A Response Letter is written to reply to any particular situation. The letter could contain an acknowledgment of responsibility for an action committed by the writer or provide a solution to the problem described by the receiver of such a letter in a previous letter, acceptance of a job offered to the writer, and various other contexts. This includes response to a complaint letter, to a job application letter, to rumor and libel letters, to sales rejection letter, etc.
Since a Response letter is usually written in the professional capacity, the whole tone of the letter needs to be formal and polite. Even when writing to respond to an angry criticism or a rejection, for instance, the letter should contain formal language, and appropriate words and respect should be given to the receiver wherever due. All the questions or queries the writer has must be asked through this letter. The writer must avoid giving his personal opinion in the letter, and the letter must be written in a general way.
Tips For Writing A Response Letter:
- The letter must be written in a very formal and courteous way so that receiver does not take it casually.
- The writer must not include any personal comments or opinions in the letter.
- The letter must include all the essential information that is required to be mentioned in the letter.
- The letter must be short and must be to the point because the receiver would not be interested in reading a long letter. Even if the letter needs to be long, the writer should stick to the topic and not digress.
- The letter must end with a proper closure.
Response Letter Template
Use our free Response Letter to help you get started.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Response letter for a job offering
Dear _____ (name of the receiver),
I appreciate your providing me the position of _____ (name of the post) at ____ (name of the company). However, I wish to bring to your notice my qualms about accepting the pay offered to me in your letter.
As mentioned in my resume, I have had ___ (number of years of work experience) of experience in ____ (work field). Using my knowledge in ____ (work field) I was able to redesign my current employer’s shipping method. I can assure you that I can help your company in increasing its savings without the loss of its potency. Keeping in mind my qualifications and excellent references that I have been able to provide, I would like to negotiate the salary you have offered me.
I am certain that we can reach a mutually satisfactory arrangement. I shall be present at ____ (venue) on ____ (date of the meeting) to answer any more questions you have regarding this issue.
Thanking You,
Yours Truly,
__________
(Name and Signature of the Sender)
Sample Letter
From,
Canvas Goods,
Cambridge, USA
Date: February 12, 2015
To,
Jenny Mueller,
Anna-Street,
Cambridge, USA
Subject: Response Letter to a complaint
Dear Mrs. Mueller,
We perceive your frustration at being sent the incorrect order last week and understand that you need an urgent replacement. We have already dispatched the merchandise and it should reach you in a couple of days. We hope that our willingness to acknowledge our oversight and our keenness to appease you shall speak in favor of the company and will induce you to move past this unfortunate incident.
Kindly accept our sincere apologies. We shall endeavor to examine our shortcomings in depth and make sure that this never happens again. We appreciate your cooperation and look forward to having continuing business relations with your company. We at Canvas Goods believe in improving and evolving and hope that you will appreciate our efforts.
Thanking You,
Yours Truly,
Friederich Hoffmann,
(Head of Purchase)
Canvas Goods.
Email Format
The following is the Email Format to be followed for Response Letter.
To: name@email.com
From: name@email.com
Subject: Response Letter to an Inquiry.
Dear ______________ (name),
Thank you for your inquiry regarding the Doe Walker. As you can see from the enclosed flyers, the Fitness Council voted the Walker “Treadmill of the Year” in Exercise magazine. Our treadmills combine flexibility, affordable pricing and outstanding service to make the Doe Walker the best-selling treadmill in today’s market.
Please take note of our B-Model for the dedicated walker on a limited budget. To place an order or speak to one of our fitness consultants, please call _________. We will be happy to help you become a healthier, fitter you.
Thanking You,
Yours Truly,
___________
(name and company)
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