Example Letter #1
Thank you for pointing out the staffing problems in the clothing department and for offering such insightful suggestions. I agree with you. We should address the issue at the very beginning, before the individual is even hired. Raising the minimal qualifications and being more candid about our expectations should help us to build a more efficient and loyal staff. I appreciate your concern. Please drop by my office on Thursday afternoon, and we will discuss the changes in greater detail.
Example Letter #2
We appreciate your suggestion that we install more drinking fountains in the mall. We are presently looking into installation costs, but feel confident that at least some new fountains will appear before summer. The building was designed for them, but they were not included when construction costs ran higher than expected. Perhaps the time has come to finish the job right. Thank you for bringing it to our attention.
Example Letter #3
Thank you for suggesting that we offer our whole wheat bread to store franchises in your area. We appreciate hearing how much you like our products and hope you will continue to enjoy them. While we do not have plans to expand into that part of the county, your letter encourages us to explore the possibility for the future.
Example Letter #4
Thank you for taking the time to suggest that we stay open longer on Friday nights. Your arguments were very persuasive. Starting May 5, we will stay open until 10:30 p.m. every Friday. I think you are right about people wanting something to do after basketball games. If you have any other helpful ideas, let me know.
Example Letter #5
Here at Doe First National Bank we listen to what our customers tell us. Our determination to meet your changing needs is reflected in the many new choices you will find in the accompanying brochure.
Please take a moment to read through the descriptions of your accounts--and of the new accounts or services that may interest you. We think you will be pleased with the new banking opportunities you will find.
Just as important, we promise to keep finding new ways to meet your changing needs. You have the right to expect more from your bank, and you can count on Doe First National to help you achieve your financial goals. Thank you for your contribution in helping us create new and improved services.
Write Your Letter Step-by-Step
Show appreciation for the writer's suggestion, initiative, and interest in helping you.
State what action you plan to take (or have taken) on the suggestion.
Summarize the benefits gained by using the suggestion. Restate your appreciation for a useful suggestion.