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When responding to customer requests, be prompt, polite, and helpful. Provide clear and concise information, and offer solutions that meet their needs to quickly resolve the request and satisfy the customer.
Here are eight steps for composing a professional letter in response to a poor performance evaluation: Wait to write the response. ... Use a business format. ... Offer an apology. ... Keep your explanation brief. ... Be courteous if you disagree. ... Discuss your plans for the future. ... Edit and proofread. ... Attach additional documentation.
Begin your reply by summarizing the information that you have already provided. This will help the sender understand the context of your response. Address the sender's specific request for more information. Be clear and concise in your response and provide any additional details or clarifications that are necessary.
What to include in your document request email or letter Introduce yourself. State who you are using full name, position and company name. ... Purpose for written request. Then, explain why you are writing. ... Call to action. ... Benefit to the client. ... Closing. ... Contact Information.
Regardless of whether you have the information, you should respond to the request. Either answer the question in your own words, or refer to information you are enclosing in your letter. If you cannot supply the information, express your regret.
If a request asks for a document, make a copy of the document; in your response, describe the document and say that a copy is attached; and attach a copy of the document to the responses you send back to the other side.