone out of <his/her> way to <services performed>.

<Optional additional details.>

I'm sure that you value <employee first name> as much as we do, but I had to put it in writing. I wish all my business interactions were as pleasant and professional as working with <employee first name>.  <He/She> is definitely one of your company's greatest assets.

<Closing Goes Here>

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Letter Complimenting Sypplier Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We want to thank you for the outstanding job you did <job or service>.  <Details of job or service.>

We look forward to working with you again and if you would like to use us as a reference, don't hesitate to ask.

<Closing Goes Here>

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Letter to Customer Notifying that Credit Limit has been Exceeded and Requesting Payment of Deficiency Delux Letter

NOTIFY CUSTOMER THAT CREDIT LIMIT HAS BEEN EXCEEDED:

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  85245]

Dear [NAME, ex. John Smith],

As you know, we are happy to accommodate you with credit terms to better facilitate doing business together.

Unfortunately, our records indicate that your $[CREDIT LIMIT] credit limit has been exceeded.  Since we know you to be a valued and conscientious customer, however, your purchase (P.O. #[PURCHASE ORDER]) was approved nonetheless.  I urge to you check your records to determine whether our records are incorrect.

If you determine that our records are correct, I request that you forward to us payment in the amount of $[DIFFERENCE], to bring your account up to date.  I apologize for any inconvenience this may have caused.

Sincerely,

[YOUR NAME, ex. Jill Jones]

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Letter to Customer Rejecting Request to Increase Credit Limit Delux Letter

REFUSAL OF REQUEST TO INCREASE CREDIT LIMIT:

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  85245]

Dear [NAME, ex. John Smith],

As you know, we appreciate your business and hope you will continue to look to us for all your future [NEED, ex. plumbing] needs. Thank you for your application to extend your credit limit.

Unfortunately, due to the tight nature of the cash flows of our business, we are unable to offer credit to many customers.  Keeping our accounts tight enables us maintain competitive prices.  Although we are unable to extend your credit limit at this moment, we are certain that, as we do more business together on favorable terms, we will be able to increase your limit in the future.

{Since you are a busy person, I will automatically review your account in [X] months and gladly extend your credit limit when we are able to do so.}

Sincerely,

[YOUR NAME, ex. Jill Jones]

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Letter to Customer Approving Request to Increase Credit Limit Delux Letter

APPROVAL OF REQUEST TO INCREASE CREDIT LIMIT:

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  85245]

Dear [NAME, ex. John Smith],

We are happy to inform you that your request to increase your credit limit has been approved.  Accordingly, your new credit limit is $[AMOUNT].  Enclosed, please find a detailed copy of our credit terms.  This document explains in detail how your account will be billed each month.

We are certain that these terms will better facilitate doing business together.

Sincerely,

[YOUR NAME, ex. Jill Jones]

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Letter to Customer Responding to Particulars as to why Credit was Refused and Requesting Additional References Delux Letter

RESPONSE TO REQUEST ABOUT CREDIT REFUSAL:

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  85245]

Dear [NAME, ex. John Smith],

We thank you for your interest in our [products/services] and regret that we were unable to extend credit to you at the moment.  In response to your letter of [DATE, ex. June 10], I have investigated your credit application.  Our records indicate that your application was not approved due to the following reasons:

[LIST REASONS, ex.

o your bank account balances were insufficient for the credit limit requested

o your bank accounts at XYZ Bank have not been active for a sufficient time to form a reliable credit history]

{MENTION WHETHER ADDITIONAL REFERENCES MAY RESULT IN APPROVAL, ex. Although we cannot offer you credit terms at this moment, we may be able to approve your application if you provide us with [X] additional references.}  {OFFER AN INCENTIVE TO PURCHASE, ex. Meanwhile, may I extend to you a discount of [Y]% for cash orders?}  I give you my personal guarantee that you will be pleased with our [products/services].

Sincerely,

[YOUR NAME, ex. Jill Jones]

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