A response letter is a letter targeted at a meeting, addressing and responding to the request (s) in a previously received letter.
Introduction
A response letter is a letter targeted at a meeting, addressing and responding to the request (s) in a previously received letter. The response could either be an acceptance of the request made or a rejection of the same. Response letters also contain the reason (s) for the acceptance or rejection of the request made.
Answer Paragraph
Communication is often said to be the life of any Organization, Business, or Institution. This takes place in various forms and contexts, some of which are requests or meetings, or communique. In this article, we will be dealing with letters of Requests and how to respond to them. A response letter is expected to follow a standardized pattern, which shows the flow of information, a logical answer to the request being made, and an action towards the request made, either accepted or rejected.
Response Letter to a Request: Format
A typical response format usually contains the following;
| Name Address State, Zip Code Date Name (of the Person the letter is addressed to) Position Company Address State, Zip Code Country |
Dear MMM
Thank you for getting in touch with us concerning your request for …..9the situation explained in full)
We aim to ensure that all requests receive the best and appropriate answers as and when due. However, we regret to inform you that at this time we must decline this request ( reasons for this should be explicitly stated).
Thank you for your interest in this matter. Please accept our sincere apologies.
Sincerely,
Signature
Name
Samples of Response Letter to a Request
In this section, we will be considering some Response Letter samples, with the aim of fermenting a better understanding of our topic.
1. Response Letter to a Change of Hmo Due to a Bad Service Experience.
Cordelia Ilori
No 20 Stone Street, Marble Close, Obama District
Rushell, 125012
Wonderland
04.03.2021
Abigail Okon
No 10 Able Lane, Sheffield
Texas, 011010
Dear Abigail Okon:
Thank you for your letter of displeasure concerning your first contact with our HMO partner Hospital. On Behalf of the company, I want to apologize for your experience sincerely. This is the first time we have had our enrollees complain about our services, and this is simply because of the recent power outage in the city that has affected our partner Hospitals’ normal workings. Instead of the aforementioned, I can assure you that I have been brought to speed about your complaint, which was registered by Ayomide Ola, with the job number CMD/12/004/T and its results outcome.
In line with your request to change HMOs, can I please ask you to have a rethink by accepting our apologies, giving us another chance to serve you better, and also accept our little gift to show we care about your health and well-being?
Thank you once again for airing out your dissatisfaction and bringing this concern to our table. We treasure every feedback we get from our enrollees, which serves as vital information to improve our services.
Our enrollees’ health and that of their family is our number one priority and focus, so we say thank you for trusting us.
Sincerely,
Cordelia Ilori
Cordelia Ilori
2. Response Letter to a Request for Additional 5 Days off Work.
Cordelia Ilori
No 20 Stone Street, Marble Close, Obama District
Rushell, 125012
Wonderland
04.03.2021
Emmanuel Jacobs
No 10 Able Lane, Sheffield
Texas, 011010
Dear Emmanuel Jacobs:
Thank you for reaching out to us via your Letter of Request for additional 5 days off work. As a Company, our sole and social responsibility is to ensure our employees’ mental, physical, psychological, and emotional well-being all year round. To achieve this, we have stipulated an agreed number of days in a year allowable for our employees to go on leave. The breakdown of these days is solely left at the discretion of our employees, however, subject to our own counsel and the company’s state of affairs.
I regret to inform you that we can not grant your request to take additional 5 days off work at the moment. This is because the Company is in one of its relatively busy and crucial periods, and we require all hands on deck. This ensures its survival, growth, transition into its next phases and continuous relevance in society.
Thank you so much for reaching out to us, and we do hope you understand why we can’t grant your request at this time. Kindly reach out to us in a month, as we hope that the Company will be ready to grant your leave by then.
Sincerely,
Cordelia Ilori
Cordelia Ilori
Frequently Asked Questions
- How long should it take to respond to a letter of request?
Response to a request should be attended to as soon as they come in. The reason for a prompt response could range from pacifying an aggrieved customer, member of staff, student, patient, or enrollee. This could practically save lives and business, so a prompt response is the best approach to handling requests.
- Should you respond to a letter of request whether you have the requested information or not?
Yes. Communication goes a long way than we know, and research has shown that effective and timely communication has helped quell anger and kept at bay conflicts. To respond to letters of the request either in your own words, ask a superior who has the needed information, or express your regret.
- Is it allowable within work ethics for a respondent to a letter of request to use informal words?
No. Remember your response to a letter of request places your name and reputation on the line and that of your Company. It is advisable to take a minute off to cool down before responding to provoking letters of request.
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