Letters For Special Situations: Letters to use in the special situations in life (: Anne McKinney Career Series)

256 Pages·1999·1.32 MB·English

by  Anne McKinney

Letters For Special Situations
Anne McKinney, Editor
PREP PUBLISHING
F A Y E T T E V I L L E, N C
PREP Publishing
1110 ˚ Hay Street
Fayetteville, NC 28305
[phone]
Copyright © 1999 by Anne McKinney
Cover design by David W. Turner
All rights reserved under International and Pan-American Copyright Conven-
tions. No part of this book may be reproduced or copied in any form or by
any means—graphic, electronic, or mechanical, including photocopying,
taping, or information storage and retrieval systems—without written
permission from the publisher, except by a reviewer, who may quote brief
passages in a review. Published in the United States by PREP Publishing.
Library of Congress Cataloging-in-Publication Data
Letters for special situations / (edited by) Anne McKinney.
p. cm.
ISBN 1-885288-09-3 (trade paperback)
1. Commercial correspondence. 2. Business writing.
3. Correspondence. I. McKinney, Anne, 1948-
HF5721.L395 1999
808’.066651—dc21 99-11353
CIP
Printed in the United States of America
First Edition
By PREP Publishing
Business and Career Series:
RESUMES AND COVER LETTERS THAT HAVE WORKED
RESUMES AND COVER LETTERS THAT HAVE WORKED FOR MILITARY PROFESSIONALS
RESUMES AND COVER LETTERS FOR MANAGERS
COVER LETTERS THAT BLOW DOORS OPEN
GOVERNMENT JOB APPLICATIONS AND FEDERAL RESUMES
LETTERS FOR SPECIAL SITUATIONS
Judeo-Christian Ethics Series:
SECOND TIME AROUND
BACK IN TIME
WHAT THE BIBLE SAYS ABOUT…Words that can lead to success and happiness
A GENTLE BREEZE FROM GOSSAMER WINGS
BIBLE STORIES FROM THE OLD TESTAMENT
TThhiiss ppaaggee iinntteennttiioonnaallllyy lleefftt bbllaannkk
TABLE OF CONTENTS
LETTERS FOR SPECIAL SITUATIONS
Introduction........................................................................................................................................................1
1. Formatting Your Letters...............................................................................................................................3
2. Addressing Your Letters and Writing Your Salutation.............................................................................6
3. Letters of Appeal (also see Letters of Complaint)..................................................................................11
A. Appeal of a court action............................................................................................................................12
B. Appeal of a dismissal from a job..............................................................................................................13
C. Appeal to a corporation from a franchisee challenging a fine and employment policies.................14
D. Appeal of a supervisor’s rating.................................................................................................................16
E. Appeal of a company’s failure to pay retirement funds.........................................................................18
F. Appeal to a teacher about a child’s grade...............................................................................................19
G. Appeal to the housing board....................................................................................................................20
H. Appeal of a transfer...................................................................................................................................21
I. Appeal of a military medical board decision...........................................................................................22
J. Appeal of a supervisor’s rating.................................................................................................................24
K. Appeal of a suspension..............................................................................................................................26
L. Appeal of a false accusation......................................................................................................................28
4. Letters of Application, Personal Statements, & Essays...........................................................................29
A. Letter of application for admission to medical school...........................................................................30
B. Letter of application for admission to physician’s assistant program....................................................32
C. Letter of application for dental school...................................................................................................34
D. Essay “My Greatest Personal Failure”.......................................................................................................36
E. Essay “My Greatest Professional Risk” .....................................................................................................37
F. Letter of application for the Peace Corps................................................................................................38
G. Letter of application to medical school...................................................................................................40
H. Letter of application to law school..........................................................................................................42
I. Letter of application for a superintendent of schools position...........................................................44
5. Business Marketing Letters and Press Releases.......................................................................................45
A. Business estimate used by a cleaning company in marketing its services............................................46
B. Business proposal by a resume-writing and outplacement service.......................................................47
C. Letter of introduction used by a specialty steel company.....................................................................48
D. Letter expressing “thank you” to existing customers............................................................................49
E. Letter of welcome to new customers........................................................................................................50
F. Letter used in a chain letter mailing........................................................................................................51
G. Press release for an art gallery..................................................................................................................52
H. Press release for a new book.....................................................................................................................53
I. Letter marketing a courier service............................................................................................................54
J. Letter following up on an initial verbal proposal.................................................................................55
K. Letter used to accompany a business resume..........................................................................................56
L. Business resume..........................................................................................................................................57
M. Letter used to market a landscaping service.................................................................................................58
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6. Career-Changing Letters...............................................................................................................................59
A. From dental assisting to flight attendant (see also p. 83)...........................................................................60
B. The direct approach......................................................................................................................................61
C1.Answering blind ads.....................................................................................................................................62
C2.Answering ads with names and addresses...................................................................................................63
D. All-purpose cover letters, seeking management trainee position................................................................64
E. Responding to recruiters..............................................................................................................................65
F1. All-purpose cover letters, background in criminal justice............................................................................66
F2. All-purpose cover letters, entering pharmaceutical sales field....................................................................67
F3. All-purpose cover letters, sales and accounting skills..................................................................................68
F4. All-purpose cover letters, communication and customer service skills.........................................................69
F5. All-purpose cover letters, sales skills and versatility....................................................................................70
F6. All-purpose cover letters, military professional in transition......................................................................71
G. Young professional emphasizing strong personal qualities........................................................................72
H. College graduate seeks her first professional job........................................................................................73
I. From profit making to human services.........................................................................................................74
J. From commercial sales to health care...........................................................................................................75
K. From government to academia.....................................................................................................................76
L. From aviation to sales..................................................................................................................................77
M. From food industry to accounting and finance...........................................................................................78
N. From private to public sector.......................................................................................................................79
O. From retail to retail-related..........................................................................................................................80
P. From managing people to managing money...............................................................................................81
Q. From the grocery industry to a career in human resources..........................................................................82
R. From small business management to flight attendant (see also page 60)....................................................83
S. From social services to academic administration..........................................................................................84
T. From store manager to fireman....................................................................................................................85
U1.Entrepreneur seeking a new industry..........................................................................................................86
U2.Entrepreneur seeking a new challenge in automotive industry...................................................................87
U3.Entrepreneur returning to previous field....................................................................................................88
V1.Seeking first job in chemistry field..............................................................................................................89
V2.Seeking first job in computer science...........................................................................................................90
V3.Seeking first job in publishing or advertising.............................................................................................91
V4 Seeking first job utilizinghistory degree....................................................................................................92
V5.Seeking first job in media journalism and English.......................................................................................93
V6.Seeking first job in nursing field.................................................................................................................94
V7.Seeking first job in social services field........................................................................................................95
W1.Seeking to advance in retail.........................................................................................................................96
W2.Seeking a career change from retail.............................................................................................................97
X. Seeking to return to public health field or to university teaching.............................................................98
7. Collections Letters........................................................................................................................................99
A. Collections letter #1.....................................................................................................................................100
B. Collections letter #2.....................................................................................................................................101
C. Collections letter #3.....................................................................................................................................102
D. Collections letter #4.....................................................................................................................................103
E. Collections letter #5.....................................................................................................................................104
F. Collections letter #6.....................................................................................................................................105
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8. Letters of Complaint (also see Letters of Appeal).......................................................................................106
A. Letter seeking ownership of insurance agency...........................................................................................107
B. Letter complaining about unprofessional legal representation and refusing to pay in full.....................108
C. Letter to Senator Jesse Helms about a father’s medical benefits................................................................112
D. Letter to Department of Transportation with copy to Attorney General...................................................114
9. Letters in Confidence..................................................................................................................................115
A. Letter #1 expressing interest in employment..............................................................................................116
B. Letter #2 expressing interest in employment..............................................................................................117
C. When they ask for salary requirements.......................................................................................................118
D. When they ask for salary history.................................................................................................................119
E. Letter expressing interest in a competitor..................................................................................................120
10. Letters as Bids..............................................................................................................................................121
A. Bid from a building subcontractor..............................................................................................................122
B. Bid from a professional sign company........................................................................................................123
11. Letters related to Consumer Credit and Finance.........................................................................................124
A. Letter to credit bureaus requesting fraud alert on your credit file after a robbery..................................125
B. Letter to Trans Union Credit Bureau...........................................................................................................126
12. Follow-up Letters........................................................................................................................................127
A. Follow-up letter #1 from retailer ................................................................................................................128
B. Follow-up letter #2 from retailer ................................................................................................................129
C. Follow-up letter #3 from restaurateur seeking accounting job..................................................................130
D. Follow-up letter #4 from MIS manager.......................................................................................................131
E. Follow-up letter #5 to pharmaceutical company.........................................................................................132
F. Follow-up letter #6 from MIS manager.......................................................................................................133
G. Follow-up letter #7 from a retail executive seeking internal promotion....................................................134
H. Follow-up letter #8 from retailer ................................................................................................................135
I. Follow-up letter #9 to consumer products company...................................................................................136
13. Last Will and Testament...............................................................................................................................137
Letter expressing the final wishes of Chandler McDoogal, Jr...........................................................................138
14. Legal Letters and Notices............................................................................................................................139
A. Child custody proposal................................................................................................................................140
B. Letter of support and affidavit...................................................................................................................141
C. Legal financial agreement in a divorce settlement......................................................................................142
D. Letter of notice regarding an option agreement........................................................................................143
15. Letters of Apology......................................................................................................................................144
Letter of apology from one business to another..............................................................................................145
16. Letters of Appreciation...............................................................................................................................146
Letter of praise for an employee and a company..............................................................................................147
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17. Letters of Introduction................................................................................................................................148
A. Letter of introduction from a consultant...................................................................................................149
B. Letter of introduction from a business introducing its services.................................................................150
18. Letters of Invitation....................................................................................................................................152
A. Invitation to a job fair................................................................................................................................153
B. Invitation to an Eagle ceremony..................................................................................................................154
C. Letter of invitation to a meeting................................................................................................................155
19. Letters of Negotiation.................................................................................................................................156
A. Letter negotiating an insurance settlement................................................................................................157
B. Letter negotiating final payments when subcontractor failed to complete a job......................................158
20. Letters of Nomination.................................................................................................................................160
Letter nominating an individual for a leadership award..................................................................................161
21. Letters of Notice..........................................................................................................................................162
A. Letter of notice to real estate commission..................................................................................................163
B. Notice from a treasurer regarding a bank account.....................................................................................164
C. Notice regarding lapsed alimony payment..................................................................................................165
D. Notice of a sealed bid land and timber sale................................................................................................166
E. Notification & Certificate of Destruction....................................................................................................167
22. Letters of Opposition..................................................................................................................................168
Letter of opposition to a rezoning proposal....................................................................................................169
Letters of Recommendation (see Reference Letters, page 200)
23. Letters of Regret and Condolence...............................................................................................................170
A. Letter of condolence to an employee whose husband died........................................................................171
B. Letter of regret to a job applicant..............................................................................................................172
24. Letters of Reprimand...................................................................................................................................173
A. Letter of reprimand to an employee...........................................................................................................174
B. Reprimand and memo to the file ................................................................................................................175
25. Letters of Solicitation..................................................................................................................................176
A. Letter of solicitation on behalf of disadvantaged children........................................................................177
B. Resume used as a method of soliciting funds for business sponsorship....................................................178
26. Letters of Support.......................................................................................................................................179
Letter of support on behalf of a party in a child custody dispute...................................................................180
Letters of Termination(see letter on page 158-159 as well as the letter on page 174)
27. Letters of Understanding and Intent..........................................................................................................181
A. Letter of intent and investment agreement................................................................................................182
B. Letter of understanding and services agreement........................................................................................183
C. Letter of understanding and agreement with independent subcontractor................................................184
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28. Letters of Welcome......................................................................................................................................186
Letter of welcome from a church.......................................................................................................................187
29. Letters to Public Officials............................................................................................................................188
A. Letter to a senator requesting a letter of congratulations for an Eagle Scout..........................................189
B. Letter to a senator requesting an appointment to a military academy......................................................190
30. Minutes and Agendas..................................................................................................................................191
A. Agenda for a fraternal organization meeting............................................................................................192
B. Minutes of the meeting of a fraternal organization..................................................................................193
31. Networking Letters......................................................................................................................................194
Networking letter sent to an industry colleague..............................................................................................195
32. Postponement Requests...............................................................................................................................196
Letter requesting postponement of an interview.............................................................................................197
33. Promissory Notes.........................................................................................................................................198
Promissory note.................................................................................................................................................199
34. Reference Letters and Letters of Recommendation.....................................................................................200
A. Letter of reference for a respected office manager.....................................................................................201
B. Letter of reference from a business professional........................................................................................202
C. Letter of reference from a friend................................................................................................................203
D. Letter of reference from a supervisor.........................................................................................................204
E. Letter of reference from a teacher..............................................................................................................205
35. Relocation Cover Letters..............................................................................................................................206
A. Cover letter for a nurse relocating to a new town.....................................................................................207
B. Cover letter for a versatile young manager................................................................................................208
C. Cover letter for a food service professional relocating to New Hampshire................................................209
D. Cover letter for an office professional relocating to Iowa.........................................................................210
E. Cover letter for an office professional relocating to New York..................................................................211
36. Requests for a Raise.....................................................................................................................................212
A. Letter from a comptroller requesting a raise..............................................................................................213
B. Letter from a production worker requesting a raise..................................................................................214
37. Requests for a Transfer................................................................................................................................216
Request for a transfer because of a supervisor.................................................................................................217
38. Requests for Financial Aid...........................................................................................................................218
Letter requesting financial aid for a mother with Alzheimer’s.........................................................................219
39. Requests for Promotion...............................................................................................................................221
A. Formal letter in military style seeking promotion to lieutenant................................................................222
B. Letter requesting an internal promotion in an educational system...........................................................224
C. Letter requesting promotion within the United Way.................................................................................225
D. Request for promotion within state government.......................................................................................226
E. Request for promotion and consideration for multiple job openings.......................................................227
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