From:

Neil R Adams

628 Hillside Street

Phoenix AZ 85003

Neil.R.Adams@spambob.com

January 26, 2011

To:

Manuel M Rose

965 Traders Alley

Raytown MO 6433

Manuel.M.Rose@spambob.com

Dear Mr. Rose,

I’m writing this to appeal to you to reconsider my academic suspension and give me new chance to complete my Master’s in Biology. I had personal problems and couldn’t prepare well for that exam. My parents had to leave and I was alone with 5 year old sister who is very ill. Because I had to work, take care of my sister and study same time which was impossible I failed.

If you could give second chance I would really appreciate and prove you didn’t waste your time on reading this.

Hope to hearing from you soon.

Sincerely,

Neil R Adams

source form: letters

• To complete paper formalities of an organization
• To put it on record of the individual’s file that s/he has been transferred from one branch/department to the other
• To ensure that the individual who has been transferred her/his salary account also indicates the change
• To reduce head count of one department and add to the head count of the other one

A Transfer Letter is an official letter but the transfer could be on mutually agreed terms between the employee and organization or it could also be only the decision of the organization. Most organizations when they get the acknowledgement of the offer letter from the employee, they also put a clause saying that the employee should be open to the idea of being transferred to any branch or department of the organization whenever needed.

A Transfer Letter should be short and brief. Since it is an internal official letter it need not be very detailed. It should basically give the name of the individual being transferred, the department to/from where s/he is being transferred, the effective date of transfer and the name of the person who s/he will be reporting after the transfer.

DO’S AND DON’T’S OF TRANSFER LETTER

• Since a Transfer Letter is an internal official letter it need not be very detailed but should just have the basic information
• It can be in a Memo format also since it is an internal communication
• A Transfer Letter should clearly give the date when it has been issued
• It should also give the date when the employee joins the other branch or department
• If any perks or benefits come with the transfer then that too should reflect in the letter
• It is always better to first verbally inform the individual who is being transferred and the Transfer Letter to be handed over later
• Even though it is an internal letter make sure that there are no grammatical or punctuation errors
• This letter should preferably be given in advance so that the employee can make any arrangements if required
• A Transfer Letter should also give the reason why one particular individual is being transferred
• The support that the organization is due to give to the employee being transferred should also be mentioned in the letter

SAMPLE TRANSFER LETTER

Name and address of person who is being transferred

Date:

Subject: Your transfer to our Mumbai branch

Dear Ms/Mr ___________

You have been an asset to the organization ever since you joined us on ________ (date of joining). Your efforts in helping increase sales or to motivate your team have always been commendable.

You may be aware that our Mumbai branch in-charge is due to leave the organization on _________ (date of leaving the organization). Based on your performance at our Delhi branch, the management has decided to transfer you to our Mumbai branch with effect from ____________ (date).

We acknowledge that you will need some time to settle in Mumbai. Therefore the company will give you a 15-day break for you to settle in.

As a result of the transfer your salary will be increased by __________(details of salary increase). You may contact the HR department for a detailed break-up of the salary component.

Please feel free to talk to us in case of any clarifications.

Wishing you all the best in all your future endeavors.

Best regards,

Name, signature and designation of signing authority

source form: letters

One partner to the other informing her/him that s/he would like to bring an end to their relationship writes a Break Up Letter. But this is a letter that is written with a very heavy heart as no one enters a relationship with the intention of having to get out of it one day.

DOS AND DON’T’S OF BREAK UP LETTER

• A Break Up Letter unlike other letters should be written after having seriously thought about it for a while
• Since the nature of the letter is very sensitive, it should be very carefully worded
• It should preferably give the reasons or incidents for the break up to help avert any further misunderstandings
• It should ideally be hand written because it deals with a very sensitive issue
• The tone should not sound rude but concerned indicating that the thought of breaking up is equally painful for the writer
• The reader should not be made to feel dumped but it should be written with more maturity
• Only the main reason resulting in the decision for the break up should be mentioned in the letter and no other previous issues should be brought up

SAMPLE BREAK UP LETTER

____________ (Date)

Dear __________ (name of the reader)

Both you and I have noticed that for the past few months we have not been meeting each other as much as we would have loved to. The clear reason behind this is that we do not seem interested and involved with each other any longer. The urge to meet somehow has been buried somewhere.

And to top it all I saw you with another person on _________ (date) at ________ (name of the place). I think this is a hint big enough to me to stay out of your life.

I am just writing to inform you that I want to bring and end to this relationship now and forever. I know the break up is not entirely your fault and I too am to be blamed for it, but I guess someone had to make the first move.

I have had some very good memorable moments of my life with you. Now I would like to leave you to a life of your own and I will lead my life the way I want to. This was the last way I would have liked our relationship to end but if it has to end it has to.

You take care!

Regards

(Name of sender)

source form: letters

A Warning Letter is a letter that is given to an employee when s/he is not performing up to the mark. It is purely an official letter that is written by a representative of the organization under unavoidable circumstances. A Warning Letter is a red-tag on the employee’s record. But most companies give a few verbal warnings before issuing an official warning letter.

Since a Warning Letter is the one that has been issued because of inappropriate behavior or work pattern by an employee, the tone should be firm but not rude. Only the reason for issuance of the letter should be dealt with in the Warning Letter. Careful use of adjectives or words should be done while writing this letter. Mahatma Gandhi said, “Deal with the problem and not the person”, it is always advisable to address the problem and not to get personal with the individual concerned.

The date of the Warning Letter should also be clearly mentioned. The repercussions of not respecting the warning being given in the letter should also be highlighted so that the individual is aware of the actions that can be taken against her/him. A copy of the letter should always be signed as acknowledgement of receipt by the individual to whom the letter is being issued for any legalities involved.

DO’S AND DONT’S OF WARNING LETTER

• A Warning Letter is purely an official one so the tone should be very firm
• Efforts should be made to only address the problem or issue in the letter
• Do not get personal about the individual to whom the letter has been issued
• Ensure that appropriate adjectives are used in the letter but only the ones that do not sound insulting
• Two copies of the letter must be printed and one should be kept as acknowledgement from the employee
• The Warning Letter should clearly indicate after how many verbal warnings has this letter been issued
• The date on the letter should also be clearly mentioned on the letter
• The letter must be short and crisp so that it retains its impact
• Repercussions of not going or respecting the warning forms an integral part of the letter
• The letter should be very clear with all points taken into consideration leaving no room for ambiguity

SAMPLE WARNING LETTER

Name and address of employee to whom warning is being given

Date:

Subject: Warning letter

Dear Ms/Mr __________

We have given repeated verbal warnings to you regarding coming late to office every other day. The management has noticed that no heed has been paid to those warnings. So we are writing this warning letter to you. You are requested to strictly start following the office timings with immediate effect failing which we will be compelled to start deducting a day’s salary for every day that you come late to work.

Please sign a copy of this letter in acknowledgement of receipt of this letter.

Hope to see you complying with the company rules.

Best regards,

(Name of signing authority)

source form: letters

Ms/Mr. ______________

Address

Date: ___________

Subject: Warning

Dear Ms/Mr. ____________

We bring to your attention that management has received many complains about your conduct with the other staffs. There are also complains of you using your post against the employees at the lower post use and influence them. You have been also found to use office material for your personal use.

We consider it as the serious breach of conduct and take it as an act of threatening your co workers. We warn you of strict actions if you don’t improve your behaviour and bring changes in your conduct. We hope that you will work in coordination with your staff to bring good results.

We hope that this letter will act as warning in advance to avoid complications in future. If you have any say in this regard you may feel free to contact any person in management and report your grievances.

We expect you to have a good behaviour and observe good conduct hereafter.

Yours

Name

Designation

source form: letters

The employee name

Address

City state and zip

Sub –Warning letter

Dear name
It has been observed that you have not been attending office from (date).

We have tried to contact you several times and even left message but you neither responded back nor attended office. This is the second time such an incident is happening last year also you dint come to office for a week and later informed that there was a death in the family .We later found out that it was a lie and you have been given a warning letter.

You are therefore, directed to attend office from ( date) and provide an explanation as to why relevant action should not be taken against you for your misconduct, failing, which it will be assumed that you do not have any explanation and is not interested to join back.

If there is no communication after the date given then it will lead to your termination.

Kindly treat this as urgent

For, company name

Your Name

Designation

source form: letters

This is in regards to your poor attendance; I have noticed from past three months you have been taking unplanned leaves. Well once in a while it’s understood that that could be some personal reason .But you have been missing from work from past one week and you come back saying your sister was not well and was hospitalized. It’s really annoying that you dint even bother to inform or pick up the call when called. I have checked your leaves you have availed all your leaves and not left with any more. Also you already have taken 10 unplanned leaves. You know as a company policy a person cannot avail more than 2 unplanned leaves in a month. It’s only allowed in emergency cases, but as per my records you have been taking leaves every month and this is effecting your production which in turn effects the team

I have been questioned by the seniors. Please take it seriously or will have to face the consequences.

I hope you understand the effect of such warning and will be regular going forward.

Sincerely,

Your name

source form: letters

This is to notify you that your account has been temporarily cancelled because of your delay in payments. You payments for the month of April may and June has been consistently late and from last two months you have not made the amount, we reviewed your file for last year and found that you were very irregular in payments .we constantly tried contacting you but you have never responded to our calls. As per the contract we are canceling your account and assume that you are going through financial crisis and would like to sort things with us.

We request you to call our customer service center and we can discuss different ways of payment so that you can be back on track, but for now your account is cancelled. Your business is very important to us and we hope that you are out from this difficult time soon. We appreciate the association with you and look forward to solve the crisis and continue the relationship.

Sincerely,

Your name.

source form: letters

From:

Your name

Your Address

Your City state, zip

Your Phone number,

Your Email

Date

To:

Name

Position,

Department

Office address,

City, State, Zip.

Dear Name,

This is to notify that your account has been temporarily cancelled because of the delay in payments. You payments for the month of April ,may and June has been consistently late and from last two months you have not paid the amount, we reviewed your file for last year and found that you were very irregular in payments .We constantly tried contacting you but you have never responded to our calls. As per the contract we are canceling your account and we assume that you are going through financial crisis and would like to sort things with us.

We request you to call our customer service center and we can discuss different ways of payment so that you can be back on track, but for now you account is cancelled. Your business is very important to us and we hope that you are out from this difficult time soon. We appreciate the association with you and look forward that the crisis is solved and continue the relationship.

Sincerely,

Your Name

source form: letters

Dear name,

This is reference to the order of kitchen items which I ordered through your sales person please cancel the order as my husband has already bought them from your store which I was unaware of.

The list of the order is

Jug -1

Vessel-2

Dinner set-1

Glass cookware-2

Please cancel the order and as per the policy I am aware if the order is canceled the same day the charges are refunded.

I am sorry for the inconvenience caused.

Sincerely,

Your Name.

source form: letters