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Part 16 : Authorization Letter

In previous section, we have studied of appreciation letter and now we will see, how authorization letters are written, when they are written and why they are written.

Introduction – 

An authorization letter gives a third party permission to act on your behalf. You may need someone to assist you with your financial matters, legal issues or health directives. Authorization letter is an important part for office communication. It is the formal type of written communication. These letters have to be written carefully. In authorization letter, you give someone the authority to take decisions and sign the documents on your behalf and organization or the individual you are dealing with can not take any objection to this after receiving the letter of authorization. There are also other document for authorization letter like authorization letter to claim, for birth certificate, to withdraw money and many more.

An authorization letter gives the holder of the letter the authority to either grant permission for something or collect something from somewhere. It is normally given when the individual in command is not available for necessary approvals so he/ she authorizes another, reliable individual in her / his place to give the sanctions.

Lawyers and their clients for collecting legal documents also use an authorization letter. It is a very important document as it gives the power that is exerted at the giver’s discretion. The individual who gets this letter has a lot of responsibility on her/his shoulder.

Let us consider some of the points to be noted for authorization letter – 

  • While writing an authorization letter the writer must be sure to whom he/ she is giving the letter, as it needs to be given after serious thinking.
  • The recipient of the letter should be a trusted person known to be having no mal-intentions.
  • An authorization letter should be simple and crisp. It should clearly indicate who is being authorized and for what work.
  • The exact validity of the authorization forms a very important part of this letter.
  • There should be no room for ambiguity in the authorization letter as it is a very powerful tool in the recipient’s book.

Now let us understand the format of authorization letter – 

AuthorizatIon Letter Format
AuthorizatIon Letter Format

 

Now let’s consider some of the examples of authorization letter – 

 

Part 15 : Appreciation Letter

Part 15 : Appreciation Letter

In previous section, we have studied of appointment letter and now we will see, how appreciation letters are written, when they are written and why they are written.

Introduction – 

Appreciation Letters can be a formal, business – type or a simple recognition statement of gratitude for a contribution, service or appearance. Appreciation letters are great in thanking people for their time or efforts, such as organizers, event hosts and other similar situations.

Writing an appreciation letter is a professionally meant letter for saying thank you. Here the writer views to the reader some good qualities of the reader which has come into the vicinity of the management. By reading appreciation letter, one hope is developed thus motivating the reader for more hard work and more successful life ahead. These letters always glitters honesty and sincerity from organization point of view.

Points to be noted – 

  • For maximum impact, an appreciation letter should be written immediately after the achievement/ initiative.
  • Language used in the letter should be simple and easily understandable by anyone.
  • If the achievement of individual who is getting the letter has helped over achieving targets, a comparison of data before the achievement and after the achievement will throw light on the strengths of that individual.
  • An official appreciation letter should always be on the company letterhead to give the authenticity.

General Format of Appreciation Letter – 

 

Letter of appreciation
Letter of appreciation

 

Let’s have a look on examples to gain more clarity on Appreciation Letter –

 

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Part 14 : Appointment Letter

Part 16 : Authorization Letter

Part 14 : Appointment Letter

In the previous section, we studied about application letter and now moving on further with this course, we will now take notes on Appointment Letter.

Introduction –

An appointment letter is usually an official letter written either by the immediate superior or by hierarchical superior to an individual who has been found eligible for the job advertised or applied for. The letter of appointment comes into play after a series of hiring procedures have been followed by an organization to eliminate most applicants for the job and finding that one suitable candidate eligible for the profile.

An appointment letter must state all the fundamental terms and conditions of employment without an errors and contradictions. As a human resource person, you must know what the fundamental rules, terms and conditions of organization and employment are, as those terms are described as the roots of a contract between the employer and employee.

Letter Format –

 

Appointment Letter Format
Appointment Letter Format

 

Compensation Details (Salary and Applicable Benefits)
Compensation Details

 

 

Format of Confirmation of Apointment Letter
Format of Confirmation of Appointment Letter

 

 

Now let’s take a look on some of the examples of Appointment Letter – 

 

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Part 13 : Application Letter

Part 15 : Appreciation Letter

Part 13 : Application Letter

In the previous section, we have studied of Appeal Letters and now in this section, we will take a look to application letters.

Introduction – 

An application letter is written for various reasons, say, application for job requisition, business application letter, scholarship letter, leave application and so on.

An application letter for job is also known as cover letter, is a document sent with your resume to provide additional information on your skills and experiences. A letter of this type of application typically provides detailed information on why you are qualified for the job you are applying for. Effectively application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.

Application letters are so much important in our daily life that without application letter one can not place his request, one cannot express his feelings, etc and many more things. Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up.

Letter Format –

The application letter should be drafted in a manner that it is self explanatory giving out all the details that the application letter should reveal in it. It includes –

  • Your Personal Information – It must include your first name, last name, street address, city, state, phone number and email address.
  • Employer’s Contact Information – It must include first name, last name, street address, city, state of employers.
  • Salutation – Use appropriate salutation for the person whom you are writing this letter. Example – Dear Mr. / Ms. Last name or Dear Hiring Manager.
  • Application letters Content – It includes, three main paragraphs –
    1. First Paragraph of your job should include information on why you are writing. Mention the job you are applying for and where you found the position if you have a contact at the company, include it.
    2. Middle Paragraph should describe what you have to offer the company. Make strong connections between your abilities and the requirements listed to job posting. Mention specifically how your skills and experience match the job. Expand on the information in your resume, don’t just repeat it. Try to support each statement you make with a piece of evidence. Use several shorter paragraphs or bullets rather than one large block of text.
    3. In final paragraph conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow up. State that you will do so and indicate when.
  • Complimentary Close – It includes closing address. Example – Your Sincerely followed by name etc.

Now let’s take a look on some examples –

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Part 12 : Appeal Letter

Part 12 : Appeal Letter

In the previous section, we have studied about announcement letters. Now in this section, we will study about appeal letters and will discuss format and examples.

Introduction – 

A letter of appeal is written when unfair treatment is committed to try rectifying the situation. As appeal letter allows you to state your side of the story using facts to support your cause to convince the reader(s) to reconsider your case. An appeal letter should be polite, concise and to the point.

Appeal letters are written when anyone is seeking for some help from their subordinates. Appeal letter written in any form indicates the relation between the writer and reader. Hence reason for making an appeal letter should be clear in the letter whereas is it a formal or informal appeal letter, the manner of writing should always be polite and simple.

Steps to write an appeal letter – 

Step 1 : Starting – Format the letter in a business style. Include address in header, followed by name and address of recipient. All should be left justified. Use proper salutation.

Step 2 : Introduce yourself and matter –  Introduce yourself in first paragraph and explain that you are writing to appeal particular decision. The opening paragraph is chance to grab reader’s attention and persuade him to continue reading.

Step 3 : Matter description –  Summarize events that took place. Define a clear path for the reader so that they are educated, or reminded of the situation. Keep the description as brief as possible; include pertinent facts that legitimize your case but don’t stuff with unnecessary details.

Step 4 : Specify expected action – State your desired outcome and any additional information that would help to make your case. Refer to any facts that may have been previously overlooked or explain that you are including additional documents that back up your testimony.

Step 5 : Specify if any revert is expected – If you need a revert on particular letter or mail or message, then specify that you expect a revert and the reason why you need a revert.

Step 6 : Ending – Thank the reader for his time at the end of the appeal letter. Include your contact information. Use a professional closing such as “Sincerely” followed by your name.

Now let’s take a look on some of the examples of appeal letters –

 

Part 11 : Announcement Letter

Part 11 : Announcement Letter

In the previous section we have discussed agreement letter. Now we are going to understand what are announcement letters and how announcement letters are written.

To write an announcement letter you will need to answer the who, what, when, where, why and how questions in a concise and informative way. It is similar to a press release. An announcement letter is a type of letter used for a number of business and personal situations.

In business, announcement letters can be written for number of purposes – key events requiring an announcement letter to staff and/or customers would be a change in management, a new policy, the launch of a new product, or financial summaries for investors.

The official announcement letters can be for the following – 

  • Promotion
  • Company mergers/acquisitions
  • Company ratings (which have been publically announced in a daily newspaper)
  • Resignation
  • Termination of individual services/contracts
  • New hires
  • Bonus Announcements
  • Opening of new business ventures

The personal announcement letters can be for the following – 

  • Marriage
  • Birth
  • Sharing of Promotion
  • Moving into one’s own house

 

Now lets see the formats of writing an announcement letter –

  • Format for Promotion Announcement – This format can be used when we need to announce a promotion of an employee.

Format for Promotion Announcement

  • Format for Bonus Announcement – This format can be used when we need to announce a bonus .

Format for Bonus Announcement.JPG

There are few examples of announcement letters given below – 

 

Part 10: Agreement Letter

Part 10: Agreement Letter

In the previous section, we have read about acknowledgment letters and now in upcoming section, we will discuss about agreement letters.

Agreement – An agreement is an oral or written statement of an exchange of promises. It ensures that there is harmony and compatibility in people’s opinions or observations.

Agreement Letter – An agreement letter is written when two or more parties mutually agree on something that is mutually beneficial to all. An agreement letter should be drafted with utmost care to ensure that all the important aspects of agreement have been  covered as ‘Clauses’ in agreement. Agreement letters are legal in nature as they involve more than one party, intervention of lawyer or a person with law background.

Letter format – 

Format of Agreement Letter
Format of Agreement Letter

 

Here are some of the examples given of agreement letter – 

 

 

Part 9 : Acknowledgement Letter