Response Letter Samples: Suppose someone sent you a letter that can be either in the form of a request or to make you aware of some facts; they will always expect a response in return. There are many occasions when someone would expect you to respond, but every response format might differ. These response letters can be either official or unofficial. However, searching for each of them could be difficult. No worries, here we have certain examples for you to write a perfect response letter and solve other’s queries that have been raised before.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
Read more: How to write a reply letter
How To Write Response Letter Samples?
Before you begin writing a letter, you need to keep some points in your mind, as mentioned below:
- Think of the situation for which you are responding. Write a response accordingly with a perfect analysis of the letter.
- If the letter is formal, make sure you write it in a perfect format. Keep your tone positive and professional. It would require a good selection of words to attract someone.
- In case it is a letter to clear some misunderstanding, keep your tone positive always. It is to ensure it does not raise further disputes.
- Do not always try adding your point of view. First, read what others are saying and try to analyse if they think better than you.
- Do not take excess time in responding to someone. The sender generally looks for quick replies from you.
- Your letter must be precise and straightforward so that receiver understands it quickly.
- Suppose someone is asking for your help, but you are unable to do so. You must show regret behaviour and mention you are unable to help them.
- If some response letters need a negative response, make sure it should not offend the receiver.
For your reference, below are some sample response letters for your future reference.
Free Sample Response Letters
Dear Receiver’s Name,
We are really very thankful to you and the staff members who have worked so hard for our help. You have done your work within committed time.
I am writing this letter in response to your letter received on 22 March 2021. I read that you are expecting a salary raise this year. I know you have completed your committed time with us and shown your best performance.
I am thrilled to inform you that you will experience a good raise in your salary, seeing your better performance in the past year. Along with that, our office has planned to provide you with some goodies as a term of encouragement to help you work hard in the coming future. We commit you to provide a raise of 10% income this year.
We are glad you are a part of our company. Looking forward to your good performance.
Response Letter To A Friend
First of all, I would like to thank you for inviting me to your success party to be held on 31 March 2021.
I am writing this letter in response to your invite. I am really very sorry that I won’t’ be able to be part of your success as it is year-end. Year-end brings many responsibilities in filing our income returns and have put a great workload on us.
However, I will pray to God to bring the best of best for you and bring success to your doorstep and good promotion in the future. I hope you will understand my problem, but I assure you that I will meet you by the end of April.
Response Letter for Registered Complaint
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Dear Customer Name,
We are very sorry for the inconvenience you faced with the wrong product sent to you. We received your letter of complaint on 22 March 2021. We are really very sorry that our product didn’t reach in good condition as expected.
At (company name), we ensure to deliver the right quality products at reasonable rates. We assure our customers to be satisfied and provide good feedback for our products. However, your case was different, and we really apologies for such results. We ensure to provide the best quality products and hope to have the best reviews from you.
Also, we regret we cannot handle this problem on time as we are busy with year-end financial responsibilities as of now. However, we assure you to get your problem solved by April and investigate efficiently what happened with the product.
Please accept our apology for the delayed service delivery and the delayed solution for your problem.
Signature of sender
Job Title and Company Name
Response Letter Template
Dear receiver’s Name
In the first paragraph, mention thank you or sorry if needed. This is a situational clause to be added to your letter.
In the next paragraph, mention the reason for writing this response letter. Also, please write down the date when you first received a letter from them.
The second paragraph mentions what solution you get for them if it is a complaint and how it is good. In case you are sorry to help them in any situation, mention that you can’t help them. Your idea must be short and precise to the receiver.
The ending clause will have a request for why you cannot help them if needed.
Write a Thanks as an ending clause.
Response Letter on Order
Subject: Order Acknowledged or Confirmed
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Dear Mr/Ms (Name)
You are glad t inform your order with us placed on 25 March 2021 for women’s purses has been confirmed. Your order ID is 3096145520.
Your order is still under process and will be shipped once packed within 24 hours. You can track your order through order ID by visiting our website.
Also, you will receive a second letter in response once shipped and in transit. We are working hard as a team to serve you with quality products and deliver products within a stated time during this pandemic period. Our representatives will provide the best of best results to help you.
Please do not delete this letter as it will help in future communications.
Team and Company Name
Sample Response Letter Format
Dear receiver’s name,
We received your request for deactivating your debit card. We will shortly process your request and deactivate the card ending with xxxxxxx886.
Also, we have forwarded your request to the security team, and they will shortly get your job done. Stay in touch with us for further help.
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