Response Letter Sample

Business letters are an inevitable part of the business fraternity. In yesteryears, they were handwritten, and now it is mostly emails. There are various kinds of business letters, forming major chunk of business communication. In this article we are going to look at response letters. Basically, as the name suggests, it is a response or a reply to a query or a complaint or even a note of praise. The way it is written tells a lot about the company as well as the individual replying.

Response Letter Format

Letter Heading / Company logo (This should be in the center)

Contact Details with Postal Address (This includes address, telephone number, fax and email. This should be on the right hand side of the letter, below the heading.
These two things will be followed by the actual content, which goes in a way as given below.)

Reference Number

Date

Customer Address Details

Dear xxxx,
                  Re:

First Paragraph

Second and Subsequent Paragraphs

Closing Paragraph

Yours sincerely,

ZZZ

This was the general format. Let's take a look at some examples included in business writing.

Example #1

1090 Peachtree Lane, #4
Atlanta, GA 30303
404/555-3030

Ms. Judy Gallagher
Atlanta Board of Education
45 Peachtree Blvd.
Atlanta, GA 30303

Dear Ms. Gallagher,
This is with reference to your "Multi-Talented Teacher" advertisement in today's Atlanta Constitution. In response to that advertisement, may i tell you that I am a versatile teacher, ready to substitute, if necessary, as early as next week. I have the teaching experience you specify as well as the strong computer skills you desire.

I am presently attached to a reputed private elementary school. Mr. Brown, the headmaster, will certainly give you a good reference. The details of your advertisement suggest to me that the position will involve many of the same responsibilities that I am currently involved in.

In addition to the planning, administration, and student-parent counseling duties I highlighted in my resume, please note that I have a master's degree as well as a teaching certificate from the state of Georgia. I have a fair idea as to how problematic it is to be short of adequate staff. Therefore, if you agree upon reviewing my letter and resume that I am the teacher you need, my home number is listed above, or you can reach me at 555-7327 during business hours.

Thanking you most sincerely for your time and consideration.

Cordially,
Casey Smith

Example #2

Dear (Customer Name),

Thank you for taking the time to communicate to us why our (product / service) did not meet your expectations. We wish to address your needs and provide the best solution available to resolve your issue as soon as possible.

We will be in contact with you in the coming days to make our best attempt in re-establishing your confidence in our company. We will further evaluate how we can prevent this problem from occurring again in the future.

Please accept our sincerest apology for any trouble or inconvenience we have caused you. Once again, we appreciate your feedback as it will assist us in becoming better at what we do. As with any business like ours, the greatest advertising we can have is word of mouth from a satisfied customer. It's our goal to retain you as a satisfied customer and we hope to serve you again in the future.

Yours sincerely,

XYZ

In addition to that, there are quite a few more variations available. Once you get the proper format though, it becomes easy to write such a letter. Just remember to be genuine, honest and polite, and you are through. All the best!