The majority of letters sent out have the purpose of asking for information or for a request. However, a letter to inform serves the general purpose of informing rather than asking to be informed. This may be used as a letter to inform an employee, a letter to inform an application or many other applicable uses. Whether the news is good, bad or neutral, when you need to provide essential information, a formal letter is the best practice to use.
First, write out a description or purpose of the letter, giving a brief preview of the information. What exactly is the general purpose behind contacting the recipient?
The very first paragraph should have clear intentions right off the bat. If the recipient has sent in a request and its being rejected or approved, then make that clear. You may use a sample sentence such as: “You requested information regarding Ashley’s Science grade two weeks ago, and I’d like to present that information to you.”
If any evidence or information is needed to be present, then clarify it in the next section. If there’s any information that a recipient needs to know upon reaching the decision, then it should be included.
Don’t leave the recipient in the dark. If they have any questions or want to question some of the intentions behind your letter, then leave accurate contact information so they may contact you. Thank the reader for taking the time to send in a letter and express their concerns or request information.
Dear Samantha Wallton:
A couple of weeks ago, you were concerned about the behavior of your daughter Ashley and were afraid that her Science grade would reflect it. As I understand, you have an agreement where she must get all passing grades to go on the Fall Field Trip. Here’s the information for her Science grade as requested thus far.
Ashley is a wonderful student and a quick learner. Her grade is an A- at the moment and she’s done very well on all of her pop quizzes. It seems she studies well and doesn’t get too distracted during class. If you’d like any specific information about the class or have any questions for me, you can contact me on any week day after school hours (2:30 PM to 5:30 PM), where I’ll be in my class grading assignments.
My phone number is 331-2072 (extension: 2210). Also, feel free to send me an e-mail if you’d rather discuss the matter via e-mail at Jwattson@itu.edu.k12.
11th Grade Science