A reply letter is usually a response to the communication that you have received from a person or business. When replying to a letter or inquiry from clients, associates, customers or colleagues, it is important that it is in a formal format. Written communication may very well be the first and possibly only correspondence between you and the original sender and this makes a good impression crucial.
A reply letter should begin by making reference to the original letter received. It should utilize an opening line, such as "In reference to your letter of (date)" or "Thank you for your letter/email of (date)." It should then mention key points discussed in letter received. This helps to remind the recipient you understood his or her message and understand his or her position. Never use first names unless you are friends or colleagues and your first name was used in the original letter. Then address the question, inquiry or complaint that was in the received letter. If you are unable to answer the question, then direct the person to someone who does have the answers. Offer your assistance to get the situation resolved as quickly as possible.
Mary F. Jury
I grew up in Phoenix, Arizona, where I now live. My education covers a variety of areas that include accounting, computer programming, medicine, writing, office and management. At present, I am a self-employed Virtual Assistant and Medical Transcriptionist that works from home. I work for various companies utilizing my writing skills to write letters and articles that are posted on the Internet. I am also an Herbalife distributor.
Here, on Letterrep, you will find some of my generally formatted letters. If you find one that will fit your needs and would like it to be personalized, please do not hesitate to contact me.