Business Communication and Ethics

(HS-304)
Week-9 (Lecture-17)

Writing
Goodwill letters
BY MS. NIDA AFTAB
TODAY'S AGENDA

Welcome
to the lecture!
• What is a goodwill letter?
• Purposes of writing a goodwill letter
* Types of Goodwill letter.
• Samples
• Envelopes
• Format
What is a Goodwill
Letter?
Goodwill letter is one of the most
important documents that can be used for
various reasons. It is a best tool to
compensate some sort of business
blunders during company’s operations
with customers and clients. Various
companies use goodwill letters to get
positive emotions of support, approval or
concern related to the business.
Main objective of writing a goodwill letter is
to show genuine kindness for someone.
Whether expressing approval, concern,
support, appreciation, recognition or
condolences you need to be sincere in your
remarks . The goodwill that is earned or
created is in no way in terms of money. There
might be monetary gains in the future but
that depends on many different scenarios.
Purpose of writing a goodwill letter:

Normally goodwill letters are written and sent from the business authorities or
from the human resource department of the company to the clients who were the
victim for the faults made by the service provider.

One thing to remember that goodwill letters often come as a surprise are greatly
appreciated as well as these letters are an effective way to build positive
relationships

Financial gain may be translated to a company in the long run because goodwill
letters are written to humans. And the humans become a backbone for business for
all the companies.

Executives and thoughtful managers often write messages designed to foster friendly
relations with customers, and suppliers.
 Types of Good will
letters:
• Thank you letters
• Congratulatory letters
• Condolences letter
• Sympathy letters
Thank you letters:
In return of a favour, help or a request, it is a great opportunity for you to
mention the gratefulness of the person and thereby earning some
precious goodwill.

Like when you order a larger quantity and you get a timely delivery or an
on-time payment of any orders. This instance should not be taken for
granted and proper importance should be given to them.

Thus, in professional terms, you show your gratefulness by writing a letter

to the concerned authority. In this way you show the person respect and
how much do you value them!
Look at the
Example:
Look at the
Example:
Thank you letter written to acknowledge the
donations made by Goodwill Company.
 CONGRATULATORY LETTERS

These letters as the name suggests are written, when someone has achieved something and you
want to congratulate them. In an organization, this can be a very common occurrence when
your friend or a colleague receives an honour, recognition, or an award.These achievements can
be professional or personal. And thus it is important for you to acknowledge them.
Congratulating them on such instances can help you gain a goodwill.
Look at the
Example:
Congratulatory letter written to the new
President of Engineering Society.
Condolence
letters:
These letters are difficult because you writing to someone who
has just lost their dear ones.Thus, a strong sense of grief needs to
convey through the message.

The sentiments need to be sincere and avoid referencing the lost

person or mention the details of that person. This will only make
things worse.
Look at the
Example:
Look at the
Example:
Sympathy letters:
Life is a mixture of sad as well as happy moments. Thus, it becomes to
only share the happy moments, but also to be there for the person
during the time of sadness.
You have to be there share the pain of your friends as well as your
associates.
When you know someone who has suffered a loss or agony, than just
mere words of kindness are enough for that person. Your words of
sympathy might give that person some solace.
These type of letters are only written when someone is suffering from
a major loss or illness.So, keep in mind to mention the help in
whichever way possible.
This kind of gestures has a long-lasting effect on the person and only
increases your goodwill. But failing to fulfil the promise might result
in a loss of goodwill which cannot be regained again.
Look at the
Example:
Envelopes:
The quality of the envelope paper, and pictures,
and slogans, all contribute to your
organization's image.

Each envelope should show the address of the

sender and the receiver, and the zip code.
The address you are mailing to should be written
as follows:
• Recipient's name
• Business's name (if applicable)
• Street address
• City, State and ZIP code (on the same
line)*Country*

The return address should be written in the

upper left-hand corner of the envelope.Some
classes or types of mail do require a valid return
address.
The stamp or postage is placed in the upper
right-hand corner of the envelope.
Do you have
questions so far?
Thank you!
Required Reading:

Read further about Goodwill letters.

In case of query, write a comment on Google classroom or
ask me in the next live session.