LETTER

REPRESENTATION
Presented by-
SOURABH PRAKASH
IMS2010019

Under Guidance of-

Mr. Saurabh Mishra
(Business Communication)
31st July 2010
During the last presentation we discussed about
Acknowledgement Letter

And many of us was wondered that then what's the

purpose of Thanking Letter
ACKNOWLEDGEMENT
LETTER
Acknowledgement letters are used to build a
positive relation with co-workers, subordinates,
and clients.  These letters can also inform
employees of minor changes in the
company.  The format can work as an
acknowledgment of changes or events, or as a
more formal type of memo.
 As its name implies, the letter of
acknowledgment acknowledges a fact, situation,
or action that has taken place, usually involving
the recipient.
 According to Webster’s New World College
Dictionary, “acknowledge” means “to admit to be
true, or as stated,” but an acknowledgment letter
does more than acknowledge; it also responds.
 Oftentimes, acknowledgements contain refusals
or acceptances, or opinions and reactions. Your
opinion and reaction may be mixed, with both
positive and negative thoughts.
 Whenever stating a critique or opinion, give the
positive first. Tell what you like and agree with.
Then get to the negatives — what you don’t like
and what you want changed.
 Tips for Writing Acknowledgment Letters

 Regardless of whether your feelings are positive or

negative, or whether you are accepting of or
unreceptive to the situation or proposal before you,
always start on a positive note and maintain a
polite tone throughout your letter. 

• In your acknowledgment, briefly recap the idea

or proposal you are acknowledging. Do not repeat
its history at length; the reader already knows it.
 Thank You 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 or e-mail, rather than take the time to
write and send a personal letter.
 A note of advice: Take the time. The extra effort
will be appreciated and make you stand out from
the crowd.
 Thank you letters are a nice way of showing your
appreciation for the person for whatever, he or
she has done for you.  It is a form of grateful
acknowledgement at the least.
 Thank you letters must be above all sincere.  It is
easy for the reader to guess if it is just an
impersonal note or if it comes straight from the
heart.
 Remember to be specific about what you are
thanking a person for.

 It is good to thank the person concerned as soon

as possible.  It will show that their time and effort
have not gone in vain and at the same time it
shows your sincerity.
 Types of Thank you letter

 Business

 Personal
 Business

 There are numerous situations in day-to-day business that

can warrant a thank you letter.
 Some typical situations include: appreciation for special
consideration extended by another organization, thanking
a speaker for a presentation at a board meeting, customer
appreciation letters thanking customers for their
patronage, thanks to employees for exceptional service or
performance, thanks to an individual or organization for a
customer referral, appreciation to volunteer service
workers for their personal contributions to a public
service campaign, etc.
 Personal
 As with business situations, there are many instances in
day-to-day life that can warrant a formal thank you letter.

 Examples of typical personal thank you letter situations

include: a follow-up thanks after a job interview or offer,
thanks to a company or institution in appreciation for
exceptional customer service received, letter to friends
and/or neighbors for their support during a difficult
period, letters for wedding gifts, thanks to a service club
or agency for support given to family members, social
occasion thank you letters for a wide variety of social
situations, etc.
 For Many reason we can write a thank you letter

 Few ex-
 Interview Thank you Letter
 Reference Thank you Letter
 Friend Thank You letter
 After getting a job ….Etc
Here Comes the burning topic

Difference between Acknowledgement letter &

Thank you Letter
 Actually by nature

 A specific category of thank-you is the

acknowledgment of a gift given or a contribution.

 An acknowledgment letter is similar to a thank-

you note.
 There is a difference, a thank-you note typically
focuses on one short-term action, such as a
birthday present you have received.
 An acknowledgment usually signifies something
long term, such as the support a friend or relative
has given you during a particularly difficult
period.
 Thank-you letters are event driven; for instance
when your father co-signs for the loan on your
first condo.

 An acknowledgment is emotion driven; for

example, you feel an overwhelming need to
thank your dad for all the love he has given you
as a parent.
 Both thank-you letters and acknowledgments
cement your bond with the reader.
 But an acknowledgment may be even more
powerful because it is not expected.
 Acknowledgment is a spontaneous act, compared
with thanks, which are expected as the social
norm.
 Reference letter

 A reference letter or letter of reference is a

letter in which the writer makes a general
assessment of the qualities, characteristics, and
capabilities of a person, or confirms details about
that individual’s situation or circumstances.
 Normally, letters of reference are addressed as;
"To Whom It May Concern" or "Dear
Sir/Madam".
Letters of reference typically include: character-
related, college program admission-related,
employment-related, or general purpose letters.
 Types of Reference Letter
 Character Reference Letter
 Employer Reference Letter
 Business Reference letter

Etc….
 Recommendation Letters

 You will invariably be asked sometime in your

life to write a letter of recommendation for
someone seeking a job.
 Writing a recommendation letter for someone is a
very crucial task and it may be written for an
employee, co worker or any other acquaintance
 Writing a recommendation letter for someone
can also be considered as an honor or a privilege
as you have been asked for your opinion which
counts.
 Recommendation letters can generally
be classified into three types:
 Academic Reference letter,
 Character reference letter,
 Employment Reference letter.
 First of all determine the purpose of
recommendation,
i.e. whether it is for academic post, job, personal
reference or any other purpose as it will help you
to focus the content of your letter.
 Include your name and position along with the name
and position of the requester as well.
 Mention other details of the requester as well like
how long you have known him , in what capacity and
others.
 Close the letter with your specific recommendation
and by showing your confidence in the individual.
 Last but not the least always write a recommendation
letter only for a person who is known to you.
 Reference letters are different
from Recommendation letter in the sense that
they are usually more general in nature and are
not normally addressed to a specific requestor.