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Instruction letter sample for business

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Instruction letter sample for business
September 26, 2019 Anniversary Wishes 3 comments

[This template is designed to be edited to your specifications. Power of attorney for financial affairs; Letters of instruction (Include a list of friends, family, Insert name of life insurance company, policy #, death benefit, insured's name, owner's .

Learning Objectives

  1. Discuss the purpose and format of a memo.
  2. Understand effective strategies for business memos.
  3. Describe the fifteen parts of a standard business letter.
  4. Access sample business letters and write a sample business letter.

Memos

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumor, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all.[1]

While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

Let’s examine a sample memo.

Figure 9.3

 

 

Five Tips for Effective Business Memos

Audience Orientation

Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.

Letters

Letters are brief messages sent to recipients that are often outside the organization.[2] They are often printed on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters, and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers, deliver important or specific information, or serve as documentation of an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 9.1 “Elements of a Business Letter”.

Table 9.1 Elements of a Business Letter

ContentGuidelines
1. Return AddressThis is your address where someone could send a reply. If your letter includes a letterhead with this information, either in the header (across the top of the page) or the footer (along the bottom of the page), you do not need to include it before the date.
2. DateThe date should be placed at the top, right or left justified, five lines from the top of the page or letterhead logo.
3. Reference (Re:)Like a subject line in an e-mail, this is where you indicate what the letter is in reference to, the subject or purpose of the document.
4. Delivery (Optional)Sometimes you want to indicate on the letter itself how it was delivered. This can make it clear to a third party that the letter was delivered via a specific method, such as certified mail (a legal requirement for some types of documents).
5. Recipient Note (Optional)This is where you can indicate if the letter is personal or confidential.
6. SalutationA common salutation may be “Dear Mr. (full name).” But if you are unsure about titles (i.e., Mrs., Ms., Dr.), you may simply write the recipient’s name (e.g., “Dear Cameron Rai”) followed by a colon. A comma after the salutation is correct for personal letters, but a colon should be used in business. The salutation “To whom it may concern” is appropriate for letters of recommendation or other letters that are intended to be read by any and all individuals. If this is not the case with your letter, but you are unsure of how to address your recipient, make every effort to find out to whom the letter should be specifically addressed. For many, there is no sweeter sound than that of their name, and to spell it incorrectly runs the risk of alienating the reader before your letter has even been read. Avoid the use of impersonal salutations like “Dear Prospective Customer,” as the lack of personalization can alienate a future client.
7. IntroductionThis is your opening paragraph, and may include an attention statement, a reference to the purpose of the document, or an introduction of the person or topic depending on the type of letter. An emphatic opening involves using the most significant or important element of the letter in the introduction. Readers tend to pay attention to openings, and it makes sense to outline the expectations for the reader up front. Just as you would preview your topic in a speech, the clear opening in your introductions establishes context and facilitates comprehension.
8. BodyIf you have a list of points, a series of facts, or a number of questions, they belong in the body of your letter. You may choose organizational devices to draw attention, such as a bullet list, or simply number them. Readers may skip over information in the body of your letter, so make sure you emphasize the key points clearly. This is your core content, where you can outline and support several key points. Brevity is important, but so is clear support for main point(s). Specific, meaningful information needs to be clear, concise, and accurate.
9. ConclusionAn emphatic closing mirrors your introduction with the added element of tying the main points together, clearly demonstrating their relationship. The conclusion can serve to remind the reader, but should not introduce new information. A clear summary sentence will strengthen your writing and enhance your effectiveness. If your letter requests or implies action, the conclusion needs to make clear what you expect to happen. It is usually courteous to conclude by thanking the recipient for his or her attention, and to invite them to contact you if you can be of help or if they have questions. This paragraph reiterates the main points and their relationship to each other, reinforcing the main point or purpose.
10. Close“Sincerely” or “Cordially” are standard business closing statements. (“Love,” “Yours Truly,” and “BFF” are closing statements suitable for personal correspondence, but not for business.) Closing statements are normally placed one or two lines under the conclusion and include a hanging comma, as in Sincerely,
11. SignatureFive lines after the close, you should type your name (required) and, on the line below it, your title (optional).
12. Preparation LineIf the letter was prepared, or word-processed, by someone other than the signatory (you), then inclusion of initials is common, as in MJD or abc.
13. Enclosures/AttachmentsJust like an e-mail with an attachment, the letter sometimes has additional documents that are delivered with it. This line indicates what the reader can look for in terms of documents included with the letter, such as brochures, reports, or related business documents.
14. Courtesy Copies or “CC”The abbreviation “CC” once stood for carbon copies but now refers to courtesy copies. Just like a “CC” option in an e-mail, it indicates the relevant parties that will also receive a copy of the document.
15. Logo/Contact InformationA formal business letter normally includes a logo or contact information for the organization in the header (top of page) or footer (bottom of page).

Strategies for Effective Letters

Remember that a letter has five main areas:

  1. The heading, which establishes the sender, often including address and date
  2. The introduction, which establishes the purpose
  3. The body, which articulates the message
  4. The conclusion, which restates the main point and may include a call to action
  5. The signature line, which sometimes includes the contact information

A sample letter is shown in Figure 9.5 “Sample Business Letter”.

Figure 9.5 Sample Business Letter

 

 

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

  • be clear, concise, specific, and respectful;
  • each word should contribute to your purpose;
  • each paragraph should focus on one idea;
  • the parts of the letter should form a complete message;
  • the letter should be free of errors.

Key Takeaways

  • Memos are brief business documents usually used internally to inform or persuade employees concerning business decisions on policy, procedure, or actions.
  • Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.
  • A letter has fifteen parts, each fulfilling a specific function.

Exercises

  1. Find a memo from your work or business, or borrow one from someone you know. Share it with your classmates, observing confidentiality by blocking out identifying details such as the name of the sender, recipient, and company. Compare and contrast.
  2. Create a draft letter introducing a product or service to a new client. Post and share with classmates.
  3. Write a memo informing your class that an upcoming holiday will be observed. Post and share with classmates.
  4. Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.
  5. Now that you have reviewed a sample letter, and learned about the five areas and fifteen basic parts of any business letter, write a business letter that informs a prospective client or customer of a new product or service.

[1] Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products. Retrieved fromhttp://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece

[2] Bovee, C., & Thill, J. (2010). Business communication essentials: a skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

A letter of instruction is any letter written giving another party an order or guidance with something. Letter of Instruction Upon Death Sample. Mary W. Cote.

How to Write a Letter of Instructions

instruction letter sample for business

Find inspiration in our curated catalog of directive letters. Each sample letter comes with guidelines and advice to help you find the right words.

Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer.

Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.

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13+ Sample Letter of Instruction Templates – PDF, DOC

instruction letter sample for business

[Today’s Date]

 

[Hiring Manager’s Name]

[341 Company Address]

[Company City, State XXXXX]

[(XXX) XXX-XXXX]

[[email protected]]

 

Dear [Mr./Mrs./Ms.] [Manager’s Name],

I’m writing to you regarding the food service position at [Company Name] that I saw on [Website Name]. With over six years of experience in the industry, my skills prove that I am a strong candidate for the role, and I am confident that I will make a valuable addition to your establishment.

While working at The Big Lobster for the past two years, I honed my customer service skills, as well as mastered keeping track of inventory and training underperforming staff, becoming a well-rounded food service worker in the process. I also served as an assistant food service worker, where I perfected menu presentation, mastered 3 types of POS Terminals, and helped maintained a hygienic kitchen. My contributions made both establishments higher performing, and helped give many customers a pleasant dining experience.

My accomplishments include:

  • Manually calculating and splitting bills, completing 53 orders when the POS terminal was down
  • Learning a special shorthand for taking down phone orders quickly and efficiently
  • Compiling an encyclopedic knowledge of wines, entrees, restaurant equipment, and POS terminals

With my wealth of experience, I am the perfect fit for your restaurant. I have attached my resume to further demonstrate my previous experiences and valuable skills. I look forward to hearing from you, and would be happy to come in for an interview. Thank you for your time and consideration.

 

Sincerely,

[Your Name]

Download samples of professional document drafts in Word .doc) and Excel NAME], This letter is to acknowledge that [COMPANY/INDIVIDUAL] is hereby.

Writing a letter to the bank

instruction letter sample for business

The most widely recognized use for a sample letter of plan is the understudy who after finishing secondary school wishes to go to a specific school or college. Finding the right school of higher learning can be a challenging and really being acknowledged to one of the better schools can appear to be everything except inconceivable. You may also see Application Templates.

Letter of Instruction to Employee

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Letter of Instruction to Bank

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File Format

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  • Apple pages
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Letter of Instruction Estate Planning Document

Details

File Format

  • Microsoft Word
  • Apple pages
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In the event that you wish to go to school, you should round out a plenty of application alongside which you should encase Letter of Instruction Templates, for example, expressing why you need to go to this specific school. To ensure that your sample letter is arranged appropriately, you might need to utilize a sample indicating the letter of instruction template.

Letter of Instruction on Estate Planning

This is a set of Instruction Templates presented in an informal document that gives your successors all the information concerning important financial and personal matters that they must attend to after your demise. It does not carry any legal weight of a will and is in no way a substitute for a will. You may also seeLetter of Instruction Templates

Sample Letter of Instruction to Bank Template

There are several instances when you write to a bank. You might write to a bank instructing them to make an account transfer or you might ask them to transfer the account and their savings to a town where you are currently shifting. The instruction will be documented by the bank for future reference. You may also see Credit Application Templates.

Sample Letter of Instruction Template to Employees

It is generally given to the newly appointed employees in a company; delivers a series of instruction on duties that they need to be carried out on a regular basis. One must familiarize with the current directives including knowledge on the day-to-day procedure. You may also see Job Description Templates.

Letter of Instruction Template to My Family

This is a temporary declaration from the side of the parents to transfer guardianship when they will be absent from the town or city for an unknown period of time, like parents who are going for military services. At times it seeks permission for getting the children home-schooled and declares details regarding the transfer of funds to the guardian’s local bank account for the welfare of the children. You may also see Work Instruction Templates.

Letter of Instruction Template to Account Closure

Letter of Instruction To My Health Care Representative

Letter of Instruction Template to Expert

Letter of Instruction Template for Guardian

Letter of Instruction Template to Trade Contractor

Letter of Instruction Template to Expert Witness

Shipper’s Letter of Instruction Template

> Uses and Purposes of Letter Instruction Template

The letter of instruction is helpful when you are giving an order or guidance to carry out some definite task, duty to someone. This might include a letter to an employee to complete a task, sending out a letter to the bank, or even a final instruction from someone in death bed on account of estate planning. You may also see Instruction Sheet Templates

Why I Need a Letter Instruction Template

One needs to have a Letter of Instruction templates on hand as it will help you to chalk out a subject matter on any formal topic that you need to disclose to the other party. Often, the sentences and the format used are formal and include a few legal terms to refer to a particular instance and deliver a careful solution.

Tips to Write Letter Instruction Template

When you are going to write a letter of instruction, you need to remember a few things in mind. Since this will be usually about getting somebody else to complete a task, you need to be a clear and specific in your communication. Though you are instructing someone to do something, it is better to remain polite and humble in your approach. Depending on the circumstances, signing the letter is a good way to confirm. You may also see Contractor Non-Compete Agreements.

You will find this quite helpful to format a formal letter of general instruction to carry out a special task. They are currently available in Excel, PDF, Word versions. You can customize the required fields and use your references. The templates available here comes with about 99.9% success rate.

WATCH THE VIDEO ON THEME: How to write professional emails in English

For example, if the customer has sent three or more letters over an letters that were written by a car insurance company in response to the.

instruction letter sample for business
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