A letter of response is written as an answer to any complaint of disconnection, while admitting fault, regarding denial of a liability, refusal of an adjustment, to a job, to a feedback, to an application, inquiry of products or goods, many occasions we find a need to write a letter to some one. Though all the above mentioned situations are quite different from each other and demand a totally different letter of response but here are some important points mentioned which can help in drafting a response letter under any topic.
First of all you should examine the situation well for which you are writing a response, after analyzing the scenario make a decision what kind of response you will give. It’s a formal letter and should be drafted professionally. It also requires a good and appropriate selection of vocabulary and accuracy of language, the letter should be without any grammatical mistake. If you are responding in connection with a previous correspondence, it is good to give a reference of that or add some important points of information, related to that in your letter. It will help to clear any misunderstanding and make your letter clear. Avoiding giving any personal opinion unless it is asked, restrict yourself to the main point of the letter.
A letter of response does not so much time, so the response should be quick and in time. Make your letter to the point, simple and clear the letter should be understandable for the recipient easily. If you have been asked for an advice and you are unable to do it, then you should show your regret and mention clearly that you can’t do it, if you know that anyone else has got the ability to do it in a better way, you can replace a reference. Even if your letter is a negative response, like you are denying something, refusing or declining a job offer even then your letter should be positive. You should sound courteous and thank you to your reader for his or her time and for showing interest. You can get help from the sample of the letter attached with this template.