From questions, issues, important topics, updates in letter templates, it is important that we respond. Even if it is just to notify the sender that you have received the e-mail or response letter, it is a good way to show respect and appreciation for the time they have put in writing and sending one for you. You may also see Letter Samples.
A response is an essential part of communication—with it, there is a conclusion to any current issues, and through it you form a bond with others. Through communication, you are able to form trust with other people, which is a very important aspect in businesses, organizations, communities, and schools.
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An Important Part of Our Lives
Communication is an important part of our lives. It allows us to form bonds with other people and allows us to clear any issues present. And in business, proper communication can make you earn or lose money. Through it, you are able to advertise and sell your brand as well, and good response from customers and clients can add prestige to your company’s overall image.
Legal Letters are also sought through letters, and a Legal Letter also requires response especially. Writing letters is the best form of communication aside from direct talking, as it allows the receiver time to gather and analyse before responding, allowing a concise conclusion at the end of conversation or a better confrontation before meeting.
Importance of Response
What is a response? In a direct explanation, a response is an answer or reply in words or in some action. How is a response important? In daily life, a communication between two people or group of people will only work if there is a response coming from each other.
For business, a response hold importance as it may affect decision making and answers to important issues. And in letters, a response is also an Acknowledgement Letter. It is a way for the receiver to let the sender know that their letter has been acknowledged.
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When You Respond
Knowing the importance of your response, you always have to make sure that gathering information and analyzing the letter you have received before responding is very important. Give the sender credit for the time they have spent in writing you a letter, whether it is to give you an update or inform you of issues, responding properly through a letter will form better rapport between you and the sender.
Here are some things to keep in mind when writing a response:
- Identity and other details. It is important that your name and details such as return address and contact details be indicated at the top of your letter. It allows the receiver of your letter an alternative way to communicating with you effectively and conveniently.
- Salutation. Start with “Dear Ms./Mr. So and So” or “Dear Ms./Mr. So and So,” or if the receiver has a distinct position like a doctor or professor, address them accordingly as “Dear Dr.” or “Dear Prof.”
- Content. When it comes down to the content of your letter, say your thanks to them for reaching out to you and indicate the purpose of your response as the first paragraph. On the main body of your response, indicate everything that must be addressed that needs to in a concise and detailed manner and end your letter with a proper ending by stating your sincerity.
Samples provided in this article is free for you to download and use as a reference material, and if you need other samples, check out Thank-You Letter For Appreciation that is also available on our site.