How do you start a letter? What can you write to the next of kin (s) of a deceased? You do not want to be legally binding. How do you handle that? It is sometimes difficult to formulate what to say. This applies in business letters or e-mails, but also in personal. There are some useful phrases that can help in writing a text. It is important to choose the right tone for a letter or e-mail. Furthermore, it is important to keep the goal that one wants to achieve in mind.
The tone makes the music: what is the purpose of a letter or e-mail?
It is important to consider the purpose of the letter or e-mail you are sending. A letter expressing displeasure is different from a letter asking for something. If one empathizes with the next of kin (s) of a deceased, it is important to be tactful and to choose the right tone. When a child is born, a letter or e-mail may radiate joy. Depending on the closeness of the person to whom one is writing, one can be more informal or formal. Anyone who wants to get something done for someone would do well to clearly indicate or repeat at the end of the letter what he wants the person to do or not to do.
Business traffic
In business transactions it is important to observe the correct forms and to treat the person to be addressed correctly.
Salutation letter
First of all, one must use the correct salutation in business traffic. If the name of the person to be addressed is known, you can start your letter with Dear Sir + Name or Dear Madam + Name. It is also possible to write to several people at the same time. In that case there are all kinds of possibilities. For example, the following salutations may be encountered: dear management, dear board, dear committee members, dear gentlemen, dear ladies, dear board members, etc.
Pick up line
The opening line is difficult for many people. Sometimes it may be wise to start writing somewhere in the middle of the letter and add the opening sentence later. If the letter is a response to a received letter or a telephone call, it is good to refer to it.
In response to your letter from [datum] about [onderwerp], I inform you that ….
Referring to our telephone conversation from [datum], I urge you …
Returning to our conversation from [datum], I can inform you as follows.
I hereby acknowledge receipt of your letter from [datum].
Following your letter from [datum], I would like to inform you as follows.
I read your e-mail with interest [datum].
Expressing pleasure or displeasure
When someone wants to express their pleasure or displeasure, often the emotions come into play. In a business letter it is useful to be cautious about this. You probably don’t know the person you are writing very personally. It is therefore wise to be careful not to exaggerate in your wording. It is also sometimes good not to send a letter immediately, but to save it for sending. Often people, once calmed down or no longer concerned with the subject, look differently at the written. In some cases it can also be good to have someone who is a little further away from it to read the letter.
We are pleased to learn that you are satisfied with the products supplied by us.
I was happy to read the message that you will be using my services in the coming period.
Your letter from [datum] I read with increasing amazement, horror, bewilderment.
To my dismay I have not heard from you to date on my letter from [datum].
Closing letter
At the end of a good letter or e-mail, it is concisely summarized what the writer expects from the person to whom his letter is addressed. The writer cannot be clear enough to achieve his goal. Anyone who wants to receive their money, want a response to a position, apologies or information should ask clearly.
Given the above, please understand that I would like your response to my questions [datum] hear from you.
I therefore request you and if necessary I summon you for the relevant amount [datum] to my bank account.
You will understand that in view of this experience, I expect your organization to apologize for any inconvenience caused.
Final sentence
A closing sentence can be useful to put a clean end to a business letter.
I hope to have informed you sufficiently and await your response.
We consider the matter to be settled with this.
I thank you for your understanding on this matter.
Thank you in advance for your prompt response.
I would like to know if you can agree with the above proposal.
Personal letter
Sometimes writing a personal letter is even more difficult than writing a business letter. With the personal letter it is also good to realize what the goal is that one wants to achieve. Emotions may of course be expressed in the personal letter. Today it is more common to email or use other digital forms of correspondence. Nevertheless, it is good to observe manners in digital traffic as well.
Salutation and opening sentence personal letter
With regard to the salutation, one can choose best [naam], dear [naam], Hello [naam], best family [naam], dear friends, etc. There is also a lot of freedom for the opening line.
Thank you for your sweet email from yesterday.
In response to your letter about the festival, I can message you as follows.
How nice to read that you are expecting a second child.
Condolence
It is often very difficult to write to the next of kin of a deceased person and to encourage them. It is good to show that one is in thoughts with the next of kin and sympathizes with them. Pay particular attention to the meaning of the deceased for them and show understanding.
It’s hard to lose someone you love. We therefore sympathize with you. It must be very hard for you to [naam] so suddenly and at such a young age, to have to let go. The card that we received from you speaks for the way [naam] has lived. Hopefully it will bring you comfort that you have had happier times together. Unfortunately we could not be present at the farewell. That does not alter the fact that we are with you in your thoughts and that we wish you a lot of strength.
or
The loss of a loved one brings feelings of intense grief. We sympathize with you in this difficult period. We found the funeral service very beautiful and emotional. We understand that now is a difficult period for you in which you will have to deal with the loss of [naam]. Know that we are always ready with a listening ear or an arm around your shoulder. We are with you in your mind.
Happy event
In case of a happy event, such as a wedding, birth, a nice trip, etc., it is nice to let them know that they sympathize.
Especially during a birth, it can be good to first respond in writing and only go on a maternity visit when the mother and child have calmed down a bit. This way, the visit is also neatly spread. It’s always nice to send a show of sympathy at a happy event, especially when one cannot attend in person.
Your tasteful birth announcement came to us today. Happy birthday to the birth of [naam]. We wish you a pleasant maternity period.
Congratulations on your 40th wedding anniversary. Unfortunately we are unable to attend your party. That does not alter the fact that we wish you a good day and many happy years together.
Disease
One of the hardest things is writing with someone who is seriously ill. Especially if the person in question will no longer get better, it is difficult to find the right words. It is advisable not to write too cheerfully. Depending on the person concerned, a letter that is too heavy can also go wrong. The most important thing is to show that they sympathize with the patient.
The news of your illness has affected me very much. It is therefore difficult for me to find words that express how much I empathize with you.
A serious illness is the worst that can affect a person. I would like to let you know that I am very busy with it and deeply sympathize with you.
While I realize your illness is a heavy burden, I still want to try to lift you up a bit. That is why I am writing you this letter. I sympathize intensely with you, etc.