Response letters are a means to show that you care. If you are the CEO of a company, the owner of a store, president of a party or simply a principal of a school you are most likely to receive requisitions and complaints of different kinds in different forms. These requests have a purpose and reason to serve and are in need of an answer. Response letter is the best way to answer these complaints and requisitions.
The writer of the response letter has to show empathy and passion no matter how much fake does a complaint or request sound or how much the writer dislikes it. These requests could be from companies, schools or state agencies too. The complaint letters that most of the employees receive from their employees are on sexual harassment or bullying over different reasons. Other than complaints and requests, individuals may receive job offers or fundraiser letter too.
All of these kinds would require a different style of writing back to answer but there are some general rules to follow while writing a response letter. The writer must keep the request in mind. The language of the letter should be welcoming and cooperative even though if the answer is a negative one. A sense of professionalism should be displayed. If it was a complaint on a real issue, the response should be highly cooperative and sympathizing. The environment of mutual respect must be in the air of the letter. If the request is not acceptable, the apologetic tone should be adopted. Harsh tone can mess things up for no good. Personal judgments and expressions should be avoided at every cost.
Ambiguity creates misunderstandings ending up in false hopes which later turns into grievances and disappointments. The clear and straightforward way of response is supposed to be the better one. The writer should show a sense of gratitude in receiving the request/complaint or invitation, whatever it is on keeping him/her updated. All of the points in the letter to which you are writing the response should be addressed. In the end, a courteous goodbye should end the letter with smiles.
Response to Job Rejection Letter
Training Application Response Letter
Apology Letter for Delayed Response
Complaint Response Letter
Response Letter for Job Position
Response Letter for Job Advertisement
Format: MS Word .doc