Response Letters

How to write a response letter:

 Be professional and courteous by sending your response letter in a timely manner. Do not
procrastinate.
 When responding to previous correspondence, it is often a good idea to repeat important
information. Your response letter is also a wonderful opportunity to ask any questions or
clear up any misunderstandings you might have.
 When asked for advice, respond quickly. Give advice only on the subject you have been
asked about. Keep your advice simple and to the point, and make it easy for the person to
respond if he or she wants to discuss the subject at greater length.
 If you have been asked for advice and do not feel you can give it, express your regret, and
suggest that someone else would be in a better position to be of assistance.
 Avoid comments or expressions of personal opinion, unless they are complimentary.
 Even if your response letter contains negative information (such as declining a job offer,
denying someone credit, or declining to follow a suggestion), the tone should still be
positive and courteous.
 When responding to your reader, a long letter is generally not necessary—merely include
enough information to address the issue at hand.
 It is often a good idea to thank the reader for his or her time and interest.

Need example response letters?

We recommend 4,001 Business, Sales & Personal Letters. This collection
includes many professionally written response letters. Empower your
writing with:

 Must-know letter-writing tips

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 Appropriate phrases and sentences
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You will get a variety of response letters for each of these

topics and hundreds more:
Respond to a Complaint

 Respond to a complaint of discrimination or sexual harassment

 Respond to a complaint while admitting fault and making an adjustment
 Respond to a complaint while avoiding agreement or denying liability, and refusing to
make an adjustment
 Respond to a complaint while avoiding or denying liability, but making an adjustment
 Respond to a complaint, but needing more information
 Respond to a complaint

Respond to a Job Offer

 Respond to a job offer, negotiating a higher salary

 Respond to a job offer, negotiating conditions

Respond to Feedback

 Respond positively to negative feedback

 Respond to a complaint and treat it as valuable feedback

Miscellaneous Response-Letter Topics

 Respond to a false accusation from a government agency

 Respond to a request for a donation or to a fundraising letter
 Respond to a request or application for additional training
 Respond to a sales rejection
 Respond to an inquiry about products or services
 Respond to rumors

Related Response-Letter Topics

 Accept a formal invitation to a social event

 Accept a job offer
 Accept a request to serve in an honorary position
 Accept a resignation
 Accept an honor
 Accept an informal invitation to a social event
 Accept an invitation to a business appointment
 Accept and express appreciation for a suggestion
 Acknowledge an order or subscription
 Acknowledge payment of an overdue balance
 Acknowledge the receipt of a report, letter, or other
 Acknowledge the receipt of a resume
  Acknowledge the receipt of a suggestion from an employee
 Announce actions to be taken during a strike (management's announcement)
 Apologize for betrayed trust
 Apologize for missing an appointment
 Apologize to an employee or employees
 Decline to give advice
 Follow up after receiving no response to earlier correspondence
 Give advice to subordinates
 Give general advice
 Give personal advice
 Give professional advice
 Grant an appointment
 Reply negatively to a suggestion
 Reply positively to a suggestion
 Request a response to a survey or questionnaire
 Thank someone for a reply or response

Get the right words for your letters in three easy steps:
1. Choose from a variety of prewritten response letters that cover many common
situations. Copy your letter directly into Microsoft Word or your favorite word
processor.
2. Or let our software guide you step-by-step through the writing process, suggesting
sample phrases and sentences for each writing step. In minutes, you can write an
effective response letter.
3. Print your response letter and send it!