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Chapter Five Goodwill Letters
Section One Appreciation Letters
In our fast-paced society, the polite act of writing thank-you letters has become increasingly rare. Many people prefer to thank people with a quick phone call rather than take the time to write and send a personal letter.
A note of advice: Take the time. Appreciation letters are critical to maintaining good relationships. The extra effort will be appreciated and make you stand out from the crowd.
Tips for writing Appreciation Letters
1.Keep the letter to a page, or preferably to a half-page, using high quality white paper, and be sure to keep it timely.
2.Make sure the address the letter correctly. Is there a job title that's appropriate Do they go by Ms., Mr., or Mrs.
3.In the first paragraph, you want to make sure the words “thank you” are in there, and tailor the letter to the situation. Talk about where you met, the date of your interview, or what kind of ideas you exchanged.
4.The second and final paragraph should state the intent of your letter, and end on a positive note. It's never a bad idea to thank someone twice in a thank you letter - so thank them for their time, mention that you look forward to working with them in the future. Any way you can end it on a positive note.
5.End the letter with closing salutations like yours truly, or gratefully.
Be enthusiastic and genuine. Be warm. Write in a friendly, personal style.
Samples 1 :
Thanks for hospitality
Dear Ms. Morgan:
I would like to express my appreciation to you for making our trip to Shanghai such an enjoyable and successful one. It was a pleasure to meet with you and your colleagues. We sincerely appreciate you taking time out of your busy schedule to show us around your office and factory. Besides, the accommodations you arranged for us were excellent as well. Thanks for your wonderful hospitality. I hope you will have a chance to visit us in Boston in the near future.
Best regards,
Samples 2 :
Thanks for one’s hard work
Dear Susan:

On behalf of the management and staff of St. Joeseph’s Relief Services, we want to express our deepest appreciation for your hard work during recent fund-raising activities. Your untiring energy and labor made this fund-raising drive the most successful one since our foundation began six years ago. Thank you very much!

Lewis
Samples 3 :
Thanks for interviewing
Dear Mr. Moody:
Thanks for taking the time to meet with me about the account executive position yesterday. The job seems like a very good match for my skills and interests. The strategies you outlined are just my style and I know I would hit the ground running.
In addition to my 8 years of experience in your industry, I will bring strong writing and leadership skills as well as a ton of energy to your team. I've also got solid organizational skills and know I could help bring order to the areas you mentioned.
I am very interested in working for you and look forward to hearing from you soon.
Sincerely,
Samples 4 :
Thanks for meeting
Dear Todd,
It was a pleasure meeting you yesterday. Your ideas on new approaches to sales in our region were insightful and a great help to me. Thank you for making time to meet with me and for sharing your thoughts.
Sincerely,
Thanks for valuable suggestions
Eric,
Your time on the phone today was very helpful in identifying the next steps for the enterprise installation team. Thank you very much for all your insight into the dynamics of the marketing and sales organization. We will be sure to solicit input from both the VP of Marketing and Sales before making our final recommendation to the Board of Directors.
I'm looking forward to working with you more as we get farther along in the process. Please let me know if I can be of assistance to you in your upcoming review of service oriented architecture (SOA) evaluation. I would be happy to compare notes with you on SOA benefits and drawbacks.
Thanks again and talk to you soon.
Samples 5 :
Useful expressions
1.Just a quick note to say many thanks for sorting out the problems.
非常感谢你帮我们解决了这些问题。
2.We really appreciate everything you have done.
非常感谢你所做的一切。
3.I’m grateful to you for the time and effort you put to ensure my trip success and satisfaction.
谢谢你付出那么多的时间和精力视我们此次的行程如此成功和满意。
4.I do not need to tell you how greatly I appreciate all you have done for me these days and how grateful I am for the comfort and understanding you gave me when I needed them so desperately.
近几天来你为我做的一切，以及在我最需要的时候你给予我的理解和安慰，我都十分感激。
5.Thank you for your dedication – I hope you feel, as I do, that it has paid off wonderfully.
谢谢你们的付出，希望你们跟我一样，也觉得这一切都是很值得的。
6.Please find enclosed a $50 gift coupon to Best Buy. We
are happy to offer you this expression of our
gratitude.随信附上一张50元的百思满礼
券，聊表我们的谢意。
Section Two Congratulation Letters
Achievement of a milestone — a birthday or anniversary; birth of a new child, getting married; getting a new job; winning an award; expansion of the business; establishment of a new store; completion of a difficult task; getting promotion or great achievements — is an ideal reason to send someone a letter of congratulations. The reader will be pleased that you remembered the event and took the time to acknowledge it in writing.
Tips for writing Congratulations Letter：
1. Make sure your congratulation is appropriate.
2. Prompt. Send your congratulation letter as soon as you hear the good news.
3. Begin your letter by congratulation the reader for his /her achievement, promotion, business expansion or whatever.
4. A good comment on the reader’s nature and make the reader feel certain that he /she deserves it.
5.Keep your letter brief and concise.
Samples ：

Congratulation for one’s agement

Dear Betty:

We were not exactly surprised to hear the wonderful news of your engagement to Tom, but we certainly are delighted. As you know, Tom’s family and ours have been very close for many years, and we are especially devoted to him. We believe he is one of the finesse, and now one of the luckiest, young men.

We send you every good wish for all possible happiness.

Yours
Jenny
(2)Congratulation for winning an award
Dear Parrish,
Wow! You’ve done it again. Congratulations!
I just read in NEPA Hotline that the direct mail package you wrote for Second
Opinion just won a Gold Award for best promotion — your third time, I believe.
The client also gave you a wonderful plug in the article, noting that your DM
packages for him have always been winners. That’s an enviable track record few copywriters have ever achieved. You must feel great, and I’m sure your clients are impressed, too. This should bring you a lot of new business — not that you need it.
Job well done, Parrish. I always learn a lot from you.
Sincerely,
Ben Carter
(3) Congratulation for promotion
Dear Gail:
Congratulations on your promotion to General Manager at Heritage Electronics!
Your appointment came as no surprise to us in view of your brilliant record of
achievements. This is a well-deserved recognition of your ability.
We are sure Heritage Electronics will continue to grow and be innovative in the years to come. Congratulations again.
Sincerely
Dear Mr. McMannis:
Please accept our warmest congratulations on the establishment of your Tokyo office. Your presence here will greatly facilitate our dealings with you. Due to your brilliant background and rich experience, you will surely be successful in the near future.
Should there be any way in which we can be of assistance, please do not hesitate to contact me. I wish your company every success and look forward to further cooperation in business.
Yours sincerely,
(4) Congratulations on the establishment of a new branch
Dear Mr. Redmond:
Please accept our heartiest congratulations on your achieving initial sales of 100,000 units. This impressive achievement gives us a great deal of satisfaction and fills us with confidence with regard to the future. The result more than anything demonstrates your standing in your market.
We are looking forward to your continuing success.
Sincerely,
(5)Congratulations on achieving the target
Useful expressions
1.I would like to congratulate you and your team on a job very well done.
在此恭喜你和你的团队圆满完成此次工作。
2.To have reached this milestone at a young age is simply great. And this is an achievement you can be well proud of.
像你这样的年龄就能取得这样的成果就是非常了不起的。你应当引以为荣。
3.It is an honor you rightly deserve and I know of no
one more suited for the award.
这荣誉对你来说是当之无愧的，我想再
也没有人比你更适合得到这一奖励了。
4.With all the hard work you have put in in recent months, this promotion is all you deserve and this is just recognition of the services you have so well rendered.
数月来你工作勤勉，此次升职完全是你应的的，而且也是对你卓越贡献的肯定。
5.I sincerely hope the new company will be a success and you will find in this new venture the happiness and satisfaction you deserve.
我衷心希望你的公司能兴旺发达，也愿你从中获得属于你的愉悦和充实。
6.I am sure the future will hold much more for you. This is
just the beginning.
我相信今后你定会大有作为，这仅仅是个开始。
Section Three Condolence and Sympathy Letter
Condolence and sympathy letters are probably the most difficult letters to write. Tact and sincerity are of great importance when writing such letters. The length of these letters is usually based on the degree of mutual friendship that exists.
Tips for Writing Sympathy Letters
1.Acknowledge the negativity, pain, and suffering the person may be enduring.
2. Point out any positives that may result or be seen in the situation without minimizing the negatives.
3.Offer your help — as generously as you are willing and feel comfortable.
Condolence letter to a friend

Dear Tom:

I learnt with deep regret of the recent passing of your father and wish to extend my sincere sympathy in your bereavement.

With deepest condolence,

Mary
Samples:
Dear Mrs. Brandon:
We were deeply saddened to hear the news of your husband’s sudden death of heart failure. On behalf of the management and staff, I tender our deepest sympathy to you and your family.
His death is a great loss to our company. We, who had the privilege of knowing and working with your husband for many years, will remember Andrew as a very kind and humorous person who enjoyed everyone’s respect. We have lost a valued colleague and his friendly presence will be greatly missed.
Please accept our sincere condolence. If there is any way that we can help, please let me know.
With kindest regards,
John Barnes
President
(2)Condolence letter for an employee’s pass away
(3) Dear Anne:
Your brother told me that, despite a great audition, you didn’t get the lead in the senior play. I had a similar situation in school, though in a different area: I wanted to be editor of the school paper, but the teacher in charge picked another student. I was crushed, but kept writing — and as you know, I now have a regular column in my industry trade paper. So persistence pays!
Feel better, smile, and keep up your spirits. You are great, and that’s all that matters!
Sincerely,
Andy
(4)Dear Mr. Sanders:
I can really understand how difficult the past weeks have been for you. I know you must be very busy dealing with these problems.
I would also like to say that I sincerely admire you for the courageous way in which you handled this crisis. I think it was your greatest moment. I know many people share my opinion.
Respectfully,
Joan Marlow
1.I was grieved / stunned to learn of the sudden passing / loss of your father.
惊闻你父亲不幸去世，深表哀悼。
2.There is not much one can say to ease your deep sense of loss, but Tony and I want you to know that we are only a phone call away if there is anything we can do for you.
我们知道很难用言语来平复你目前的心情，但是请你相信如果你需要托尼和我帮你做任何事情，立刻给我们打电话。
3.Please know, we all wish you and the rest of your family peace even in the midst of your grief.
我们都希望你和你的家人能够安享平静、节哀顺变。
Useful expressions:
4. I am sure that you and your people will be able to overcome the effects of this shock.
相信你和贵公司的人员一定可以克服这件事情所带来的冲击。
5.Please call on us anytime if there is anything we can do to you at this difficult time.
在此困难时刻,若有任何我们可以做的事情，请随时通知。
6.I deeply regret learning that you will have to be leaving your post at Roll’s Pharmaceuticals due to health consideration.
得知贵下因健康原因即将离开Roll制药公司，感到非常遗憾。
7.It's not your fault. This economy is doing really badly and everybody is getting cut left and right. Keep your chin up.
这不是你的错。现在经济这么差，到处都在裁员。别气馁！
can’t wait for, count on me, good time, inconvenient, Meanwhile, saddened, Thank you very much, thrilled, your willingness, you ever need, understanding and sympathetic approach
Exercises : Choose the right expressions below to fill in the following individual letter.
Dear Joyce:

1_________________ for all the assistance you have given in the last six months. We do appreciate 2______________ to work long and irregular hours.

I should just like you to know that your 3________________________________ is much appreciated by all of us.
understanding and sympathetic approach
Thank you very much
your willingness
Dear Joy and David:

I was really 4_________ about eh new addition to the family.

I imagine you 5_________________ all the chaos that having a little baby boy around the house will bring! We‘re still recovering. If 6_________________ a baby sitter, you know who to call.

you ever need
thrilled
can’t wait for
Dear Richard:
I was ___________ to learn about your recent misfortune at the factory. I know this cannot be a _____________ for such an incident to happen. Of course, you can ________________ to help in any way I can.
___________, I could send over some of my staff to lend a hand clearing up the mass. Also, if you need someone to deliver orders, it would not be at all _______________ if you were to use our delivery vans for a few weeks.
saddened
good time
count on me
Meanwhile
inconvenient
Writing:

Imagine you are HR Manager. Write a letter on behalf of the company to express your congratulation and appreciation for Mr. Adams who has worked in your company for ten years.
2.Imagine you work in a multi-national enterprise with many subordinate companies in all over the world. This year China Company has overtaken MWT Company as No. 1 in sales in China market. Write a letter to them to express your congratulations on their achievement.

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