Author Archives: Meezes

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.

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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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Request Letter for Replacement of Equipment

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A request letter may be written in multiple situations, for example, you may need to request someone for an appointment, or you may request a contribution to your charity. Request letters are also written to ask the applicants in any academic program for their previous academic records.

Before actually writing the letter, think carefully about what you want to say. Think about all the arguments you can give to convince the recipient. Make an outline and ensure that the flow of information and argument is organic and does not feel forced or random. Decide the tone of the letter and the amount of information to be shared according to the recipient.

Try to learn a little more about the recipient so that you can shape your arguments according to them. These would vary according to your request but generally, the letter would follow this outline:

  • At the beginning of the letter, the sender would mention their complete name, address, and date, followed by the name, date, and address of the recipient.
  • Then comes the greeting part. If you know the name of the person you are writing to, greet them by their name otherwise the titles Sir/Madam, etc. can also be used. In certain situations, ‘To whom it may concern may be the most appropriate greeting. In short, the greeting part varies according to the situation.

After that, the subject of the letter is mentioned. However, this is optional and may be skipped.

  • Now comes the first paragraph of the letter. In this paragraph, you would give your complete introduction. The recipient should know who is writing the letter on behalf of which organization or if it is from an individual. The main purpose of writing the letter should also be mentioned briefly. If you have interacted with the recipient before, do give a reference to that. This would remind the addressee of any positive impression he/she might have of your organization/you.
  • After this write the main body of the letter which would clarify the reason you are writing the letter. Write down your request in clear, unambiguous words and convince the person receiving the letter why they should agree to your demands. Be consistent and thorough but do not give out unnecessary information. Stay focused on the subject of the letter and use a firm but polite and professional tone. State any relevant facts in complete detail and do not leave out any argument favorable to your demand.

In the concluding paragraph in a courteous tone by thanking the recipient for taking out the time to read your letter. If there is any important information for example if the matter is time-sensitive or any other fact that they should keep in mind when making a decision, mention it here.

This should be followed by a closing statement. ‘Sincerely’, ‘Best Regards’ etc. are good options to choose from according to the situation and recipient. End the letter with your name and signatures.

Edit the letter and proofread thoroughly for any grammatical and spelling mistakes before sending it. Ensure that nothing important has been left out and at the same time no extra information has been added. The entire letter should follow a clear train of thought focused on convincing the recipient to accept your request.

Sample:

I am writing on behalf of [name] gymnasium in reference to the replacement of the damaged equipment we received on [date]. We have been your clients since [year] and have always found the quality of your products and your customer service to be excellent which is why we entered into a contract with you and selected you as our primary supplier and it is safe to say that we have never been disappointed. Your professionalism, quality of service, and after-sales support have been excellent.

Last week we placed an order for two elliptical machines model number[number] and one set of weights. We received the delivery today but the dials on the machines were damaged which was pointed out to your delivery team on the spot who guided us to send this request in writing.

According to our contract, you are obliged to replace any equipment damaged during delivery within one week. So we would like to request you to replace these damaged elliptical machines within this timeframe.

Thank you for taking the time to read the letter. We are looking forward to a positive and speedy response from your side.

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Letter of Introduction for Research Project

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What is a letter of introduction for a research project?

It is a formal letter in which the sender has to write his introduction. It is important to remember that this letter always targets a particular research project.

What is the purpose?

The main objective of this letter is to let the recipient of the letter know that you are the best fit for the research project that has been stated him. Giving an introduction ensures that you have proved that you have enough knowledge that will support you when you start working on the research project.

In some cases, you are asked to write the introduction because you have initially shown interest in the project and the targeted person wants to know about it. Sometimes, you write your introduction on your own because you felt that giving your introduction can help you convince the reader into choosing you for the project you are targeting. No matter you a solicited letter or unsolicited, make sure that it serves the purpose.

What information should be provided?

If you are not sure about the kind of information that you need to add to this letter, you can read the purpose of the letter. This will make it clear to you what you should write.  Make sure that the following information is mentioned in the letter.

Your introduction:

Give your details including your name, your contact details, the position you are working on, the duration of your job experience and some other relevant details that you think can impact the reader’s decision.

Your academic background:

It is very important to let the reader know about your academic background. In this part of the letter, you will tell him about your qualification, the university at which you completed your degree, and your grades (if necessary). 

Your research background:

This is the most important part of the letter because here you give your background in the research area. The reader wants to know about your experience in the research area he is initiating the project. If you have any sort of experience regarding this, you should hesitate to share that.

When you write about your history in research, make sure that you have the targeted project in mind. Even if your area of research is slightly different from the project, you can tailor your introduction to the needs of the recipient.

Main points to remember:

  1. Your introduction should not include irrelevant details that reader finds hard to read
  2. Your letter should circulate to the research project you are writing your introduction for. If you go off the track, you will lose the charm no matter how strong your profile is.
  3. Enlist the projects you have worked on in the past and mention them as your achievements

The sample letter given below is an introduction letter that will tell you how you can write your introduction

Sample letter:

I am Mr. Adams working in the IT department for three years. I am interested in the research project your company has initiated in the area of machine learning. I have completed my MS in software engineering with a research background in machine learning. I believe that I can be a very competent researcher and my contribution will be different from the research you initiated.

I have worked for 5 years in various research positions at ABC University. I have also worked as a research assistant of Prof. Johnsons, one of the leading names in the IT industry due to his publications.

On the technical side, I have gained technical experience working in the area of software engineering with the aid of using various python related tools. I am adept at programming languages. I have also worked in a collaborative environment. Hence, I have plenty of knowledge to meet the overall research goals of the industry. I believe that my presence in your research group will make a difference.

If you want to know anything else about me, feel free to contact me. I am looking forward to a positive response from your side.

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Explanation Letter for not Hitting the Target

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Organizations and businesses function by setting monthly or yearly, goals and targets for different departments. These goals are subdivided and assigned to different team leaders, who work towards achieving them with their teams.

If these targets are not met in time, the entire project suffers like all the modules assigned to different teams are interconnected and a delay in one causes a delay in the overall project. Similarly, if a team fails to hit a target set by the employer, it causes a setback to the plan of the organization.

When such a situation arises, the team leader is often asked to write an explanation letter. The purpose of the explanation letter is to describe what went wrong and what was the team leader’s role in fixing the situation and finally and most importantly what they have learned from the incident. They can also suggest ways to improve the situation.

Since these letters are written to the employer or some higher authority the tone should be formal and matter of fact. Do not add any unnecessary details or information. Keep it short and precise but at the same time do not miss out on any important point. Be honest about your fault and suggest practical ways to remedy the situation.

The exact contents of the letter may vary but the general outline is as under:

  1. Greetings: The letter would start by greeting the recipient. As in this case, you know the person you are giving an explanation to, so you can address them directly by name or by their designation.
  2. Introduction: Start the letter by introducing yourself. Apart from your name, mention your department name, the name of your team, and your designation. Then mention the incident you are writing about.
  3. Background: Explain all the details. When was the project assigned to you? What exactly was the project? When was the due date? Mention your team members by name and designation. Mention who was assigned what part of the project and finally explain what went wrong. Be honest and ruthless in your explanation. Without bias or favoritism, give an honest overview. Do not try to lessen your fault or blame someone else for your part. Remember ‘Honesty is the best policy.’
  4. Solution: If there is anything you can do to solve the problem, offer to do that, and sincerely apologize, fully admitting that your slackness or negligence, or a mistake has caused loss or embarrassment to the company.
  5. Ending Statement: End the letter on a positive note showing enthusiasm that by following your suggested solution, the problem would be resolved, or its negative impact would be reduced. Convey your apology once again and assure the boss that this would not happen again.
  6. Salutations: Write down your complete name, designation, and department name. Another important detail is the date which must not be left out.

Sample

I (name) am (designation) of (department name). I am writing to explain why the sales were not up to the assigned target. Sir we were assigned the task to raise the sales of the (cold drink name) up to 20% of the previous quarter’s number. It was assumed that since summers were approaching so this would be a realistic goal.

Sir my team members which include marketing specialists and digital marketing professionals worked day and night to advertise and hence influence the consumers but somehow the result we anticipated, was not achieved and the sales only raised to 10% of the previous quarter’s amount.

Sir, I have given a lot of thought to the issue and after much discussion with my team members, I have concluded that the reason for not hitting the target is that we failed to get the message across to the correct audience. Our advertisements were targeted towards youth especially the digital media consumers are primarily youth.

A more appropriate target audience would have been the middle-aged people who can be accessed more easily by television advertisements or by organizing events like spring festivals or summer galas. This group makes up 80% of our current customer base and we can increase sales by focusing on this group.

Now that we understand this mistake, we intend to make this work in our favor. My team has planned a series of open-mike events. Taking full advantage of the pleasant and sunny weather, we would arrange these events in public parks. As these places have a huge footprint, we are hopeful that our event’s attendance would be high.

Free samples of our cold drink would be offered to the participants at the venue and there would be a stall selling them in bulk at discounted rates. We would also distribute fliers and brochures listing the natural, organic ingredients used and their advantages.

We are proposing that these low-cost events should be organized on all weekends in the next two months in different parks all over the southern region. We have very high hopes that this would help us reach a larger audience who, when given a free drink while relaxing and enjoying live music with friends or family, would respond very positively to our brand.

In the end, I would like to offer my apologies for not coming up to your expectations and request you overlook our mistake. We are hopeful that our new strategy would work wonderfully, and we will be able to deliver the required sales target.

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Complaint Letter against Sweeper

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Complaint letters are written to inform someone in a position of authority, who is providing you a certain service, about any dissatisfaction or inconvenience you are facing. Complaint letters can be written by individuals or businesses. They are written to address a multitude of problems.

A complaint letter may be written to address a grievance, misconduct, transgression, or bitterness against a product or service. They are important as they help you communicate with the people who can resolve the issue.

It may be written against a business that has not delivered the promised goods/products on time or delivered the wrong product altogether. It may be written against individuals who have not provided the service they charged you for.

One such situation when you may have to write a complaint letter is when a service you are being charged for, is not delivered to your satisfaction. On an individual level, this letter would be addressed to the building president.

People living together in an apartment building or residential complex often assign a president from amongst them. This is usually a senior member of the community and his/her job is to collect the service charges from all the residents and pay the gardeners, guards and sweepers hired to take care of the complex.

Any problems or issues related to any of these services, are to be reported to the president, and then they resolve the issues after listening to both the parties.

It is important that the problem is communicated clearly and timely. If there is any evidence that can help prove your point, it should be attached to the letter. The tone of a complaint letter should be firm but polite. Avoid confrontational language and state the facts clearly and with dates and evidence (if any).

The letter should not be very long and should contain strictly relevant information. You should avoid bringing up past bitterness and only raise the current issues bothering you.

The exact contents would differ based on the type of complaint letter you are writing but the general format would be as under:

  1. You would address the person you are writing to. Their name, designation, and address or company name (depending on whether it is a personal or business letter) should be clearly mentioned.
  2. You would start by greeting the person to whom you are writing the letter. Since you would know the name of the person so you can address them directly like ‘Dear Mr/ Ms. [name]’.
  3. You would introduce yourself after that. You can mention your address to identify yourself. After that describe the purpose of writing the letter. It should be stated very clearly and there should be no ambiguity in your language or thought.
  4. In the subsequent paragraphs, explain what the issue is and how is it bothering you. Give all details but do not deviate from the main topic. Do not bring up past grievances or problems unrelated to the one at hand. Stay focused and make sure that you communicate all the relevant details and do not leave anything out.
  5. After describing the problem fully, mention what you feel would be a just resolution to this issue. Be fair and reasonable in your demands.
  6. In the end, you should thank the person for taking out the time to read the letter and express your wish for a speedy resolution of the issue.
  7. Mention your name, address, and the date of writing the letter.

The letter should have no grammatical or spelling mistakes as that would reduce its seriousness and impact. A copy of the letter should be kept for future reference.

Sample Letter

I am writing this letter to register my complaint against the sweeper. I am a resident of block 8 for the last ten years and I have always paid the service charges on time. It is only fair that I get the services I am paying for. As you are well aware that the sweeper is paid to pick up the trash, we put it outside the door daily and wash the stairs at least twice a week.

He has always been lazy in washing the stairs but now he has stopped picking up the trash daily, too. He usually comes on alternate days. The trash stays in the passageway all night and if some stray cat ends up entering the building, it spreads the litter all over the place.

I am not quoting an isolated incident. In fact, it is increasingly becoming a norm. This is not just a source of irritation and stress for us but it is also causing us embarrassment in front of our visitors.

The situation is really getting out of hand and I want to request you to look into this issue at the earliest. Please reprimand him for this negligence and address this problem at the earliest.

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Golf Tournament Announcement Letter

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The purpose of an announcement letter is to inform people about any development which concerns them. It would include all the relevant information people would need considering the development. They can be written to announce a wedding or to publicize the hiring or promotion of a new employee. They can be written to launch a new product or a service or a new job opening or any upcoming event.

Letters are also written to convey news like the death or termination of an employee. Announcement letters can be classified according to their purpose or intended audience. Generally, they are categorized as Personal Announcement Letters and Professional Announcement letters.

As the names show personal announcement letters are written by individuals and professional announcement letters are written by businesses. According to the type of the announcement letter, their exact contents would vary but a general outline is as under:

The letter would begin with greeting the intended audience. In case of an announcement to the public phrases like, ‘Dear All’, ‘Dear Staff’ and ‘Dear Customers’, etc. may be used. Then you should proceed to make the actual announcement in clear and concise words. There should not be any ambiguity so that anyone who reads the letter should be clear about the purpose of writing.

At the same time do not miss out on any important information either. For example, the time, venue, and other details in case of an event announcement. Do not add any unnecessary details to avoid ambiguity. If you are announcing a negative or unpleasant development, keep the tone positive.

It is important to mention all the benefits the event would have for the recipients of the letter. In case of a spring festival, winter gala, or sports event; list all the activities and the different types of stalls that would be there. The purpose of the letter is to spread the news about the subject of your announcement and that can be done best by providing all the relevant information and making it attractive to the public/ employees/ audience of the letter.

One of the commonly held sports events is a Golf tournament. Golf is a game that brings people together in a relaxed and amiable environment to interact and enjoy. Golfing tournaments are great as fundraising events. They are also a great option for alumni reunions. Clubs may also organize these tournaments to encourage and attract new people to become golfers.

When writing a letter to announce a golf tournament, the following points should be clear:

  1. The format of the golfing event: the announcement letter should state clearly what type of golfing event is being organized whether it is Shotgun, Crossover, or standard.
  2. The scoring format should also be announced: The difficulty of the game is directly affected by the way the game is scored. It should be clearly mentioned what scoring format is used. Matchplay, Scramble, Alternate Shot, and four-ball are some of the common formats used at these tournaments. Select the one best suited to your event according to the capability of the players and the type of event you are planning.
  3. Tournament type:

There are three tournament types that pass through a course at one time.

  • The corporate event
    • The league or society
    • The competitive event

It is important that you clearly mention the type of event you are organizing to attract the correct audience. First-time golfers would not enjoy a competitive event and vice versa. Similarly, the type of event you are organizing would be based on the age group you are targeting, and it should be clearly mentioned.

Sample:

I [name] am pleased to announce that our NGO ‘Sweet Life’ is organizing a Golf Competition to raise funds for the poor diabetic patients in our area. As you know that diabetes is a very expensive disease. The daily insulin injections, testing strips, and other tests; the cost keep building up and it is very difficult for people already struggling with finances to survive this disease. Our NGO is sponsoring [number] patients through our [name] project and we want to raise this number by [number] percent.

To this end, we have planned a fun-filled event on [date] for you and your families, ‘A day of Golf’. As the name suggests it is a non-competitive, relaxed day of golfing for all age groups. Our experts would be there to give any new golfers classes and guide them. All the golfing equipment would be provided by us on payment of a nominal fee of [amount]. After paying an entry fee of [amount] you can enjoy an entire day of golf with friends and family with free food and drinks.

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Apology Letter for Late Registration

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Registration is required in various situations for example universities require students to submit their documents and admission papers before a certain date. Similarly, job applications, and property booking offices all require registration before a certain deadline so that they can process the applications and shortlist the candidates for the next step.

If the deadline is missed, the applications received after that are not entertained. Sometimes, due to various reasons, these deadlines are missed by the applicants. When such a situation arises apology letters are written to the concerned authority.

Apology letters are written both in personal and professional capacity to apologize for the inconvenience caused. They are written to give a reason for being late and also to request that since due to the aforementioned reasons they were helpless so their application should be considered.

The tone of these letters should be polite yet formal. It should be written in a clear and concise way. Along with this letter, attach your registration application and all the required documents. Any testimonials from teachers/colleagues/ mentors (whichever are applicable) should be attached.

Generally, the contents of a letter written to apologize for late registration would have the following contents:

  1. Greeting: Formal greetings would be appropriate in this situation. The recipient can be addressed as Sir/ Madam or by their official designation.
  2. Introduction: The next step would be introducing yourself. Name and other details which can help the recipient in identifying you should be mentioned. So that there is no misunderstanding as to who is writing the letter.
  3. Explanation: This is the most important part of the letter as here you explain the reason why the registration got late. It is always a good idea, to be honest, and to acknowledge any mistakes on your part. It is very important that the tone used is apologetic and reconciliatory. Avoid confrontational or passive-aggressive language.

    Remember that you are asking for a favor and the letter should reflect that. Trying using firm but simple language. Explain your situation clearly and add any proofs you might have, of the problem which caused you to get late. Also, you should try to emphasize how important this opportunity is to you and request the authority to which you are writing, to accept your registration.
  4. Closing statement: In the end, reiterate your request for consideration and apologize for being late.
  5. Salutations: End the letter with your complete name and identifying information.

Sample:

I am writing to apologize for the late registration for the scholarship program for a bachelor’s in engineering, being offered by your prestigious university. I applied for this scholarship but before submitting my documents, I was diagnosed with Covid.

I was put in isolation and was quite unwell. After ten days when I was finally covid free, I learned that the deadline had passed and I was late for the registration. As I am not a resident of this city, so I had no family or friends who could submit my documents on my behalf.

Sir, I come from a very humble background and my parents cannot afford to sponsor my professional degree. This scholarship is the only option for me to get higher education in a reputed institution like yours. I am attaching my academic record so you can see how hard I have worked and I deserve this scholarship.

I am also attaching my teacher’s testimonials along with the other documents. If you give me this opportunity, I will not disappoint you.

I would like to apologize for not registering on time and request you to consider my application. I would be extremely grateful if you consider my application.

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