Routine &
Goodwill
Messages
Goodwill Letters
Congratulations
Appreciation
Condolences
Goodwill Letters
Be sincere in your remarks
Keep your letter focused on the recipient, not on
yourself or your company.
Do not write this letter solely for the purpose of making
a sales pitch. The purpose of this letter is to spread
goodwill, without promoting any hidden agenda.
Keep your letter brief.
Be concrete: include details that tell what the person did
to deserve the recognition.
Don’t use clichés. Keep your tone conversational.
Congratulation Letter
Write the congratulation letter as soon as possible
State the specific occasion
Express praise and approval
Keep your congratulation letter simple and concise
Be positive
Don't suggest that the fortunate event should benefit
the letter-writer
Don't exaggerate your congratulatory words :
Dear Mr Rehman :
On behalf of the entire team of Rosewood Publications, I would like to heartily congratulate you on
your recent graduation from Texas University with Masters in Journalism. That you stood first in
the department of Journalism is great news for all of us here.
I was delighted to read about your successful completion of the course in the newspaper. We felt
great that you were part of our team. As an intern, you contributed immensely to the company. Your
writing and reporting skills and confidence are really good. The understanding of situation and
dealing according to the needs were two important factors in your news report.
You are committed and have great work ethics, which will help you to succeed in your professional
life. I hope that working with us has helped you and contributed to your success in a small way.
The entire company is wishing you all the best for your future. Congratulations once again!
Yours truly,
Hugh Aniston
Acknowledgment Letters
– Offer a polite, appreciative response that helps clarify what
is expected of you.
– Send the acknowledgment letter within a couple of days of
receiving the original letter, report, order, etc.
– If the reader is hostile, make this letter especially courteous.
– Be sincere—most people can sense when you aren't being
honest.
– Address your letter to a specific person, if possible, not just
the company or organization in general.
Dear Mr. Harris:
I received your price information packet today and appreciate its prompt
delivery. It seems to have everything I need.
You mentioned deeper discounts in consideration of an annual contract.
I am looking for just such an arrangement.
If I am unavailable when you call on Friday, please speak with my
assistant, Asama Raheel. She keeps my calendar and will assist you in
making an appointment.
Sincerely,
Shaheen Khan
Purchasing Agent
CC: Mr Sarfaraz Ahmed
Sympathy Letters
Tell- how much the deceased was respected and admired
by you and others.
Mention a few of the deceased person's strengths,
achievements, and successes.
If appropriate, include a short personal story or anecdote
involving your relationship with the deceased.
Keep your condolence letter short—under one page in
length.
If you can do so sincerely, offer to help in some way and
include contact information, such as your cell phone
number and your email address.
Dear Mrs. Saleem:
On behalf of the LAPD I wish to convey my profound sympathy on the death of
your son, Karim Sethi on 28th January, 2020 in a road accident on the National
Highway.
I knew Karim personally as an upright and honest Police Officer with the highest
integrity for law enforcement. At an interpersonal level Mr Karim was a very
friendly and caring person. His colleagues and acquaintances always admired him
for these qualities.
Please accept our heartfelt condolences in your hour of grief. If there is anything
that I can do to help and support, I would be more than willing.
With kind regards.
Yours sincerely,
Asif Hassan
