What to write when returning mail

When returning mail, it's essential to include a clear and concise message to ensure the sender receives your response. Here are some tips and examples to help you write a effective return mail:

Purpose of the return mail:

• Acknowledge receipt of the mail
• Provide a response to the sender's inquiry or request
• Decline or reject the sender's offer or proposal
• Request additional information or clarification
• Express gratitude or appreciation

Format:

• Start with a clear and concise subject line or heading
• Use a formal greeting (e.g., "Dear [Name]")
• State the purpose of your response in the first paragraph
• Provide specific details or information as needed
• Close with a polite and professional sign-off (e.g., "Sincerely" or "Best regards")
• Include your name, title (if applicable), and contact information (e.g., email address or phone number)

Example return mail templates:

Acknowledging receipt:

Dear [Name],

Thank you for your letter dated [Date]. I acknowledge receipt of your mail and appreciate your interest in [Topic].

Best regards, [Your Name]

Responding to an inquiry:

Dear [Name],

Thank you for your inquiry about [Topic]. I am pleased to provide the following information: [Provide specific details or answers to the sender's questions].

Best regards, [Your Name]

Declining or rejecting an offer:

Dear [Name],

Thank you for your offer/proposal dated [Date]. After careful consideration, I regret to inform you that we are unable to accept your offer at this time. Please know that we appreciate your interest in [Topic].

Best regards, [Your Name]

Requesting additional information:

Dear [Name],

Thank you for your letter dated [Date]. I am interested in learning more about [Topic]. Could you please provide additional information on [Specific details or questions]?

Best regards, [Your Name]

Expressing gratitude:

Dear [Name],

Thank you for your kind letter dated [Date]. We appreciate your support and interest in [Topic]. Your contribution has made a significant impact on our [Project/Initiative].

Best regards, [Your Name]

Remember to proofread your return mail carefully to ensure it is free of errors and easy to understand.