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Acknowledgments

Introduction

Ten "Commandments" for Writing Better Letters

All Purpose Letter Writing Outline

Tips For Using This Book

Table of Contents

Chapter 1
Letters to Members of All Ages

Chapter 2
Letters to Other Members

Chapter 3
Letters to Nonmembers

Chapter 4
Letters to Church Staff

Chapter 5
Letters to the Community

Chapter 6
Letters to the Media

Chapter 7
Letters to Vendors

Chapter 8
Letters for Special Occasions

Chapter 9
Letters of Acceptance, Confirmation, Invitations, & Refusal

Chapter 10
Letters to Raise Funds

Chapter 11
Letters to Colleagues

Chapter 12
Letters of Policy & Doctrine

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Table of Contents

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Chapter 1 / Letters to Members of All Ages

TO ADULTS

1-1 / Advancements

1-2 / Agendas

1-3 / Announcements

1-4 / Appointments

1-5 / Condolences: On Death of a Spouse

1-6 / Congratulations: On Job Promotion

1-7 / Disciplinary Action

1-8 / Elections

1-9 / Encouragement: While Waiting to Adopt a Child

1-10 / Evaluations: Of Church at Year’s End

1-11 / Information

1-12 / Instructions

1-13 / Meetings: To Vote on Purchase of New Building

1-14 / Newsletters: To Update Mailing List

1-15 / Problems: Concerning Parking

1-16 / Procedures: To Borrow Church Property

1-17 / Questionnaires: To Ask for Help in Filling One Out

1-18 / Resignations: Resignation of Pastor

1-19 / Schedules: New Sunday Evening Services

1-20 / Special Events: Upcoming Service with Visiting Musical Group

1-21 / Thanks: Upon Receiving Congregational Christmas Gift

TO CHILDREN

1-22 / Advancement: Moving into Next Age Group Class for Sunday school

1-23 / Announcements

1-24 / Certificates

1-25 / Condolences: On the Death of a Mother

1-26 / Congratulations

1-27 / Disciplinary Action

1-28 / Encouragement: When a Parent Remarries

1-29 / Evaluations: Of Vacation Bible School

1-30 / Information: Concerning Establishment of New Children’s Choir

1-31 / Instructions

1-32 / Meetings

1-33 / Newsletters: Establishment of Children’s Page

1-34 / Problems

1-35 / Questionnaires: To Complete One on Favorite Activities

1-36 / Resignations

1-37 / Schedules: For Vacation Bible School

1-38 / Special Events: Upcoming Puppet Show

1-39 / Thanks: For Assistance at Festival

TO TEENS

1-40 / Advancement: Into Next Age Level Class for Sunday school

1-41 / Agendas: For Youth Group

1-42 / Announcements: Cancellation of Youth Group

1-43 / Appointments: To Set Up Personal Conferences

1-44 / Condolences: On the Athletic Team’s Loss in Tournament Play

1-45 / Congratulations: On Athletic Honor

1-46 / Disciplinary Action: To Confirm Verbal Discussion of

1-47 / Elections: Results

1-48 / Encouragement: To Victim of Terminal Disease

1-49 / Evaluation: Personal

1-50 / Information: Confirming Reservation & Giving Details for Youth Retreat

1-51 / Instructions: Concerning Youth Retreat

1-52 / Meetings: Special Officers’ Meeting

1-53 / Newsletters: Change in Youth Page

1-54 / Problems: Throwing Snowballs

1-55 / Procedures: For Election of Officers

1-56 / Questionnaires

1-57 / Resignations: Of Youth Officer Due to Illness

1-58 / Schedules: For Youth Retreat

1-59 / Special Events: Youth Seminar

1-60 / Thanks: For Help with Festival

Chapter 2 / Letters to Other Members

TO COUNSELEES

2-1 / Agendas: For Meeting of about to be Married Couples

2-2 / Appointments: To Cancel Session

2-3 / Condolences: On a Miscarriage

2-4 / Congratulations: On Job Promotion

2-5 / Disciplinary Action: Concerning Behavior of Counselee

2-6 / Encouragement: When Down

2-7 / Evaluations: Of Counseling Sessions

2-8 / Information: Change of Location of Sessions

2-9 / Instructions: What to Bring to Sessions

2-10 / Problems: Lack of Contact

2-11 / Procedures: To Be Married in the Church

2-12 / Resignations: Relocation of Counselor

2-13 / Thanks: For Gift

TO COUPLES

2-14 / Agendas: For Next Meeting of Group

2-15 / Announcements: Concerning Sweetheart Dinner

2-16 / Condolences: On Loss of Business

2-17 / Congratulations: On Opening of New Business

2-18 / Elections: Mistake in Results

2-19 / Encouragement: Upon Agreeing to Lead Seminar

2-20 / Information: New Address of Officers

2-21 / Instructions: What to Bring to Potluck Dinner

2-22 / Meetings: Meeting Time Moved

2-23 / Newsletter: Asking for Contributions

2-24 / Questionnaires: On Completion of

2-25 / Resignations: Request to fill in After Resignation of Officers

2-26 / Schedules

2-27 / Special Events: Marriage Seminar

2-28 / Thanks: For Helping Others

TO PARENTS

2-29 / Advancements: Child Moving into Next Age Level Sunday school Class

2-30 / Agendas: Of Informative Meeting

2-31 / Announcements: Repaving of Parking Lot

2-32 / Appointments: To Discuss Problem Child

2-33 / Certificates: Misplacement

2-34 / Condolences: Death of Infant

2-35 / Congratulations: On Award Received by Child

2-36 / Disciplinary Action: Against Child

2-37 / Elections: Congratulations on Election of Child as Youth Group Officer

2-38 / Encouragement: On Runaway Child

2-39 / Evaluations: Of Sunday school Program

2-40 / Information: On Possibly Controversial Youth Program

2-41 / Instructions

2-42 / Meetings

2-43 / Newsletters: Recommendation of

2-44 / Problems: Concerning Behavior to Avoid

2-45 / Procedures: For Nursery

2-46 / Questionnaires: Asking for Help Filling Out One

2-47 / Resignations: Requesting Assistance in Filling Spots after Resignations

2-48 / Schedules: New Nursery Schedule

2-49 / Special Events: Church Parents’ Workshop

2-50 / Thanks: For Redecorating Nursery

TO SINGLES

2-51 / Advancements: As Officer of Singles Group

2-52 / Agendas: Change in Planned Agenda

2-53 / Announcements: Of Organ Dedication

2-54 / Appointments: To Position

2-55 / Certificates: On Correction of

2-56 / Condolences: Death of Parent

2-57 / Congratulations: For Receiving Award

2-58 / Disciplinary Action: Individual’s Immoral Behavior

2-59 / Elections: Upcoming

2-60 / Encouragement: Upon Deciding to Further One’s Education

2-61 / Evaluations: Request for Evaluation of Assistant Pastor

2-62 / Information: Concerning Group

2-63 / Instructions

2-64 / Meetings: Change of Location

2-65 / Newsletters: Correction

2-66 / Problems: Neglect of Duty

2-67 / Procedures: To Apply for Position

2-68 / Questionnaires

2-69 / Resignations: Of Single Pastor

2-70 / Schedules: Change

2-71 / Special Events

2-72 / Thanks: For Helping Others

TO SPECIAL GROUPS

2-73 / Advancements

2-74 / Announcements: Of Similar Program

2-75 / Certificates: Discovery of Missing Ones

2-76 / Evaluations: Results

2-77 / Newsletters: Opportunity to be on the Mailing List to Receive

2-78 / Problems: Misuse of Building

2-79 / Procedures: For Building Use

2-80 / Questionnaires: Urging the Return of Completed Ones

2-81 / Schedules: Change

2-82 / Special Events: Cancellation of

2-83 / Thanks: For Donation

TO VOLUNTEERS

2-84 / Advances: To Higher Position

2-85 / Agendas: Change

2-86 / Announcements: On New Procedures

2-87 / Appointments: To New Position

2-88 / Certificates: Delay in Receiving

2-89 / Condolences: Upon Injuries Received in a Car Accident

2-90 / Congratulations: For Prizewinning Float

2-91 / Disciplinary Action: Concerning Personal Behavior

2-92 / Elections: Willingness to Run

2-93 / Encouragement: Upon Low Turnout

2-94 / Evaluations: Request to do One

2-95 / Information

2-96 / Instructions

2-97 / Meetings

2-98 / Newsletters: Deadlines

2-99 / Problems: With Neglect of Duty

2-100 / Procedures: For Doing Solos

2-101 / Questionnaires

2-102 / Resignations

2-103 / Schedules

2-104 / Special Events

2-105 / Thanks: For Helping with Clean: Up Day

Chapter 3 / Letters to Nonmembers

TO MEMBERSHIP APPLICANTS

3-1 / Acceptance as a Member

3-2 / Doctrine: Request for Information about

3-3 / Information

3-4 / Membership Information

3-5 / Ministries & Programs: Request for Information about

3-6 / Refusing Membership

3-7 / Special Events

3-8 / Thanks: On Completed Application

TO NEWCOMERS

3-9 / Evangelistic Follow-up: Following New Commitment

3-10 / Information

3-11 / Introduction & Greeting

3-12 / Membership Information

3-13 / Ministries & Programs

3-14 / Special Events

3-15 / Welcome

TO RELATIVES & FRIENDS OF MEMBERS

3-16 / Evangelism Follow-up

3-17 / Information

3-18 / Introduction & Greeting

3-19 / Membership Information

3-20 / Ministries & Programs

3-21 / Special Events

3-22 / Welcome

TO VISITORS

3-23 / Evangelism Follow: Up

3-24 / Information: On Change of Service Times

3-25 / Membership Information

3-26 / Ministries & Programs

3-27 / Special Events

3-28 / Welcome

Chapter 4 / Letters to Church Staff

TO ASSOCIATE PASTOR

4-1 / Acknowledgments: Resignation

4-2 / Benefits: Addition

4-3 / Congratulations: Upcoming Wedding

4-4 / Contracts & Agreements: When Hired

4-5 / Dismissals

4-6 / Disciplinary Action: Personal Behavior

4-7 / Evaluation: Of His Work

4-8 / Instructions: Upon Unexpected Absence of Senior Pastor

4-9 / Job Description

4-10 / Meetings: Request for Substitute

4-11 / Problems: Concerning Associate’s Behavior

4-12 / Questionnaires: Request to Complete

4-13 / Resignation: Of Senior Pastor

4-14 / Salaries: Increase

4-15 / Schedules

4-16 / Special Events

TO BOARD MEMBERS

4-17 / Acknowledgments: Of Request

4-18 / Agendas: Addition

4-19 / Announcements: Of Pastor’s Engagement

4-20 / Appointments: Request to Accompany Pastor

4-21 / Benefits: Request for Increase

4-22 / Dismissals: Of Staff Member

4-23 / Disciplinary Actions: As a Result of Recipient’s Behavior

4-24 / Encouragement: In Midst of Building Project

4-25 / Elections: Results

4-26 / Evaluation: Results

4-27 / Pastor Instructions

4-28 / Meetings

4-29 / Purchases: Suggested by Pastor

4-30 / Resignation: Of Pastor

4-31 / Salaries: Request for Increase of Associate’s

4-32 / Schedules: Change

TO CHRISTIAN EDUCATION STAFF

4-33 / Agendas

4-34 / Announcements: Adoption of Child

4-35 / Appointments: Which Fill a Position

4-36 / Encouragement: During a Slump in Sunday school Attendance

4-37 / Information

4-38 / Instructions

4-39 / Job Description

4-40 / Meetings

4-41 / Policies: Concerning Sunday school Teachers’ Time Off

4-42 / Purchases: Request for Help in Justifying

4-43 / Questionnaires: Request for Input in Assembling

4-44 / Recognition

4-45 / Special Events

TO MUSIC STAFF

4-46 / Agendas

4-47 / Announcements

4-48 / Appointments: Setting Up a Time

4-49 / Congratulations: On Receiving Award

4-50 / Contracts & Agreements

4-51 / Encouragement: After Poor Showing in Contest

4-52 / Evaluation: Request for Help to Complete

4-53 / Information

4-54 / Job Description

4-55 / Policies: Concerning Use of Organ

4-56 / Problems: About Choir Members Leaving Children Unsupervised

4-57 / Purchases: Suggested by Staff

4-58 / Recognition

4-59 / Salaries: Denial of Increase

TO OTHER EMPLOYEES

4-60 / Acknowledgments: Of Request for Vacation Time

4-61 / Agendas

4-62 / Appointments: Cancellation of Meeting

4-63 / Dismissal: Of Secretary

4-64 / Disciplinary Action

4-65 / Encouragement: Of New Secretary

4-66 / Information: Request for Help in Assembling

4-67 / Instructions

4-68 / Meeting

4-69 / Policies: Concerning Janitor’s Supplies

4-70 / Problems: Janitor’s Neglect of Duty

4-71 / Purchases: Acknowledgment of Request

4-72 / Recognition

4-73 / Resignation: Of Pastor

4-74 / Salaries: Acknowledgment of Request for Increase

TO PRIVATE SCHOOL STAFF

4-75 / Acknowledgments: Of Change in Conference Dates

4-76 / Announcements: Of Church Anniversary

4-77 / Congratulations: Successful Fundraising

4-78 / Contracts & Agreements

4-79 / Encouragement: As a New School Year Begins

4-80 / Evaluation: Upon Receiving a Favorable One

4-81 / Instructions

4-82 / Job Description

4-83 / Meetings

4-84 / Policies: Concerning Field Trips

4-85 / Problems: Regarding Coming Improvements

4-86 / Questionnaires

4-87 / Schedules

4-88 / Special Events

TO SPECIAL GROUP LEADERS

4-89 / Appointments: Reminder to Attend

4-90 / Congratulations: Students’ Completion of Course

4-91 / Dismissals: Follow: Up

4-92 / Disciplinary Action

4-93 / Encouragement: Upon Declining Attendance

4-94 / Information

4-95 / Meetings: Denial of Request for Use of Building

4-96 / Questionnaires: Upon Receiving Results

4-97 / Resignations: Of Other Staff

4-98 / Schedules

4-99 / Special Events

Chapter 5 / Letters to the Community

TO BUSINESS LEADERS

5-1 / Inquiries & Requests: Information

5-2 / Public Availability of Church Facilities

5-3 / School Policies: Concerning Students Off Campus

TO CITY OFFICIALS

5-4 / Building Code Regulations

5-5 / Extending Help: In Time of Local Emergency

5-6 / Inquiries & Requests: For Assistance

TO COMMUNITY LEADERS

5-7 / Extending Help: During Local Emergency

5-8 / Public Availability of Church Facilities

5-9 / Zoning Laws: Request for Help in Opposing Change

TO COUNTY BOARD OFFICIALS

5-10 / Building Code Regulations

5-11 / Licenses: Request for Information

5-12 / Zoning Laws: Expressing Disapproval of Suggested Change

TO HOSPITALS

5-13 / Extending Help: Offer of Volunteers

5-14 / Inquiries & Requests: To Reconsider Position on Issue

5-15 / Request for One: Time Change in Visitation Rules

TO ORGANIZATIONS

5-16 / Extending Help: For Fundraiser

5-17 / Public Availability of Church Facilities

5-18 / Acceptance of Offer to Visit

TO REGULATORY AGENCIES

5-19 / Licenses: Request for Information

5-20 / School Policies: Acknowledgment of New Policy

5-21 / Problems: Regarding Getting Approval from Agency

TO SCHOOL OFFICIALS

5-22 / Inquiries & Requests: Concerning Possibility of Items for Sale

5-23 / Problems: Request for Help in Solving Students’ Trespassing

5-24 / Public Availability of Church Facilities

Chapter 6 / Letters to the Media

TO MAGAZINES

6-1 / Advertisements

6-2 / Articles: Reaction to Published Article

6-3 / Editorials: Negative Reaction to

6-4 / Inquiries & Requests: Desire for Contact with Author of Article

TO NEWSPAPERS

6-5 / Advertisements

6-6 / Announcements: Change of Location

6-7 / Articles: Suggestions for Possible Stories

6-8 / Clarifications

6-9 / Corrections

6-10 / News Releases

TO RADIO STATIONS

6-11 / Clarifications

6-12 / Inquiries/Requests: To Discontinue Objectionable Advertising

6-13 / News Release

TO TV STATIONS

6-14 / Announcements

6-15 / Corrections

6-16 / Editorials: Positive Reaction

Chapter 7 / Letters to Vendors

TO PRODUCT SUPPLIERS

7-1 / Disengaging Services

7-2 / Engaging Services

7-3 / Establishing Credit

7-4 / Problems: In Delivery of a Product

7-5 / Refunds

TO SERVICE SUPPLIERS

7-6 / Bids

7-7 / Inquiries & Requests: for Rates, etc.

7-8 / Tax: Exempt Verification

Chapter 8 / Letters for Special Occasions

TO COUPLES

8-1 / Adoption: Placement of Baby through Adoption

8-2 / Anniversary: Fifty Years

8-3 / Baptism: Of Infant

8-4 / Births: Arrival of First Grandchild

8-5 / Dedications: Of Infants

8-6 / Engagements: Upon Announcement

8-7 / Retirement: Upon Announcement

8-8 / Showers: Granting Permission to Hold in Church

8-9 / Wedding: Afterwards

TO FAMILIES

8-10 / Adoption: On Finalization

8-11 / Baptism: Adults’ Decision to Undergo

8-12 / Birthdays: Child’s First

8-13 / Births

8-14 / Dedications: Of New House

8-15 / Graduations: Of High School Member

8-16 / Holidays: Easter

8-17 / Receptions: Plans to Hold

8-18 / Thank You: For Altar Flowers

8-19 / Weddings: Decision not to Attend Daughter’s

TO GROUPS

8-20 / Anniversaries: Of Group

8-21 / Awards & Honors: Presented to Group

8-22 / Certificates: Ready to Be Picked Up

8-24 / Holidays: Christmas

8-25 / Recognition of Service: Of Group

8-26 / Showers: Thank You for Holding

8-27 / Thank You: For Memorial Gift

TO INDIVIDUALS

8-28 / Awards & Honors: Sunday school Teacher of the Year

8-29 / Birthdays: Eightieth

8-30 / Certificates: Verifying Details

8-31 / Engagement: Broken

8-32 / Funerals: After Loved One’s

8-33 / Graduations: Congratulations to Individual

8-34 / Receptions: Informing Others

8-35 / Recognition of Service: Choir Director

8-36 / Retirement

Chapter 9 / Letters of Acceptance, Confirmation, Invitation, & Refusal

TO GROUPS

9-1 / Accepting New Position

9-2 / Accepting Speaking Invitation

9-3 / Accepting Recognition

9-4 / Confirming Dates & Times

9-5 / Confirming Telephone Conversations

9-6 / Inviting Groups

9-7 / Inviting Special Guests

9-8 / Refusing New Position

9-9 / Refusing a Group

9-10 / Refusing an Invitation

9-11 / Refusing Recognition

9-12 / Refusing Speaker

TO SPEAKERS

9-13 / Confirming Costs

9-14 / Confirming Dates & Times

9-15 / Confirming Special Events & Facilities

9-16 / Confirming Speakers

9-17 / Confirming Telephone Conversations

9-18 / Inviting Speakers

9-19 / Refusing Speakers

TO INDIVIDUALS

9-20 / Accepting a New Position

9-21 / Accepting Speaking Invitation

9-22 / Accepting Recognition

9-23 / Confirming Costs

9-24 / Inviting Special Guests

9-25 / Refusing New Position

9-26 / Refusing Invitation

9-27 / Refusing Recognition

Chapter 10 / Letters to Raise Funds

TO BUSINESSES

10-1 / Church Ministries: Food Pantry for Poor

10-2 / Emergencies: Families Losing Homes to Fire

10-3 / Special Projects: Funds for Organ Transplant

TO CHURCH MEMBERS

10-4 / Church Ministries: TV Ministry

10-5 / Debt Retirement

10-6 / Emergencies: Families Who Lost Homes in Fires

10-7 / Evangelism Outreach: Christian Concert

10-8 / Expansion

10-9 / Missions

10-10 / Plant Maintenance

10-11 / Special Events: Visiting Evangelist

10-12 / Special Projects: Housing for Needy Members

TO COMMUNITY ORGANIZATIONS

10-13 / Church Ministries: Crisis Pregnancy Center

10-14 / Plant Maintenance

10-15 / Special Events: Substance Abuse Speaker

TO INDIVIDUAL BENEFACTORS

10-16 / Evangelism Outreach: Christian Movies

10-17 / Expansion

10-18 / Missions

10-19 / Plant Maintenance

TO NONMEMBERS

10-20 / Emergencies: Local Tornado

10-21 / Missions: Christmas Offering

10-22 / Special Events: Concert by Local Talent

Chapter 11 / Letters to Colleagues

TO COMMUNITY PASTORS

11-1 / Inquiries/Requests: Participation in Community Service

11-2 / Membership Transfer

11-3 / Problems: Confrontation between Youth

11-4 / Relocation: Of Sender

11-5 / Welcome

TO NATIONAL DENOMINATIONAL OFFICERS

11-6 / Introduction: Of Sender

11-7 / Problems: Lack of Cooperation with Sender’s Member

11-8 / Reports: Attendance

TO OTHER DENOMINATIONAL PASTORS

11-9 / Introduction: Response to

11-10 / Inquiries & Requests

11-11 / Membership Transfer

11-12 / Recommendation: Giving a Favorable One

11-13 / Relocation: Of Recipient

TO STATE/DISTRICT DENOMINATIONAL OFFICERS

11-14 / Recommendation: Request for

11-15 / Reports: Financial

11-16 / Welcome: To New Supervisor

Chapter 12 / Letters of Policy & Doctrine

TO GROUPS

12-1 / Availability of Special Services: Nursery

12-2 / Building & Key Use Rules

12-3 / Church Position on Issues: Nuclear Arms Race

12-4 / Job Descriptions for Volunteer Staff: Sunday school Teachers

TO INDIVIDUALS

12-5 / Accountability: Of Staff

12-6 / Membership Requirements

12-7 / Qualifications for Volunteers: Sunday school Teachers

12-8 / Staff Absences

12-9 / Statement of Doctrine

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Copyright © by Stephen R. Clark. All rights reserved.