4.8 Sample letters
4.8.1 Letter requesting free materials
Attach the following letter to the order form (see
Section 4.8.4)
Health Information Project
PO Box 111
Capital City
Ghana
Date __________________
Dear Sir/Madam
The Health Information Project is a registered non-governmental
organisation that provides practical information to primary
health care workers throughout Ghana. We have a resource centre
containing 5,000 books, journals, training manuals, reports
and audiovisual materials. We receive about 40 visitors and
respond to about 15 written or telephone enquiries each week.
We publish a newsletter, Practical Health, and we have produced
a series of information packs and factsheets to meet requests
for information on particular topics.
The Health Information Project receives most of its funding
from the national government and overseas funding agencies.
Some funds are also generated through membership fees and charges
for services such as photocopying and hiring out the resource
centre for meetings.
We regularly review the information needs of users through
structured needs assessments and informal conversations. We
continually need to add new materials to the collection to keep
up-to-date with changing needs. However, our budget for new
materials is very limited.
I am writing to ask if we could receive a free copy of the
material described on the attached order form. We saw it advertised
in_______________________________
The material will make a very useful addition to the collection.
In particular, we will use it to________________________________________________________________
Thank you for considering this request. I look forward to hearing
from you.
Yours faithfully
I C Books
Resource Centre Officer
4.8.2 Letter requesting exchange of copy of periodical
Health Information Project
PO Box 111
Capital City
Ghana
Dear Editor
We have received a copy of your newsletter ______________________________________.
We would very much like to continue receiving it on a regular
basis.
The Health Information Project is a registered non-governmental
organisation that provides practical information to primary
health care workers throughout Ghana. We have a resource centre
containing 5,000 books, journals, training manuals, reports
and audiovisual materials. We receive about 40 visitors and
respond to about 15 written or telephone enquiries each week.
We publish a newsletter, Practical Health, and we have produced
a series of information packs and factsheets to meet requests
for information on particular topics.
We would like to suggest that we exchange your newsletter with
our newsletter, Practical Health. A copy of this is enclosed.
I look forward to hearing from you.
Yours faithfully
I C Books
Resource Centre Officer
Enc: Practical Health
4.8.3 Letter requesting sample copy of periodical
Health Information Project
PO Box 111
Capital City
Ghana
Date _________________
Dear Sir/Madam
The Health Information Project is a registered non-governmental
organisation that provides practical information to primary
health care workers throughout Ghana. We have a resource centre
containing 5,000 books, journals, training manuals, reports
and audiovisual materials. We receive about 40 visitors and
respond to about 15 written or telephone enquiries each week.
We publish a newsletter, Practical Health, and we have produced
a series of information packs and factsheets to meet requests
for information on particular topics.
The Health Information Project receives most of its funding
from the national government and overseas funding agencies.
Some funds are also generated through membership fees and charges
for services such as photocopying and hiring out the resource
centre for meetings.
We are interested in your publication ________________________________________
Please could you send a sample copy, and provide details of
frequency, subscription rates and postage charges. Please could
you let us know whether you offer any reduced rates, or whether
you could offer your publication in exchange for our newsletter.
We look forward to receiving a copy of your publication.
Yours faithfully
I C Books
Resource Centre Officer
Enc: Practical Health
4.8.4 Order form for materials
Health Information Project
PO Box 111
Capital City
Ghana
Date: ___________________________________
Contact name: ___________________________
Our reference number: _____________________
To: _____________________________________
_____________________________________
_____________________________________
ORDER FORM FOR BOOKS, PERIODICALS AND AUDIOVISUALS
Title:
______________________________________________________________________
Author
______________________________________________________________________
Publisher/producer:
______________________________________________________________________
Edition:
______________________________________________________________________
Publisher/producer:
______________________________________________________________________
Place of publication:
______________________________________________________________________
Year published/frequency:
______________________________________________________________________
Format and system (audiovisuals):
_____________________________________________________________________
ISBN/ISSN: ______________________________
Number of copies: ________________________
Price per copy/subscription rate:
______________________________________________________________________
Please send the following, quoting our reference no:
□ Pro-forma invoice
□ Review copy
Thank you in advance for your help.
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