Writing a business letter? Looking for a free business letter sample?
The following is written in response to a make-believe situation, but it refers us back to the bottom line of all business communications: listen to what someone is really asking, then do your best to help them out. This doesn't mean giving away free products and services (necessarily), but it does mean trying to empathize with businesses or consumers and building long-term relationships through sincere fellowship.
In this example, a customer has written a letter to a company that makes MP3 players. The customer has a 3-year-old product (no longer under warranty) that his child just smashed with a hammer. He's wondering if it's possible to get his player replaced at no charge. Here is a sample business letter response:
*******
October 1, 2006
Mr. Carl Brokeplayer
Address
City, ST 99999
Dear Mr. Brokeplayer:
We're pleased to hear how happy you were with our MP3 player, and are sorry to hear that it was broken.
While we cannot replace the player for free (as we would become swamped by such requests), we're grateful for your letter and want to provide you with a special offer.
In the last three years, we have come out with several new models that we believe you would enjoy even more than your old model. With your old player gone, we thought you might like to upgrade, and because of your circumstance, we're sending you a promotional code that you can use to save 25% on the purchase of a new model through our website.
To redeem this code, simply visit our site at http://www.MP3company.com, browse our current players, and purchase one through the normal process. When asked for a promotional code, simply enter 19EAV55. If you prefer, you may call our customer service line (listed at the top of this letter) and we'll be happy to complete your order and provide your discount.
If you have any questions or comments, we'd love to hear from you. Call or write Customer Service at any time and let us know how we can help.
Sincerely,
[Signature]
Jim Fixit
Vice-President, Customer Service
*******
ABOUT THE AUTHOR:
Steve McCardell is a professional business writer, business writing consultant, and speaker working from his site at www.mccardellwrite.com. His business was founded in 2001 to help businesses not only with better writing, but also with better guidance. Steve has counseled small business owners as well as CEOs and has written for most business applications. He takes a personal interest in the success of all his clients, openly sharing from his experience.
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