Charity Letters

Charity Letters

The aim of a charity letter is to appeal to the readers’ compassion so that they can help you with your cause or mission.  You must try and do so in a manner that is not imposing or pushy.

To assure the reader about your credentials make sure to write charity letters on a letter-head.  You can start your letter with a brief introduction.  Explain clearly what kind of help you are looking for, from the reader.    It is a good idea to be specific, meaning whether you are looking for help in the form of time, services or money. Explain how the help would be beneficial to the affected parties.

You can also add credibility to your cause by quoting from past examples of how such help has proven beneficial.  Quote particular instances of how you have been able to help the affected parties.

The important thing while writing a charity letter is to get a response.  So, make the job easier by enclosing response cards or return envelopes.  It is also good to give a time-frame as this reemphasizes the seriousness of your issue.

It is imperative to thank the reader for the time and effort they have taken to pursue your letter.

Cancellation Letters

Cancellation Letters

Cancellation letters are presented by outlining the matter that is to be revoked or withdrawn. Such a document must be very specific, yet depicting the actual reason of revocation, so that it does not create a room for misunderstanding. Therefore, it is essential to document such a letter comprehensively yet clearly so that the concern person does not misinterpret it. Essentially, the document should be drafted by keeping in mind the following indispensable factors.

  • The actual purpose of cancellation must be relevant and depicted appropriately so that the concern person could realize the necessity of the revocation process.
  • The document must maintain a courteous approach all through so that it does not create a scope of misunderstanding.
  • The language of the document must be accessible without being much complicated so that it does not create any misconception among the two concern parties.
  • One must write the document with full authentication or certification so that the recipient does not find a scope to deny the receipt of the letter.

Apart from the following necessary factors, one might not forget to include the kind of action he or she is expecting from the same. This would help the concern authority to act accordingly.

Appreciation Letters

Appreciation Letters

Appreciation is a way of recognizing and acknowledging good work done by somebody. Appreciation letters can help boost the morale of the concerned parties as well as motivate them to continue to work hard.  These letters are generally written in professional and business scenarios.

It is more effective to address appreciation letters to one individual.  Even if it is a team you want to laud, you can address it to the Team Manager and request that the appreciation be passed on to other members of the team.

While writing an appreciation letter, make sure to quote a specific achievement or contribution made by the individual/team.  If it is for overall performance, mention that.  The letters can also include praise and appreciation from other quarters for the concerned party.

It is important to convey your appreciation in a sincere and genuine manner.  Keep the tone warm and personal without sounding patronizing.  It is best to send out these letters with a hand-written line or two at the end or beginning to make it more personal.

Application Letters

Application Letters

Application letters are an essential document for applying to any institute, job, bank, visa etc addressing the concern authority. The matter of this particular kind of letters must be constructed proficiently yet with a professional approach so that it becomes successful in grabbing the reader’s attention. Such a document must be constructed by incorporating few noteworthy factors which would help to present the same in an effective way. They are as follows:

  • Accessibility: The application letter must document its purpose in detail so that it becomes convenient for the concern authority to access it. Moreover, as this document is designed for serving essential purposes, it is necessary to mention the actual intention clearly.
  • Authenticity: Such letters are always used for official purposes; therefore, it is essential to ensure that the document must be framed with complete authentication. Any misappropriate statement or suppression of fact might lead to serious implications in future.
  • Relevance: Generally, vague and ambiguous documents do not receive much acceptance from the concern authority. Therefore, it is quite essential to outline the relevant yet indispensable points lucidly.

Apart from these few factors, one must be careful about the language and its way of presentation. One must remember that an application letter designed in ad-hoc approach can deter the interest of concern authority.

Appeal Letters

Appeal Letters

Appeal letter can be used in situations where you are seeking some change or rectification or in case you are looking for some form of help.  In any case, it follows a business letter format.

It is important to write appeal letters on a formal letter-head as they help to establish your credentials.  Begin the letter by introducing yourself and the purpose of your writing.  Keep the tone of the letters polite and cordial.

While writing appeal letters, it is best to keep emotional statements at bay and stick to facts and logic.  Elaborate your appeal in a consistent and rational manner without losing track of your aim.  As you expect action in some form or the other, your line of argument should persuade the reader in that direction.

Keep the letters short, as most people do not have patience to through elaborate letters.  The concluding paragraph must reiterate your cause.  Once again put forth your appeal and the need for action.  Sign off after thanking the reader for going through your letter.

Apology Letters

Apology Letters

Apology letters are of two types, personal and official apology letters.  For an apology letter to be effective it has to be sincere and must come straight from the heart.

Writing an apology letter conveys more earnestness than a verbal apology.  It is one of the most effective ways of making amends for something which has gone wrong.

It is best to begin your letter with an apology and also state the reason for it.  By doing this you are not only openly acknowledging the mistake, but are also ready to take responsibility for it.  If possible give reasons for the error and the steps you are taking to help rectify it.

Take the opportunity and reassure the concerned person that such a mistake would not be repeated in the future.  It is also in good spirit to offer something in order to compensate for the mistake.  This especially holds well in case of a business apology letter.

Keep the letter simple, straight and sincere.  When you are signing off, make sure to repeat your apology in the last paragraph.

Announcement Letters

Announcement Letters

Announcement letters are designed specifically for announcing any special occasions or events to make the concern people aware of it. Usually, such letters are informal but should be stated in a clear yet concise terms about the event to be taking place and what action the recipient should take for it. It is very essential to keep few points on fingertips so that the announcement could be framed lucidly. These points are as follows:

  • Style: If it is a formal piece of document, then the actual content should be prepared authentically yet with a gracious approach while informal announcement letters can be constructed in an exciting tone. However, in both the cases the intention of the announcement must be cleared to the recipients so that they get a comprehensible idea about the occasion and take action accordingly.
  • Readability: The second factor which should be taken into consideration is its readability. The announcement letters must be framed using such communicative language which is easily understandable and can depict the matter of announcement lucidly.

Despite of the mentioned factors, certain other factors like presentation and simplicity are also important. It must be framed by including all the narratives related to an announcement.

Agreement Letters

Agreement Letters

Agreement letters are an effective tool used to specify contract related details between two or more parties. Such a letter must identify the matter of the agreement succinctly yet clearly so that it could be presented in an unsubtle approach. Therefore one must ensure to keep few factors into consideration while documenting any letters of agreement. The factors which would give a detailed yet specific look to the document are as follows.

  • One must use accessible and communicative language without being much verbose as it might deter the interest of the reader to read the entire document carefully and with patience.
  • If the content of the document is complex, this is advisable that it should be framed with legal clauses and terms so that it clearly depicts its authentication.
  • For a letter of agreement it is very essential to detail the contingencies, terms and conditions effectively so that it must not lead to any contrarieties in future.
  • Last but not the least, there must be a clear mention about both the concern parties involved in the process of the contract.

Keeping all the essential factors intact, one can easily construct unambiguous yet relevant letter of agreement required for various contract purposes.

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Admission Letters

Admission Letters

Admission letters are the document generally used either for sending it to a recipient confirming that they have been admitted for a particular course, academic institute, event, organization etc or by an individual for getting considered into an admission related process. This kind of a document must be framed effectively yet concisely so that it can depict the content accurately and proficiently. One must ensure to follow a strategic process for framing the admission letters. There are few indispensable factors which must not be missed out while drafting the following letters. They are as follows:

  • Narrative: This is one of the essential factors through which an individual or organization can draft their actual intention regarding the admission process in an organized manner. It helps the reader to understand the exact content clearly yet lucidly.
  • Technical: As this is a professional document, therefore it is highly desirous if technical terms are being referred to denote any particular program or related details.
  • Specific: One can surely make the document more appropriate and effective if the exact intention or purpose is being depicted specifically. It gives a clear idea to the reader regarding the matter of the particular letter.

As it is an official paperwork, therefore, it must be framed with a professional yet gracious approach, despite of its content.

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Acceptance Letters

Acceptance Letters

Acceptance letters are a formal way of communicating your acceptance.  This could be for an interview, a job, an invitation or any other situation which calls for your answer.  It is a polite and graceful way of acknowledging something which has come your way.  Writing acceptance letters to give your confirmation may be mandatory in some cases.

State your acceptance clearly in the first paragraph.  Even at the cost of sounding repetitive, make sure to mention what you are accepting.  You can thank the concerned party for the opportunity/invitation etc.

It is good to reiterate the terms of acceptance as per your understanding.  This can help clear any issues or misinterpretations in the beginning only.  This is especially applicable when you are writing a job acceptance letters.  In the concluding paragraph, you must restate your acceptance and sign off formally.

These letters must be written in a polite and cordial tone as they can help to put you in a better light, both as a courteous and professional person.