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Example of simple letter
July 04, 2019 1st Anniversary Wishes 2 comments

Hudson's free cover letter templates and cover letter examples will help you write a winning cover letter that will catch the eye of hiring managers and recruiters.

A letter of recommendation is a letter where the author details and vouches for the capabilities, character traits, and overall quality of the person being recommended. This can be from a professional, employment, academic, or personal perspective.

These letters are also called a reference letter, recommendation letter, letter of reference, or just reference. They are most commonly used in the hiring process as part of the employment verification step where they are called an employment reference or job reference.

3 Perfect Letter of Recommendation Templates:

1. Basic letter of recommendation.

[Today’s Date]

Dear [Mr./Mrs./Ms./To Whom it May Concern],

I am writing to recommend [full name of person you’re recommending] for [what you’re recommending them for].

I have known [person you’re recommending] since [date] as [capacity in which you’ve known the person, i.e. “good friend,” “co-worker,” etc.].

I have always known [person you’re recommending] to be [qualities the person has, such as “honest,” “loyal,” “hard-working”].

Based on our experience together, I can confidently recommend [person you’re recommending] for [thing you’re recommending them for].

Sincerely,

[Your Name + Signature]

Here’s the secret about letters of recommendation. No one wants it to be long and complicated. The last thing anyone wants is a multi-page letter. The person receiving the letter is busy too, and chances are the letter is a formality. They just need to be sure that you really recommend the person, and that you’re in a position to provide a strong recommendation.

2. Personal or character letter of recommendation.

Dear [Mr./Mrs./Ms./To Whom it May Concern],

I am writing to recommend [full name of person you’re recommending] for [thing you’re recommending them for].

I have known [person you’re recommending] for [number months or years] as a [friend, coach, neighbor, etc].

From my experience, [person you’re recommending] is [qualities the person has, such as “honest,” “kind,” easy to work with,” etc].

One example of [his/her] character is when [he/she] was [something specific he/she did that showed character].

Based on our experience together, I can confidently recommend [person you’re recommending] for [thing you’re recommending the person for].

Sincerely,

[Your Name + Signature]

3. Academic letter of recommendation.

[Today’s Date]

Dear [Mr./Mrs./Ms./To Whom it May Concern],

I am writing to recommend [full name of student you’re recommending] for [thing you’re recommending them for].

I have known [Person you’re recommending] for [number of semesters, months or years]. [He/She] has been a student in my [list classes of your student has taken] classes. We’ve also worked on [any other projects you’ve worked on together].

I have always known [person you’re recommending] to be [qualities the student has, such as “a dedicated student,” “hard-working”].

I was especially impressed with [his/her] work on [specific task or project performed] where [he/she] was able to [something specific he/she accomplished].

Based on our experience together, I can confidently recommend [student you’re recommending] for [thing you’re recommending the student for].

Sincerely,

[Your Name + Signature]

FAQs:

How do I write a letter of recommendation?

  • State that you’re offering your recommendation.
  • State what you’re recommending the person for.
  • State the nature of your relationship (supervisor, teacher, etc).
  • State the length of time you have known this person.
  • List a description of the traits that make the person recommendable.

Learn more about writing a basic letter of recommendation.

How do I write a recommendation letter for myself?

  • Create an outline of your letter by listing all of your strengths, abilities and skills.
  • Write in the voice of your recommender.
  • State the purpose of the letter and the relationship with your reference at the start.
  • Highlight all of your relevant skills and make use of metrics to back up your accomplishments.

Learn more about writing a basic letter of recommendation.

How do I write a personal recommendation letter?

  1. Always start with the date.
  2. State who you are recommending and what you are recommending them for.
  3. Describe how long you know the person and in what capacity.
  4. State their best qualities.
  5. Give details about the person's character, morals, and values.

Learn more about writing a personal letter of recommendation.

What is the format for a letter of recommendation?

  1. Date.
  2. Dear Sir/Madam.
  3. State who you are recommending and for what.
  4. Describe the capacity in which you know them.
  5. List their most applicable qualities/traits.
  6. Conclude by confidently recommending them.
  7. Yours sincerely.

Learn more about writing a basic letter of recommendation.

How do you address a letter of recommendation?

  • Write your address in the top right section of the letter, followed by a spelled out date.
  • Under the address, on the left side of the page, write the recipient's name and address.

Learn more about writing a basic letter of recommendation.

How do you sign off a letter of recommendation?

Start your closing state with "In conclusion," or "In summary," before going to give your full backing for the person you are recommending. Finally, sign off with "Yours sincerely."

Learn more about writing a basic letter of recommendation.

Does a letter of recommendation need a date?

Yes, the date should always be the first line in your reference letter.

Learn more about writing a basic letter of recommendation.

What should a grad school letter of recommendation include?

  1. Start by stating the name of the student and the institution they are being recommended for.
  2. Describe how you know the student, how long you know them, how many semesters you've taught them, and the name of those classes.
  3. List the qualities that make them a great student.
  4. Describe work they did in your class that impressed you.
  5. Describe how, based on your experience working with them, you are confident that they will succeed in graduate school.

Learn more about writing an academic letter of recommendation.

Any advice on how to request for a letter of recommendation?

  1. Give them plenty of notice that you’ll need a letter.
  2. Ask for the recommendation by phone or in person.
  3. Provide information to help them, such as dates you worked with them.
  4. If it needs to be mailed, provide stamped and addressed envelopes.
  5. Be very clear about what the letter is for and who they should address it to etc.

Learn more about writing a basic letter of recommendation.

What kind of information should be included in a recommendation letter?

  • An explanation of how you know the person who the letter is being written for.
  • An evaluation of his or her character. Usually, character and skills are evaluated by sharing information about your professional or personal relationship with the person.

Learn more about writing a basic letter of recommendation.

How do I end a personal reference letter?

At the end of the letter, you should clearly state whether or not you would recommend the person in question for the position that they are seeking. Your recommendation (positive or negative) should reflect what you have said about the person in the main text of your letter.

Learn more about writing a personal letter of recommendation.

Letter of Recommendation Template Download.

Download this free letter of recommendation template in Word format, and get your letter written fast.

Download LetterInstant download. No email required.

Letter of Recommendation Template - PDF

Use this PDF template to create your own letter of recommendation.

Download NowInstant download. No email required.

We have here an array of simple, formal, and other letter templates that you can freely We offer cover letters, job application letters, business letters, sample.

17+ Simple Application Letter Examples – PDF, DOC

example of simple letter

It took weeks to find *this* job. It took hours to get your resume right.

 

Almost there. You just need a cover letter.

 

The problem?

 

You only get one shot.

 

You can’t just write a cover letter. It has to be perfect.

 

But… How do you write the perfect cover letter?

 

You know—the kind of letter that will make the employer call you up in the middle of the night?

 

Give us 10 minutes and you’ll know how to write a cover letter like that.

 

This guide will show you:

 

  • How to write a cover letter better than 9 out of 10 others.
  • A sample cover letter that will get you more interviews (and why).
  • Cover letter writing tips and hacks to boost your chances of landing a job.
  • Actionable ideas on how to start and end a cover letter, plus how to address it.

 

Ready? Take a look at this basic cover letter sample. What do you think makes it so special?

 

An example of a cover letter format for every job made with our resume and cover letter builder.

 

Read on! We’ll break down the formula in 8 simple steps.

 

The Secret Behind Every Successful Cover Letter?

 

Let's begin with the basics.

 

A (also known as an application letter or motivational letter) is a document which explains why you're sending in the resume and adds extra information. It used to literally serve as a cover for a resume (in a time when people still used paper and hunted mammoths).

 

Now—

 

All great cover letters have something in common: they’re based on a proven, effective template. Here’s what I mean:

 

Meet Jane, the candidate who wrote the cover letter above. She’s applying for a digital marketing manager position with a pharmaceutical company, XYZ Corp. The company is planning to launch a new flagship website.

 

Jane’s experience and knowledge make her a perfect candidate for this role. The purpose of her cover letter is to prove that she’ll be able to replicate her past success in the new position.

 

Right, so you’ve seen a perfect example of a cover letter for a job.

 

Now, let me explain what makes this sample cover letter great and how you can use this cover letter outline to make the most of each section.

 

1

Use a Professional Cover Letter Header

 

Yup, the basics first. The header of every professional cover letter for a job application should include the following:

 

  • Your name
  • Your telephone number
  • Your email address
  • The date
  • The name of the hiring manager and their professional title
  • The name and address of the company to which you’re applying

 

Optionally, you can add:

 

  • Your professional title
  • Your home address
  • Links to your professional websites
  • Your social media accounts (applicable only for LinkedIn and Twitter)
  • Your city of residence (it’s not mandatory but adds a professional touch—include it if your cover letter is highly official)

 

Just remember to keep it professional:

 

  • Use an email address from a respected provider—that means either Gmail or your personal domain (if you have one.)
  • Your email address should only include your first and last name—[email protected] or [email protected] will be deal-breakers.
  • Don’t use your current work email. It’s impolite to both your current and potential future employer.
  • Make sure your contact information is consistent across your resume, cover letter, and social media profiles.

 

Pro Tip: Writing a cover letter with no name of the hiring manager available? In the addressee section include only the name of the department: for example, “XYZ Sales Department.”

 

Want to save time and have your professional job application ready in minutes? Here are a sample cover letter and a matching resume made with our resume and cover letter builder. Write your cover letter and resume here.

 

Resume and a sample cover letter for a job application. See 15+ resume and cover letter templates and create your job application here.

 

2

Open Your Cover Letter with a Proper Greeting

 

Who do you address a cover letter to?

 

Directly to the hiring manager who’ll read it.

 

The greeting of your cover letter (i.e., the salutation) might be the very first thing the hiring manager sees. There’s one great, foolproof strategy to make your greeting catch her attention:

 

Dear Katherine,

 

That’s right. Her name.

 

If we hear or see our name, we react. Focus on what comes next. There’s a lot of science behind this:

 

Once the hiring manager sees her name in the greeting of your application letter, she’s going to feel like she’s found something tailored specifically for her. It will feel personal, she’ll know whatever comes next might just be the exact information she’s been looking for.

 

All of the following are good examples of professional cover letter greetings.

 

Sample cover letter greetings:

 

  • Dear Katherine,
  • Dear Miss Jones,
  • Dear Ms. Smith,
  • Dear Mrs. Ford,
  • Dear Mr. McConnor,

 

Pro Tip: Wondering whether you should use the hiring manager’s first or last name? That depends on the company culture. If you’re applying for a position with a relaxed, casual company, use the first name. For corporate cover letters, it’s safer to go with the addressee's last name.

 

How do you find out the hiring manager’s name?

 

Do some research!

 

There are multiple ways to find out who your hiring manager is. You can learn about them in our dedicated guide: How to Address a Cover Letter: Sample & Guide [20+ Examples]

 

If you’re unable to find the name by any means possible, you’ll need to write a cover letter to whom it may concern.

 

Who to address a cover letter to if there’s no name of the hiring manager provided?

 

Have a look at those sample cover letter to whom it may concern greetings:

 

  • Dear Sales Team Hiring Manager,
  • Dear Hiring Manager,
  • Dear [XYZ Company] Team,
  • To Whom It May Concern

 

Pro Tip: If you’re not living in Victorian England, don’t start a cover letter with “Dear Sir or Madam.”

 

Done with the header and greeting? Now it’s time for the meat and potatoes. The central paragraphs of your cover letter.

 

How to get them right?

 

Go for the three paragraph cover letter format:

 

  • The first paragraph to grab the hiring manager’s attention
  • The second to show what you’ve got to offer
  • The third to prove that you’ll fit in

 

Want to learn more about best professional cover letter formats? Read our guide: Cover Letter Formats: A Complete How-To Guide [10+ Examples]

 

Now, have a look at a quick breakdown of the cover letter main body.

 

3

Write a Catchy Opening Paragraph

 

Here’s the brutal truth:

 

These few sentences at the beginning of your cover letter will determine whether the hiring manager will read on.

 

You need to make your cover letter introduction attract and hold the hiring manager’s interest.

 

Have a look at these two sample cover letter opening paragraphs:

 

How To Make a Cover Letter—Opening Paragraph

  

wrong

In response to your posting for the Digital Marketing Manager, I would like to express my interest in taking part in the recruitment process. As a digital marketing manager with 8+ years of experience, I am positive that I would be successful at this role.

 

Why is it so bad?

 

Because it provides no value and no details. The bottom line is basically “I’ve already done this job so I think I’d fit in.” That’s not what the hiring manager is looking for.

 

Now, see a properly written cover letter opening example:

 

right

As a lifelong enthusiast of XYZ’s marketing initiatives, I was thrilled to see your posting for the position of Digital Marketing Manager. I am positive I can help with XYZ’s upcoming challenges. I have experience with leading successful national online campaigns with budgets over $300,000. What is more, I have succeeded at expanding ABC’s client base by 19% since 2011.

 

“Wow, I’d have to be a lunatic not to hire her!”

 

That’s the response this cover letter first paragraph will bring.

 

There are a few different, effective strategies for your cover letter opening. You can highlight your achievements, show how well you know your prospective employer’s needs, or base the intro on your enthusiasm.

 

Even professional writers struggle to make a perfect intro to their pieces. We know that starting a cover letter can be daunting, that’s why we’ve put together a dedicated guide for you. Give it a read: How to Start a Cover Letter: Sample & Complete Guide [20+ Examples]

 

4

Explain Why You’re The Perfect Candidate

 

You see a job posting from your dream employer. The name of the job is the same as your current position. You’ve been a very successful professional so far.

 

This means, to get that job you just have to show off your best assets in your application letter, right?

 

Wrong!

 

Your cover letter is not a trophy case.

 

So—

 

What to write in a cover letter’s second paragraph?

 

You need to get the hiring manager exactly what she’s looking for. You have to show that you’re going to satisfy the company’s specific needs.

 

Remember Jane, our digital marketing manager candidate? The XYZ company to which she’s applying needs:

 

  • First of all, a savvy digital marketing manager (1).
  • And, on top of that, someone who will supervise the development of their new online portal (2).

 

Let’s have a look at how Jane managed to show that she’s both (1) and (2).

 

How To Make a Cover Letter—Second Paragraph

 

Sample cover letter for a job application in digital marketing:

 

In my current position at ABC, I have supervised all phases of our online marketing initiatives, both technical and creative (1). Last year, my key challenge was to design and optimize nine product websites for ABC’s most strategic products and improve our SEO results as well as enhance the UX (2). Here we are a year later:

 

  • Eight of the nine websites I optimized have achieved and secured their spot in the top 3 results on Google (2). These are organic, non-paid results for 10+ key search terms;

 

  • The incoming search engine traffic to all nine websites comprises 47% of the total organic traffic (2) for key terms and phrases.

 

See how it’s done?

 

In the first sentence, show that you’re an expert in your field. But don’t keep on bragging. The remaining part of your cover letter’s second paragraph should be all about how your previous experiences will help your future employer press ahead with their plans.

 

Job seekers impress employers by identifying transferable skills related to new positions. People often apply to new positions, so it’s likely you’ll not have the exact experience requested. But employers would rather know how your past experiences will inform future decisions. You were a hostess? Relate those management and organizational skills to the Executive Assistant position.

Lauren Little

Career Coach

 

What if you’re creating a cover letter for an internship and don’t have a wealth of professional experience to present? Don’t worry, we’ve got a dedicated guide to show you how to write a good cover letter and land your dream internship: How to Write a Cover Letter For an Internship [+20 Examples]

 

5

Tell Them Why You’re Eager to Join

 

Your future employers have needs. If they’re willing to hire you, it’s because they think you’ll satisfy those needs.

 

But what they also want is for you to actually enjoy working with them. They want your future job to feel rewarding to you—that way, they know you’re more likely to stay with them for a longer period of time.

 

The key to writing a perfect cover letter third paragraph is showing the hiring manager why you want this job, not just any job.

 

Here’s the easiest way to do it:

 

  • Start with a company fact—for instance, an upcoming project (1)
  • Say why you find it interesting (2)
  • Reiterate that your experience and knowledge will let you succeed with the project (3)

 

Have a look at this cover letter example:

 

How To Make a Cover Letter—Third Paragraph

 

I know that XYZ’s current plans involve developing a comprehensive online portal focused on healthcare-related issues (1). This project is a perfect match for my personal and professional interests and an exciting opportunity to create a unique online base of knowledge for patients and healthcare professionals (2). I would love to leverage my knowledge of SEO marketing and online growth marketing to achieve groundbreaking results with this initiative (3).

 

Pro Tip: How long should a cover letter be? In general, relevant and short cover letters are best. Three paragraph tops. Your go-to word count shouldn’t exceed 300 words.

 

Wondering how to write a good cover letter for a job application when there’s no job offer? Want to see some general cover letter writing tips? Read our handy guide, 35+ Successful Cover Letter Tips, Advice & Guidelines (With Examples), and find out about effective cover letter strategies for different types of cover letters!

 

6

Make Your Offer in the Closing Paragraph

 

So far so good:

 

Your cover letter shows that you have relevant skills. You’ve explained your motivation. What could possibly go wrong?

 

Actually, a lot.

 

You still have a cover letter ending to write. And it’s the decisive part.

 

It has to amplify the general impression you’ve made with the previous paragraphs. It has to make the hiring manager excited as she starts reading your resume.

 

How to make the best cover letter ending?

 

Long story short: by providing value.

 

Tell the hiring manager that you’re looking forward to meeting in person and discussing how your experience and knowledge can help your future employer in fulfilling their goals.

 

Like in this cover letter example:

 

How To Make a Cover Letter—Closing Paragraph

 

I would welcome the chance to discuss your digital marketing objectives and show you how my success at ABC can translate into digital and online marketing growth for XYZ.

 

Two worst cover letter mistakes you can make in the final paragraph are:

 

  1. Coming off needy—focusing on how much you want the job, not on whatyouhave to offer.
  2. Repeating the cliched phrase “Thank you for your consideration and your time.”

 

There are some easy tricks you can use to write an effective cover letter closing paragraph. Make sure to read our guide, How to End a Cover Letter: Sample & Complete Guide [+20 Examples] and check them out!

 

7

Use the Right Formal Closing

 

Once you’ve written the body of your cover letter, you just need to put a formal closing at the very end.

 

Write “sincerely” and follow it with your full name. Adding your handwritten signature is optional, but it’s recommended for more formal cover letters.

 

If you’re not a fan of the well-worn, “sincerely,” feel free to use any of the following synonyms:

 

Sample cover letter sign-offs:

  

  • Thank you,
  • Best regards,
  • Kind regards,
  • Sincerely,
  • With best regards.

 

The ones listed above are going to be your safest bets. Still not what you’re looking for?

 

Have a look at some alternative cover letter sample salutations:

 

  • Thank you for your consideration,
  • Regards,
  • Sincerely yours,
  • Yours truly,
  • Respectfully yours.

 

Pro Tip: It’s a good idea to repeat your basic contact information, such as your LinkedIn profile, email address and telephone number below your sign-off.

 

8

Add the Postscript: A Great Cover Letter Hack Nobody Uses

 

All of the above sections are must-haves in a good cover letter format.

 

But there’s one special trick you can use:

 

The postscript.

 

Why is the “P.S.” so important?

 

Because it’s like a magnet for the hiring manager’s eyes. It screams: “you cannot miss this information.”

 

Use the postscript to tell the hiring manager about something impressive about your career (1), even if it’s not strictly related to the job opening.

 

And say that you’d be happy to provide them with more details (2) if they find it interesting.

 

Like in our cover letter example:

 

How To Write a Good Cover Letter Postscript

 

P.S. — I would also value the opportunity to show you (2) how my e-detailing solutions grew the combined sales of three ABC flagship products by a record-breaking 13% in one year (1).

 

Don’t just send a cover letter in Word. Select the most important bits and paste them into your resume cover email: How to Email Your Resume to Get More Job Offers (Examples). It’ll immediately work magic on the recruiter.

 

Worried you might miss something? Don’t worry, we’ve got a checklist guide for you: What to Include in a Cover Letter (15+ Examples & A Complete Guide)

 

Key Takeaway

 

All good cover letters are based on a similar, proven template. To write a cover letter that gets you the job, follow the 8 steps we covered:

 

  1. Create a professional header with your info.
  2. Address the hiring manager by name.
  3. Show relevant achievements to introduce yourself in the first paragraph.
  4. Target the employer’s needs and prove you can help in the second paragraph.
  5. Explain why you want to join and convince the employer you want to stay in the third paragraph.
  6. Reiterate your offer and make a call to action in the final paragraph.
  7. Sign off with a proper formal closing and your full name.
  8. Include one more achievement in the postscript to stand out.

 

And for the final advice:

 

Keep it short.

 

Do you have any questions about how to create a successful cover letter? Want to share an example of a cover letter? Give us a shout in the comments and we’d be happy to reply!

 

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A short resignation letter example that gets the job done

example of simple letter

We all know how tough negotiating can be. There are instances where formalizing these negotiations can be vital to the success of a corporate entity. Putting the terms and conditions of such settlement in writing is the perfect way to avoid disagreements, which is why writing a simple agreement letter can make a huge difference.

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The Importance of an Agreement Letter

Parties involved in a given transaction usually instruct their legal attorneys to create definitive contracts once a “handshake deal” has been reached. In the process of finalizing a negotiation, an agreement must be made in the form of a formal letter.

An agreement letter, which is sometimes referred to as a professional letter of intent, is a type of business document that sets forth the terms and conditions of a proposed deal to formally confirm that these terms have been settled and that the parties involved are on the same page.

A letter of agreement typically outlines the overall structure of the transaction, the conclusive agreements that shall be consulted and signed, the significant terms of such, as well as the drafting responsibilities of each party.

Other provisions included in the business agreement are made explicitly binding, such as those that govern confidentiality, apt diligence rights, and reimburse expenses made by the other party. The terms included in the letter act as a road map to solidify the document and prevent potential renegotiation.

Apart from those mentioned, a letter of agreement plays a huge role in business for a number of reasons. For one thing, it identifies the “deal breakers” earlier on in the process.

Any probable circumstances that may affect the proposed agreement are settled prior to its finalization. This allows both parties to summarize the key terms and conditions that must be agreed upon in order to carry out the transaction, for the primary reason of reducing or even cancelling out future concerns regarding these specifications. You may also see partnership agreement examples & samples.

Anything demanded by one party that is considered to be unacceptable by the other may lead to the termination of the said negotiation after incurring minimal cost. Keep in mind that drafting this document can be complicated, time-consuming, and expensive, so any disputes that cannot be reconciled should be recognized early on to prevent further waste of resources. You may also like service agreement examples.

Secondly, communication is key in business. Without the letter, misunderstandings are bound to stand in the way, keeping the parties involved from meeting halfway. Signs that show how unreasonable or dishonest a given party has been during the process of negotiation will also make it easier for the other party to decide whether the project is worth pursuing or not. You may also check out sales agreement samples.

The simple letter, therefore, is seen as an intermediate step towards closing the deal. Though many attorneys have debated whether these advantages outweigh the possible disadvantages, an agreement letter has still proven to be an important part of the entire process.

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Guidelines for Writing a Letter of Agreement

An agreement letter is meant to be a formal letter written to reveal the settlement over certain issues that had been previously discussed and debated on by the business and its client. While such letters are kept short in order to clarify terms and conditions in a clear and concise manner, and with no set format to follow, there are a few things that one must remember when writing these types of documents.

1. Nature of the Project

What will the corporate entity be responsible for in the transaction? Will they be tasked to write a newsletter or design a business logo? It must also explain what the client will be accountable for during the production of the project.

2. Product Description

Any tasks or project responsibilities that must be carried out by either the business or its client must be clearly specified in the document. This includes other project-related products and services such as site preparation, photography, and newsletter writing.

3. Project Costs

Project costs are never definite, as there are various factors that may affect its totality along the way. Instead, price estimations are provided in order to give the client an idea of what must be expected. This could be a price range (such as $1,000 – $1,500), including the maximum amount that the client will likely pay. You may also see roommate agreement examples.

Projects that have a different type of nature and are required to be settled at an hourly rate must also be specified in the document. Any other expenses that are included in the process must also be indicated as part of the additional fees.

4. Project Timeline

To ensure effective project management, a proper timeline containing a list of specific dates that indicate when the first and last drafts are due must be created beforehand. The agreement letter must cover this area accordingly in order to guide each party and prevent last minute changes.

5. Terms of Payment

How will the client pay the business? In some cases, a down payment is required for the initial stage of the project, while the remaining balance is settled once the project has been completed. This must be outlined in the letter to avoid any financial issues that might affect the project delivery. You may also like marketing agreement templates and examples.

6. Project Considerations

Copyright concerns and other probable issues that need to be addressed professionally must be consulted with an attorney beforehand.

Keep in mind that the general purpose of this legal document is for the parties to meet at an agreed-upon objective. Though this is more formal than a verbal agreement, it’s not as formal as an official contract.

Participant Manager Agreement Letter Example

New Simple Agreement Letter Example

Now that we have an idea of what must be covered by the document, it’s now time to look into the different components included in the agreement letter:

1. Purpose of the Agreement

What is your purpose for writing the letter?

If your purpose is to settle the terms of negotiation of the said contract, or perhaps to record the provisions for the standard form, then you may not need an agreement letter, but “head of terms” document instead. You may also see how to write a separation agreement.

However, if your reason for writing the letter is to clarify certain works to be administered while pending for the full contract to be signed, then you’re on the right track.

This section of the document should explain the bigger picture on why the two parties came together for a particular project. This includes the names of the entities involved, a brief description of the work required along with its scope, financial obligations (if applicable), effective dates of the general agreement, and primary contacts for each party involved.

2. Roles and Responsibilities

The mutual and joint responsibilities or collaborative tasks shared by the parties involved must be identified in this part of the official letter. In addition, the expected results for the joint efforts exerted, as well as the specific roles and responsibilities that must be executed by each entity, should also be clarified in the agreement letter.

3. Schedule of Payment

If necessary, the financial aspect of the project must be analyzed thoroughly, including the amount of funding that one party should pay the other and the timing on which the transaction shall be made. The payment schedule must be justified through a timeline of deliverables that would explain why such payment is necessary. You may also see non-compete agreement examples.

4. Agreement Duration

This segment of the letter must specify the effective date of the agreement, its term (if applicable), and how the agreement may be terminated or modified under certain cases.

5. Signatures

Finally, in order to seal the agreement with the terms of the letter, spaces are provided by the very end of the document for the authorized representatives from each party to sign. The date in which the simple letter has been approved by the parties involved is also required. It’s also important to provide an official copy for each entity to keep.

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How to Write an Agreement Letter

Now that we have established both the purpose and content of an agreement letter, it’s time to begin with the writing process. Below are a few guidelines as to how this may be conducted:

1. Reach an Agreement

Before drafting your general agreement letter, set a meeting with the executives of the party you wish to collaborate with. You could either talk face-to-face or over the phone, depending on what’s convenient to the both of you. It’s important to negotiate things properly to avoid potential conflicts along the way. Not only will this help cut down on costs, but also ensures that both parties have reached a shared understanding on what’s to come.

2. Create a Draft

An agreement letter must always be typewritten and printed. Using an official letterhead for the document is highly recommended to ensure legitimacy. Besides the essential parts of a letter (the heading, salutation, and body), the content of your letter should also explain your purpose in a clear and concise manner. You may also like consignment agreement examples.

You also need to define the work that must be performed, the benchmarks and timelines of the proposed project, potential revisions, payment details, and the law that will govern the agreement in case of a dispute.

3. Finalize the Letter

Once the letter has been successfully drafted, you can then send over a rough copy of the agreement to the other party. This must then be signed by the said party once the document has been reviewed. Take note that any suggestions or concerns raised must be addressed before the letter is signed, so refrain from signing the document unless you both agree to its contents. You may also check out key differences between agreements and contracts.

Make sure to store the letter in a safe place after it has been signed. Though the letter might not be that important as of the moment, it may serve as a key evidence in settling future lawsuits and other legal issues.

When running a business, the negotiation process can be the most daunting procedure of them all. Sometimes, parties tend to overlook what has been stated in a commercial agreement due to the way it was carried out, or perhaps how the opposing party has failed to consider the other party’s own terms.

For this reason, the golden rule is to create an agreement letter that is clear, safe, and free from the struggles of indictment. The letter must be drafted carefully by the entities involved to avoid potential disputes that may arise in the near future.

Details

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    Size: A4, US

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    Details

    File Format

      Size: A4, US

      Download

      Whether or not you're leaving on good terms, it's proper protocol to submit a letter of resignation. Keep your cool. You might be tempted to quickly write a simple.

      Simple cover letter

      example of simple letter

      Typically, a printed letter is reserved for the most important of job-related or other professional communications: recommendation letters, cover letters, resignation letters, legal correspondence, company communications, etc. Since it's such a formal mode of communication, you'll want to make sure you know to format a letter.

      Proper formatting is especially important if you're sending a hard copy to the recipient rather than an email – the letter needs to fit the page properly and look good.

      The following sample letter format includes the information you need to include when writing a letter, along with advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

      Sample Letter Format

      Contact Information(Your contact information. If you are writing on letterhead that includes your contact information, you do not need to include it at the start of the letter.)
      Your Name
      Your Address
      Your City, State Zip Code
      Your Phone Number
      Your Email Address

      Contact Information (The person or company you are writing to)
      Name
      Title
      Company
      Address
      City, State Zip Code

      Dear Mr./Ms. Last Name: (Use a formal salutation, not a first name, unless you know the person extremely well. If you do not know the person's gender, you can write out their full name. For instance, you could write "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." Note that the person's name is always followed by a colon (:) in a business letter, and not a comma. If you do not know the recipient’s name, it’s still common (and safe) to use the old-fashioned “To Whom It May Concern:”).

      The first paragraph of your letter should provide an introduction as to why you are writing so that your purpose is obvious from the very beginning.

      Then, in the following paragraphs, provide more information and specific details about your request or the information you are providing.

      The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.

      Handwritten Signature (for a hard copy letter – use blue or black ink to sign the letter)

      Sample Letter

      Download the Word Template

      Sample Letter (Text Version)

      Tips for Formatting Your Letter

      • When writing a letter, your letter should be simple and focused, so that the purpose of your letter is clear.
      • Single space your letter and leave a space between each paragraph. Left justify your letter.
      • Use a plain font like Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 points.
      • Leave a blank line after the salutation and before the closing.
      • Business letters should always be printed on white bond paper rather than on colored paper or personal stationery.

      Check for Formatting Errors and Typos

      Once you have written your business letter, proofread it (using spellcheck) on the screen. Then print it out and read it through at least one more time, checking for any errors or typos. (It's often easier to spot errors on a hard copy.)

      Be on the lookout for formatting errors as well, such as two paragraphs that don’t have a space in between, or lines that are indented incorrectly. Then before putting your letter in an envelope, don't forget to sign above your typed name, using blue or black ink. 

      If you are using Microsoft Word or another word processing program to write your letter, there are templates available that can help you format your letter correctly. Here’s more information on free Microsoft Word letter templates. 

      More Letter Writing Information

      Knowing how to write business letters is an essential skill so here are several more articles for you:

      If you like to learn by looking at examples, there are many types of business letters to choose from, such as cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, and appreciation letters. You’ll find all those and more business and employment-related letter samples in this review of letter samples.

      Nicole Thomas
      35 Chestnut Street
      Dell Village, Wisconsin 54101
      555-555-5555
      nicole@thomas.com

      August 1, 2018

      Jason Andrews
      Manager
      LMK Company
      53 Oak Avenue, Ste 5
      Dell Village, Wisconsin 54101

      Dear Jason,

      I’m writing to resign my position as customer service representative, effective August 15, 2018.

      I’ve recently decided to go back to school, and my program starts in early September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

      I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn and such a positive, inspiring team of people to grow and learn with.

      I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

      Please let me know if there’s anything I can do to help you find and train my replacement.

      Thanks, and best wishes,

      Nicole Thomas

      This step-by-step guide will show you the best cover letter examples and expert tips. Write your cover letter in 8 simple and quick steps. Here's how.

      example of simple letter
      Written by Akinoshicage
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