How to mail warning letter scan copy
A warning letter! Sending a warning letter via mail can be a formal and effective way to communicate with someone. Here's a step-by-step guide on how to mail a warning letter with a scanned copy:
Before you start:
- Ensure you have a clear and concise warning letter written in a professional tone.
- Make sure you have a scanned copy of the original letter, preferably in PDF or JPEG format.
- Verify the recipient's mailing address to ensure you're sending it to the correct location.
Mailing the warning letter:
- Create a new email: Compose a new email with the subject line "Warning Letter - [Recipient's Name]" or a similar title.
- Attach the scanned copy: Attach the scanned copy of the warning letter to the email as a PDF or JPEG file. Make sure the file is not too large to send via email.
- Write a brief introduction: In the email body, write a brief introduction stating the purpose of the email, which is to send a warning letter regarding [specific issue or concern].
- Include the scanned letter: Attach the scanned letter to the email and mention that it is a scanned copy of the original letter.
- Specify the original letter: Mention that the original letter was sent via mail and that the scanned copy is being sent as a courtesy to ensure prompt receipt.
- Include your contact information: Provide your contact information, such as your name, email address, and phone number, in case the recipient has any questions or concerns.
- Proofread and send: Proofread the email carefully to ensure there are no errors, and then send it to the recipient.
Example Email:
Subject: Warning Letter - [Recipient's Name]
Dear [Recipient's Name],
I am writing to inform you that I am sending a warning letter regarding [specific issue or concern]. As a courtesy, I am also attaching a scanned copy of the original letter to this email.
The original letter was sent via mail to your address on [date]. I wanted to ensure that you receive a copy of the letter promptly, so I am sending this scanned copy as well.
If you have any questions or concerns, please do not hesitate to contact me at [your email address] or [your phone number].
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Tips:
- Make sure to keep a record of the email and the scanned letter, including the date and time it was sent.
- Consider sending the original letter via certified mail or return receipt requested to ensure proof of delivery.
- Be professional and polite in your email and letter, as this is a formal communication.
By following these steps, you can effectively mail a warning letter with a scanned copy to the recipient.