How to Write Response Letters
When responding to letters, respond quickly while maintaining a courteous and professional tone. Be sure not to procrastinate when sending responses. Be sure to reiterate important information when you respond to previous letters. This response letter is a great time to ask questions and correct any misunderstandings there may be.
For advice responses, be sure to quickly respond. Limit your advice to the subject you are asked advice on. Make sure advice is concise and simple while leaving it open for a response if your reader would like to discuss the matter in greater detail. If you feel that you should not give the advice, simply say so regretfully and suggest an alternate person who could give the advice. Be sure you do not give comments that are personal opinions except in the case that such comments are complimentary.
Maintain a positive, courteous tone regardless of if your letter has negative information like denying credit, declining a job or deciding to not follow someone's suggestion. Response letters do not need to be long, they simply need to have enough information to clearly address the original letter. Be sure to include thanks to your readers at the end of your letter for their time and interest.
More Than 16 Topics and 58 Letter Samples
- Respond to a request for a donation or to a fundraising letter.
- Respond to a request or application for additional training.
- Respond to a sales rejection.
- Respond to an inquiry about products or services.
- Respond to rumors.
- Respond positively to negative feedback.
- Respond to a complaint.
- Respond to a complaint and treat it as valuable feedback.
- Respond to a complaint of discrimination or sexual harassment.
- Respond to a complaint while admitting fault and making an adjustment.
- Respond to a complaint while avoiding agreement or denying liability, and refusing to make an adjustment.
- Respond to a complaint while avoiding or denying liability, and refusing to make an adjustment.
- Respond to a complaint while avoiding or denying liability, but making an adjustment.
- Respond to a complaint, but needing more information.
- Respond to a false accusation from a government agency.