A sample letter of response provides a basis for writing any response letter, be it a response to a job offer, to a complaint letter or an invitation to a party, etc. This type of letter can be written to reply to a personal letter, for example, a congratulatory note from friends, or information about some unhappy incident, or a professional letter, for instance, a congratulatory note by a company to another, or appreciation of an employee for his performance.
When used to reply to personal letters the response letter must be written in an informal tone using conversational language and must not sound pretentious, nor should it be flippant. However, when writing a reply to a professional letter the writer needs to come across as serious and earnest in his response. Hence, the letter should be written formally using suitable language. The information included in the letter should be relevant, and the writer should be meticulous in addressing the issue.
Tips for Writing a Sample Response Letter
- A response letter should answer all the items clearly and in detail. The writing should also be clear and detailed and as objective as possible. Use of fancy words to create unnecessary confusion should be avoided.
- Before writing a response letter, one should review all the topics or questions in the letter that he/she is responding to. The writer should make sure that he answers all the issues in the letter accurately and precisely.
- He/She must be sure to sign his name and mention the date on the letter and make sure to ask all the questions that he has, in the letter.
- The response letter should be opened by referring to the original letter received. It is recommended to use an opening line such as “I am writing in response to your letter” etc., to drive the purpose of writing the letter.
Sample Response Letter Template
Use our free Sample Response Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From, (Sender’s name and address)
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To, (Receiver’ name and address)
__________
__________
__________
__________
Subject: letter of response to a complaint letter
Dear ____ (Sir or Madam),
We thank you for your letter regarding your complaint about the tire of your car that you purchased at our showroom. We understand from your letter that___(mention the nature of the complaint) and that you have requested a replacement of the defective tire.
However, before we can make any modifications, we need to see the tire for ourselves to establish the authenticity of your complaint. We would also require a copy of the warranty card and purchase slip to make a note of the date of purchase as well as the warranty period for official reasons.
As soon as you can bring these documents to our dealership, we shall be able to carry out the procedure for replacement of the tire and hope to satisfy your requirement.
Thanking You,
Yours truly,
Name and Signature
Sample Letter
From,
Anna-Str, 4
Cambridge, USA
Date: February 12, 2001
To,
John Mueller,
The Enlightenment,
Cambridge, USA
Subject: Response to the appointment letter
Dear Sir,
I am writing in response to the appointment letter I received yesterday stating my appointment as the Junior copyright at your esteemed newspaper, The Enlightenment. I am grateful for the opportunity and delighted to be a part of your esteemed organization. I shall endeavor to work to the best of my abilities and use my potential to the utmost to give back as much, or even more than what I receive from your company in the form of knowledge and experience.
I am looking forward to working with you and do justice to your decision of hiring me.
Thanking You,
Yours truly,
Friedrich Hoffmann
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 appointment letter
Dear Sir,
I am writing in response to the appointment letter I received___(mention the day) stating my appointment as____(mention the post) in ___(name of the company). I am grateful for the opportunity and delighted to be a part of your esteemed organization. I shall endeavor to work to the best of my abilities and use my potential to the utmost to give back as much, or even more than what I receive from your company in the form of knowledge and experience.
I am looking forward to working with you and do justice to your decision of hiring me.
Thanking You,
Yours truly,
Name of the Sender
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