Letter Writing – Page 77

Introduction Letters Are Important Business Letters

For years now, the most requested letter samples and templates have been different types of “introduction letters” or “letters of introduction.” As usual, there is a lot of confusion as to exactly how one defines “introduction letters,” and how best to write them. Many times, people have sent their draft letters for editing and/or revision, referring to them as introduction letters, when they were actually something else. Typically, these have included such letters as: job application letters, cover letters, recommendation letters, and reference letters, among others. These of course are all legitimate letter types, but they ARE NOT introduction letters.

Below is a quick review of what “introduction letters” are all about, and how best to approach writing one.

Introduction Letters Defined

In general, an “introduction letter” or “letter of introduction” is quite simply a letter that is used to introduce one party to a second party. There are three main types of business introduction letters: business-to business, business-to-customer, and personal introduction letters.

Business-to-Business Introductions Letters

These types of introduction letters are used to introduce a company, or one of its representatives, and/or its products or services to another company or organization. Examples: introduce new sales representative, new product, new branch manager, etc.

Business-to-Customer Introduction Letters

This type of introduction letter introduces a company or organization and/or one of its products or services to individual clients and/or consumers. Examples: introduce new product/service, new dealership, new location, etc.

Personal Introduction Letters

Personal introduction letters are used to self-introduce the author to the addressee, or the author can write one to introduce someone else who they know. Examples: introduce former colleague, introduce former employee, introduce a friend or neighbor, self-introduction of independent sales rep to new customers, etc.

Of the above, the most commonly written introduction letter is the business-to-business introduction letter for a wide variety of business types and situations.

How to Write a Job Inquiry Email

What Is a Job Inquiry Email?

After scrolling through seemingly endless lists of jobs on hundreds of job websites, you finally come across a job opening that you know you would fit perfectly.

So you prepare your resume, tailoring it to the specific position, and craft your cover letter to present your skills and illustrate your experience. At this point, all that’s left to do is to send the email and wait for your interview, right?

These days, most job applications are sent by email or through a job-posting website such as Indeed.com or Monster.com. This means that, in addition to sending your resume and cover letter, you’ve got to write a short job inquiry email introducing yourself and stating that the required documents are attached.

But what do you write in the job inquiry email? Haven’t you already said all you wanted to say in your cover letter?

It may seem like a hassle, but it’s important to put in the effort to make your very first impression the very best it can be. Here’s how.

Writing a Job Inquiry Email

As with most business emails, strive to be clear, polite, and concise in your job inquiry email. Your future employer should be able to understand the purpose of the email in the subject line and in the first sentence. Make it clear who you are and which position you’re applying for.

This is especially useful for employers that are hiring for more than one position, as it helps them to keep all their emails organized. Make it as easy as possible for your potential employer to start you on the right track toward being hired.

When writing the job inquiry email, use formal language and style. Try to match the email, however brief, to the tone of your cover letter, showing consistency in your writing.

It may seem obvious, but it’s also vital to ensure that you attach your resume and cover letter to the email and that you inform the reader the documents are attached. Forgetting to add the attachments or communicate what they are is a costly mistake, as potential employers will likely ignore your job inquiry email altogether.

Also note that you should never just copy and paste your resume or cover letter into the main text of the email. It ruins the formatting and can make your beautifully crafted application documents look sloppy. Save them as PDF files first and then attach them to the email.

After introducing yourself, stating the position you’re applying for, and directing readers to the attached documents, end the email with a polite goodbye and restate your name and contact information.

Here’s an example of a well-crafted job inquiry email. You can use it as a guide when writing your own email to a potential employer.

Hello Mr. Fuller,

My name is Jane Doe, and I am applying for the Marketing Assistant position offered by CompanyXYZ.

I have experience in the field of marketing, having graduated with a degree in digital marketing and worked as social media marketer for the past three years. I know you will see that my qualifications make me an excellent candidate for this position.

I have attached my resume and cover letter, as requested. If you have any questions, please don’t hesitate to contact me.

Sincerely,

Jane Doe
111 Queen Street
Portville, ON X3X X3X
Canada
(555) 555-5555

Final Steps

Before you get excited and hit “Send,” be sure to reread the email to catch any mistakes you might have missed. Double-check that the correct documents are attached and that you are sending the job inquiry email to the right email address.

Now all that’s left to do is wait for your phone to ring!

The 11-Step Guide to Writing a Thank-You Letter

For many, it’s the season of Thanksgiving—but do you ever have difficulty putting your gratitude into words? You can always send a cute thank-you video (like this one with minions) or give a public shout-out on social media, but there’s something extra special about a personally crafted written expression of appreciation.

I recently got married, so I have had lots—and lots—of practice putting my gratitude into words. Whether you’re basking in appreciation for the help or gifts you’ve received, or you simply want to recognize someone you care about by acknowledging the good work they’re doing, learning how to write a thank-you letter is an important skill. Here are some essential steps to follow while writing a thank-you letter.

1. Don’t put it off.

When writing thank-you letters, time is of the essence. For one thing, it’s courteous to send a prompt reply to acknowledge a gift, as this lets the giver know that you have, indeed, received it. You should generally respond within two weeks of receiving the gift.

Another reason to get writing is that it’s easier for you—and less stressful! Write while the memory of unwrapping the orange squeezer from Uncle Chester is fresh in your mind. But before you pick up a pen, here are a couple of things to consider.

2. Mind your Ps and Qs.

Even in the age of technology, there’s a certain degree of etiquette involved when issuing recognition for good deeds. Though the idea of “etiquette” may seem old-fashioned, it simply refers to the accepted ways to treat someone politely, making them feel that they are respected and considered.

For instance, you need to put some effort into your “thank you.” While a thank-you text message may seem convenient, a quick “Tx 4 the stuff. U R awsum” might not do justice to the time, money, and energy spent by the recipient. One reason that people write thank-you notes (often by hand) to their wedding guests is to expend personal energy in response to the generosity of others. That being said, thank-you letters don’t necessarily have to be handwritten—but they do have to be thoughtful and sincere.

3. Choose your medium.

Aside from the thank-you etiquette of weddings, baby showers, and other gift-amassing events that call for handwritten thank-you notes, you should also think about the options you have for sending your thanks in everyday situations.

Will you send a brief Facebook message or email to someone too busy to check their physical mailbox? How about choosing pretty, purple stationery replete with images of cats for a letter to your kind granny? You’ll want to consider the personality and lifestyle of your recipient, matching their communication preference with the format of your thank-you letter.

If you have elegant penmanship (or really clear block lettering), consider choosing material forms of communication, as this adds a personal touch. You can even type your letter and print it out. It’s especially nice for someone living abroad or for those confined to their homes to receive a handwritten thank-you letter. Once you’ve chosen your medium, you’re ready to start writing your thank-you letter!

4. Fill in the blanks (in your own unique way).

Now it’s time to start composing. Your letter should follow this basic structure:

Salutation (e.g., Dear ______)
Thank you (e.g., Thank you for the ______)
Appreciation (e.g., It was so kind of you to ______; we appreciate your ______; we plan to use the ______ for ______)
Closing (e.g., We hope to see you ______; thanks again for ______)
Signature (e.g., Love, ______)

Keep in mind that this is an informal style of writing, so you should keep your tone warm and personal. Your thank-you letter should also be fairly concise and straightforward—there’s no need for over-the-top language or a parade through the streets.

5. Salute your recipient (appropriately)!

When writing your thank-you letter, the first thing you have to tackle is your salutation. You don’t have to be super formal, but you should also show respect. Suit your opening salutation to the kind of relationship you have with the recipient. For instance, you wouldn’t refer to your granny as “Mrs. Elouise Margaret Giggery” when you’re thanking her for the cookies she sent (“Dear Granny” would suffice), but you don’t want to offend your college dean with the informal salutation “Hey bud!” Only use first names, nicknames, or informal titles if you have a close relationship with the addressee.

6. Say the magic word.

And no, I don’t mean “please”! This is where you list your thank-yous, whether it’s for the recipient’s qualities, gifts given, or services rendered. Many people struggle with how to say thank you, but it’s really more important that you say it. Simplicity is often the best way to go.

For items received, one tip is to be specific with your description (e.g., the polka dot-covered orange squeezer or the chocolate chip cookies), unless you’re thanking someone for money. Some people consider it gauche to say, “Thank you for your cheque of $500 USD.” Instead of referring to money as “cash” or “moolah,” use a more polite term such as “generous gift.”

Also, keep in mind that gift-givers typically like to know how you plan to use their donation. If you’re writing to thank someone for their actions, remember that people love to be appreciated.

7. Offer your appreciation (even if you didn’t love the paperweights from Aunt Myrtle).

Ever heard the phrase “It’s the thought that counts”? Our materialistic society is sometimes more concerned with the contents of the gift received than the thoughtfulness (or attempted thoughtfulness) of the giver. It might be true that the sparkly purple paperweights from Aunt Myrtle weren’t at the top of your wish list, but she still took some trouble and expense for your benefit.

The bottom line is that you should explain why the gift is important to you—even if it’s not something you would have purchased for yourself. Showing appreciation is essential to maintaining healthy relationships—and to writing a sincere thank-you letter.

8. Add a line to stay in touch.

Aside from expressing your appreciation, take a moment to share some news or catch up with the recipient before wrapping up your note of thanks. For example, you might ask how your granny is enjoying her new oven (which produced such fantastic cookies!), or you might mention how you plan to see your Aunt Myrtle in the New Year. Your thank-you is a nice way to remind someone that you haven’t forgotten them and they’re still a part of your life.

9. Reiterate your gratitude.

This step isn’t totally necessary, but it doesn’t hurt to say “Thanks again.” It wraps up the note with a reminder of your gratitude.

10. Sign your John Hancock.

Whether you’re sending an email, a postcard, or a message by carrier pigeon, don’t forget to sign your name. If possible, use your handwritten signature. You should also add a closing line such as “Sincerely,” “Warmest regards,” or “With all my/our love”—which, again, depends on how well you know the addressee.

11. One final tip . . .

Whatever reason you’re writing a thank you, remember to be sincere. Even if you didn’t get the gift that you expected or the recipient didn’t do all you’d hoped they would, show gratitude for what they did do. It’s more important to write from the heart than to write eloquently.

Conclusion

Writing a thank-you letter is a meaningful social practice and an opportunity to show that you care. It’s nice to know that someone’s thinking of you, and that’s what thank-you letters are all about. After all, kindness never goes out of style.