Example of a Business Letter BEFORE Editing

Example of a Business Letter BEFORE Editing

(Company Name)

(Company Address)

(Date)

Subject: Request for authorization as a third party coupon redemption agent

Dear (Name) or To Whom It May Concern,

XXX Coupons System is writing to you with a request for authorization as a third party coupon redemption agent for (Company Name) consumer products.

How it works:

Original authenticated manufacturer coupons with GS1 Databar are digitally uploaded to our Coupon Redemption Database located within our secure Data Center. The Coupon Redemption Database connects directly to the retailers Point of Sale (POS) so that every coupon redemption by the consumer is authenticated before purchase can be completed. The database is designed to only allow registered coupons to be redeemed thus eliminating the redemption of fraudulent coupons that have been altered or duplicated. Paper coupons can be authenticated through the POS flatbed scanner/hand held scanner while digital coupons can be authenticated through the credit card payment terminal or POS ten-key pad. Once the coupon has been authenticated, the coupon is tracked and held in abeyance for purchase validation and digital recording.

After the initial authentication occurs between the consumer and checker at the retailer POS a second validation occurs at the retailers main back offices computer where a Coupon Processing Appliance (CPA) with built in scanner and shredder is located. Paper coupons are sent through the CPA where the GS1 Databar information is read by the built in scanner, validating the coupon transaction. Once the CPA has validated the coupon transaction, theinformation is transmitted to our Data Center for recording. Once all transaction information has been recorded and filed, the CPA will destroy the paper coupon with the built in shredder. This process is automatically completed for digital coupons.

The recorded coupon transactions are sorted, processed and reported on a weekly basis by our Data Center. Reports are summarized by coupon Databar and retailer store number. Based on the reports, payments will be processed through a Clearing Bank Account each week.

Benefits:

The XXX Coupon System was designed to eliminate fraudulent coupons through our coupon authentication process. Thus eliminating incorrect payments by the manufacturer and chargebacks to the retailers due to altered or duplicated coupons.

The system was designed to track and record each coupon transaction for weekly reporting and future audit purposes. Each coupon transaction is recorded and archived for one year providing an audit trail that gives both retailer and manufacturer transparency.

By providing a CPA to each retailer the XXX Coupon System eliminates the need for shipping bulk coupons to clearing houses for sorting and verification. Verification is now done within the retail location cutting time and costs for both retailer and manufacturers during the reimbursement process.

The XXX Coupon System will deliver the best service for both (Company Name) and (Company Name) retail customers for coupon redemption. I ask you to please consider our request for authorization as a third party coupon redemption agent.

Thank you for your time and consideration.

Sincerely,

XXX, CEO

XXX Electronics Corporation

Scroll down to see this letter after editing. It was edited to fit on one page and to be more effective.

Example of a Business Letter BEFORE Editing

Example of a Business Letter AFTER Editing to Fit on One Page and to Be More Effective

(Company Name) (Company Address)

(City, State Zip)

(Date)

Subject: Request for authorization as a third party coupon redemption agent

Dear (Name) or To Whom It May Concern,

XXX Coupon System is writing to request authorization as a third party coupon redemption agent for (Company Name) consumer products.

The XXX Coupon System uses a patented technology that allows for manufacturer coupons to be digitally authenticated, redeemed, verified with digital purchase validation, digitally recorded, and destroyed within each retail location. This system was designed to 1) eliminate fraudulent coupon redemption, 2) prevent future audits by providing both retailer and manufacturer transparency, and 3) save time and money for both retailers and manufacturers during the reimbursement process.

How it works:

Original manufacturer coupons with GS1 DataBar are digitally uploaded to our coupon redemption database located within our secure data center. The coupon redemption database connects directly to the retailer’s point of sale system (POS), so that every coupon redemption is authenticated before purchase can be completed. Paper coupons can be authenticated through the POS flatbed scanner/hand held scanner while digital coupons can be authenticated through the credit card payment terminal or POS 10-digit keypad. Once the coupon has been authenticated, the coupon is tracked and held in abeyance for purchase validation and digital recording. Validation then occurs at the retailer’s back office computer where a coupon processing appliance (CPA) with built-in scanner and shredder is located. Paper coupons are sent through the CPA where the GS1 DataBar information is read by the built-in scanner, validating the transaction. Next, the information is transmitted to our data center for recording. Once all transaction information has been recorded and filed, the CPA shreds the paper coupon. This process is automatically completed for digital coupons.

Our data center provides a weekly report summarizing coupon DataBarand retailer store number transactions. Based on the reports, payments will be processed through a clearing bank account each week.

The XXX Coupon System will deliver the best coupon redemption service for both (Company Name) and (Company Name). I ask you to please consider our request for authorization as a third party coupon redemption agent.

Thank you for your time and consideration.

Sincerely,

XXX, CEO

XXX Electronics Corporation