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    Daily Life Docs
    https://www.dailylifedocs.com › response-letter-samples.html

    10+ Formal Response Letter Samples - Daily Life Docs

    When should you write a response letter?
    On the other hand, you can also write a response letter as a result of an event or incident or if a customer filed a complaint. Response letters can be both formal and informal but here in this article, we will just be discussing formal response letters.
    dailylifedocs.com
    4 Simple Ways to Write a Response Letter - wikiHow

    A response letter is an answer to an original letter asking a question or looking for information. These are especially common business communications. To craft a perfect response letter, first, review the original letter carefully and determine what the writer was asking you. Then, find out any additional information you need to answer the request...

    WikiHow

    Determine what the original letter was asking.

    A response letter should address what the original letter wanted to know. Read the original letter carefully. Find out what the writer needs and begin figuring out how you can provide the information that’s needed.

    Sometimes determining what a letter is asking isn’t very easy, especially if the letter wasn’t written clearly. Review the letter to figure out what the original writer needs from you.

    If you have to, take some notes on the letter to determine the point. Jot down what the letter is asking and how you might answer it.

    Find out the information the letter asks for if you don’t know it already.

    If the letter you received is requesting information, you may not know it offhand. Take whatever steps you can to figure out how to answer the writer’s question before responding to the letter.

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    Address the letter to the person who requested the information.

    Always open with a polite salutation like “Dear,” followed by the person’s name. Greet the person directly, rather than using a generic opening like, “To Whom It May Concern.” This is impersonal and seems like the request was handled by a computer. Instead, greeting the person by name is more personal and shows that care went into writing this response.

    If you don’t know the person personally, use the titles Mr., Mrs., or Ms., followed by the person’s last name. If the person has a known title, like Dr., use this instead.

    If you know the person or are unaware of their gender, use their first name.

    As a good rule, open the letter with the same name and title that the person signed their letter with. For example, if they signed their letter “Dr. Johnson,” then open your letter with "Dear Dr. Johnson."

    State that you’re responding to the original letter.

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    Consider all response letters formal business communications. Write professionally and use the normal business letter format to set the right tone.

    On the top left, write your name, title, company (if applicable), and address. Underneath that, write the date. Finally, write the full name and address of the person you’re responding to.

    For typed letters, use 1-inch (2.5 cm) margins around the border. Use single-spaced text with 2 spaces in between paragraphs.

    If you’re typing the letter, use 12-point font and a standard text setting. If you’re handwriting the letter, make sure you write legibly.

    Make the recipient feel as if you’re happy to receive their request.

    This is especially important if you’re running a business or service. People should always feel like you appreciate their time and thoughts. Thank them for their inquiry and always use a warm, cordial tone when you write.

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