APOLOGIZE FOR A LATE PAYMENT

Sample #1

Enclosed is a check for $100.00 to complete payment on invoice #123. This check should cover the entire overdue balance. Please accept our apologies for this oversight. We are truly sorry for any inconvenience it may have caused you.



Sample #2

By now you are aware that we did not make our March rent payment of $650. We have scrambled for weeks to meet our expenses, but will not be able to get the payment to you until March 20. We apologize for our late payment and hope you can work with us during this difficult time.

We appreciate all you do for us and want you to know we could not ask for a finer landlord. Thank you for your understanding. Please look for the check to arrive in the mail soon.

Sample #3

I am sorry that you have not yet received my payment this month. I recently found an error in my account and didn't want to send the payment until I was sure that check would not be returned. The bank has since accepted responsibility for the error, and I plan to have the funds transferred to you immediately.

The bank has assured me that the circumstances that led to the oversight are unusual and it is unlikely that this will ever happen again. I have been happy with our business relationship and trust that this incident will not jeopardize our future dealings.

Sample #4

Please find enclosed with this letter a check for two months' payment, plus a late fee. I am sorry for the delay, but I was unable to send last month's payment on time due to unexpected medical expenses. I appreciate the opportunity to do business with you and ask for your understanding during this temporary financial difficulty.

APOLOGIZE FOR DAMAGED PROPERTY

Sample #1

I am very sorry and embarrassed that I knocked down your fence post as I was backing out of your driveway last night. I know you had worked hard to get that fence built, only to have someone like me damage it. I offer no excuse. I simply wasn't paying attention.

Of course I will pay for the repair as soon as possible. Jane said that your home owner's insurance policy may cover the damage, so she told me to wait until she had called the company. I'll be glad to follow through on the repairs. It's the least I can do. Thanks for putting up with me. I'll be in touch.



Sample #2

I am terribly sorry that I damaged the book you lent me. I know you take pride in your book collection, so having this happen is undoubtedly disturbing. I will try to replace it if it is still in print. Otherwise, I will compensate you for it. Our friendship is too important to not make this right.

Sample #3

I am sorry for the damage we did to your fruit tree. My children were playing in the tree when the limb broke. I realize you must be very disturbed at the loss of the fruit and the damage to the tree, because you take such good care of your trees and yard. Of course my children are banned from your yard, and our family has agreed to work together to compensate you for your loss. Please let me know what a fair sum would be to pay for the tree surgeon and to cover the cost of the lost fruit. We want to be good neighbors and good friends.

Sample #4

Please accept my sincere apology for the damage I did to your car yesterday. Of course my insurance will completely cover the cost of repairs, but I know this will still cause you great inconvenience. I deeply regret my carelessness and the trouble this has caused you. You can be sure that I will be more careful in the future.

APOLOGIZE FOR OFFENSIVE BEHAVIOR

Sample #1

I owe an apology to all my co-workers and their families for my attempt at being funny at the company picnic last Saturday. I realize now that my costume was offensive to you and your families. I am very sorry.

I know you look forward to the annual picnic as a time for wholesome family activities, and my insensitive garb was not appropriate. I can't undo what I have done, but you have my pledge to help keep the quality of all our activities on a high plane from now on.



Sample #2

I apologize for walking out in the middle of your presentation. I know it was disruptive, and I may have hurt your feelings.

I suddenly was not feeling well and thought it best to leave. I certainly am interested in your work and hope to get a printed copy of your presentation.

Sample #3

I am sorry I took such an offensive tone of voice in speaking with you before your friends. It was not my intention to humiliate you. My own annoyance at another matter clouded my judgment. Please forgive me. I hope this unfortunate misstep will not jeopardize our friendship. You are one of the best friends I have.

Sample #4

I want you to know how truly sorry I am for the joke I told at dinner last night. It was in very poor taste, and I am sorry that it offended you. Looking back on it, I am glad that you let me know how you felt. Please accept my sincere apology for my insensitivity and be assured that I will no longer tell jokes of that type.

CANCEL A MEMBERSHIP OR SUBSCRIPTION

Sample #1

Please cancel my membership in the Doe Security Society of Springfield. I am returning my membership pin and card. Poor health has made it difficult for me to maintain the Society's schedule for continued certification. Please confirm my change in status by return mail. I will appreciate a partial refund of my annual dues.



Sample #2

Please cancel my compact disc membership immediately. My account is 1234. Please do not send me any more brochures, magazines or advertisements. My account is paid up, and according to the terms of the contract, my written notice is sufficient to cancel my subscription.

Sample #3

Please cancel my subscription to your magazine, National News. I have been dissatisfied with the depth of the news coverage, and would appreciate your returning my entire subscription amount, as promised in your warranty. I have enclosed a mailing label for your convenience.

Sample #4

Our company will be moving from Springfield on July 1, and it is therefore necessary for me to cancel my membership in the Springfield Chamber of Commerce. I have enclosed my receipt for membership dues for the full year, and would appreciate receiving a refund of half of the amount.

CANCEL A SERVICE CONTRACT

Sample #1

The time has come to thank you for your excellent work and to inform you that our contract for your housekeeping services will end on May 31.

Although I prefer to renew the contract, my children are getting older and they need to learn to do chores. I believe I am current on my payments.

You may be interested to know that I have recommended you to friends. I am sure they will appreciate your efficiency as much as I have.



Sample #2

Though your service has been excellent, I regret to tell you that I am not renewing my lawn service contract this year. My son is finally at an age where he can do the work.

My account number 1234 is under the name of John Doe.

Again, your service has always been excellent. I am sure you will have no problem replacing us. In fact, you may want to contact Jane Doe at 555-5555. She is interested in your services.

Sample #3

Please cancel our Water by Doe purified water service. Our building is undergoing renovation, and with the new plumbing we will be installing refrigerated, purifying fountains. Our records show that we are paid up to date, through this month. You may remove the cooler units anytime after November 30. We have been nothing but pleased with the service and we will miss Eric, "the water man."

Sample #4

This letter is to let you know we will not be renewing our contract with Doe's Office Cleaning. We have enclosed a check for our last month's service. It has been a pleasure doing business with you.

CANCEL YOUR OWN CREDIT ACCOUNT

Sample #1

Until market conditions improve, we are canceling our credit accounts and making all purchases on a cash basis. Please send me a final statement showing the amount due to close the account.

We have appreciated your service and hope to continue our relationship as business improves.



Sample #2

Due to unfortunate circumstances beyond my control, I must terminate my credit account. According to my records, my account is $369.86 in arrears. You should receive a check for that amount within the next few days.

Thank you for your outstanding service and patience. I hope to reopen my account at a later date.

Sample #3

Due to budget restrictions, we will be terminating our Doe account effective immediately. All further sales will be on a cash basis. We will pay off our account balance immediately upon receipt of a final billing statement. We thank you for the years of fine service on our account.

Sample #4

I am canceling my credit card with you because of the new annual fee and increased interest rate. Enclosed is my check for $100 to pay off my balance. If I have miscalculated, please bill me for the remaining amount. Thank you for taking care of this for me.

COMPLAIN ABOUT A BILLING ERROR

Sample #1

On January 23 I had my 2002 Oldsmobile serviced in your Springfield Lubrication Center, and charged it to my Doe credit card. I have just received my credit card statement and notice that the charge appears twice on the same date. I remember the technician having problems with the computer, so I assume the double-billing was the result of some mistake at that time.

I am enclosing a copy of my bill. I believe the best way to correct the problem would be for you to credit my card account with the amount charged for the service. If you will handle this problem immediately, I think everything will be okay. Thank you.



Sample #2

When I attended your clearance sale last month, I opened a credit account in order to receive the free gift. Earlier in the day I had made a cash purchase for $39.99. Somehow that purchase showed up as a charge on my credit card bill this month. I am not sure how such a mistake can happen, but I trust you will correct the error immediately by crediting my account with the $39.99.

Enclosed is a copy of the receipt showing that I made a cash purchase of the item that appears on the bill. Thank you for your prompt attention to this matter--and thanks for the toaster.

Sample #3

Your brochure advertised a "Romantic Weekend for two for only $355." When my credit card statement arrived, I discovered that the "Romantic Weekend" cost more than $2,000. I am sure there must be a mistake. The bill was posted to my account on May 5, and the reference number was 5555-5555. I have enclosed copies of the statement and the brochure. I trust you will make the necessary adjustments. Thank you for taking care of this as soon as possible.

COMPLAIN ABOUT A DELAY IN AN ORDER

Sample #1

I am eagerly awaiting the arrival of thirty extra large tulip bulbs that I ordered on March 1. Please see the enclosed copy of my order. The bulbs were to arrive for fall planting, but it is already October 15 and our ground in Kansas freezes about November 1. I fear the bulbs may be lost in the mail. Please do everything possible to locate or reship the order so I can plant them before it is too late.



Sample #2

I realize orders must be flooding in for your new spring line, but I've been expecting my shipment for over two weeks. I am wondering what could have caused its delay. On March 30, I ordered two pink and white baby body suits (sizes M and L), two lilac summer play dress (24 mos.), and lilac jellies (size 3). I understood the merchandise was to be sent to my home. Please send my order immediately before spring passes and I am forced to cancel my order.

Sample #3

Your catalogue promises timely delivery, and my bank confirms that my check has been cashed. However, I am concerned because my order has not arrived after nine weeks. On November 12, I mailed an itemized order form requesting three reams of your recycled, 20# bond copy paper and two cases of long security envelopes in off-white. I requested that these items be shipped parcel post to my office at 1600 Main St., Springfield, KS 12345. If the items have been shipped, please notify me and forward a tracking number. If the order was not shipped, please refund my money immediately. I have always had good luck ordering office supplies from Doe's in the past, and I hope we can continue to do business.

Sample #4

I am getting concerned about my order for a new modem. I placed the order on your web site using my credit card two months ago on June 12, 2001; my customer number is 55555, and the name on the account is Jane Doe. I requested that you ship the modem to me at 1600 Main Street, Springfield, KS 12345.

I ordered my modem through you because the price was so low; however, if you cannot get my order to me by August 20, please credit my account, and I will buy the modem locally.

COMPLAIN ABOUT A FAULTY DELIVERY OR A SHIPPING ERROR

Sample #1

Last Saturday I visited your showroom in Springfield and ordered an oak desk and two matching three-drawer filing cabinets for my study. When I arrived home this evening, I found the furniture had been delivered in my absence, but the filing cabinets were the four-drawer style. Unfortunately, I can use only the three-drawer style because I lack room for anything higher.

I will appreciate having these cabinets picked up and exchanged for the ones I ordered as soon as possible. Please call to arrange a time when I will be home. I trust this matter can be resolved very quickly, so I can get my files organized soon.



Sample #2

On March 17 I ordered a box of letterhead stationery for our central office in Springfield. We received your shipment within one week, but the letterhead carried another firm's address.

I am returning the stationery under separate cover, with the needed correction noted. I will appreciate your sending me the correct stationery as soon as possible. Also, I trust you will credit my account with $4.86, the cost of returning the stationery.

Thank you for your attention to this matter.

Sample #3

I received my order of Doe Tulips yesterday. Unfortunately, they looked as though they had been dropped many times and run over at least once. Further, we ordered six dozen. We received only four dozen. Since these tulips would need a miracle to grow, I would appreciate it if you could send me six dozen more of the same tulips. Unless you require me to return them, I will throw the first order in the garbage. I appreciate your guarantee of satisfaction.

COMPLAIN ABOUT AN EMPLOYEE WHO HAS GIVEN POOR OR OFFENSIVE SERVICE

Sample #1

I think you should be aware of the language that one of your employees is using in the children's shoe department. His identification tag shows the name John. I was shocked to hear him repeatedly refer to some children with words such as "bastards" or "dwarfs." I couldn't believe my ears. He seemed to think it was funny. I don't know how many people he has offended, but I found it so offensive that I don't want to go into that part of the store again.

I personally feel he has no place interacting with the public when he lacks the most basic sense of propriety and kindness. Whatever action you decide to take, my daughter and I are certainly willing to act as witnesses.



Sample #2

For several weeks I have experienced such rude treatment from one of your tellers that I refuse to tolerate it any longer. Each time I try to make a transaction through Ms. Doe, she acts as though I were an annoyance. In one instance, she said she has "no patience in dealing with such petty transactions."

I trust that you will speak to her about polite customer service. If she continues to have this attitude, I will move my accounts to another bank. Customers are not an annoyance; we are the ones who pay her salary.

Sample #3

This afternoon I phoned your business for help. A woman identifying herself as Jane Doe answered the phone and proceeded to talk in a most rude and vulgar manner. The words she used are commonly referred to by their first letter by people with manners. I doubt that she is typical of your employees; however, I think that someone should talk to her soon before your business suffers. All of us need to learn something new occasionally. I guess it is her turn.

COMPLAIN ABOUT COMMUNITY PROBLEMS

Sample #1

During the last three months, five homes in our area have been burglarized. As you can imagine, we are very concerned about this trend and hope you will help us. All of the burglaries have occurred on weekend nights when many of us attend high school ball games or other community activities. It is clear that someone is targeting this neighborhood at specific times.

Several of us have met to organize a neighborhood watch program, but we feel we need more help that we can muster alone. We think that increasing police patrols at these vulnerable times and having volunteers remain in the neighborhood on some nights might help. In any case, we need to learn how to protect our homes better.

We would like to schedule a neighborhood meeting during which you or your representative could discuss what action should be taken. Most of the families could be represented on any weekday evening. Could you please let us know if this is possible? Thank you.



Sample #2

I have just learned of the city council's proposal to build a new street connecting 1600 South with Maple Avenue. Many of the residents and small business owners in the area are strongly opposed to such a development. For example, more than one hundred elementary school students would have to cross that road twice each day. Others have equally valid concerns.

We understand that the council has proposed an alternative route in an area where there are no homes or schools. We strongly urge you accept that proposal. I think time will show the wisdom of that choice.

Sample #3

The intersection of Main and Center needs a stoplight before someone gets killed. The traffic there is so heavy that it is almost impossible to make a left turn onto either street. I nearly had an accident myself last week, and I can name at least five other friends who have had close calls. Let the garbage go uncollected for a week, close down the library for a day or two, forgo fixing a few potholes, but put a light at that intersection.

Thank you for listening. I'm sure you'll do the right thing.

COMPLAIN ABOUT HARASSMENT

Sample #1

Several weeks ago I received your invitation to join the "Flower of the Month Club" and to enter your sweepstakes. I declined the flowers offer, but returned the form qualifying me for a chance in the sweepstakes.

Since then I have received monthly shipments of flowers, which I have returned marked "refused, not ordered." I have also received threatening letters telling me that I owe you over $85.00. I have sent you two letters (copies enclosed) explaining the misunderstanding and asking you to correct the problem. Today, I received a threatening letter from a collection agency, demanding payment for the flowers I returned.

Since I have refused the flowers and have explained the situation twice before, I consider this to be harassment. I will not be bullied into paying for something that I did not order. If this continues I will take legal action rather than have you tarnish my good credit rating.



Sample #2

I understand that my payment is three weeks late, but that does not justify your collections office's actions. During the past five days I have received three telephone calls and four letters. In addition, one of your representatives has contacted three of my relatives who have nothing to do with my finances. By anyone's definition this is harassment. I expect you to stop contacting me every day and to stop calling my relatives.

In the meantime, please know that I plan to send you a payment within the next few days. The money will reach your office in about a week.

Sample #3

Is it really necessary to call me at 10:00 p.m. to tell me to send in a payment? I am only one month behind, and I keep in touch with your office, yet you constantly harass me. I have prepared a letter to the State Attorney General's office, describing in detail what is happening and who is doing it. If I hear from you one more time, I will immediately send that letter with a copy of this one to her office. Please leave me alone.

Sample #4

I do not wish to buy mortgage life insurance from your or any other company. I am already adequately insured. Your frequent calls on the subject have become a nuisance. I asked my mortgage company some months ago to remove my name from the mailing lists they make available, and they assure me that this has been done. Kindly stop writing to me and calling me, and remove my name from your list of prospective customers.

If your representative calls me again I will be forced to consider further action to stop this nuisance.

COMPLAIN ABOUT POOR FACILITIES OR EQUIPMENT

Sample #1

We wish to express our concern regarding the bathroom facilities in Doe Park on Main Street. Because of the park's convenient location, our neighborhood children spend many hours after school playing on the playground equipment. Although we ask them to come home to use the bathroom, they sometimes use the park bathroom.

Some of us visited the facilities this morning and were horrified to see their condition. Vandals have broken the toilet, leaving a gaping hole over the exposed sewer. The children claim it has been that way for weeks. The graffiti is appalling. Until something is done, the bathroom is definitely off limits for our neighborhood kids.

Please, either close the facility or repair it immediately. It presents a clear danger to the public health, to say nothing of the moral pollution it represents. We the undersigned ask that your office take swift action. We will be happy to cooperate in any way we can.



Sample #2

I have enjoyed my membership at the fitness center for the past two years, but I have recently avoided the spa because it is so unpleasant. The shower room is especially bad. The floors have become grimy and littered with paper towels and partially used bars of soap. The non-slip mats between the stalls are disintegrating. It simply does not look or feel clean anymore.

I would like to retain membership in the center, but I also want to get good value for my money. I hope these conditions can be improved for the benefit of all concerned.

Sample #3

Our club, The Doe Cloggers, held clogging instruction in the basement of your bank last night. When I rented the facility, I made sure your secretary understood what we were going to do and even invited her to come. Imagine my surprise when we arrived to find the floor covered with heavy shag carpet. Obviously, shag carpet does not go well with clogs. I think it only appropriate that your bank refund our rental fee. You can mail it to me at my address below. I am sure you will understand. I look forward to my refund.

Sample #4

I need to call your attention to the poor condition of the playground equipment outside our apartment. The swings are damaged, the paint is peeling, and most of the bolts which should attach the slide to the rest of the unit are missing. The equipment has been in this poor condition since we moved here and poses a danger to the children in the complex.

Please would you have it repaired or removed? I would be happy to assist with any labor that may be involved in removing it. Unfortunately, I am unable to deal with the problem on my own, as the equipment is anchored in concrete.

COMPLAIN ABOUT RECEIVING DAMAGED GOODS

Sample #1

A few weeks ago I ordered a terra cotta vase through your mail order catalog, but when it arrived it was shattered into several small pieces. It appeared that the box had been crushed by something quite heavy. I hope you have another just like it, because I would still like to receive the vase.

I am returning the invoice that was in the box, and will return the broken pieces, if necessary, to receive a replacement. Otherwise, I will eagerly await the arrival of a new vase. If it can be delivered before Christmas, I will be most grateful.



Sample #2

We appreciate your willingness to deliver our new copy machine a day early. Unfortunately, it arrived with some damage to the front door. The machine works, but the door is an eyesore and doesn't close all the way. I have enclosed a Polaroid photo of the door so you can see the problem. I trust you will send someone to replace the door as soon as possible.

Sample #3

Yesterday my order of flour and sugar canisters arrived damaged. The large flour canister was in pieces. I am returning the canisters with a copy of my purchase order. Please ship us a new set and pay the shipping since we already paid it twice. Thank you for your help.

COMPLAIN TO A NEIGHBOR OR A LANDLORD

Sample #1

I am writing to remind you of the leak in our roof that needs to be repaired. As you will remember, when the last storm hit we had water coming through the light fixtures, causing part of the ceiling to break loose. Fortunately, we were able to contain most of the water in pans and buckets, so the floor was not damaged. I am worried because another storm is forecast for this next weekend. We will be out of town, so we won't be able to handle the buckets.

I am sure you must be as eager as we are to ensure that no more damage is done. If nothing else, perhaps a sheet of plastic could be put over the roof until permanent repairs can be made. I would be willing to help some evening, if you would call to arrange a time.



Sample #2

This winter has been harsh, and I understand how difficult it must be for you to keep the walkways clear of snow and ice, but this morning I slipped down the stairs and narrowly escaped serious injury. The problem is that the rain gutter drips on the stairs when the snow melts, causing ice to build up on them when it freezes.

I hope you will correct the problem immediately, so no one else will slip on those cement steps. We were lucky that I didn't get hurt this morning. We may not have the same luck the next time. I trust that you will remedy the situation quickly. Thank you for your help.

Sample #3

The things I enjoy most about the trees in my back yard are the chirping birds. I don't know whether you know this, but your boys have been shooting the birds in my trees. I have left the dead birds on my lawn, so you can see the proof.

We've been friends for a long time. Please speak to your boys and ask them to do their shooting elsewhere--a target range comes to mind. I appreciate your doing this for me.

Sample #4

I am concerned about the way your dog runs loose in the neighborhood. I understand that it can be difficult to keep an animal confined, but it is also difficult for the neighbors to cope with shredded newspapers and messes on their lawns.

I do not wish to take any official action in this matter. We are neighbors, and I am confident that we can sort the problem out amicably. If you need help reinforcing or mending your fence, I would be happy to assist you.

CONGRATULATE SOMEONE ON HIS OR HER BIRTHDAY

Sample #1

Greetings on your birthday! You have reached a new milestone. All of us at Doe Corporation join in wishing you Happy Birthday and express our appreciation and admiration for all you have accomplished. We are confident you will continue to even greater heights. Thanks for all you do to make us look good. We enclose a book which has been signed by the entire staff. Happy reading.



Sample #2

We extend our best wishes to you on your upcoming birthday and want you to know how much we have enjoyed you as an employee at Doe International. To help you celebrate, we have enclosed a small token of our appreciation for your unselfish service.

Here's to another successful year for you and yours.

Sample #3

I want to wish you a very Happy Birthday and congratulate you on another fine year! I value all our employees here at Doe, but a few distinguish themselves by continued excellence. I value your fine work here more than you know.

Please accept this modest bonus check as a token of my esteem.

Best wishes for the coming year--business and pleasure!

Sample #4

Happy birthday! Have a pleasant day, with just enough partying to have fun, but not enough to cause any wrinkles. We want you to know how much we appreciate you. If you weren't so indispensable, we might have managed to give you the day off !

The whole department joins me in wishing you a pleasant and prosperous year, and many happy returns of the day!

CONGRATULATE SOMEONE ON HIS OR HER ENGAGEMENT

Sample #1

Thank you for sending me your announcement of the good news. Congratulations on your engagement! When John and I first saw the two of you together, we commented that two people couldn't be better suited for each other.

May your marriage be filled with love and laughter.



Sample #2

I see it finally happened. After five years of dating you've decided to get married. Congratulations! We all knew it was just a matter of time. John is a great man and the two of you make a great team.

We all wish you every happiness that marriage can bring.

Sample #3

I just heard the wonderful news of your engagement to John. Congratulations! If ever there was a match that was meant to be, it's you two! I offer you my sincere blessings and best wishes for a very long, happy union.

Sample #4

I was so happy to hear about your engagement. Congratulations! I am looking forward to meeting Jane. If she has even half of your sterling qualities, the two of you will make a wonderful couple.

Here's wishing you many happy years together.

CONGRATULATE SOMEONE ON HIS OR HER GRADUATION

Sample #1

John and I are delighted to hear that you graduated and we extend our hearty congratulations. You have reached an important goal by hard work and perseverance. We know you will take your work ethic into your career and have great success. We have enclosed a small gift and send our best wishes.



Sample #2

Congratulations on receiving your degree! I have heard that the physics program is one of the toughest at the University, and I am quite impressed with you for sticking with it. Your commitment to using your training to improve urban life is commendable. Don't lose the vision!

Please let me know when you begin your job search. Although I can't offer you a job, I have connections with several others who may. Good luck in beginning your new career!

Sample #3

So you finally made it through the mill! I know just how it feels. I couldn't be happier for you. Congratulations!

In the last few years I have watched you grind and be ground. You have really shown your stuff and have every right to be proud.

I am sending a few dollars for you to spend while you are traveling. Eat a good meal now and then. I expect to see great things coming from your direction in the next years!

Sample #4

I was delighted to receive your graduation announcement. I know that you have put in a great deal of work and effort to get to this point, and we want you to know that we are all very proud of you.

Enclosed is a small gift. I hope you will get yourself something you can use and will enjoy. It comes with my best wishes for your future.

CONGRATULATE SOMEONE ON HIS OR HER RETIREMENT

Sample #1

Congratulations on your retirement!

You have been a great asset to the company and we will miss you very much. We always knew that our customers were in good hands when they were with you because you were patient and sensitive to their needs. We have appreciated that quality as well as your loyalty and willingness to accept assignments that were often beyond your normal duties. We will miss your commitment to excellence--and your cookies.

Retirement will be an adjustment but also an opportunity. I hope you will finally do the traveling you have been talking about, and that you will also write that book. You have been wise in the way you have planned your retirement. I hope it will work out well.

and please drop in to visit us from time to time.



Sample #2

I was happy for you when I learned you had completed 35 years of service at the Doe Institute. Congratulations on your long-awaited and richly deserved retirement.

For many of us, your career has been a model to follow. I can't count the times I have come into your office this year alone to ask for advice. You truly have made our department the success it is today, and I think I can speak for all of us when I say we are sad to see you leave.

May you retire knowing that you have made a remarkable contribution and have touched the lives of your colleagues in immeasurable ways.

Sample #3

Thirty-five years is a long, LONG time. But now it's behind you and you have a wonderful retirement planned. Congratulations!

Most of those years were spent toiling away under difficult time and budget constraints, in poor working conditions--and that was just on the restoration of your sailboat!

In lieu of the traditional gold watch, we will be presenting you a Doe Navitron marine compass. We want you always to be able to find your way back home.

Bon Voyage!

Sample #4

So they are finally giving you the boot? Well, congratulations! Nobody around here deserves to retire more than you do. You have seen so much change in the life of this company, and been part of it all. We will all be sad to see you go, even as we envy your new life in the lap of leisure. There will be a retirement party, and a gift, if you can stand it. We all want to send you off in style. We just know you will swing into the new routine without any trouble at all. Best wishes!

CONGRATULATE SOMEONE ON HIS OR HER WEDDING OR MARRIAGE

Sample #1

Sincere congratulations on your marriage!

I don't know when I've felt better about two people getting together, and it's plain to see that you love each other deeply. It's wonderful to see how at peace you are with each other.

My prayer for you is that you will be as happy fifty years from now as you are today.



Sample #2

On behalf of the production staff, I want to congratulate you on your marriage.

We haven't had the pleasure of meeting your husband yet, but we are sure that you have made a perfect decision.

Please accept the accompanying gift as our way of wishing you every happiness together forever.

Sample #3

As the Big Day approaches fast, I want to congratulate you and John! You two are great together--obviously in love--and a joy to be around.

We're sending up a little wedding gift. Be sure to open it before you leave on your honeymoon; it will be useful on a vacation.

We couldn't be happier for you. Here's to many happy years together!

Sample #4

We want to congratulate you on your upcoming wedding. It is such a pleasure to see two people marry who are as obviously made for each other as you two are. Here is a little gift we chose to remind you of our love and admiration for you both. We offer you our warmest and best wishes, always.

CONGRATULATE SOMEONE ON THE ANNIVERSARY OF THEIR MARRIAGE

Sample #1

John and I send you my warmest congratulations on this wonderful occasion. Your completion of fifteen years of marriage is a marvelous achievement, and you have both been such wonderful examples of kindness and consideration to all who know you.

Happy anniversary and may you enjoy many more years together!

PS. We have sent a gift and hope it will arrive within the next few days.



Sample #2

No one is more pleased than I to wish you a happy fiftieth wedding anniversary. I have watched the two of you for many years and have been continually touched by the obvious love and respect you have for one another. You are an inspiration to me as I try to follow your example.

Although no material gift can adequately express my appreciation for the kind of parents you have been, the photo album will have to do. Please accept it with all the love and hope for the future that I have to give you.

May each of you receive all the joy and peace you can find.

Sample #3

Your sister informed me that your nineteenth wedding anniversary is today. Congratulations! My husband and I have only been married for half that time, but I appreciate the kind of love and devotion required to make a happy marriage last as long as yours.

Please accept my sincerest wish for your continued happiness and life together.

Sample #4

The word about town is that your marriage turns twenty years old this week. We want to congratulate you on this wonderful achievement!

These days it's the rare partnership that can last like yours has. Jane and I take strength in your example. We have sent a small anniversary gift to remind you of our admiration. We hope you enjoy it.

FILE A WARRANTY CLAIM

Sample #1

Two weeks ago I received the enclosed pruning shears, ordered from your spring catalog. I was trimming a lilac bush, a relatively simple task for a pair of shears, when the handle split in two. The terms of the warranty indicate that if I am not satisfied, I am entitled to receive a full refund. I want my money back, including my shipping costs, so I have enclosed receipts for the shears and for the shipping. Please send the check to my home address shown on both the check and this letter.



Sample #2

Just over four months ago I purchased an outside CV joint from you. I am already hearing clicking noises when I turn right, indicating that the joint has gone bad. Of course, one of the selling points of this part was its one year warranty. I assume that you will repair or replace the part under that warranty. I am returning it and have enclosed a copy of the purchase order.

I will appreciate your prompt response since I am unable to drive my car without the joint. Thank you.

Sample #3

My new extension ladder does not extend. The channel is obstructed by excess metal. As this ladder was purchased only one month ago, and carries a 90-day warranty, I hope you can replace it promptly with a functioning unit. I thank you for your prompt attention in this matter.

MAKE AN INSURANCE CLAIM

Sample #1

I am filing a claim on my auto insurance to cover the cost of repairing the damage that the recent storm caused to my sports car. The car was parked under a carport, where it was safe from the hail, but the wind brought the carport roof down, causing extensive damage to the top and hood of the car.

I am enclosing three repair estimates. They range from a low of $2,746.00 to $3,468.00. My policy, #55555, has a $400.00 deductible. Thank you for your assistance. I am eager to have repairs completed as soon as possible.



Sample #2

I need to make a claim on my home owner's insurance policy #123. According to three appraisals (copies enclosed) my Rolex watch that was stolen from my home was valued at $7,500. Naturally, the replacement cost is higher, $8,900, as the watch was two years old. The appraisals will bear out these figures. Please reply as soon as possible. Thank you for your time.

Sample #3

My wife, Jane Doe, fell and broke her arm while we were traveling in California last month. She was treated at the California Medical Center, where, as out-of-state visitors, we were required to pay for her care at the time treatment was received. The total came to $1200. I did contact our Primary Care Physician, Doctor Smith, within 24 hours of the accident, as required by the terms of our policy.

Our policy number is 12345. I have enclosed the statements and receipts from the California Medical Center. Please reimburse me as soon as possible.

Sample #4

I need to make a claim on my insurance policy #1234. As I mentioned in my phone call last Friday, my mountain bike was stolen last Thursday night from outside the Springfield Public Library. The bike was locked to a bicycle rack. I reported the theft to the Springfield police as soon as I noticed that the bike was missing, but they have not been able to locate it.

I bought the bike new for $695, and had had it for only three months. The helmet was an additional $35. I no longer have the receipt for the helmet, but have enclosed a copy of the receipt for the bike. Please pay my claim as soon as possible, as I rely on the bike for transportation to work. I am aware of my policy's $250 deductible.

OBITUARY, ANNOUNCE THE DEATH OF A FAMILY MEMBER

Sample #1

Jane Johnson Doe, age 70, of Springfield, died May 6, 2001 at the Regional Medical Center in Springfield, Kansas, after a long illness. She was born January 11, 1931, in Springfield, the daughter of Marvin Blaine and Violet Smith Johnson. She was a member of the local Methodist Church and an officer in the Daughters of the American Revolution. She served for 30 years as a real estate agent in the Springfield area.

She is survived by three sons and one daughter: John, Eric, and Blaine, all of Springfield, and Michelle (Mimsy) Peck of Appledale; 11 grandchildren; two sisters and one brother: Ruth Adams, Denver, Colorado; Joyce Anderson, Colton, Kansas; Harry Johnson, Martinsville, Indiana. She was preceded in death by her husband, John Doe, and her daughter, Jane.

Funeral services will be held Thursday at 11 a.m. at the Springfield Funeral Home, 2300 Riverdale Avenue. Friends may call at the funeral home Wednesday evening from 6 to 8 p.m. or one hour prior to the services. Interment will be in the Springfield City Cemetery.



Sample #2

John L. Doe, 53, died Saturday, October 22, 2001, in an industrial accident. He was born June 28, 1948, in Springfield, Kansas, to Alvin C. and Hilda Smith Doe. He married Jill Wood in 1968. In 1972 he married Anne Johnson.

He retired from the U.S. Air Force as a Master Sergeant in communications and became the owner of an oil distributorship in Springfield. He served as a member of the local school board for five years and was running for reelection at the time of his death. He was also a talented photographer.

He is survived by his wife, Anne, Springfield, three sons, Paul J. and his wife Susan, Boulder, Colorado; John O. and his wife Kristen, Appleton, Wisconsin; Michael R. and his wife, Diane, Riverside, California; two daughters, Elizabeth and her husband Jeremy Edwards, Phoenix, Arizona; and Marie, Springfield. He also has two grandchildren and is survived by his mother, his sister Kathryn Jones, and his brother Sidney, all of Springfield.

Funeral services will be held Thursday, October 27 at 1 p.m. at the Springfield Lutheran Church at 1500 Aspen Drive. Friends may call two hours before the services. Memorial contributions in lieu of flowers may be given to the Springfield Children's Hospital. Interment will be in the Springfield City Cemetery.

Sample #3

Jane Doe, born October 14, 1948, in Springfield, Kansas, passed away Saturday, January 3. She was the daughter of Luther and Marilyn Saunders of Springfield. Jane was an active member of her Springfield community where she resided for twenty-one years. She dedicated her life to her community, husband and children. Ms. Doe was the mother of three children. She was president of the PTA, den mother, and volunteered at the county library. Recently Jane served those in need as a volunteer with Meals on Wheels until her illness became too advanced. Jane was an excellent wife, mother, and neighbor.

She is survived by her husband, John Doe of Springfield; sons Eric Doe of Chicago, Illinois, and Fred Doe of Tallahassee, Florida; daughter Mary Ann Doe-Smith of Denver, Colorado; and parents, Mr. & Mrs. Luther Saunders. Services for Mrs. Doe will be held at Our Lady of Grace Church in Springfield on Tuesday, January 6. Please send your kind contributions to the Women against Breast Cancer Foundation.

Sample #4

John Doe died at the age of 65 as a result of an automobile accident near Springfield, Kansas, on April 9. John lived near the Springfield River where he felt close to God and nature. John, our beloved father, son, brother, and grandfather, was born on July 10, 1937, in Centerville, to Eric and Jane Doe. He is survived by his mother, Jane Doe, of Centerville; daughter, Ashley Stevens of Centerville; two brothers, Fred and Eric Doe of Centerville; and son, John Doe of Springfield.

Funeral services will be conducted on Wednesday, April 17, at the XYZ Funeral Home at 1600 Main Street in Springfield at 2:00 p.m. Friends may call on Wednesday one hour prior to services. Interment will be in the Springfield cemetery.

REFERENCE LETTER OR RECOMMENDATION

Sample #1

I am very pleased to write this letter of recommendation for John Doe. I have worked with many teachers and teacher interns over my thirty-year teaching career, and he stands out among them. John was a sixth grade substitute Social Studies teacher during February and March of 2006, and I had the pleasure of working with him on our team. I found him easy to work with and a personable individual.

I was impressed that John took full responsibility as a permanent teacher, not as a temporary substitute. He put in time and effort above what was expected of a substitute, staying until 8:00 pm, if necessary. He participated in all conferences and meetings held during his interim.

It is never easy to replace a teacher. This sixth grade team can be a difficult group with many needs. John made the transition easy by developing a good rapport with both students and parents. Students respected John Doe, and responded to his caring manner and firm control of the class.

John is a very personable man. Attractive and professional-looking, he has good interpersonal skills and is easily understood by students and parents alike. He carries out every responsibility well and in a timely manner.

In closing, I would like to say that when John Doe leaves Imaginary Middle School, its loss will be another school's gain. I believe he would be a tremendous asset to any school. He is a colleague with whom I am proud to teach.

You may reach me vial E-mail at me@doe.com or by phone at 555.5555. I will be happy to provide additional information or answer any questions, if needed.



Sample #2

Employment Review Committee:

I am pleased to recommend Jane Doe as a candidate for the position of office manager. Ms. Doe has been a capable manager in our Springfield office since 2000.

During her tenure there, Jane almost single-handedly doubled the revenue of her division. In 2002, she implemented a restructuring of the sales force, markedly increasing sales and reducing travel expenses. Her interpersonal skills and emphasis on efficiency has made Springfield our most productive branch. I regret that she has decided to leave us.

Ms. Doe has expressed her desire to move on to a position that affords her greater flexibility and growth potential. I enthusiastically recommend her for this position. If you have any questions I can answer about Ms. Doe's exceptional record with our company, please do not hesitate to contact me.

Sample #3

It is my pleasure to recommend John Doe as a new employee in your company. I have worked closely with him for more than five years as his supervisor and have found him extremely competent and enjoyable to work with. He is bright, innovative, and dependable. Among his many accomplishments, he suggested and developed a procedure that resulted in an annual savings of over $100,000. I am sorry to see him leave, although I wish him well in his future employment. Valuable employees are sometimes difficult to find.

Sample #4

It is with pleasure that I write this letter of recommendation for John Doe who, under my leadership, has served as supervisor of production for the past three years.

From the beginning, John has steadily moved upward in the company. He began as a programmer in our maintenance department, then soon graduated to a senior position in research and development, and now holds a supervisory position.

Throughout his employment with us, he has consistently displayed a remarkable ability to cope not only in high stress situations, but to actually thrive in them. Last year, when notified of a shortened deadline on an important project, he managed his team with confidence and efficiency, despite the time constraints. We were all surprised and grateful when he produced the completed project ahead of schedule.

I am sorry that John will soon leave us, but I know that this move is important to him for personal reasons. I give you my highest recommendation with confidence that John Doe will use his experience and abilities to serve you well.

REQUEST A COPY OF AN OFFICIAL DOCUMENT

Sample #1

I am writing to request a copy of my graduation certificate awarded in the spring commencement services. Unfortunately, I lost the original when my briefcase was stolen from my car. I am enclosing a copy of the police report to support my claim, along with a certified check for $27.50 to cover the replacement fee. My name and other identifying information are included in the report. Please send the certificate to the address below. Thank you for your assistance.



Sample #2

Please send me a certified copy of the plat map that encompasses 1600 South Main Street, Springfield, KS 12345, and mail it to that address. I have enclosed $15.00 to cover the copying charges and $2.50 for shipping. Thank you for your prompt attention.

Sample #3

I am engaged in genealogical research and need a long copy of my great grandmother's birth certificate. Her birth was registered in Chesham in England on June 20, 1865. Her name was Ellen Margaret Brown or Emma Margaret Brown. I do not know her parents' names. Is this sufficient information to locate her birth certificate?

I have enclosed the standard fee plus postage. If there are any further costs to be defrayed, please contact me at the above address. Thank you very much for your help.

Sample #4

Please send me a copy of each of my children's immunization records. Their names are Eric and Susan Doe. Eric was born on October 30, 2001, and Susan was born on January 14, 2004.

Our new address is 1600 Main Street, Springfield, Kansas 12345. Thank you for your assistance.

REQUEST ESTIMATES OR BIDS

Sample #1

On behalf of the Doe Corporation, I invite you to submit an estimate for an alarm system for our new headquarters which will be located in Springfield, Kansas.

Enclosed is a packet which outlines the specifications for our request and the layout of the buildings. We want a complete estimate for your deluxe security system by December 1, along with a guarantee that you can finish the system within two weeks of signing the contract.

Thank you for your help.



Sample #2

We are currently accepting bids for replacing the rail fence that borders three sides of the Doe property. The job will include dismantling the present fence, cleaning the area, and hauling away the debris. We want to build a new five-foot high cedar fence in its place.

Attached to this letter is a detailed sketch of the property. We will secure all formal approvals in advance, so your estimate need not include city building clearances.

If you are interested in bidding, we would appreciate your quotation on or before 3:00 p.m. Friday, March 15. Send or deliver your bid to Doe Designs, 1600 Main Street, Springfield, Kansas 12345. We hope to hear from you soon.

Sample #3

I am writing to request your bid for the purchase and installation of three Doe bicycle vaults in the parking lot adjacent to our building. This is to be a comprehensive bid for installation, following Doe's specifications as shown on the enclosed pamphlet. Enclosed you will find documentation that there are no underground utilities in the area of the installation. The contractor will be required to secure the necessary permits.

Your signed and sealed bid must be returned to my office by 5:00 p.m. on October 1. Thank you.

Sample #4

As a Springfield contractor, you are invited to submit a bid on the Doe Mansion. We are seeking bids on construction of the entire mansion, including all subcontracted work. The complete plans and specifications are available at Doe Industries, 1600 Main Street, Springfield.

We will be accepting bids until January 4, 2003 at our offices on our standard contractor's forms.

REQUEST INFORMATION FROM A GOVERNMENT AGENCY

Sample #1

I own business property in the area west of the railroad tracks in downtown Springfield, Kansas that was recently declared a blighted area. Please provide me with all information and forms required to apply for a property rehabilitation loan under the Urban Renewal Act. Thank you very much.



Sample #2

I want to lease land in the Doe National Forest to build a cabin. Would you please send me whatever information, forms, and applications I will need to secure such a lease. I am a US citizen, living in Kansas. I would like to begin construction next summer, so I would appreciate your prompt attention to my request. Thank you for your help.

Sample #3

While clearing property I own along the Springfield River, I uncovered what I believe is the remains of a pioneer homestead. Please send me any information pertinent to my rights and responsibilities regarding this discovery. I wish to bring this possible find to the attention of the State Historic Preservation Officer, and possibly get it listed on the National Registry of Historic Places. I thank you for your prompt attention to this matter.

REQUEST THAT SOMEONE WRITE A LETTER OF RECOMMENDATION IN YOUR BEHALF

Sample #1

As I work toward the completion of my application for graduate schools, it has been important for me to identify the individuals best equipped to write letters of recommendation on my behalf. Clearly, of all my mentors you have contributed the most to my intellectual growth, and you have the best/clearest perspective on my experiences and abilities; and so I am writing today to ask for your support in my efforts to continue my education.

Although I know that you have many previous commitments and responsibilities, considering that my letters of recommendation are not due until (Date), I hope time will allow for you to assist me. I have enclosed the recommendation forms for each university to which I will apply. Of course, if for any reason you are not willing or simply not able to contribute a letter, I will understand. You have contributed much to my education already, and I remain deeply grateful.



Sample #2

I am writing to request a letter of recommendation in support of my application for the service manager position. During my two-year employment as your chief mechanic, I certainly hope that I improved my value to the company in the auto shop.

Doe Industries is currently seeking a motor pool service manager. I would be supervising the repairs and maintenance on the 40-vehicle fleet, as well as performing administrative duties in the motor pool, such as hiring new personnel and ordering supplies.

I believe my experiences with you at Springfield Diesel, both with the actual machinery and with the administrative operations, qualify me for this position. I have enclosed a copy of my letter of introduction, so that you will have my current address and phone number. Thank you very much for your help.

Sample #3

I am writing to ask if you would be willing to draft a letter of recommendation for me. As you know, I was a victim of the recent layoffs that were caused by the merger.

I think you know my abilities as well as anyone, and I hope you can give some specific details of our experiences together on the design team at Doe Aerospace. You also are familiar with my skill as a problem solver and mediator between designers advocating conflicting courses of action. I am setting my sights on a management position this time, so anything you can say about my ability to manage, supervise, and motivate people would also be useful.

I appreciate all the help you have given me in the past, and if I can reciprocate this favor, please let me know.

Sample #4

This month I am applying for a position as a typesetter with Doe Publishers. It's been just over a year since I worked under your supervision at Graphmaster. Because of the extensive training you gave me there, I naturally consider you one of the best references to vouch for my typesetting skills. Would you be able to prepare a letter of recommendation for me?

I'm hopeful you'll consider describing for Doe the broad range of projects I worked on while at Graphmaster--from fliers, newsletters, posters, and wedding announcements to some book-length projects. Also, since the position I'm applying for requires some versatility with various desktop word-processing and typesetting applications, could you also mention my computer literacy?

I'd greatly appreciate your help and feel that your recommendation will help me compete successfully for this position. I hope this will not be an imposition. I've enclosed a stamped, self-addressed envelope for your use in forwarding the recommendation to Doe. Thank you very much for your assistance.

RESIGN FOR HEALTH REASONS

Sample #1

With much reluctance I wish to inform you of my resignation as Personnel Director, effective as soon as arrangements can be made to hire a new director. Last week, while inquiring about changes in my productivity, we discussed the fact that despite adequate sleep and nutrition I had been feeling unusually tired. We concluded that a visit to the doctor was in order. Since then, my doctor has informed me that I have Chronic Fatigue Immune Deficiency Syndrome (CFIDS). Unfortunately, the erratic hours and the fast pace of our work environment worsen the effects of my illness. For these reasons, my doctor has advised a cessation of all work activity and full bed rest for an indefinite amount of time.

I am distressed that poor health dictates that I must quit my job. I searched a long time to find the kind of job that not only encourages the use of my creativity and is intellectually stimulating, but also affords an opportunity to meet with a variety of people on a daily basis. I appreciate the opportunity I have had to work here and sincerely hope that I may return when I regain my health.

Because my current major projects have been completed, now is the best time for my departure. Except for a few minor tasks, there is nothing that demands my immediate attention. However, if problems should arise, please contact me at home and I will gladly assist you in any way I can.



Sample #2

Effective immediately, I resign from my position as a counselor. I can no longer bear the high level of stress here at the Medical Center. I am, however, glad for the opportunity I have had to work here. This past year I have learned a great deal about my capabilities, as well as my limitations. Now that I realize I am not well-suited for this type of work, I intend to change my course of study. Fortunately, I discovered this before expending time and money in a field that is not right for me.

I decided to quit last week when Jane Doe notified me that she wanted to return to work here as soon as we had an opening. Since Jane is a previous employee, training her for this position would not be an issue. As she can assume my duties immediately, this should provide a workable solution for all parties involved.

Sample #3

Although I enjoy working here at Doe Realty, I am compelled to offer my resignation as a field representative, effective two weeks from today, or sooner if possible. I wish I could do otherwise but recent events have persuaded me to carefully examine the direction my life is taking. Unhappily, my position, which requires frequent entertaining of company clients, dramatically increases my exposure to alcohol, which has become a serious problem. Because my health and family are top priority, I must remove myself from all circumstances which could threaten my full recover from this addiction.

But my job has been a wonderful experience. In addition to fostering intellectual growth, it has afforded opportunities of travel and adventure. I cherish the relationships I have had with my colleagues and I will miss all of you, but it is time to change the direction of my life. I am confident that the expertise I have acquired will enable me to find a good position elsewhere.

I expect to complete all of my outstanding obligations within the next week. Furthermore, I have arranged for my colleagues and my assistant to assume my responsibilities should it take longer than is expected to find a replacement.

Sample #4

With much regret I advise you of my intention to resign as Director of Marketing as soon as a replacement is hired. Let me assure you, my decision to retire early is as unexpected for me as it is for you. I was recently diagnosed with a severe illness and advised by my doctor to decrease my work activities immediately. Although my responsibilities here bring me a great deal of satisfaction, they also cause a considerable amount of tension and anxiety. Hence, it is imperative that I contemplate my early retirement and plan for a more serene lifestyle.

Please accept my heartfelt thanks for your support, encouragement, and cooperation over the years. I have been fortunate, indeed, to work for a company that provides a challenging yet pleasant atmosphere. Close ties cultivated with my co-workers have greatly enriched my life. My admiration and respect for them make it that much more disappointing to end my career with Doe Corporation. It is truly disheartening that the state of my health must govern my decision to retire.

Because I understand that my precipitous departure could create transitional problems, I want to assure you that I will do everything possible to see that my duties are efficiently assumed by my replacement. Despite my doctor's directive, I anticipate consulting on a part-time basis during the busy seasons. If you are interested, I am available to help out on those occasions. Knowing that the door is open will help make my obligatory retirement somewhat more appealing.

RESIGN FROM A JOB BECAUSE OF A PERSONALITY CLASH OR CONFLICT OF VALUES

Sample #1

Experiences over the past several months convince me that I must resign from my position as counselor, effective no later than two weeks from today. When I was initially hired at Doe Corporation, I thought that this was a company believed, as I did, that the relationship between a company and its employees should be mutually beneficial. Poor wages, infrequent raises, uncompensated overtime, routine layoffs, and an excessive workload have convinced me otherwise. Therefore, I can no longer work for a company that clearly undervalues the worth of its employees.

I want to thank you, however, for being a wonderful supervisor. I appreciate the time you took to discuss my concerns with me. I know you did everything you could to improve our working conditions, but the fact that your efforts have been persistently ignored by upper management is indicative that things are not about to change in the near future. I sincerely hope that my resignation does not adversely reflect upon you in any way.

Two weeks should provide adequate time for me to complete my assignments. According to current policy, I suspect my duties will be assimilated in the usual way. Nonetheless, I will gladly ensure that my more difficult accounts are settled before I leave.



Sample #2

Regretfully I inform you that I must resign from my position as a counselor, effective immediately.

Three weeks ago, my supervisor informed me that a co-worker was criticizing my work. According to my superiors, she gained access to my personal files and work bins. She then alerted my supervisor and the office manager about my supposed violations of company policy and file errors. Although I may have erred unintentionally, I think it is inexcusable to allow another employee to rummage through my area without my consent. Your unwillingness to challenge this violation of my privacy makes it impossible for me to feel secure working at Doe Corporation any longer. .

Because I have enjoyed working here up to this time, my decision to resign is not taken lightly. The work is both exciting and challenging. During my tenure I have gained important skills that will be useful in years to come.

I regret that these circumstances make it necessary for me to leave abruptly. In order to allow my successor to assume my duties without undue effort, however, I am leaving detailed instructions that explain each of my responsibilities in detail.

Sample #3

Please accept this letter as official notification of my intent to resign from my position as a counselor, effective two weeks from today.

Ever since Doe Corporation hired a new manager, I have been in turmoil. The relationship between employee and manager should be one of mutual respect and support. Instead, our current manager uses bullying and verbal abuse as a management style. Unfortunately, these tactics directly oppose my personal business philosophy, which advocates a more sensitive approach. Not only is it unconscionable for me to work in such a hostile environment, it is also physically and mentally debilitating to work under such stressful circumstances.

Resigning for these reasons is extremely disconcerting but, given the circumstances, I don't feel I have much choice. Senior management does not seem troubled by John's inappropriate behavior toward his employees and I, therefore, doubt that changes are imminent. These present difficulties do not negate the fact that I have derived much enjoyment in years past from my employment here. Also, the training I received here is superior to that of other companies. These considerations make this decision especially difficult. I sincerely hope to find another position as rewarding as this one has been.

Two weeks should be ample time for me to orient a replacement as well as to fulfill my obligations. If I can do anything else to facilitate an orderly transfer of duties, please let me know as soon as possible.

Sample #4

Please accept this letter as official notification of my intent to retire early. If convenient, I would like to schedule my date of departure for the end of this month. However, if you feel my leaving then will present serious difficulties for my associates, I will gladly stay until the end of next month. However, I don't believe there should be any reason for me to postpone my retirement beyond that time.

Recent events have motivated me to reexamine my reasons for working here. Ever since this company acquired the Doe Corporation, I have been dissatisfied with my job. When I was originally hired, we agreed that my travel time would be kept to a minimum, but now I am expected to travel across the country each week auditing files. Unfortunately, my family obligations render this expectation unacceptable. Because I enjoyed my job so much before the merger, however, I am upset that it has come to this. But since I have been given no other alternative, I am confident this decision is in the best interest of all concerned.

The company has contributed immeasurably to my professional career. I will always be indebted to you for granting the financial assistance needed to further my education and for company-sponsored training seminars, which permitted me to acquire the proficiency needed to excel in my profession.

Although I plan to work elsewhere, I also intend to do some part-time consulting and would enjoy being involved in special short-term projects. Please let me know if you are interested in including me in these activities. If there is anything else you would like to discuss with me, I would be happy to meet with you at your convenience.

RESIGN FROM A JOB IN WHICH YOU DO NOT FEEL VALUED OR APPRECIATED

Sample #1

I am sorry to inform you that I have decided to resign from my position as a computer programmer in order to seek a more rewarding position elsewhere. This resignation must become effective no later than two weeks from today's date.

I have concluded that my contributions here are unrewarded and my ideas ignored. I have much to offer and feel frustrated that I am consistently passed over for special projects. It is important to me to work for a company that encourages creativity rather than restricts it. Although your compensation has been fair, you have been unable to provide other types of incentives that I need.

Nevertheless, my time here has not been wasted. I have gained experience and have honed my skills. I have worked with a dedicated group who has earned my respect and admiration. I sincerely wish co-workers well in their future endeavors.

Because you have indicated that my work is excellent, I would appreciate a positive recommendation from you should any prospective employers inquire about my qualifications. If you feel you are unable to satisfy this request, I would sincerely value an opportunity to discuss with you any reservations you may have.



Sample #2

This letter is to inform you of my decision to resign from my position as a technical writer, effective in two weeks.

Again, I have been passed over for promotion. Despite sterling evaluations from my superiors, the challenges and rewards I seek from my employment do not appear to be forthcoming. It is, therefore, unconscionable for me to remain with a company that neither rewards my accomplishments nor recognizes my potential.

My frustration, however, does not diminish the fact that my friendships here have been a source of pleasure and satisfaction. I wish everyone the very best.

Because all my projects are complete and my assignments are up to date, my replacement should have little difficulty taking over my responsibilities. However, if any problems should arise, you may contact me at 555-5555, and I will be happy to respond to any questions you or my replacement may have.

Sample #3

This letter is to notify you of my intent to resign from my position as Assistant Personnel Supervisor. Please make my resignation effective as soon as a replacement is hired, but no later than the end of next month.

Although I enjoy my job tremendously, I am terribly disappointed that I received only a 2 percent salary increase this year. My evaluations have been consistently outstanding, but my salary does not appropriately reflect this fact. I live from paycheck to paycheck, so I require a moderate increase in order to meet escalating living expenses.

Despite my frustration, I will always be thankful for the opportunity I have had to improve my skills and gain additional experience. Undoubtedly, my responsibilities here have helped furnish me with the expertise required for the position I recently accepted with another company at a much higher salary.

Because several of my co-workers share the same responsibilities that I do, the transition should not be difficult. If there is anything I can do before I leave, please let me know.

Sample #4

I am resigning as apartment manager--effective in two weeks. We have talked many times about apartment repairs, city code compliance and parking shortages. You continue to make promises, I continue to stave off angry tenants and the problems remain. I enjoy interacting with the tenants, but not on these terms. I also have apartment problems of my own and so I sympathize with their complaints. Please accept my resignation along with my notice to vacate the apartment, effective at the end of this month.

RESIGN FROM A JOB WHEN FORCED OUT UNDER PRESSURE

Sample #1

Disappointing and unexpected circumstances demand that I submit my resignation from my position as Area Coordinator, effective immediately.

I recently received word that my territories have been reassigned and that I must either transfer to a neighboring state or submit my resignation. Because my husband's current position is far more lucrative than mine, it is not financially prudent for me to transfer to another location. I wish to seek another position similar to this one immediately.

Despite my disappointment, I want to thank you for the excellent training I have received while working at Doe Corporation. I have no doubt that the skills I have acquired will enable me to find other employment more in line with my career objectives.

My files are in order and up to date. Each one has extensive notes detailing events that took place prior to reassigning the territories. My successor, therefore, should have little difficulty assuming my responsibilities.



Sample #2

Under extreme duress I submit this letter of resignation from my position as Project Planner, effective today.

Over the past six months, my responsibilities have slowly been eliminated. When I started here I regularly put in 60 hours a week. Now, I sit in my office with little to do. Most of my responsibilities have been dispersed among my peers; yet additional assignments have not been forthcoming. Attempts to discover why this is so have been futile. For these reasons I have concluded that I must resign.

Because my duties have largely been assumed by others, my leaving should not create any major problems. If there is anything you wish to settle, please notify me as soon as possible.

Sample #3

Given the choice to either resign or be discharged, I hereby submit my resignation from my position as a technical writer, effective two weeks from today.

Because I don't understand why I have been forced to resign, I feel angry and betrayed. You requested that I quit publishing my writings on controversial topics while employed at Doe's, but you did not stipulate that I must also cease to do research. I have stopped publishing, but still you maintain that I have not fulfilled my obligation to you. In my view, this is wrongful termination and I will consult with an attorney shortly.

I envisioned a long, fruitful career here at Doe's and I am deeply distressed that this is not going to be the case. My responsibilities were both challenging and rewarding. When a replacement is hired, I will gladly explain what this position entails and how to fulfill each obligation properly. Also, I will update my superiors and forward to them difficult or confusing projects that I am unable to complete before my departure.

Sample #4

I am resigning as air traffic controller, effective tomorrow I love my work and my record, prior to Tuesday's fatal runway accident, is flawless. Nevertheless, I submit my resignation, but under protest.

RESIGN TO TAKE ANOTHER JOB

Sample #1

After spending nearly five years consulting for Doe Development Company, I will be moving on to a new assignment. Effective (date), I will begin my new assignment working for City Insurance in the Phoenix Regional Office.

The past five years have been very exciting. During that time, I have greatly appreciated your support. I believe City Insurance has a few products that will be of interest to you. Once I have settled in, I will contact you to review your group health insurance needs.

Starting Monday, (date), I can be reached at 555-5555. Let's keep in touch.



Sample #2

I am sorry to inform you that circumstances dictate I must resign from my position as Division Manager. I prefer to leave at the end of this week, if that is convenient. If not, I will gladly comply with the company's request to give two weeks termination notice.

Each year my financial obligations have increased; unfortunately, my salary here has not been able to keep up with these demands. As a result, I have been forced to reconsider my employment here and have concluded that it would be best for me to seek employment with a company better equipped to meet my financial requirements. Despite this, it is with mixed emotions that I have accepted a position elsewhere that carries a higher salary with possibilities for future advancement,

Please accept my thanks for the opportunity to work with you. The guidance you have given me has proved invaluable and has prepared me well for my new position. I have enjoyed the challenges presented here at Doe's, and I sincerely hope that I have returned adequate service for all the benefits that I have received.

I would be happy to help you find and train a suitable replacement. Because my projects are current and because I have left detailed instructions illustrating how to perform my job duties on my desk, my successor should have little difficulty assuming my responsibilities. Please let me know if there is anything else I can do to help make this a smooth transition.

Sample #3

Please accept my regrets in resigning from my position as Stockroom Manager, effective two weeks from today's date. Eager to pursue new challenges, I have decided to accept a job offer in a field more closely aligned with my course of study. My new position will put my talents and interests to work in a new and exciting area.

Although I have accepted a position in another field, it does not detract from the fact that my job at Doe's has provided me pleasure as well as insight into my hopes for the future. I have enjoyed working with all of my friends here, and I want to thank everyone for their support over the years.

When my resignation date arrives, I expect all my projects to be current and my obligations fulfilled. If there is anything else I can do to help make this a smooth transition, please let me know.

Sample #4

Please accept this letter as official notification of my resignation from my position as Floor Manager, effective immediately. Financial considerations and a desire to further my career compel me to accept a job offer from a company that is better able to fill my present needs.

Although I am disappointed that size constraints placed upon the company deny rapid upward mobility, I feel deeply indebted to you for skills I have acquired and experience I have gained. My job here has been a great source of personal satisfaction and a foundation from which I have cultivated many irreplaceable ties with co-workers.

To ensure that the transition goes smoothly and to enable my successor to proceed without undue interruption, I will prepare project status reports and explain all procedures necessary to complete each assignment successfully.

SYMPATHY, THANK SOMEONE FOR EXPRESSIONS OF

Sample #1

We deeply appreciated your thoughtful card and beautiful flowers. They were wonderful symbols of your friendship that means so much to us. We are looking forward to returning to our daily routine soon and spending time with friends like you.



Sample #2

Thank you for the beautiful flowers you brought after my surgery. I must confess I was a little depressed with this recent turn of events, but your thoughtfulness brightened my day. It is at times like these that one truly values good friends.

I deeply appreciate your friendship and I don't think my recovery would have been so rapid without it. It means a great deal to be surrounded by people who truly care. I will always be grateful for your thoughtfulness.

Sample #3

Thank you for the staff's kind letter at my mother's passing. John and I have appreciated the care they gave her during those last difficult days, and the letter reminded us that we have some dear friends at the Springfield Nursing Home. Mother would want you to know that you made her feel very much at home during her stay there, and we will always be grateful to you for your many kindnesses.

Sample #4

John and I want you to know how much we appreciated the support you gave and the beautiful flowers you sent to our son's funeral. Our grief would be much harder to handle without the kindness and support of friends like you. Johnny was a very sweet, loving son, and we are very grateful he was a part of our family. He will always be with us in loving memories. Thank you so much for your expressions of love and sympathy.

SYMPATHY FOR THE DEATH OF A BUSINESS ASSOCIATE'S FAMILY MEMBER

Sample #1

I have just learned of the death of your father. I have always had the highest regard for him. He was the epitome of a refined gentleman and always treated everyone with utmost respect. I know this is an enormous loss, but you may be comforted by the knowledge that he left the world better than he found it. My sincere condolences to you and your family.



Sample #2

The news of your daughter's accident has saddened all of us at Doe Corporation, and we extend our deepest sympathy for your loss. I know she brought you great happiness. The passing of a child is especially difficult for loving parents. We extend our deepest sympathy to your and your family.

Sample #3

Words cannot express how sad I was to hear of your loss. Although I wasn't close to Jane, I always admired her energy and positive attitude as she came to greet you for lunch each day. She must have been a magnificent support for you as a wife and as a great friend.

I know this must be a very difficult time for you, so please let me know if you need more time off to handle these important affairs.

Sample #4

My staff and I extend our sympathy on the death of your wife. Although we knew her mostly through the stories and photographs you shared with us, we sense the loss you are experiencing. Please let us know how we might help during this difficult time.

SYMPATHY FOR THE DEATH OF A CHILD

Sample #1

I read and reread the article in the paper this morning telling of the death of your baby. We do not know why these things happen. You can be comforted by the fact that your child was so beautiful and so loved by both of you while she was with you. Please know of my sympathy and caring.



Sample #2

News of Eric's passing has stunned our entire family. Our deepest condolences to you and your family at this heart-rending time. Eric's passing is particularly poignant because he was so bright and active. Our own son, John, looked up to Eric as his hero. Eric was the kind of young man that the younger boys wanted to imitate because he was so talented and friendly to everyone. He was a credit to his wonderful family. We will miss him very much.

Sample #3

I can't imagine the terrible loss you must feel at the death of your young son. I hope you will feel somewhat comforted in knowing that you couldn't have been more caring and supporting parents. His life was a blessing to all who had the privilege to know him.

We offer our deepest sympathy and open arms during this painful period.

Sample #4

I cannot imagine any pain more severe than that suffered when a child dies. Please know that my thoughts and prayers are with you and your family. I will be in touch with you by phone shortly. John and I are available to help in any way we can.

SYMPATHY FOR THE DEATH OF A FRIEND OR RELATIVE

Sample #1

I just read in the paper that Jane passed away. I feel a real loss in her passing and want to extend my sympathy to you and your family. I will always remember Jane as an honest and cheerful woman who loved to work with young people. Our family is privileged to have known her. In the months to come, please know that our family loves and cares about you. We will be in touch.



Sample #2

I was deeply saddened to hear of John's passing. John was a fine man and a significant influence for good in others' lives. I will miss him a great deal. Please remember that I am here to help however I can. Don't hesitate to call if you need help with funeral or estate matters or if you simply need a listening ear.

Sample #3

Please accept my sincerest condolences at the death of your dear daughter. She and I spent our freshman year in college as roommates and have since shared a wonderful relationship by telephone and mail over the years. She was an important part of my life, and I feel her loss deeply.

Enclosed are a few choice letters that she wrote to me concerning her feelings and thoughts about you. I thought you might want to know how lovingly she spoke of you as not only her kind and loving parents, but also as her friends.

Sample #4

I was shocked and saddened to here of John's death. I will miss his warmth and humor. His visits to my home and office were always a treat. It is difficult to know what to do in times like these. I want you to know that you are in my thoughts and prayers. Please let me help you handle some of the many things that you certainly have to do. I am a phone call away. My time is yours.

SYMPATHY FOR THE DEATH OF A PERSON WHO HAS BEEN ILL

Sample #1

Please accept my sympathy at the passing of your wife. I am sure that following her long illness it is a blessing that she no longer suffers. You can take comfort in how you cared for her so long and lovingly. No one could have done better.



Sample #2

I am at once sorry and relieved to hear of Jane's passing. Like all of you, I loved and admired her dearly. Few people can be a productive as she was throughout her life. Because she was so bright and had such vitality, I am sure she would have suffered greatly had she lived much longer in her condition. Although we hate to lose her, we are glad she didn't have to suffer long. Sometime in the near future I would like to bring some photos of your mother from our college days. Please let me know when that would be appropriate.

Sample #3

I was saddened to hear that John had died, but relieved for both of you that the painful struggle had ended. Please accept our warmest sympathy. Through these last months you and John have displayed tremendous courage, which has been an inspiration to us all. Your example was one we can remember when we too must face difficult moments. I thank you for the strength you gave us while we thought we were helping you. Our love and thoughts are with you.

Sample #4

I am sorry to hear that after a valiant battle with cancer your father has passed on. It seems unfair that his illness was properly diagnosed only three months ago and he is already gone.

My thoughts and prayers are with his family and friends who must now accept this sudden reality. I hope good memories can help ease the pain.

SYMPATHY IN A CASE OF SERIOUS OR TERMINAL ILLNESS

Sample #1

I am so sorry to hear of your illness. It brings to mind the many times you have given your time to nurse others in similar situations. I would like to do the same for you. With your permission I would like to come over each morning to help you get ready for the day.



Sample #2

I have been thinking a lot about you and the discomfort you are experiencing these days. I wish I could do more to help, but rest assured that you are in our thoughts and prayers. Although we have lived far apart for some time, many of my fondest memories are of those times when we camped in the mountains. I hope we can do it again. Keep those spirits high! Jane and the children send their best.

Sample #3

I was devastated to hear of the severity of your mother's illness. When we were children she always gave us much-needed advice over a glass of cold milk and a plate of warm cookies. And as we have grown older, she has continued to give us wise counsel. She has always had remarkably clear perspective. I cannot help but feel that it is my turn to give something back. Please give me a call and let me know how I can help.

Sample #4

It was a shock to learn that John suffered a serious stroke. It still doesn't seem like a reality. After my neighbor suffered a stroke, he regained his ability to walk and speak although it took several months of therapy. I am hoping and praying for a favorable medical prognosis for John. I would be happy to drive you to his doctor's appointments if you should need the help. Just let me know what I can do.

THANK SOMEONE FOR A FAVOR

Sample #1

I want you to know how much I appreciate your taking care of little Eric on Tuesday. It is rare to find such kind friends, especially ones who you can call at the last minute. With your help I was able to get to my doctor's appointment on time and get the medication I needed.

I'm glad we've become such good friends. I really think the world of you and your entire family. Call me when you need a favor.



Sample #2

Thank you for your kindness last Saturday. After my accident I was worried about how I could water the Doe's lawn while they were on vacation. It will be two months before I can resume my normal duties, but I certainly want to return the favor. Thanks for being such a great friend.

Sample #3

Thank you for helping with the Clean-up Campaign. Your generosity meant a lot to the other volunteers, and your energy and positive attitude helped us get the facilities painted in record time. Thanks for being such a good friend to the Shelter. We will never forget your example.

Sample #4

Thank you very much for coming in last Saturday to help us get our new product shipped on time. It was close, but we met our deadline, thanks to you and the others who gave up part of their weekend to help out. Your dedication and hard work are greatly appreciated. Employees like you are what make the Doe Corporation great!

THANK SOMEONE FOR A GIFT

Sample #1

Thank you very much for the tickets to the hockey game. What a generous gift! My thirteen-year-old daughter couldn't believe we got to sit so close to the ice--right behind the team. She was thrilled to see her favorite player in person and I was excited for her. We appreciate your thoughtfulness. Your timing was perfect.



Sample #2

Bob and I thank you very much for your lovely wedding present. How thoughtful of you to choose something as practical and useful as a toaster oven! Because of our busy work schedules, I can assure you that your gift will be used often. Bob has even volunteered to prepare our Saturday breakfasts with it. We hope you can visit us soon. Maybe he can fix you a treat, too.

Sample #3

Thank you for the birthday present! It certainly was nice to be remembered and especially nice to receive a year's subscription to Sports Illustrated magazine.

I enjoyed reading the first copy and sharing it with my buddies here at school. We all agree that this will be a welcome change from our required college readings.

You can be sure that each issue will be appreciated and will remind me of your thoughtfulness and friendship.

Sample #4

Thank you for your beautiful baby gift. As soon as I removed the quilt from its wrappings, I placed it into our baby's crib where it will be used nightly to keep her warm.

The little animal figures are adorable and the colors are very pleasant. You obviously gave a lot of thought to this present and it is very much appreciated.

Thank you very much for this lovely and very useful present!

THANK SOMEONE FOR VISITING A PLACE OR ATTENDING AN EVENT

Sample #1

I appreciated your willingness to meet with the Standards Committee. Your ideas and suggestions contributed immensely to the discussion. I am encouraged by the decisions we made and anticipate the results will please the board. It is good to have you as part of the team. I am confident that good things will come from our joint efforts.



Sample #2

It was certainly a pleasant surprise when your secretary called to arrange your visit to Springfield. When it began to snow, I feared we might have to postpone the meeting, but you were undaunted. Thank you so much for coming. It was good to meet a good friend after so many years.

Your visit was a compliment to everyone in our office. I wish we would have had more time to talk, but perhaps that will happen another day. Thanks for your kindness and generosity.

Sample #3

We want to thank you for attending our ground breaking ceremony last Tuesday. The new recreation center will be a great asset to our community, and we are pleased that you would share in the occasion. We will keep you posted on our progress and hope you can visit us again soon.

Sample #4

Thank you for the time you spent speaking with us during the recent Job Fair. Your file is currently under review, and you will hear from us upon completion of our assessment of whether a suitable match can be made between your qualifications and Doe Corporation's requirements.

Thank you for your interest in employment opportunities with the Doe Corporation.

THANK SOMEONE FOR WRITING A REFERENCE OR RECOMMENDATION FOR YOU

Sample #1

I would like to express my deep gratitude that you have written a letter of recommendation to support my application for graduate school. As you know, my interest in pursuing advanced studies derives in large part from my experiences under your supervision. I was very fortunate to have learned from you in the past, and I now am honored that you have chosen to support my plans. Your knowledge of my growth and experiences, and your insights into my talents and potentials, not to mention your reputation in the field of (Name of Discipline), will surely increase my chances for acceptance. Again, I am deeply grateful.



Sample #2

I am excited to announce my new position! I have every reason to believe your excellent recommendation sealed the deal. Thank you for taking time out of your busy work-week to write the letter.

If there is any way I can return the kindness, please do not hesitate to ask me. In the meantime, I hope you will let me take you to lunch.

Sample #3

I wanted you to be among the first to know that I got the position at Doe Corporation. Although I interviewed with a number of firms and several offered me positions, Doe was always my first choice. I start work on the first of next month.

I am sure that your letter helped me to get the job, and I want to thank you for it. Thanks again for your kindness!

Sample #4

I am still searching for a job, but I am confident that when the right one comes along, your excellent letter of reference will help me to secure it. If I can ever return the favor, please do not hesitate to ask me.