Monthly Archives: April 2022

Notice for not Wearing Safety Shoes

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It is obligatory to wear safety footwear in settings where there’s a danger of the worker’s feet getting damaged or hurt by rolling objects or fear of sharp objects present on the floor, which can pierce through shoes. The government has made federal agencies that enforce rules and regulations to ensure workplace safety.

Wearing Personal Protective Equipment on the worksites is also addressed in these operating procedures. If these rules and regulations are violated, heavy fines may be imposed on the company, in addition to lost work hours and employee dissatisfaction.

Hence companies try their utmost to make their employees abide by these rules and regulations. They do that by issuing the employees with Personal Protective Equipment and regularly monitoring their usage to ensure that no one comes to the worksite without wearing it.

If an employee is found guilty of non-compliance, they may be issued a notice or a warning letter depending on the severity, gravity, or frequency of the act. The following points should be kept in mind when writing a letter in such a situation:

  1. Address the person with their name to make them feel accountable.
  2. The tone should be firm and clear.
  3. Start the letter by stating the facts of the issue at hand, along with the date of noncompliance (dates in case of multiple instances)
  4. Clearly inform the employee about the consequences of non-compliance both for them and for the company.
  5. Clarify that this letter should be considered a notice and a repetition of the said offense would result in termination of the employee.
  6. End the letter on a hopeful note saying that you look forward to seeing them act more responsibly in the future and you hope that you have conveyed the gravity of the situation to them.
  7. Check the letter before sending, it for grammatical and spelling mistakes as they would undermine the seriousness of the situation.

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Dear Mr. (name)

This letter is being written to notify you that you have been found to be in non-compliance with laws concerning the wearing of protective equipment on the worksite. As you know that the worksite is littered with sharp nails and other objects which may pierce the sole of regular shoes and hurt your toes and feet. This would not only result in personal injury and hurt but also bring a bad name to the company along with heavy fines.

The company policy is very clear about such situations. Our employees’ safety is our prime concern, and we cannot take such negligence, lightly as it would encourage others to follow suit and can result in a much bigger incident.

However, looking at your past performance and the fact that you have violated this rule for the first time, the management has decided not to impose a fine on you but consider this letter notice and in case of a repetition of the same mistake, you will find your contract terminated.

Looking forward to an improved and more responsible behavior on the worksite.

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Dear Dr. (name)

It has come to the notice of the hospital’s management that on (date) you entered the post-operative care unit without wearing any protective foot equipment and without covering your shoes. 

As you know that post-operative care is a very sensitive area and the patients are extremely prone to getting infected, immediately after their surgeries have been done. So, it is important that the area is kept sterile. You are a doctor and should not need a reminder of the sensitivity and importance of this issue.

Consider this a notice and ensure that this behavior does not get repeated or else you will be banned from entering the operation theatre and post-operative care unit for a month and the gap that this would cause in your training would be your own fault.

In addition, a fine of amount (amount) would be imposed. We wish that you understand the gravity and the seriousness of this situation, as infections picked up after surgeries are very hard to combat and can prove to be deadly for the patient. Immense care is required to ensure the patient’s safety and this type of negligent behavior cannot be ignored or taken lightly.

Looking forward to more responsible behavior in the future.

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Eid Greeting Letter to Staff

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Research has shown that businesses that respect their employee’s religion and celebrate and support them on their religious holidays benefit from this practice because this results in employee satisfaction which improves the turnover and loyal employees always work harder and with more commitment and dedication.

Eid is a religious festival celebrated by Muslims all over the world. It comes after a month of fasting and is celebrated with religious zeal and fervor. Wishing your Muslim staff members on this joyous occasion would make them feel valued and would give a clear message to all the other employees that any type of religious business would not be tolerated in the workplace.

Usually, an Eid greeting letter is written by the management to wish all staff members on this blissful occasion. The following points should be kept in mind when writing this letter.

  1. Since the letter is addressed to all the staff members, it should have a greeting like ‘Dear All’ or ‘Dear Staff’.
  2. The tone of the letter should be formal but festive and merry.
  3. The letter does not have to belong. In fact, it is better that you keep it short and concise.
  4. The tone and words used should be sincere and reflect the sender’s good wishes.
  5. After wishing the staff, you should announce any Eid vacations you are giving. State the dates and days clearly to avoid any ambiguity.
  6. If you are giving your employees a bonus, mention that in the letter.
  7. Clarify, if some of the staff members would stay on call during the holiday. Also, give out the contact details of the person who should be contacted in case of any queries.
  8. End the letter by greeting the staff one more time and wishing them a blessed Eid.

Always proofread and edit the letter thoroughly before sending, as spelling and grammatical mistakes undermine the letter’s authority.

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Dear All,

On behalf of the senior management of the [name] bank, I want to wish you a very Happy Eid. We hope that your Eid is full of bliss and contentment and you enjoy it with your family in health and happiness.

We want to take this occasion to thank you for your dedication. Serving [number] plus people every day while fasting is not a simple task. Public dealing requires patience as it enables us to avoid conflict and undue stress in the workplace.

Also only by being patient you can deliver your message effectively and understand the client’s problem/requirement. As a means to convey our gratitude for putting in the long hours, we would like to announce a bonus of [amount] % in the salary of all our staff. The Bank would remain closed from [date] to [date].

May Allah bless you with love, laughter, and light. Wishing you and your loved ones a very Happy Eid.

Yours sincerely.

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Dear All,

The management of [name] hospital wishes all our doctors, paramedical and support staff, a very Happy Eid. On this auspicious occasion, may your homes be blessed by love and warmth and the divine light of faith. We want to take this opportunity to thank you for your continued hard work and dedication.

You save lives every day and ease the pain of many others. You heal not just with the medicines you give but with your kind words which give hope to the patients.

No matter what capacity you are serving in, your contributions matter. It takes everyone’s effort and contribution to run things smoothly. The work you do is not just a job but we believe that it is an act of worship.

Especially in this pandemic, the courage, hard work, and compassion shown by all of you are truly commendable. To show our appreciation, we have decided to give everyone a bonus of [amount] %. We hope that this Eid is a very joyous and happy occasion and you enjoy it to the fullest.

From [date] to [date], only the emergency department would be operational. The remaining staff would be on leave. However, the consultants would stay on call in rotation. The roster for rotation has been shared with the departments.

If you wish to exchange your duty days or have any other concerns in this regard. Please get in touch with Mr. [name] in the HR Department.

Wishing a blessed and exuberant Eid to you and your dear ones.

Yours Sincerely.

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Absence Excuse Letters for Various Common Reasons

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#1 Due to injury

Subject: Absence excuse due to injury

Dear Sir, I know we had planned to see the last rugby match together. I am extremely sorry for I did not accompany you due to a severe injury. Due to this reason, I had to cancel this program. To me, this was the most awaited event because we were meeting after a long time.

I was going back to my home on 10th of March when I met with an accident. My car collided with a truck and I got some serious injuries to my head and neck. My 3 ribs were also broken. I remained unconscious for the whole week due to the injury. When I regained my senses, I was kept in ICU for three more days. I lost my all contacts due to this accident because my cellular phone was also damaged.

The severity of the matter did not allow me to inform you because I was out of my senses and even after gaining my senses I was not allowed to talk.

Now, I want to offer my sincerest apology for missing our meeting. I hope you will forgive me for keeping in view the whole situation. By the grace of God, I am able to communicate and walk a little bit. I am recovering fast but doctors have advised me complete bed rest for two months. Our meeting is still a priority for me because we have never met after graduation. I would appreciate it if we could reschedule our meeting after I get complete relief.

I am waiting for your response.

#2 Death in the family

Subject: Excuse from work due to death in the family

Dear Sir, I am feeling embarrassed and offering my apology for the misconduct in the form of sudden and uninformed leave. It all happened unconsciously, and the situation was beyond my control.

Last Friday, when I was busy executing my duties, my son called me and told me the shocking news that my aunt has passed away. Her sudden demise made me extremely sad and I, in a state of emotional stress, left the office without informing you. While doing so, I completely forgot that you have nominated me for attending the annual company meeting which was held the next day after the death of my aunt.  

My aunt lives in a remote area, and I had to travel there with my family. I was caught up in necessary burial ceremonies and my presence was essential. I was unable to contact you because I was out of the connectivity area. I reckon I should have informed any senior before leaving. The reason for such misconduct was that I completely forgot what to do in haste.

I know that my misconduct has made me eligible for your wrath. Even then I submit my sincere apology and want to compensate for the great loss which was born by the company owing to my absence.

I request you to overlook my mistake and look again into the matter before making any hard decision. At the same time, I ask for your pardon. Alternatively, I am ready to accept any additional duty assigned by you.

I assure you that such misconduct will never be repeated in the future.

#3 Due to internet connection

Subject: Excuse due to internet connection

Dear Sir, I sincerely apologize for missing my yesterday’s class due to a poor internet connection. It was not working well.  I know it was the most important class of the semester scheduled by you before the final exams. This was the class I wanted to attend.

I had no idea that I would be stuck in the internet connectivity problem. You have arranged this special class for us and I realize that I have missed a great opportunity to clarify all the confusing concepts.

Although I have completed the whole course, I needed some guidance on some topics. I have talked with one of my best friends and he is agreed to help me in this regard. I acknowledge that you covered the whole syllabus on time and explained all the concepts in detail. You left no stone unturned to make us understand the advanced concepts of biology.

Thank you for being with us for the whole academic session and in the end, I again offer my apology for not attending the most important class of the semester.

Your sincere efforts are highly appreciated.

#4 Due to interrupted power

Subject: Excuse of work due to interrupted power

Dear Anderson, I would like to communicate about the delay in the final date of the project submission. According to our agreement, I was supposed to complete the project on [date]. Due to unavoidable circumstances, it took a little longer and was completed one week later than the deadline.

I can understand your inconvenience which has been caused due to late submission of the project, but it all happened due to long and frustrating interruptions in the power supply. For the past three weeks, an extreme power outage was being faced by us. It drastically affected the whole working schedule.

The feasibility report of the project required a continuous supply of power, but the shutdown was so intense and frequent. The power interruption lasted between 3 to 4 hours and was as frequent as four times a single day. This practice continued till the real fault was detected. Such a long interruption is enough to disturb the smooth functioning of any official entity.

When the power supply turned normal, there were left a few days till the arrival of the deadline. I restarted working but it was impossible for me to complete it within such a short span of time. Even then I tried hard with the sincere efforts of my team, but it took us one week more than the deadline.

I have sent the project to your official mailing address. If you require any amendments, please let me know during official working hours.

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Warning Letter to Employee for Stealing Money

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All businesses have a standard SOP predefined to handle different situations which may arise. These include pleasant as well as unpleasant situations. Just as good performance is rewarded with bonuses and promotions; bad behavior like cheating, stealing or any other negative action is punished by penalties.

These may include fines, cancellation of bonuses, postponement of promotion, or at the very minimum a warning.  Warning letters may be written in a variety of situations these are commonly written for offenses that are not big enough to deserve termination nor minor enough to be ignored.

Warning letters are issued by the Human Resource Department after a thorough investigation into the charges leveled against the employee. Any evidence for or against the employee is presented to the disciplinary hearing committee. The employee is also given a chance to defend himself/herself. The following points should be kept in mind while writing a warning letter:

  • The warning letter must be issued in private.
  • The employee must be clearly informed why the warning letter is being issued.
  • The employee must be informed about the consequences of repeating the behavior on which the warning is being issued.
  • The tone must be very formal and firm.
  • The warning letter must be issued timely. It should not be delayed unnecessarily.
  • Edit the letter thoroughly and proofread it before sending it. There should be no grammatical or spelling mistakes, as that would undermine the authority of the letter.
  • After handing over the warning letter to the employee, take the employee’s signature on the letter and keep a copy for office record.
  • The date of the offense for which the warning is being issued and the date on which the warning letter is being issued should all be clearly mentioned.

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Dear Mr. (name)

I (name), (designation) from the HR Department am writing this letter to warn you that you’ve been found guilty of stealing money from the cash register of the departmental store. This is highly unethical and dishonorable behavior, and it will not be tolerated. If you repeat this offense, you will be terminated without further notice and without any severance pay as per the employment contract.

This warning letter has been issued after a thorough investigation into the charges leveled against you. The HR department has obtained CCTV footage of you stealing the money from the departmental store’s cash register after the closing time. We have decided to let you go with a warning only because it is a one-time offense, and you have an excellent record of honest work spanning over (number) years. We value the loyalty you have shown over the years, but this type of behavior will not be tolerated again.

We hope that you will take this second chance seriously and would not repeat this offense.

Looking forward to a positive change.

Yours sincerely.

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I am writing this letter to warn you because you’ve been caught stealing the company’s money. It is your duty to keep a record of the cash which comes from different branches of the restaurant and deposit them in the bank before the day’s end. However, you have been found guilty of stealing money from this daily cash flow which you were trusted with.

This is a very serious offense and a very unethical and highly dishonorable practice. We did not expect such a thing from a professional of your caliber. You have served us for 10 long years and during all this time, we found you to be an honest, hardworking, and loyal employee which is why the management has decided to overlook this mistake and give you a second chance.

But be cautioned that this is the first and the last time we are overlooking such an offense and any repetition of this behavior would force us to terminate you without notice. Also, termination on such charges would deprive you of any severance pay or benefits as clearly stated in your employment contract clause number (number).

We are sure that you would understand the gravity of the situation and would not give us a reason to terminate you.

Looking forward to improved behavior on your side.

Yours sincerely,

Name
Designation
Date

Signature

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Termination Letter for Cheating the Company

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Every company has some rules and regulations which govern the day-to-day running and these rules define the role and duties of employees. They define what is allowed and what is not allowed also how the company would deal with minor mistakes or major offenses of the employees is clearly defined in advance.

For small issues, the employee may be given a warning letter or they may be fined but some offenses are unforgivable and result in the termination of the employee. This is important to maintain order in the organization and stop people from misappropriations and negligence.

Termination letters are written in various situations. when an employee is found:

  • to be guilty of behavior injurious to the reputation of the company.
  • to be guilty of deliberately causing loss to the company.
  • to sell out the trade secrets.  
  • to be cheating the company with time or money or both.

In all these cases, the human resource department conducts a thorough investigation, as a fair investigation and a chance to give an explanation is every employee’s right after that if the employee is found guilty, a termination letter is issued. Some important points that must be mentioned in the termination letter are as under:

  • The employee who is terminated should be clearly told exactly what their offense was.
  • They should be told whether they would get severance pay or not. This decision depends on the nature and severity of their offense.
  • A reminder should be given if any confidentiality clause was present in the employment contract.
  • The date of termination and the date till which the employee is entitled to pay must be mentioned clearly.
  • The contact information of the person who would deal with the clearance of any remaining financial dues must be given.
  • Give a deadline to return any company facility like a car, computer, etc. provided to the employee.

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Mr. /Mrs. [name]

I [name], [designation] from Human Resource Department am writing to inform you that the disciplinary committee has reached a decision in regards to the investigation of charges leveled against you. We regret to inform you that you have been found guilty of cheating the company and hence you are being terminated with immediate effect. You were given a fair chance to defend yourself however the evidence against you is very strong.

It was your responsibility to oversee the shipment of the cotton bales leaving the factory and ensure that nothing leaves the factory without proper documentation. You abused your power to smuggle out a significant chunk of the product and sold them for personal profit. This highly unethical and inappropriate behavior cannot be tolerated and we are extremely disappointed in you.

Tomorrow i.e. [Date] is your termination date and you are not allowed to enter the premises after this date. You are not eligible for this month’s salary and your provident fund, as per the [number] clause of your employment contract. In addition, you have to pay a fine of [amount] by [date]. The company reserves the right to take legal action against you if you fail to comply.

We would like to remind you that you are bound by the non-disclosure clause in the employment contract and if we find any evidence to the contrary, we are going to take strict legal action. Please return the company laptop within three days of receiving the termination letter.

We are attaching the disciplinary committee’s written report. We advise you to go through it thoroughly and work on the error of your ways.

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Mrs. [name]

I regret to inform you that you have been terminated with immediate effect. You have been found guilty of stealing the salon’s equipment and beauty products. The complaint against you was thoroughly investigated and I have reached this decision after seeing the security camera footage in which you can be clearly seen, putting the facial creams and scrubs in your bag.

I have also come to know that this was not a one-time offense but there are multiple videos of your thievery. A few customers have also come up with the claim that you offered them salon products at a discounted rate if they were to buy them from you.

This is a highly unscrupulous and unethical practice and I have zero tolerance for this type of cheating in my beauty salon. I trust my employees and this trust is important for the smooth operation of the business.

At the same time, it is very important to have zero tolerance for cheating as one bad apple spoils the lot. I do not want my hardworking and honest team to get corrupted by your example.

As your cheating has been proved, you no longer deserve severance pay or any other benefits as per the employment contract. Your termination is with immediate effect and you are banned from entering the premises.

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Complaint Letter about Expired Milk

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Complaint letters are written in a variety of situations. They are a very effective means of communicating your dissatisfaction with merchandise or a service, to the concerned authorities and this is the first step to fixing any problem.

Complaint letters can be written by individuals or businesses. Similarly, the recipients can be individuals or businesses. Regardless of the issue at hand, the complaint letter should always be written in a polite and non-accusing tone as the basic purpose is not to accuse or offend anyone but to find a solution to the problem.

The letter should be written in a formal tone to highlight the gravity of the situation and it should list all the facts preferably with evidence in chronological sequence to avoid any ambiguity.

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Subject: Complaint about Expired Milk Delivered on [DATE]

Respected Sir,

I [name] am serving as [designation] in the management department of [name] Mega Mart. I am writing to you in reference to the batch of tetra pack milk we received from you on [date]. You have been our primary supplier of dairy products for [number] of years and we have a dedicated customer base for your products and we have never received a complaint in the past. As you know that we receive a fresh batch from you every Monday and every batch is identified by a unique identification number.

The issue we are currently facing is that in the past one week, we have received multiple complaints that your brand’s milk that the customers bought from us, was expired. The customers had brought back the milk cartons for evidence and upon inspection, their claims were verified. We have traced the problem back to the batch delivered on [date]. Almost all the cartons in that batch have been received back with complaints of being expired.

We cannot identify the issue as at our end the cold chain was maintained and proper SOP was followed in handling the milk. Also, the milk from other brands is perfectly well so the problem must have originated at your end.

As you are well aware that according to our Mart’s policy we offer a complete refund to the customers in such a situation and according to our contract with you, you are bound to refund the amount back to us after confirming the claim. We are attaching a copy of the complaint forms filled by the customers to get a refund.

Please look into this issue at the earliest and refund the amount due to us or we can deduct it from the future payments, whatever suits you. We are open to suggestions and welcome any other way of refund such as installments etc.

Looking forward to a positive and expeditious response from you.

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Subject: Complaint about expired milk on [DATE]

Dear Manager,

I am writing you to complain about the expired milk I purchased from your store on [date]. Until [date] I had enjoyed coming to your departmental store for grocery and other services. Unfortunately, my last visit didn’t go well. With a lot of displeasure, I demand you take the necessary measures to solve my problem.

I am a resident of [XYZ] colony. On the aforementioned date, I came to your store and ordered a large pack of Dairy gold milk pack which is famous for supplying high-quality dairy products across the country. I want to inform you that my child became seriously ill after consuming the milk I bought from your store.

My wife fed some milk to the child. A couple of hours later, he started vomiting. I took him to a nearby hospital and came to know that he suffered from severe food poisoning as a result of consuming expired milk. I spent 500 US$ on my child’s gastric treatment and medicine (copies of bills are attached). After completing the prescribed procedures, I returned home and checked the expiry date printed on the tetra pack. It turned out to be expired!

This situation caused me a lot of anxiety at that time. I always check every product for its expiry date. The irony of fate was that I could not do so that day due to a hurry. Anyhow, it was your duty to check the stuff for its expiry date and replace it with a fresh and new one. My child is my life and he had to face severe gastric problem due to your staff’s negligence.

As an indemnity, you are liable to pay me 500 US$ in lieu of hospital expenses. Alternatively, I shall be forced to take this matter I consumer court where indemnity will become manifolds. To avoid frustration and to show me your gesture of interest in my problem, you are required to comply with my directions till the 10th of this month.

I hope you will take the necessary steps in this regard as soon as possible.

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Thank You Letter to Landlord for Cooperation

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Appreciating people not only makes them feel good about themselves but motivates them to give their best. This appreciation can be shown in the form of a thank you letter. Thank-you letters are written to show gratitude either to individuals or an organization.

These may be written to employees to recognize their hard work or to a firm who have provided good services. Interestingly, they may be written to people higher in rank than you or to your employees or subordinates. Since they are written in a variety of situations their contents vary greatly but the general format to be followed is as under.

Greeting:

You begin by greeting the recipient. You can greet them by addressing them by their name or by using titles like ‘Dear Mr.[name]’ or ‘Dear Mrs. [name]’.

Main body:

If you are addressing someone who does not know you personally, for example when writing to a government official who has helped you in some way or a business that has provided you with a good service, give your complete introduction. In more personal settings this may not be required.

After the introduction, clearly mention the thing for which you are thanking the other person. Be specific about the details as it shows that their efforts have not gone unseen and your appreciation is sincere. It is also fine to express your appreciation without any specific incident in mind for the general performance and contribution of the recipient.

Closing statement:

In the closing statement, reiterate your gratitude and end on a positive note.

A thank you letter does not have to be long. Just convey your feelings in a sincere manner and do not go overboard. Another important point is to send the letter timely and not to delay it unnecessarily as it would lessen its impact. If you are writing a thank you letter to multiple people, for example to all your employees for achieving some target, then do not send the same letter to everyone as that would sound insincere, add some personal details to all the letters.

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Dear Mr. [name]

I want to thank you for your cooperation and all the help you gave us at the time of shifting. We had rented your house on [date] and at the time of signing the contract, you had committed to us that you would get all the required repairs done before our shifting.

Due to my mother’s health issues, we had to shift within a month as her treatment was starting in a month’s time in the nearby hospital which was the reason for selecting this neighborhood. We could not wait for two months as the contractor suggested.

We are very grateful to you for your help in this regard, the way you arranged everything to be completed within a month and went through all the hassle of finding a contractor who was willing to work at double the speed and personally supervising everything.

We fully realize that completing everything in such a short time frame must have cost you double the usual amount.

In the end, we want to thank you for all your efforts and we want you to know that we are truly thankful for all that you have done we promise to keep this place in excellent condition and work on its upkeep.

Looking forward to your support in the future too.

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Dear Mr. [name]

I want to thank you from the bottom of my heart for your kindness and your cooperation. I have been living in this house for four years and I have always paid the rent on time but this year due to losing my job, I could not pay the rent for two months.

I would never forget your compassion and the way you understood my problem and gave me an extension on the outstanding rent payment. It really meant a lot to me and my family. Sir, I am glad to report that I have found a job and from the advance I received, I can now pay the rent for the past two months. I am attaching the cheque for the outstanding amount.

In the end, I would like to thank you once again for your benevolence and consideration. It is due to people like you that one’s faith in humanity is restored. May God bless you for your kindness.

File: Word (.docx)
Size 31 KB

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Request Letter to Release Pending Arrears

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Request letters are often written both in individual and professional capacities. The purpose of these letters is to ask the receiver for something, so the tone should be formal but polite. A request letter may be written to demand a salary raise or leave. Request letters are also written to request a promotion. Charity organizations also write request letters to ask for donations.

In short, request letters are written in various situations for different purposes. One such occasion is when half the payment is made before the product or service is delivered and it is committed that the remaining payment would be done afterward. In such cases after the completion of the project, request letters are written to get the remaining payment released.

The following points must be kept in mind when writing request letters.

  1. The letter should be addressed to the correct person i.e. to someone who can authorize the transfer of the remaining funds. You can address them by name or by their designation.
  2. Give your complete introduction including your name, designation (in case of a business letter), address, and any other relevant information required to identify you.
  3. The entire matter should be explained clearly. Give all the necessary information so that the receiver knows which product/service you are referring to.
  4. Attach the invoices of the previous payments, a copy of the contract, and any other relevant documents to remove any ambiguity.
  5. If you have a time frame within which you expect a payment, clearly mention that.
  6. End the letter on a positive and hopeful note.
  7. Mention the date on which the letter is being written. This is important for record-keeping.
  8. Edit the letter carefully before sending it. Check for grammatical or spelling mistakes as these would undermine the solemnity of the letter.
  9. Keep a copy of the letter with you, for the record to be used in the future if required.

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Respected Sir,

I [name], the [designation] at [business name] am writing to request you to release our remaining payment for the ceramic tiles you bought from us.

As you know that we signed a contract on [date], for delivery of [amount] tiles to [address]. Half the payment was given in advance and the remaining amount was to be paid after the complete delivery. The first batch was delivered on [date].

The second batch was delivered on [date] and the final delivery was made on [date]. On all these occasions, your site supervisor’s signatures were taken on the delivery receipts. As your order is complete from our side, please release the pending arrears.

Attached with the letter are a copy of the signed contract and the receipts for the earlier payment. We are also attaching the papers signed by your site in-charge Mr. [name] at the time of the last and final delivery along with previous delivery receipts.

The bill for the outstanding payment is attached which also has the complete breakdown of the order. Please deposit the said amount in account number [bank details] or as a Bankers cheque by [date]. If you have any queries, please contact Mr. [name] at [phone number] or [email address].

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Dear Sir

I [name] was serving as [designation] in your reputable company for the last three years. I am a [name]national and now due to some personal reasons, I have to go back to my country which is why I resigned from my post last month. I have completed my notice period and I was assured that my dues would be cleared by the end of the month.

I am writing to request you release my pending payment which includes the bonus I was given last year and my overtime wage. I would be very grateful if all this could be processed before [date] as I have to leave for [country name] on [date] and it would be very inconvenient for me to handle the money transfer from there.

In the end, I would like to thank you for your hospitality. I had a great experience working here and I learned a lot. I made some great friends here and am leaving with memories I would always cherish. I want to wish you and my colleagues all the best for the future.

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Letter to Professor about Absence

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Students have to be regular otherwise they would miss out on important lectures and notes. If students miss classes due to some valid reason, they usually have to give an explanation to the teacher in writing. The explanation letter should be precise and you should avoid unnecessary details but explain why you could not make it to the class on time. The tone of the letter should be apologetic and respectful as you are asking the teacher to overlook your mistake.

In these letters as you know the name of the person you are addressing you can address them by name for example, ‘Respected Professor [name]’ or you can address them as Sir or Madam.

At the beginning of the letter introduce yourself. This would include your name and course details. Since professors take multiple courses for students in different years so it is important that you give your complete introduction. After that explain the reason for writing the letter. Write down which class you missed and then give the reason for missing the class.

In the concluding paragraph, suggest how you are planning to make up for the missed class. Apologize again and assure the professor that this would not happen again.

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My name is [name] and I am from [batch number]. Sir I am writing to apologize for missing your class yesterday. [subject] is my favorite subject and I never miss your class but yesterday when I was on my way to college I had an accident.

The vehicle coming from another side broke the signal and bumped into my bike as I was crossing the road. I fell and although my bike was damaged very badly, I was lucky to escape serious injury. But this accident delayed me and I could not reach the university on time and ended up missing your class.

Sir, I realize that this was a very important class as we had our monthly test planned for this date. I had prepared very thoroughly for the test and can take it whenever you can spare some time. I can come to your office whenever it is convenient for you.

Sir, I would be very grateful if you could accommodate me as I missed the test due to a genuine reason and it was not slackness on my part. My previous record is with you so you can confirm that I have never been negligent or careless in my studies. I hope that you will understand the problem I faced and accommodate me.

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Dear Sir,

My name is [abc] and I am in [course number]. Sir, I am taking your [subject name] class although my department is different this subject is one of the pre-requisites for the research project I am aiming to undertake as my final year project. I am writing to apologize for missing your lecture on [date].

Sir the reason why I missed your class was that there was a slight mix-up in my timetable. As I come from [name] department only for your subject to [name2] department, so my timetables clashed as it is the beginning of the semester. I have informed the course advisor about this issue and he has promised to resolve it before the coming week.

To complete the work I missed, I took the class notes from a friend but there are a few points I do not understand. I would be extremely grateful if you could take some time out of your busy schedule and clarify my concepts or guide me to some appropriate resources online. I can come to your office any time after [time] as all my classes are scheduled before that.  

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Request Letter for Purchase of Medical Equipment

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Request letters are written in a variety of situations and their contents vary according to the situation. They are written both in an individual capacity and by businesses. The tone used in a request letter should be polite yet formal. You should clearly communicate your requirement and if the demand is time-sensitive that should be mentioned too. Do not add any unnecessary details but any important and relevant point should not be left out either.

In a hospital, different departments work together to ensure the smooth running of the establishment. The procurement department, arranges any medical equipment, medicine, or machinery that may be required by the other departments.

In such a scenario, whenever a department requires something, they write a request letter to the procurement department, clearly listing the required items. Similarly, the charity clinics or hospitals being run by different non-profit organizations also write request letters for procurement of equipment. These letters are written to the people who are supporting the organizations.

When writing a request letter in either of the above-mentioned situations, the following points should be taken into consideration:

  • Address the letter to the appropriate authority.
  • State which department requires the equipment i.e. identify the sender.
  • A complete list of the equipment with all the required specifications should be written.
  • The time frame (if any) within which the equipment is required, should be mentioned.
  • The date on which the letter is being sent should be mentioned.

Sample Letter 1:

Respected Sir,

I [name], [designation] from [department name] am writing to request some urgently required medical equipment. Sir as you are well aware that a fresh wave of the pandemic has hit us and it is expected to reach its peak by the middle of next month by that time we are expecting a patient influx of at least [number] patients per day.

In light of this information, we are very concerned that we are desperately short on some very important medical equipment. To give you an exact figure we only have three ventilators available in the [name] department.

This number is alarmingly low and we require a minimum of five more to sustain this new wave. In addition, we require more oxygen cylinders, nasal prongs, surgical gloves, and surgical masks. All of these are indispensable due to the particular requirements of this pandemic.

A more detailed list with all the specifications and quantity of this equipment is attached. This list has been prepared after thorough consultations within the department and with the department head of other branches of our hospital who have gone through the drill before us.

Sir, it is requested that we are provided with this equipment by the end of this month so that we are well prepared before the peak hits us as the consequences of being unprepared are very grave.

Since all this equipment is in high demand these days so in case of unavailability of any of these, please contact Dr. [name] at [phone number] or [email address] and he will be able to guide you towards appropriate alternatives for the unavailable equipment.

If we work together, efficiently and sincerely we would be able to beat this disease and save the maximum number of patients. Looking forward to your cooperation and expeditious action.

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Sample Letter 2:

Dear Mr. [name]
I [name] am writing from the clinic at [address] to request some urgently required medical equipment. As you are well aware that this clinic [name] at [address] was set up by your Non-Profit organization to provide medical facilities to the underprivileged people of this area. We have been operating now for six months thanks to your generous help. In this time, we have treated more than [number] patients.

However, a survey of our performance has made us realize that if we could provide certain basic facilities like Blood work and X-rays, our patients would benefit a lot from this, as it is not possible to diagnose the disease without these basic tests and getting these tests done form private laboratories costs a lot which most of our patients cannot afford.

Sir, we are forwarding a complete list of the equipment we require. We would be grateful if you could provide this medical equipment to our humble facility as it would benefit hundreds of patients.

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