Invitation Letter & Collection Letter

8/8/2019 Invitation Letter & Collection Letter

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DEFINATION

Invitation letter is one of the most popularways of inviting colleague, business clients,

relatives, friends, to important events. In aformal situation, an invitation letter refers tothe request regarding the attendance of aprominent person, a group of people orrepresentative of an organization at some

particular event.


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Business Invitation Letter

An invitation letter is a formal way to invite peersand clients to events which are being hosted bythe company and are one of the most popularways of inviting guests to functions.The professional invitation should be written in aformal tone, even when being sent to friends

and family members, if the letter is also beingsent to professional contacts.

Friendly Invitation LetterA friendly invitation letter is similar to a businessletter but contains less formal speech and canmake nuances with memories that may beshared with the guests whom are being invitedto the occasion.


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CHARACTERISTICS

} The tone of these letters is generally politeand semi-formal.

}

It has an element of persuasion, as thepurpose of the letter is not merely toinvite but also to ensure that the recipientagrees to attend the event. It is a finecombination of present and future tenses

where words and phrases are linkedto present the content in an impressivemanner.


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STRUCTURE

THE BASICSTRUCTUREOFANINVITATION LETTER MAINLY CONSISTS

OFFIVE PARTS:-

1. Initial details such as the senders address and date along with therecipients name and address as well as greeting.

2. Introduce yourself or the organization or group your intend to represent.

3. Then describe the nature and purpose of the event along with allnecessary as well as special details regarding the importance of theoccasion. You can also specify if the person needs to bring any item ordocuments along with them or any special role that they need to play orshow in the event. You should also mention a particular date by which youneed a reply.

4. Include a brief sentence indicating hopes for the attendance of yourguests or

anticipation of their response in the conclusion.

5. Make a formal or informal sign-off depending upon the nature of theinvitation letter.


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FORMATYOURADDRESSTEL.

WEBSITE(IF HAVE)REFERENCE NUMBER OR PH.

DATE

NAME OF CLIENT OR PERSON U WANT INVITETITLEADDRESS OF THE PERSON

RESPECTEDOR DEAR ***

TITLE

FIRST PARAGRAPH: TIME, PLACE, WHAT YOU WANT DOING.

SECOND PARAGRAPH: OBJECTIVE

THIRD: WANT CONTACT WHO, WHAT HE/HER ADD, EMAIL ADDAND ETC.

THANK YOU

YOUR SINCERELY

(SIGN)

(NAME, TITLE: MR.K)ENC.( IFGOT ENCLOSE)


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DEFINATION

A collection letter is a professionally writtenletter sent by a business owner, a creditor,or a company that has not been paid forservices or goods in a timely manner. Acollection letter notifies the customer ofmoney owed and usually includesinstructions on how to make late payments.


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TYPESThere are two types of collection letters :-

}ANOTIFICATION LETTERinforms thecustomer that the debt owed is past due.It is usually sent immediately after a debtbecomes past due.

}An ACTION LETTER is Sent out once anaccount becomes seriously overdue, this

letter informs the customer of actions thecompany may take if the debt isn't paidimmediately.


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PURPOSE

} to collect what is due

}

to maintain goodwill


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POINTS TO BE CONSIDERED

} awake sense of pride in the debtor

}

maintain relationsh

ip with

debtor} ensure sense of fair play

} follow the rules

} recognise mutual effort


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BENEFITS} During business hours many customers are either at

work or will not answer calls from unrecognizedphone numbers. Collection letters are unavoidable,as everyone checks the mail.

} This characteristic of a collection letter also benefitsthe customer. Because the letters lower the cost of

collections, the collections agency can easily offercustomers a settlement for an amount that is lessthan the original debt.

} In addition, a letter is usually preferable over talkingto someone over the phone because a letter feelsless threatening.

} Collection letters are thus more cost efficient andtime efficient than phone calls when collecting past-due accounts.

} This makes collection letters a more appealingalternative to collection calls.


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A Collection Letter has two main objectivesGet paid

Retain customer goodwill

For the letters to be successful consider the following:

Style:

Keep the letter to one pageBe brief, with short sentences, paragraphs

and simple words

Customize the letter

Opening and Closing:

Use Dear Customer (Mr./Ms./Mrs. (last name)Sign the letter personally

Keep a non-threatening tone.

BodyDate(s) of Invoice(s)

Total amount dueRequest for Full Payment immediately or by a certain date

Reference your numbersRequest for sending the payment by courier or EFT.

Convey urgency

ToneBe

FirmUrgent

and Unapologetic

FORMAT


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September 21, 2010

Mark BlaineCustom Puppy Popsicles121 Dogwood LaneLincoln, NE 67893

Dear Mr. Blaine,

We are writing to inform you that we have yet to receivepayment for the 10,000 Popsicle sticks ordered on July21, 2010 and shipped on July 22, 2010.

Invoice number PS345Quantity 10,000Amount Due $2,285.00

As you may recal l, our terms are Net 15 upon receipt oforder. Please process the invoice and submit payment tous by September 30, 2010. Your usual check payment willbe fine.

If you would like to set up a convenient credit card

withdrawal for this order, or have any questions, pleasecontact Amy Montgomery on our toll -free number of 800-567-8734.

Thank you for your business.

Sincerely,

Pamela ReynoldsAccounts Receivable ManagerWooden Novelties, Inc.

SAMPLE

Invitation Letter & Collection Letter

Documents

Transcript of Invitation Letter & Collection Letter