Ever needed to connect a new message to an older one? That’s where a “Sample Letter To Start Referring The Letter Sent By Them” comes in handy. It’s basically a way to link your current letter to a previous conversation. Think of it as a polite reminder of what you’ve already discussed.
This type of letter is useful in many situations. Maybe you are following up on a request. Perhaps you are clarifying something from a previous email. Whatever the reason, it keeps things clear.
In this article, we’ll share some easy-to-use letter samples. These templates will make writing much quicker. They’re designed to fit various situations you might face.
Sample Letter To Start Referring The Letter Sent By Them
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
[Company City, State, Zip Code]
Dear [Recipient Name],
I am writing to follow up on my previous letter, dated [Date of previous letter], regarding [Subject of previous letter].
I hope you have had a chance to review the information provided. Please let me know if you require any further clarification or have any questions.
I look forward to hearing from you soon and discussing this matter further.
Sincerely,
[Your Name]
How to Write Sample Letter To Start Referring The Letter Sent By Them
1. Crafting a Compelling Subject Line
The subject line is your first, and perhaps only, chance to seize attention. It should be concise, yet informative. Avoid ambiguity. Instead, opt for specificity. A vague subject line might languish in the recipient’s inbox, unread.
- Example: “Referring to Your Letter Dated [Date] Regarding [Topic]”
- Do not exceed 10 words for optimal impact.
- Ensure the subject accurately reflects the letter’s purpose.
2. Formulating an Apt Salutation
Begin with a salutation that mirrors the formality of your prior correspondence. If you addressed the recipient by their first name previously, feel free to continue that practice. Otherwise, err on the side of formality.
- Formal: “Dear Mr./Ms./Dr. [Last Name],”
- Informal: “Dear [First Name],”
- If unsure of the recipient’s name, use: “To Whom It May Concern:” (though this is generally discouraged).
3. The Introductory Paragraph: Setting the Stage
The initial paragraph should immediately reference their previous letter. Be explicit about the date and the core subject matter. This establishes context and prevents any potential misunderstanding. Acknowledge receipt and reiterate the purpose of their original communication.
- “I am writing in reference to your letter dated [Date] concerning [Topic].”
- Briefly summarize the crux of their letter.
- State your intent to further elaborate on the matters they raised.
4. Expanding on Key Points: The Body
This section forms the substantive core of your reply. Systematically address each point raised in their letter. Offer clarifications, provide supporting evidence, or respectfully disagree where necessary. Maintain a professional and courteous tone throughout. Precision is paramount.
- Allocate a paragraph to each distinct point from their letter.
- Utilize concrete examples or data to bolster your arguments.
- Acknowledge any points of agreement before addressing areas of divergence.
5. Addressing Concerns and Queries
Devote a specific section to directly addressing any questions or concerns the recipient posed in their original letter. Avoid ambiguity and provide comprehensive, cogent responses. Transparency builds trust and fosters positive relationships.
- “Regarding your question about [Specific Question],…”
- Offer a thorough explanation, even if the answer seems self-evident.
- Express willingness to provide further clarification if needed.
6. Concluding Remarks: Summarizing and Looking Ahead
The concluding paragraph should succinctly summarize your response and offer a forward-looking statement. Reiterate your willingness to assist further and express gratitude for their initial inquiry. This leaves a lasting positive impression.
- “In summary,…” (followed by a brief recap of your main points).
- “Thank you for bringing [Topic] to my attention.”
- Offer avenues for continued communication: “Please do not hesitate to contact me if you require further assistance.”
7. The Closing: A Final Flourish
Choose a closing that aligns with the formality of your salutation. A formal letter warrants a formal closing, while a more casual correspondence permits a less rigid approach. Avoid clichés and opt for sincere expressions.
- Formal: “Sincerely,” or “Respectfully,”
- Semi-formal: “Best regards,” or “Kind regards,”
- Always include your full name and professional title (if applicable) below your signature.
Frequently Asked Questions: Referring to Initial Correspondence
This section addresses common queries regarding referencing previous letters when initiating a referral. Understanding proper referencing ensures clarity and professionalism in your communications.
Why is it important to refer to the initial letter?
Referring to the original correspondence provides context for the referral. It helps the recipient quickly understand the basis of the referral and the relationship to the previous communication, saving time and avoiding confusion.
How should I reference the date of the original letter?
Clearly state the date of the original letter in the opening paragraph of your referral letter. For example, “Further to your letter of [Date],” or “Referring to your communication dated [Date],” is appropriate.
Is it necessary to mention the subject line of the original letter?
Including the subject line from the original letter can further clarify the context of the referral. It allows the recipient to quickly identify the specific topic or matter being addressed.
What if I don’t have the original letter?
If you do not possess the original letter, try to include as much information as possible about the previous communication, such as the approximate date, the sender’s name, and a summary of the letter’s contents.
Should I include a copy of the referenced letter?
Including a copy of the original letter is beneficial, especially if the recipient may not easily access their records. This ensures they have all necessary information readily available.
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