Business Letters Samples

Letters on the Job
Simple, practical approach to writing letters and memos
By Golda Mowe
All rights reserved. This e-book was originally created by Golda Mowe for the purpose of
providing information. It is given out for free with the understanding that the author is
not engaged in rendering legal, intellectual property, accounting or other professional
advice. If legal advice or other professional assistance is required, the services of a
competent professional should be sought.
The author will not be responsible for any losses or damages of any kind incurred by the
reader whether directly or indirectly arising from the use of this e-book.
You may distribute this e-book, but you may not alter it in any way or claim it as your
work.
Content
Author’s Comment
Organization Announcement
• In-house Memo
• Announcement to 3rd party
Customer Related Letters
• Company Introduction and request for meeting
• Meeting Agenda
• Follow-up: Confirmation of discussion
• Thank you
• Respond to Customer Complain
• Request for settlement of Invoice
• Warning of Discontinuation of Service because of non-payment of bill
• Notice of Discontinuation of Service
• Thank you for Receipt of Payment
Writing and Editing
Author’s Bio
Copyright © 2007 by Golda Mowe/ Free Distribution Only 1

Author’s Comment
The author had deliberately written this e-book in story format to make it easier to read.
All characters are fictitious and do not in any way represent any person alive or dead.
She understands that different organizations will have their own official format for letters
hence she does not insist that you copy her format as it is. The gist is to know what
information to add and what not to add in written communications.
Communications concerning an organization need to be specific and detailed enough to

make it clear to successors as to the manner and type of discussion or transaction being
conducted, yet the writer of said communications should also be consciously aware of the
effect of such information. The author has made an effort to put together this e-book
because during the course of her working years she had come across official memos and
letters that either had too much or too little information. She believes that this may had
happened because the writer of such communications,
1. felt compelled to explain his action

2. became personally involved in the issue
3. was unaware of the legal impact of his words
4. felt that the recipient will understand what he implies
5. did not want to appear pushy
She hopes that you will find the e-book useful. You can write your comments to
apha@gmowe.ws, or you can read more samples of her work in www.gmowe.ws.

Organization Announcement
Amy came out of her boss’ office; fingers shaking, pulse racing. She had only been on
the job for a week and her vice president had just asked her to write a memo. Secretarial
school had taught her the proper format of a letter, but no one had ever taught her how to
write an announcement telling the whole company that a senior manager had been fired.
What if she does it wrong? Her boss had not been much help; in fact he appeared
embarrassed to talk about it with her.
It was after 5:30 pm, the office was as quiet and as cold as a tomb. She jumped when the
printer whined. The office witch –crooked fingers, hunched back, thick spectacles and
frowning face– shuffled stealth-like towards the machine. Amy shivered again as the hag
eyed her.
Olga sniffed. “Working late are we.”
Amy stammered, “Yes, Dr. Soon asked me to write a memo for him.”
“Well, you best go and do it now.”
Amy hesitated. She needed help but she was scared of Olga. This was her first job and
she wanted so badly to succeed but Olga was rumoured to have a mean temper. On the
other hand, she was inexperienced and Olga had been with the company for so long her
employee number was a single digit. The secretary cleared her throat.
Olga turned, just enough to see Amy from the corner of her eye. “Did he dictate the
memo to you?”
“No, he did not. He said it would be good for me to learn to do things by myself.”
“What is the memo about?”
“It’s to inform the company that Mr. Wong had been fired.”
“And he asked you to do it on your own!” Olga’s eyebrow rose with her voice.
“Yes.”
Crooked fingers picked up papers from the printer as the head above it shook and
mumbled incantation-like words. Then Olga turned to Amy and said, “Come with me.”
The young secretary trailed behind her like a wary, stray puppy being offered a meal by a
stranger.

Announcement Memo Concerning Employees
First Olga told her to collect as much information as she could about the subject matter.
Information required
Office doing the announcement
Name: Soon Le Mah, Dr.
Designation: Vice President
Department: Sales and Supply Chain Management
The person leaving the company

Name: Wong Tsu Koo, Mr.
Designation: Senior Manager
Department: Procurement and Logistics
Reason: Discharged with immediate effect.
The person taking over

Name 1: Prunella Ding, Ms.
Designation: Procurement Manager
Section: Procurement
Name 2: John Deer, Mr.

Designation: Logistics Officer
Section: Logistics
Effect on Organization: Ding and Deer report directly to VP Soon

In-House Memo
Ref: Memo/030107-01
Date: 3 January 2007
From: Dr. Soon Le Mah, Vice President of Sales and Supply Chain Management
Fellow Colleagues,
Re: Organization Announcement
It is with regret I announce that Mr. Wong Tsu Koo, Senior Manager of the Procurement
and Logistics Department, will be leaving this company. I wish to use this opportunity to
thank him for his past contributions and to wish him all the best in his future
undertakings.
With immediate effect Ms. Prunella Ding, the Procurement Manager and Mr. John Deer,
the Logistics Officer will take over duties handled by Mr. Wong within their own
sections until further notice. Both persons shall report to me directly. Your cooperation
in assisting Ms. Ding and Mr. Deer in the performance of their new responsibilities will
be appreciated by the company.
Please contact either my office or the Human Resource Department for further
clarification if you are unclear with regard to your role under this new arrangement.
Best Regards,
………………
Dr. Soon Le Mah
------------------------------------------
Amy re-read the memo and looked up with a frown. “I don’t understand. Why don’t you
add in the fact that he had been fired?”
“Some things are best not put in writing because Mr. Wong can sue the company for
tainting his character.”
“Will he do that?”
“We don’t know, but any form of scandal can ruin the image of the corporation. Even if
Mr. Wong was a dubious man, though I suspect it was more of a disagreement in
management styles, the general public will lean more towards the individual than to a
corporation.”

“But what if he really did something wrong?”
“Then he should be in jail. In fact, if we insist that he was wrong and we don’t charge
him personally, the shareholders are going to wonder if we have swept anything else
under the carpet with their money.”
Amy broke into a sweat: What! You can get into that much trouble from a single memo?
Again Olga spoke, “It is best to keep such information quiet. Those who need to know
will have known about it already. You only need to tell people what is changing and how
it will affect them. Anything more can get you into trouble. Also make sure that you
have a reference number, and make absolutely sure that you never duplicate them.” She
added as an afterthought. “Remind Dr. Soon to write to all the vendors, suppliers or
other people who deal with Mr. Wong. Use a letterhead with the company address.”
“Do I write the same things in there?”
Olga cackled then shook her head at the puzzled look on Amy’s face. She started typing
again.

Announcement to 3rd party
Ref: Announcement/030107-01
Date: 3 January 2007
From: Dr. Soon Le Mah

Vice President of Sales and Supply Chain Management
Direct Line: +60-xxx-xxx
Direct Fax: +60-xxx-xxx
Email: Soon@here.com
To: Name of Vendor/ Supplier/ Customer/ Bank etc.

Address
Dear Vendor/ Supplier/ Customer/ Bank etc,
Re: Organization Announcement
It is with regret I announce that Mr. Wong Tsu Koo, Senior Manager of the Procurement
and Logistics Department, will be leaving this company. With immediate effect, he will
no longer be representing Here_And_Now Inc. on any form of transactions.
Matters on Procurement will be managed by our Procurement Manager, Ms. Prunella

Ding, while Logistics will be handled by our Logistics Officer, Mr. John Deer. We
apologize for the inconvenience caused to your organization. Your cooperation in
assisting Ms. Ding and Mr. Deer in the performance of their new duties will be
appreciated by Here_And_Now Inc.
Feel free to contact my office for further clarification.
Yours truly,
………………
Dr. Soon Le Mah
NOTE: If you have typed out the designation at the front of the letter, it is not necessary
to repeat it here.
------------------------------------------------
“There, that should settle it,” Olga said.
Amy beamed and thanked her. She took both copies to Dr. Soon for his approval. The
worry lines on his face cleared when he read them. Amy went home at 8:00 that night;
the hag’s computer was still running rows of data, but Olga was no where in sight.

Customer Related Letters
Dr. Soon called Olga into the office. “Amy’s been with me for three months. She told
me you had helped her out quite a bit. I have a new client I would like to meet and I
know that you have a lot on your desk right now. Would you mind training her to do
some of the more routine stuff, so I don’t have to bother you on this thing?”
Olga shrugged. “She’s a willing learner and a bit brighter than most secretaries I’ve met.
Okay, no problem, as long as she doesn’t waste my time.”
She walked out of the VP’s office and went straight to Amy’s desk. “Amy, collect all the
information you can on the client Dr. Soon wants to meet. Ask him first how he plans to
approach them then talk to the engineers to find out how to match our product to their
needs. Come see me after you’re done.”
It took Amy a few hours to shuffle through the information on her desk and to talk to the
relevant people. By 4.00pm she was ready to see Olga.
Company Introduction and request for meeting
New Client
Company Name: Gadgets2Go Pte. Ltd.
Contact Person: Ms. Susie Spins
Designation: President of Procurement
Address: Kuching
Tel: 6082-xxx
Fax: 6082-xxx
Sales of Client
Product: High Tech Toys, assemble on order
Region covered: South East Asia, India and China
Selling Method: Outlets, telemarketing, internet and mail order
Reported Sales Value: US$ 200 thousand in 2005, US$ 212 thousand in 2006
Reported Market Share: 2% of the region
Product applicable from Here_And_Now: Centralised communication centre – customer
service, technical support, inquiry, responses, order management, complain management
through phone and internet.
Person to Meet Client

Name: Soon Le Mah, Dr.
Designation: Vice President
Department: Sales and Supply Chain Management
Direct Line: +60-xxx-xxx (Direct)
Direct Fax: +60-xxx-xxx (Direct)

Olga said, “You don’t have to write a 10 page letter. Anyway, telling a customer about
themselves is a little tacky. You might get some information wrong and offend
somebody. Just give a brief introduction of Dr. Soon, explain how he knows about them,
a short sentence on why he thinks they will want to hear about his service and finally tell
the client that you will call the office to set an appointment. But save the other
information for his sales presentation.”
“Why do I need to tell the client that I will call her?”
“To make her expect your call. That way she can have a date ready when you phone, or
alternatively she can tell you she’s busy and can’t meet. Either way, it is a way to remind
her to make a decision. And don’t forget to attach a brochure. Ask Dr. Soon if he wants
to add extra stuff with the letter.”

Ref: Gadgets/130307-01
Date: 13 March 2007
From: Dr. Soon Le Mah

Vice President of Sales and Supply Chain Management
Direct Line: +60-xxx-xxx (Direct)
Direct Fax: +60-xxx-xxx (Direct)
To: Ms. Susie Spins

President of Procurement
Gadgets2Go Pte. Ltd.
Kuching
Tel: +60-xxx-xxx
Fax: +60-xxx-xxx
Dear Ms. Spins
Re: Request for Meeting
I am Dr. Soon Le Mah, the Vice President of Sales and Supply Chain Management in
Here_And_Now Inc. We are a company that supply state-of-the-art call centre services
to fast growing establishments to help them minimize the cost of their expansion.
I have learnt of your company through your promotions and am very impressed with the
reported growth rate. You currently cover 2% of the regional market share and I expect
that you intend to expand. The other option to hiring more people and increasing your
overhead is to outsource a portion of your business. I would like to meet with you to
show our range of services that could help you control cost in the areas of communication
with your customers, and improve your service to them at the same time.
Attached are a company brochure and a list of existing clients for your perusal. My
secretary will call your office a week from the above date to set an appointment for our
meeting.
Yours truly,
………………
Dr. Soon Le Mah

Meeting Agenda
A week later, Amy called up Ms. Spins’ secretary and set up an appointment with her.
Olga advised her to send a meeting agenda. “That way both sides get a chance to prepare
in advance. If Ms. Spins has any topic outside the agenda, she will respond in kind. It
will save a lot of time and make Dr. Soon look more professional.”
Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins
Re: Meeting Agenda
I look forward to meeting you on 2 April 2007. Our secretaries had confirmed the time
as 2.00pm to 4.00pm. I hope to be able to cover the following topic on that day.
1. A brief introduction of Here_And_Now Inc

2. Features of our Call Centre Services
3. Issues you are facing now in terms of customer communication
4. Our product range and solutions to your issues
5. Future services in our planning stage
Yours truly,
………………
Dr. Soon Le Mah

Follow-up - Confirmation of discussions
Dr. Soon handed Amy of list of items discussed at his meeting with the client.
Olga advised her to send a confirmation letter to the customer over what was agreed in
the meeting. “Hopefully someone on their side had taken down the meeting minutes.
But in case there isn’t one, make sure that the object of discussion is made clear to both
sides.”
“Why do I need to do that?”
“A business meeting is not a personal matter but it involves the organization. Setting it in
writing will save a lot of heartache in the future when the job is passed on to another
person. It will also be a reference point in case of future disputes.”
“What if the client doesn’t agree with something in there?”
“Then she will respond in kind and set the record straight. If she does it by phone or e-
mail, send another formal letter outlining the changes. If she replies by letter, file it
together with yours.”

Ref: Gadgets/030407-01
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins
Re: Confirmation of Discussion on 2 April 2007
I would like to thank you again for setting time aside to meet with me. The meeting went
extremely well. Below is a list of items that we have discussed and agreed upon.
Actions by Here_And_Now
1. Prepare a scope of service encompassing communications via internet and phone.
2. Plan for the assignment of 3 staff for 3 shifts to specifically support Gadgets2Go,
24 hours, 7 days a week.
3. Plan for the allocation of office space for one manager from Gadgets2Go for 2
weeks
4. To propose pricing on the above depending on the scope and level of work
required
Actions by Gadgets2Go
1. Define scope and level of work for service centre
2. Assign a manager in the call centre for the first 2 weeks to provide initial
guidance to the call centre officers
3. Provide details on customer and product service procedures.
4. Provide all the above in one week’s time from the date of meeting.
Yours truly,
………………
Dr. Soon Le Mah

Thank you
Amy literally skipped to Olga’s desk that morning. The client just signed a contract to
outsource part of their work to the call centre.
The office hag looked up with a rare smile on her face. “Congratulations. Remember to
send a letter to thank them and to confirm that you have received the signed contract.”
Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins
Re: Signed Contract # 123111-A
Thank you so much for making Here_And_Now Inc. a part of your future plans. I
received a signed copy of your Service Contract #123111-A on 5 May 2007.
We look forward to serving you and your customers.
Yours truly,
………………
Dr. Soon Le Mah

Respond to Customer Complain
Amy’s face was all scrunched up, as though she had eaten an especially sour plum. She
headed straight for Olga’s table. “What am I to do? The client sent a letter today
complaining about the service at our call centre.”
“Did they say what was wrong?”
“Their manager, Ms. Lee, complained that we didn’t ready a secretary for her. But we
don’t even have a clerk at the call centre. Everyone handles their own paperwork.”
“Did we ever promise to supply an assistant?”
“I don’t think we did?”
“Be sure. Look over the letter you did to confirm the areas covered during the meeting
and check the signed contract. Then come see me.”

Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins
Re: Customer Complain dated 6 June 2007 Ref HAN/060607-01
I would like to extend my apologies to you with regards to the above complain letter. I
was not aware that Ms. Lee requires a secretary to assist her at the call centre. Seeing
that she had extended her stay at the location, might I take the liberty to show her a list of
part-time secretaries? She could choose one that meets her requirement and we will then
inform you of the rate that the consultant is charging.
There was no mention of this requirement in either our confirmation letter with reference
number Gadgets/030407-01 or the signed Contract #123111-A. The misunderstanding is
regrettable. I hope to get a reply from you soon, so we can settle this matter as quickly as
possible.
Yours truly,
………………
Dr. Soon Le Mah

Request for settlement of Invoice
Amy shook her head. How could a client that had brought so much delight in the
beginning turn into a cause of anxiety in just 4 months?
Olga noticed the drag in her steps as she drew nearer.
“What’s up Amy? You are becoming as stoop and as haggard as me.”
“I just don’t believe what is happening. Gadgets2Go had not settled their invoice in the
last 2 months.”
“Well, this kind of thing does happen in business. You will have to write to them and
remind them that their bill is no settled. Get the invoice number and details from the
accountants then come see me.”

Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins
Re: Request for Settlement of Invoice
We wish to bring your attention to our invoice numbers HAN001 and HAN002. We
have a 30 days credit term agreement, but both invoices have gone beyond the timeframe.
My office had sent out a few reminders and was informed each time that a cheque was on
its way. To date, the accounts department had not received any payment.
We have to ask your company to settle these invoices without further delay, or we will
have to start adding a monthly 8% interest on the amount due, starting 30 days from the
date of the invoices.
Yours truly,
………………
Dr. Soon Le Mah

Discontinuation of Service because of non-payment of bill
Amy was close to tears. Gadgets2Go was the first client she had ever handled and she
wanted so much to make it work. But they still wouldn’t pay their bills. On top of it all,
whenever she called, the accountant would treat her with cold distaste. It was almost as if
Here_And_Now owe them money. She went to Olga to pour her heart out.
“Don’t be ridiculous. This kind of thing does happen in business. It is nothing against
you personally.”
“But it is still frustrating. I mean I try to be nice and helpful, but the accountant shouts a
lot and slams the phone on me. My hand shakes each time I dial her number.”
“Look, she is only doing what she is doing because she gets away with it. Maybe she
figures that she can extend the company’s credit by intimidating a few junior staff. You
will just have to give her an ultimatum. Then if the company really can’t pay their bills,
the issue will have to be settled further up.”
“But we are behind in our sales target.”
“They need the call centre. Their business is growing faster than they can handle.
Anyway what’s the point of paying more than what you earn from a client? We have to
pay the phone and e-mail handlers too, not to mention our utility and lease rentals.”

Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins,
Re: Warning for Discontinuation of Service
We thank you for using our service, but as your account with us have now exceeded
$6,000 beyond the 30 days credit term, we would like to receive payment before we
continue our service for the following month.
We would be grateful if you could send a cheque for part payment of $3,000 as a show of
good faith.
Yours truly,
………………
Dr. Soon Le Mah

A week later Amy shook her head, indicating to Olga that, no, Gadgets2Go had not paid
their bills.
Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins,
Re: Notice of Discontinuation of Service
We are sorry to inform you that Here_And_Now Inc. will discontinue all transactions and
communications on behalf of Gadgets2Go Pte. Ltd. as outlined in the Service Contract
#123111-A.
The effective date is two weeks from the date of issue of this letter as per our agreement
in Clause 12b of the same contract. Our legal advisor, Ms. June Poh, will contact your
office to discuss how you may settle the amount due to us.
We regret that matters had reached such a conclusion, for we had such high hopes in
playing a role in part of your growth. Please contact my office if you require further
information.
Yours truly,
………………
Dr. Soon Le Mah
-----------------------------
“Why do we still need to be so nice with them?” Amy asked.
“Don’t burn your bridges Amy. Anyway, everyone is an employee. Some things are
beyond their control. I doubt if Ms. Spins plan not to pay us when she signed the
contract.”

Two days later, Amy rushed to Olga. “Oh my goodness. Accounts just send word that
they’ve received a cheque from Gadgets2Go.”
Olga smiled wryly. Final notices tend to have such effects on people.
Ref: ……………
Date: ……………
From: ……………
To: ……………
Dear Ms. Spins,
Re: Receipt of Payment
We are happy to inform you that we have received cheque number 333111 for the
amount of $3,000.00. This is full payment for invoice number HAN001. Service will
continue as usual for the following month.
As per our discussion this morning, if your office could effect payment of invoice
number HAN002 by the end of the month, we will also waive the monthly interest of 8%
charged on late payment.
Thank you for deciding to continue with our service.
Yours truly,
………………
Dr. Soon Le Mah

Writing and Editing
“How do you make writing letters so easy?” Amy asked.
“Letters are a little different from talking because they are a clear record of what you
want to communicate to the other party. You need a bit of tact, common sense and a
clear mind. As long as you know what you want to achieve with your business letters,
you will be able to write it right. Just remember that whatever you write today may be
read five years from now by someone who is unaware of your current situation.”
“I always thought that letter writing serious, but never this serious before.”
“For complicated items, get another colleague to read through the letter and ask if there is
any area that is not clear. But if you have other reference points such as meeting minutes,
contracts or memorandums of understanding, you only need to refer to the specific
document in the letter. Don’t try to summarise any one of these in your letter, it will
cause a lot of confusion in the future.”
“Why is that?”
“Contracts usually have escape clauses and some actions are based on certain situations.
Trying to summarise the whole thing may start a messy argument between our legal
counsels. It is alright to note specific clauses in your letter though, like what you did in
the warning letter.”
“I’ve talked with the other secretaries, but none of them take letter writing as seriously as
you.”
Olga shrugged. “Anything you send out from the company creates an image for the
company. That is why you must be extra careful with your words. While you are at it,
check your spelling and grammar. If you have to read a sentence twice to understand
what you are trying to say, you must rewrite. One way is to chop it up into shorter
sentences, or maybe cut out unnecessary flowery words.”
Amy tapped at a letter on her desk, “This letter uses words I understand but is confusing.
Why is that?”
This software facilitates intranet communication and calculating data.
Olga snorted. “This is a case of non-parallel sentence. Whoever wrote this should take
extra English classes. ‘intranet communication’ is a noun, while ‘calculating data’ is a
combination of verb and noun. The sentence should be rewritten as ‘This software
facilitates intranet communication and data calculation.’ Always make sure that you use
the same structure and tenses in a sentence.”

Amy frowned then she looked up and asked, “I notice that you use ‘I’ for some letters
and ‘We’ for others. How come?”
“It all depends on how formal you want the letter to appear. ‘I’ is less formal and more
personal. ‘We’ gives the impression that the writer is wholly backed by the organization.
Which expression you use will depend on the situation or the recipient of the letter.
Some cultures prefer the personal format. You just have to play it by ear. However I
advise that serious letters use the ‘We’ format, as it implies that the writer is not writing
by his own accord but by consensus.”
Olga turned and was about to walk away. “Oh by the way, I noticed that you wrote by
hand today. Why?”
“It’s just a hello note to my mother. She likes getting office mail from me.”
“The company letterhead is meant to show that the writer is a representative of the
company and that whatever she wrote is written on behalf of the said company. It’s not a
good idea to use it for personal reasons. Don’t make the same mistake again….”
Amy hunkered over her keyboard. It was chilling to get a reprimand from Olga.
THE END
If you enjoyed this e-book, you might enjoy reading other articles in www.gmowe.ws
BIO
Golda Mowe was born in Sarawak, Malaysia. She graduated from Waseda University,
Japan in 1994 with a B.A. in Commerce. She has worked in service and manufacturing
industries as a Public Relations Officer, Administrator, Secretary and Customer Service
Officer. Her first manuscript, dealing with the concepts of common accounting practises,
is undergoing the publishing process in Horizon Books, Singapore.
She is also interested in traditional culture and is writing a fantasy style Sarawak head-
hunter adventure. The exercise of writing fiction caused a lot of heartache in the
beginning, but once she got over it, she found the art fascinating.

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Letters on the Job

Simple, practical approach to writing letters and memos

Copyright © 2007 by Golda Mowe/ Free Distribution Only 1

Communications concerning an organization need to be specific and detailed enough to

1. felt compelled to explain his action

Copyright © 2007 by Golda Mowe/ Free Distribution Only 2

Olga sniffed. “Working late are we.”

“Well, you best go and do it now.”

“What is the memo about?”

Copyright © 2007 by Golda Mowe/ Free Distribution Only 3

The person leaving the company

The person taking over

Name 2: John Deer, Mr.

Effect on Organization: Ding and Deer report directly to VP Soon

Copyright © 2007 by Golda Mowe/ Free Distribution Only 4

Date: 3 January 2007

Re: Organization Announcement

Copyright © 2007 by Golda Mowe/ Free Distribution Only 5

“Do I write the same things in there?”

Copyright © 2007 by Golda Mowe/ Free Distribution Only 6

Date: 3 January 2007

From: Dr. Soon Le Mah

To: Name of Vendor/ Supplier/ Customer/ Bank etc.

Dear Vendor/ Supplier/ Customer/ Bank etc,

Re: Organization Announcement

Matters on Procurement will be managed by our Procurement Manager, Ms. Prunella

Feel free to contact my office for further clarification.

“There, that should settle it,” Olga said.

Copyright © 2007 by Golda Mowe/ Free Distribution Only 7

Company Introduction and request for meeting

Person to Meet Client

Copyright © 2007 by Golda Mowe/ Free Distribution Only 8

“Why do I need to tell the client that I will call her?”

Copyright © 2007 by Golda Mowe/ Free Distribution Only 9

Date: 13 March 2007

From: Dr. Soon Le Mah

To: Ms. Susie Spins

Dear Ms. Spins

Re: Request for Meeting

Copyright © 2007 by Golda Mowe/ Free Distribution Only 10

Dear Ms. Spins

Re: Meeting Agenda

1. A brief introduction of Here_And_Now Inc

Copyright © 2007 by Golda Mowe/ Free Distribution Only 11

“Why do I need to do that?”

“What if the client doesn’t agree with something in there?”

Copyright © 2007 by Golda Mowe/ Free Distribution Only 12

Dear Ms. Spins

Re: Confirmation of Discussion on 2 April 2007

Copyright © 2007 by Golda Mowe/ Free Distribution Only 13

Dear Ms. Spins

Re: Signed Contract # 123111-A

We look forward to serving you and your customers.

Copyright © 2007 by Golda Mowe/ Free Distribution Only 14

“Did they say what was wrong?”

“Did we ever promise to supply an assistant?”

“I don’t think we did?”

Copyright © 2007 by Golda Mowe/ Free Distribution Only 15

Dear Ms. Spins

Re: Customer Complain dated 6 June 2007 Ref HAN/060607-01

Copyright © 2007 by Golda Mowe/ Free Distribution Only 16

Olga noticed the drag in her steps as she drew nearer.

“What’s up Amy? You are becoming as stoop and as haggard as me.”