988 lines
54 KiB
Python
988 lines
54 KiB
Python
"""
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Letter Templates Module
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This module provides structured templates and guidance for generating
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different types and subtypes of letters.
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Templates are defined as dictionaries containing a 'structure' (list of sections)
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and 'guidance' (a string).
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"""
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from typing import Dict, Any, List
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# Define letter templates using a nested dictionary structure for easier management
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TEMPLATES: Dict[str, Dict[str, Dict[str, Any]]] = {
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"personal": {
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"congratulations": {
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"structure": [
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"Greeting",
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"Express congratulations",
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"Acknowledge the achievement",
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"Share personal thoughts/memory (optional)",
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"Look to the future/well wishes",
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"Closing"
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],
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"guidance": "Be warm, sincere, and specific about the achievement. Express genuine happiness for the recipient. Keep the tone personal and friendly."
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},
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"thank_you": {
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"structure": [
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"Greeting",
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"Express gratitude clearly",
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"Specify what you are thankful for",
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"Explain the impact or how you used it (optional)",
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"Share a personal thought or memory (optional)",
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"Offer reciprocation or look to the future",
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"Closing"
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],
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"guidance": "Be specific about what you're thankful for and how it affected you. Express sincere appreciation. Personalize the message."
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},
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"sympathy": {
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"structure": [
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"Greeting",
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"Express sympathy for the loss",
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"Acknowledge the significance of the person/situation",
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"Share a positive memory or quality (optional)",
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"Offer specific support (optional)",
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"Closing with comforting words"
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],
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"guidance": "Be gentle, compassionate, and sincere. Avoid clichés. Focus on offering genuine comfort and acknowledging the recipient's feelings."
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},
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"apology": {
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"structure": [
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"Greeting",
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"Clearly state your apology",
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"Acknowledge the specific mistake or action",
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"Express understanding of the impact on the other person",
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"Explain (briefly, without making excuses) what happened (optional)",
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"Offer amends or suggest how to make things right",
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"Assure it won't happen again",
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"Closing"
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],
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"guidance": "Be sincere, take full responsibility for your actions, and focus on making things right. Avoid making excuses or blaming others."
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},
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"invitation": {
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"structure": [
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"Greeting",
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"Clearly state the invitation",
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"Provide full event details (What, When, Where)",
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"Explain the significance or purpose (optional)",
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"Mention who else might be there (optional)",
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"Request RSVP (date and contact method)",
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"Express anticipation",
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"Closing"
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],
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"guidance": "Be clear and specific about the details (what, when, where, why). Make it easy for the person to respond."
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},
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"friendship": {
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"structure": [
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"Greeting",
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"Express appreciation for the friendship",
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"Share a recent memory or anecdote",
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"Acknowledge the value of the relationship",
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"Check in on them or share updates",
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"Look to the future (getting together, etc.)",
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"Closing"
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],
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"guidance": "Be warm, personal, and specific about what you value in the friendship. Share updates and show genuine interest."
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},
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"love": {
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"structure": [
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"Greeting (Terms of endearment)",
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"Express depth of feelings",
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"Share a cherished memory or moment",
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"Describe specific qualities you love and appreciate",
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"Reaffirm commitment or future hopes",
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"Closing (Terms of endearment)"
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],
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"guidance": "Be sincere, personal, and specific about your feelings. Use sensory details and emotional language appropriate for your relationship."
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},
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"encouragement": {
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"structure": [
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"Greeting",
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"Acknowledge the situation or challenge they face",
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"Express belief in their abilities/strength",
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"Offer specific words of encouragement or support",
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"Remind them of past successes (optional)",
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"Offer practical help (optional)",
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"Look to the future with hope",
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"Closing with support"
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],
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"guidance": "Be positive, supportive, and specific about the person's strengths and abilities. Offer genuine encouragement and belief in them."
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},
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"farewell": {
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"structure": [
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"Greeting",
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"State the purpose (saying goodbye)",
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"Express feelings about their departure (sadness, happiness for them)",
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"Share a positive memory or highlight their contribution",
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"Express good wishes for their future endeavors",
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"Look to staying in touch (optional)",
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"Closing"
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],
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"guidance": "Be warm, reflective, and forward-looking. Focus on positive memories and express genuine good wishes for their next steps."
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},
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# Default personal letter template if subtype is not found
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"default": {
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"structure": [
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"Greeting",
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"Introduction",
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"Main content paragraphs",
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"Closing thoughts",
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"Signature"
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],
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"guidance": "Be personal, authentic, and appropriate for your relationship with the recipient. The tone is typically informal to semi-formal."
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}
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},
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"formal": {
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"application": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information (if known)",
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"Subject line (Clear and concise)",
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"Salutation (Formal)",
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"Introduction (State position applied for and where you saw it)",
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"Body paragraphs (Highlight relevant skills and experience)",
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"Closing paragraph (Reiterate interest, mention enclosed resume, call to action)",
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"Complimentary close (Formal)",
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"Signature (Typed name)",
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"Enclosures (Mention if attaching resume/portfolio)"
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],
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"guidance": "Be professional, concise, and specific about your qualifications and genuine interest in the position. Tailor it to the specific job description."
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},
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"complaint": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information",
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"Subject line (Clearly state it's a complaint)",
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"Salutation (Formal)",
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"Introduction (State the purpose: complaint about X service/product)",
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"Problem description (Provide specific details: date, time, location, product details, names if applicable)",
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"Impact statement (Explain how the problem affected you)",
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"Requested resolution (Clearly state what you want: refund, replacement, action)",
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"Closing paragraph (Reference attached documents, state expectation for response)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be clear, factual, and specific about the issue and your desired resolution. Maintain a respectful but firm tone. Include all relevant details."
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},
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"request": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information",
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"Subject line (Clearly state the request)",
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"Salutation (Formal)",
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"Introduction (State the purpose: making a request)",
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"Request details (Clearly explain what you are requesting)",
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"Justification (Explain why the request is necessary or beneficial)",
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"Provide supporting information (optional)",
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"Closing paragraph (Express gratitude for consideration, reiterate call to action)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be clear, specific, and courteous about your request. Explain why it's important or beneficial to the recipient or organization."
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},
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"recommendation": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information",
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"Subject line (Letter of Recommendation for [Name])",
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"Salutation (Formal)",
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"Introduction (State your name, title, relationship to the recommendee, and for what purpose the letter is written)",
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"Body paragraphs (Describe the recommendee's qualifications, skills, and achievements with specific examples)",
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"Highlight relevant experiences and contributions",
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"Closing recommendation (Summarize endorsement, strongly recommend the person)",
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"Complimentary close (Formal)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be specific, positive, and credible. Use concrete examples and anecdotes to support your recommendation. Tailor it to the specific role/opportunity."
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},
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"resignation": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information (Immediate supervisor/HR)",
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"Subject line (Letter of Resignation - [Your Name])",
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"Salutation (Formal)",
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"Statement of resignation (Clearly state you are resigning)",
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"Last day of employment (Specify the date)",
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"Gratitude and reflection (Optional: Express thanks for the opportunity/experience)",
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"Transition plan/Offer of assistance (Optional: Suggest how to ensure a smooth handover)",
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"Closing paragraph (Express good wishes for the company's future)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be professional, positive (if possible), and clear about your departure and last day. Maintain a good relationship."
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},
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"inquiry": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information",
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"Subject line (Clearly state the nature of the inquiry)",
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"Salutation (Formal)",
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"Introduction (State your purpose for writing - making an inquiry)",
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"Inquiry details (Provide necessary context or background)",
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"Specific questions (List your questions clearly, perhaps numbered)",
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"Closing paragraph (Express gratitude for assistance, indicate when you need a response)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be clear, specific, and courteous about your inquiry. Organize your questions logically for easy answering."
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},
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"authorization": {
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"structure": [
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"Sender's contact information (The grantor of authority)",
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"Date",
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"Recipient's contact information (The person/entity receiving the letter)",
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"Subject line (Letter of Authorization)",
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"Salutation (Formal)",
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"Statement of authorization (Clearly state who is authorized)",
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"Authorized person's details (Full name, ID if applicable)",
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"Scope of authority (Precisely define what they are authorized to do)",
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"Limitations (Specify any restrictions or conditions)",
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"Duration of authorization (Start and end dates, if applicable)",
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"Closing paragraph (State responsibility, express confidence)",
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"Complimentary close (Formal)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be clear, specific, and precise about who is authorized, what they can do, for how long, and under what conditions. This is a legal document."
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},
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"appeal": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information (Appeals committee/relevant authority)",
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"Subject line (Letter of Appeal - [Your Name] - [Subject of Appeal])",
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"Salutation (Formal)",
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"Introduction (State your name, the decision being appealed, and the date of the decision)",
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"Grounds for appeal (Clearly state the reasons why you believe the decision is incorrect)",
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"Provide supporting evidence (Reference attached documents: records, photos, etc.)",
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"Explain mitigating circumstances (Optional)",
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"Requested outcome (Clearly state what resolution you seek)",
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"Closing paragraph (Express hope for reconsideration, gratitude for time)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be respectful, factual, and persuasive. Focus on valid grounds for appeal and provide clear, supporting evidence. Maintain a formal tone."
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},
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"introduction": {
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"structure": [
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"Sender's contact information",
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"Date",
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"Recipient's contact information",
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"Subject line (Introduction - [Your Name])",
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"Salutation (Formal)",
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"Introduction (Introduce yourself and the purpose of the letter)",
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"Background information (Briefly describe your relevant background or expertise)",
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"Reason for reaching out (Explain why you are introducing yourself to this specific person/entity)",
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"Potential areas of collaboration or shared interest (Optional)",
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"Call to action (Suggest a meeting, call, or further communication)",
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"Closing paragraph (Express enthusiasm for potential connection)",
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"Complimentary close (Formal)",
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"Signature (Typed name)"
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],
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"guidance": "Be professional, informative, and engaging. Clearly explain who you are, your expertise, and why you're reaching out to them specifically."
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},
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# Default formal letter template if subtype is not found
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"default": {
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"structure": [
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"Sender's address",
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"Date",
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"Recipient's address",
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"Subject line",
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"Salutation",
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"Introduction",
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"Body paragraphs",
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"Closing paragraph",
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"Complimentary close",
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"Signature"
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],
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"guidance": "Be professional, clear, and concise. Use formal language and structure. The tone is typically formal."
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}
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},
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"business": {
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"sales": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address",
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"Subject line (Benefit-oriented)",
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"Salutation",
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"Attention-grabbing opening (Address a pain point or introduce a benefit)",
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"Problem statement (Briefly describe the challenge the recipient faces)",
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"Solution presentation (Introduce your product/service as the solution)",
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"Benefits and features (Explain how your solution helps, focusing on benefits)",
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"Social proof (Optional: Testimonials, case studies, data)",
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"Call to action (Clearly state what you want them to do next)",
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"Closing paragraph (Reiterate benefit, create urgency/incentive)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)",
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"Enclosures (Optional: Brochure, pricing)"
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],
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"guidance": "Be persuasive, customer-focused, and clear about the value proposition. Focus on benefits, not just features. Make the call to action obvious."
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},
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"proposal": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address",
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"Subject line (Clear and descriptive)",
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"Salutation",
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"Introduction (State purpose: submitting a proposal)",
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"Problem statement/Needs assessment (Demonstrate understanding of client's needs)",
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"Proposed solution (Describe your solution in detail)",
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"Implementation plan (Outline steps and timeline)",
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"Costs and investment (Clearly state pricing and payment terms)",
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"Benefits and ROI (Explain the value the client will receive)",
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"Call to action (Suggest next steps: meeting, discussion)",
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"Closing paragraph (Express enthusiasm, availability for questions)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)",
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"Enclosures (Proposal document, appendix)"
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],
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"guidance": "Be clear, specific, and persuasive about your solution. Focus on the client's needs and the value you provide. Structure it logically."
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},
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"order": {
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"structure": [
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"Letterhead (Your company)",
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"Date",
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"Recipient's address (Supplier)",
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"Subject line (Purchase Order - [PO Number])",
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"Salutation",
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"Introduction (Reference quote/agreement, state purpose: placing an order)",
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"Order details (Item list with quantities, descriptions, unit prices, total)",
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"Delivery requirements (Shipping address, requested delivery date, shipping method)",
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"Payment terms (Reference agreed terms)",
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"Closing paragraph (Express expectation for timely delivery)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be clear, specific, and detailed about what you're ordering, quantities, delivery requirements, and payment terms. Include a purchase order number."
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},
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"quotation": {
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"structure": [
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"Letterhead (Your company)",
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"Date",
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"Recipient's address (Customer)",
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"Subject line (Quotation for [Product/Service])",
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"Salutation",
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"Introduction (Reference inquiry, state purpose: providing a quotation)",
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"Quotation details (List items/services, descriptions, unit prices, quantities, line totals)",
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"Pricing breakdown (Mention taxes, discounts, fees separately)",
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"Terms and conditions (Payment terms, delivery terms, warranty)",
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"Validity period (State how long the quote is valid)",
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"Next steps (How they can place an order)",
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"Closing paragraph (Express hope to do business, offer further assistance)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be clear, specific, and transparent about pricing, terms, and what's included or excluded. Make it easy for the customer to understand and accept."
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},
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"acknowledgment": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address",
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"Subject line (Acknowledgment of [Received Item/Request])",
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"Salutation",
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"Acknowledgment statement (Clearly state what you have received or are acknowledging)",
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"Details of what's being acknowledged (Reference number, date, brief description)",
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"Confirm understanding (Optional: Briefly restate the request/issue to show understanding)",
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"Next steps (Outline what will happen next, e.g., processing order, investigating issue)",
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"Timeline (Provide an estimated timeframe if possible)",
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"Closing paragraph (Express gratitude, offer further assistance)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be prompt, clear, and specific about what you're acknowledging. Set clear expectations for next steps and timelines."
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},
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"collection": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address",
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"Subject line (Invoice [Invoice Number] - Payment Due)",
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"Salutation",
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"Introduction (Reference invoice number and due date)",
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"Account status (Clearly state the outstanding amount)",
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"Payment request (Politely request payment)",
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"Payment options (Remind them how to pay)",
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"Consequences of non-payment (Optional: Briefly mention late fees or further action, depending on letter stage)",
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"Call to action (Request payment by a specific date)",
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"Closing paragraph (Express hope for prompt payment, offer to discuss)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be firm but professional. Clearly state the amount due, due date, and payment options. The tone may vary depending on how overdue the payment is."
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},
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"adjustment": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address (Customer who made a complaint)",
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"Subject line (Response to your inquiry - [Reference Number])",
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"Salutation",
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"Acknowledgment of complaint (Reference their communication and the issue)",
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"Investigation findings (Explain the outcome of your investigation)",
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"Adjustment offered (Clearly state the resolution: refund, replacement, credit, etc.)",
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"Apology (Optional: Express regret for the inconvenience)",
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"Preventive measures (Optional: Explain steps taken to prevent recurrence)",
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"Closing paragraph (Express hope for continued business, offer further assistance)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be responsive, empathetic, and solution-oriented. Clearly explain the adjustment and any preventive measures taken."
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},
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"credit": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address (Applicant)",
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"Subject line (Credit Application Status - [Applicant Name])",
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"Salutation",
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"Introduction (Reference their credit application and the purpose of the letter)",
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"Credit decision (Clearly state if credit is approved or denied)",
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"If approved: Credit terms (Credit limit, payment terms, interest rates)",
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"If denied: Reason for decision (Provide specific, compliant reasons)",
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"Requirements (If approved: any further steps or documents needed)",
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"Closing paragraph (If approved: Express welcome; If denied: Offer alternative options or appeals process)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be clear, specific, and transparent about the credit decision, terms, limits, or reasons for denial. Ensure compliance with regulations if denying credit."
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},
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"follow_up": {
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"structure": [
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"Letterhead",
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"Date",
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"Recipient's address",
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"Subject line (Following up on [Previous Communication/Meeting])",
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"Salutation",
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"Reference to previous communication (Mention date, topic, or meeting)",
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"Purpose of follow-up (Clearly state why you are writing again)",
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"Action items/Next steps (Remind of agreed-upon actions or propose next steps)",
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"Provide additional information (Optional)",
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"Call to action (If applicable, e.g., request a response, schedule a meeting)",
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"Closing paragraph (Reiterate interest, express anticipation)",
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"Complimentary close (Professional)",
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"Signature (Typed name and title)"
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],
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"guidance": "Be clear, specific, and action-oriented. Reference previous communication and clearly state the purpose of your follow-up and desired outcome."
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},
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# Default business letter template if subtype is not found
|
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"default": {
|
|
"structure": [
|
|
"Letterhead",
|
|
"Date",
|
|
"Recipient's address",
|
|
"Subject line",
|
|
"Salutation",
|
|
"Introduction",
|
|
"Body paragraphs",
|
|
"Closing paragraph",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be professional, clear, and concise. Focus on the business purpose of your letter. The tone is typically formal to semi-formal."
|
|
}
|
|
},
|
|
"cover": {
|
|
"standard": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information (if known)",
|
|
"Subject line (Job Application - [Your Name] - [Job Title])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State the position you are applying for, where you saw the advertisement, and a brief statement of enthusiasm)",
|
|
"Body paragraph 1 (Highlight skills and experience directly relevant to the job description - often 1-2 key qualifications)",
|
|
"Body paragraph 2 (Provide a specific example or anecdote demonstrating your abilities)",
|
|
"Body paragraph 3 (Connect your passion/goals to the company's mission/values - optional but effective)",
|
|
"Closing paragraph (Reiterate interest, mention attached resume, express availability for interview)",
|
|
"Complimentary close (Formal)",
|
|
"Signature (Typed name)"
|
|
],
|
|
"guidance": "Be professional, specific about your most relevant qualifications, and clear about your interest in the position. Tailor every cover letter to the specific job and company."
|
|
},
|
|
"career_change": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Job Application - [Your Name] - [Job Title])",
|
|
"Salutation",
|
|
"Introduction (State the position and acknowledge your career transition)",
|
|
"Body paragraph 1 (Highlight transferable skills from previous roles)",
|
|
"Body paragraph 2 (Explain your motivation for the career change and how your skills apply)",
|
|
"Body paragraph 3 (Demonstrate understanding of the new industry/role)",
|
|
"Closing paragraph (Reiterate enthusiasm, mention enclosed resume, call to action)",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Focus on transferable skills and explain your career transition. Connect your past experience and new skills directly to the requirements of the target role."
|
|
},
|
|
"entry_level": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Job Application - [Your Name] - [Job Title])",
|
|
"Salutation",
|
|
"Introduction (State the position and your enthusiasm for the opportunity as a recent graduate/entrant)",
|
|
"Body paragraph 1 (Highlight relevant education, coursework, GPA if strong)",
|
|
"Body paragraph 2 (Describe relevant internships, projects, or volunteer experience)",
|
|
"Body paragraph 3 (Showcase soft skills: teamwork, communication, eagerness to learn)",
|
|
"Closing paragraph (Reiterate interest, mention attached resume, express availability for interview)",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Emphasize education, relevant internships/projects, and transferable skills gained through academic or extracurricular activities. Show strong potential and enthusiasm."
|
|
},
|
|
"executive": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Recipient's contact information (Senior Executive/Board Member)",
|
|
"Subject line (Executive Application - [Your Name] - [Position])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State position applying for, brief summary of executive profile)",
|
|
"Body paragraph 1 (Highlight strategic leadership experience and key achievements)",
|
|
"Body paragraph 2 (Discuss relevant industry expertise and market insights)",
|
|
"Body paragraph 3 (Describe experience in driving growth, managing teams, achieving results)",
|
|
"Closing paragraph (Reiterate interest, express desire to discuss contribution to the organization)",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Emphasize strategic leadership experience, significant achievements with measurable results, and industry expertise. Use a confident, authoritative, and forward-looking tone."
|
|
},
|
|
"creative": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Application - [Your Name] - [Creative Role])",
|
|
"Salutation",
|
|
"Creative introduction (Engaging hook related to the role or your passion)",
|
|
"Body paragraph 1 (Highlight relevant creative experience and skills)",
|
|
"Body paragraph 2 (Reference specific portfolio pieces or projects that showcase your style/abilities)",
|
|
"Body paragraph 3 (Describe your creative process or approach)",
|
|
"Closing paragraph (Reiterate enthusiasm, mention attached resume/portfolio link, call to action)",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Use a more engaging and expressive style appropriate for a creative role while maintaining professionalism. Highlight specific creative achievements and link to your portfolio."
|
|
},
|
|
"technical": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Application - [Your Name] - [Technical Role])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State position, source, and brief technical interest)",
|
|
"Body paragraph 1 (Highlight specific technical skills and proficiencies relevant to the job description)",
|
|
"Body paragraph 2 (Describe relevant technical projects or challenges you've solved)",
|
|
"Body paragraph 3 (Discuss problem-solving abilities and experience with relevant technologies)",
|
|
"Closing paragraph (Reiterate interest, mention attached resume, express availability for technical discussion/interview)",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Focus on technical skills, relevant projects, and problem-solving abilities. Use appropriate technical terminology accurately."
|
|
},
|
|
"academic": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Recipient's contact information (Search Committee Chair)",
|
|
"Subject line (Application for [Position] - [Your Name])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State the position, the department, and express your strong interest)",
|
|
"Body paragraph 1 (Discuss your research experience, focus on key projects and contributions)",
|
|
"Body paragraph 2 (Describe your teaching philosophy and relevant teaching experience)",
|
|
"Body paragraph 3 (Mention publications, presentations, grants, and other scholarly contributions)",
|
|
"Closing paragraph (Reiterate enthusiasm for joining the faculty, express availability for interview/presentation)",
|
|
"Complimentary close (Formal)",
|
|
"Signature (Typed name)"
|
|
],
|
|
"guidance": "Focus on research experience, teaching philosophy, publications, and contributions to the field. Use a scholarly and professional tone suitable for academia."
|
|
},
|
|
"remote": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Remote Application - [Your Name] - [Job Title])",
|
|
"Salutation",
|
|
"Introduction (State the remote position, source, and enthusiasm for remote work)",
|
|
"Body paragraph 1 (Highlight experience working remotely or independently)",
|
|
"Body paragraph 2 (Emphasize self-management, time management, and organizational skills required for remote work)",
|
|
"Body paragraph 3 (Describe strong written and verbal communication skills, essential for remote collaboration)",
|
|
"Closing paragraph (Reiterate interest in the remote role, mention attached resume, express availability for video interview)",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Emphasize self-motivation, excellent communication skills (especially written), time management, and any prior experience working independently or in remote teams."
|
|
},
|
|
"referral": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Hiring Manager contact information",
|
|
"Subject line (Referral Application - [Your Name] - [Job Title] - Referred by [Referrer's Name])",
|
|
"Salutation",
|
|
"Referral introduction (Immediately state who referred you and for what position)",
|
|
"Body paragraph 1 (Briefly explain your connection to the referrer and how you learned about the role)",
|
|
"Body paragraph 2 (Highlight key qualifications relevant to the job description)",
|
|
"Body paragraph 3 (Express strong interest in the position and the company)",
|
|
"Closing paragraph (Reiterate enthusiasm, mention attached resume, express availability for interview)",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Mention the referral prominently and early. Explain your connection to the referrer and how it aligns with your interest in the role. Still, ensure you highlight your own qualifications."
|
|
},
|
|
# Default cover letter template if subtype is not found
|
|
"default": {
|
|
"structure": [
|
|
"Contact information",
|
|
"Date",
|
|
"Recipient's information",
|
|
"Subject line",
|
|
"Salutation",
|
|
"Introduction",
|
|
"Body paragraphs",
|
|
"Closing paragraph",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be professional, specific about your qualifications, and clear about your interest in the position. Tailor your letter to the specific job and company."
|
|
}
|
|
},
|
|
"recommendation": {
|
|
# Recommendation letters are often considered a subtype of Formal,
|
|
# but can be a top-level type in some systems. Keeping the structure
|
|
# consistent with the original request, but noting this potential overlap.
|
|
"standard": {
|
|
"structure": [
|
|
"Sender's contact information",
|
|
"Date",
|
|
"Recipient's contact information (e.g., Admissions Committee, Hiring Manager)",
|
|
"Subject line (Letter of Recommendation for [Name])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State your name, title, relationship to the recommendee, how long you've known them, and for what opportunity the letter is written)",
|
|
"Body paragraph 1 (Describe their relevant skills and qualities, providing specific examples)",
|
|
"Body paragraph 2 (Discuss their achievements or contributions, with context and impact)",
|
|
"Body paragraph 3 (Optional: Mention character traits, teamwork, or specific anecdotes)",
|
|
"Overall Endorsement (Summarize your strong recommendation and why they are a good fit)",
|
|
"Closing paragraph (Offer to provide further information)",
|
|
"Complimentary close (Formal)",
|
|
"Signature (Typed name and title)"
|
|
],
|
|
"guidance": "Be specific, positive, and credible. Use concrete examples and anecdotes to support your recommendation. Clearly state your relationship with the person and for what opportunity you are recommending them."
|
|
},
|
|
# Default recommendation letter template if subtype is not found
|
|
"default": {
|
|
"structure": [
|
|
"Sender's contact information",
|
|
"Date",
|
|
"Recipient's contact information",
|
|
"Subject line (Letter of Recommendation for [Name])",
|
|
"Salutation",
|
|
"Introduction",
|
|
"Body paragraphs describing qualifications and experiences",
|
|
"Specific examples and anecdotes",
|
|
"Overall endorsement and recommendation",
|
|
"Closing and offer for further information",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Provide a strong, positive, and specific endorsement based on your professional or academic relationship with the individual."
|
|
}
|
|
},
|
|
"complaint": {
|
|
# Complaint letters are often considered a subtype of Formal or Business,
|
|
# but can be a top-level type. Keeping the structure consistent.
|
|
"product": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Company contact information",
|
|
"Subject line (Complaint Regarding [Product Name/Model])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State purpose: complaining about a product, include product name, model, date/place of purchase)",
|
|
"Problem description (Explain the specific defect or issue with the product in detail)",
|
|
"History of the problem (Mention if you've tried fixing it, contacted support, etc.)",
|
|
"Desired resolution (Clearly state if you want a refund, replacement, repair)",
|
|
"Call to action (State what you expect the company to do and by when)",
|
|
"Closing paragraph (Reference attached documents like receipt, express expectation for resolution)",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be clear, factual, and specific about the product issue and your desired resolution. Include all relevant details like model number, date of purchase, and copies of receipts. Maintain a firm but professional tone."
|
|
},
|
|
"service": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Company/Service Provider contact information",
|
|
"Subject line (Complaint Regarding [Service Type/Issue])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State purpose: complaining about a service received, include date/time/location of service)",
|
|
"Problem description (Explain the specific issue with the service provided in detail)",
|
|
"Impact of the issue (Explain how this problem affected you)",
|
|
"Desired resolution (Clearly state what you want: refund, re-performance of service, compensation)",
|
|
"Call to action (State what you expect the company to do and by when)",
|
|
"Closing paragraph (Reference any relevant documents, express expectation for resolution)",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be clear, factual, and specific about the service issue and your desired resolution. Include details like dates, times, and names of service providers if possible. Maintain a firm but professional tone."
|
|
},
|
|
"billing": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Company contact information",
|
|
"Subject line (Complaint Regarding Billing Error - Account #[Your Account Number])",
|
|
"Salutation (Formal)",
|
|
"Introduction (State purpose: complaining about a billing error, include account number and invoice number)",
|
|
"Problem description (Explain the specific error on the bill: incorrect charge, double billing, etc.)",
|
|
"Provide supporting evidence (Reference payments made, attach relevant statements)",
|
|
"Desired resolution (Clearly state what you want: correction of bill, refund, credit)",
|
|
"Call to action (State what you expect the company to do and by when)",
|
|
"Closing paragraph (Reference attached documents, express expectation for resolution)",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be clear, factual, and specific about the billing error. Provide supporting documentation like invoices or payment records. Clearly state the desired correction."
|
|
},
|
|
# Default complaint letter template if subtype is not found
|
|
"default": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Recipient's contact information",
|
|
"Subject line (Complaint Regarding [Issue Summary])",
|
|
"Salutation",
|
|
"Introduction (State the purpose of the letter - to complain)",
|
|
"Detailed description of the problem",
|
|
"Explanation of the impact",
|
|
"Desired resolution",
|
|
"Call to action",
|
|
"Closing",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be clear, factual, and specific about the issue and your desired resolution. Maintain a respectful but firm tone and provide relevant details."
|
|
}
|
|
},
|
|
"thank_you": {
|
|
# Thank You letters are often considered a subtype of Personal or Business,
|
|
# but can be a top-level type. Keeping the structure consistent.
|
|
"personal": {
|
|
"structure": [
|
|
"Greeting",
|
|
"Express gratitude clearly and sincerely",
|
|
"Specify what you are thankful for (gift, favor, support)",
|
|
"Explain the impact it had on you or how you used it",
|
|
"Share a personal thought or memory related to it (optional)",
|
|
"Look to the future or express continued appreciation",
|
|
"Closing"
|
|
],
|
|
"guidance": "Be warm, sincere, and specific about what you are thankful for. Personalize the message and explain the impact of their action or gift."
|
|
},
|
|
"professional": {
|
|
"structure": [
|
|
"Sender's contact information",
|
|
"Date",
|
|
"Recipient's contact information",
|
|
"Subject line (Thank You - [Your Name])",
|
|
"Salutation (Formal/Semi-formal)",
|
|
"Express gratitude clearly (e.g., Thank you for the interview, thank you for your help)",
|
|
"Specify what you are thankful for (Meeting date/topic, specific assistance)",
|
|
"Reiterate interest or connection (e.g., Reiterate interest in the job, mention something discussed)",
|
|
"Express appreciation for their time or effort",
|
|
"Closing paragraph (Optional: look to future interaction)",
|
|
"Complimentary close (Formal/Semi-formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be prompt, professional, and specific. Reiterate your interest or key points discussed. Send within 24 hours for interviews."
|
|
},
|
|
"after_interview": {
|
|
"structure": [
|
|
"Your contact information",
|
|
"Date",
|
|
"Interviewer's contact information",
|
|
"Subject line (Thank You - [Your Name] - [Job Title])",
|
|
"Salutation (Formal)",
|
|
"Express sincere thanks for the interview opportunity",
|
|
"Mention the specific position and date of the interview",
|
|
"Reiterate your strong interest in the role and the company",
|
|
"Reference a specific point discussed during the interview to show engagement",
|
|
"Briefly highlight how your skills/experience align with a need discussed",
|
|
"Express enthusiasm for next steps",
|
|
"Complimentary close (Formal)",
|
|
"Signature"
|
|
],
|
|
"guidance": "Send within 24 hours of the interview. Be specific, professional, and reiterate your key strengths and interest. Proofread carefully."
|
|
},
|
|
# Default thank you letter template if subtype is not found
|
|
"default": {
|
|
"structure": [
|
|
"Greeting",
|
|
"Express thanks",
|
|
"Specify reason for thanks",
|
|
"Closing"
|
|
],
|
|
"guidance": "Be sincere and specific about what you are thankful for."
|
|
}
|
|
},
|
|
"invitation": {
|
|
# Invitation letters are often considered a subtype of Personal or Formal,
|
|
# but can be a top-level type. Keeping the structure consistent.
|
|
"event": { # e.g., party, gathering, wedding
|
|
"structure": [
|
|
"Greeting",
|
|
"State the purpose: extending an invitation",
|
|
"Event details (Type of event, Host)",
|
|
"Date and Time",
|
|
"Location (Full address)",
|
|
"Purpose/Theme (Optional)",
|
|
"Special instructions (Dress code, what to bring, etc. - optional)",
|
|
"RSVP information (Date, Contact method)",
|
|
"Express anticipation",
|
|
"Closing"
|
|
],
|
|
"guidance": "Be clear about all the event details (What, When, Where). Make it easy for guests to RSVP. Tone can be formal or informal depending on the event."
|
|
},
|
|
"interview": {
|
|
"structure": [
|
|
"Company Letterhead",
|
|
"Date",
|
|
"Candidate's contact information",
|
|
"Subject line (Interview Invitation - [Job Title] - [Your Name])",
|
|
"Salutation (Formal)",
|
|
"State the purpose: inviting them for an interview",
|
|
"Specify the position applied for",
|
|
"Propose date(s) and time(s) for the interview",
|
|
"Provide location details (Address, or link for virtual)",
|
|
"Mention who they will meet with (Names and titles)",
|
|
"Explain the interview format/duration (Optional)",
|
|
"Instructions (What to bring, who to contact with questions)",
|
|
"Call to action (Request confirmation or scheduling)",
|
|
"Closing paragraph (Express anticipation)",
|
|
"Complimentary close (Formal)",
|
|
"Signature (Interviewer/HR Contact Name and Title)"
|
|
],
|
|
"guidance": "Be professional, clear, and provide all necessary details for the candidate. Make the scheduling process straightforward."
|
|
},
|
|
"meeting": {
|
|
"structure": [
|
|
"Sender's contact information",
|
|
"Date",
|
|
"Recipient's contact information",
|
|
"Subject line (Invitation to Meeting - [Meeting Topic])",
|
|
"Salutation",
|
|
"State the purpose: inviting them to a meeting",
|
|
"Meeting details (Date, Time, Location/Virtual link)",
|
|
"Purpose/Agenda (Clearly state what the meeting is about)",
|
|
"Expected duration (Optional)",
|
|
"Preparation required (Optional: Documents to review)",
|
|
"RSVP information (Optional)",
|
|
"Closing paragraph",
|
|
"Complimentary close",
|
|
"Signature"
|
|
],
|
|
"guidance": "Be clear about the purpose, date, time, and location. Provide an agenda so attendees can prepare. The tone can be formal or informal depending on the context."
|
|
},
|
|
# Default invitation letter template if subtype is not found
|
|
"default": {
|
|
"structure": [
|
|
"Greeting",
|
|
"Invitation statement",
|
|
"Event/Meeting details (What, When, Where)",
|
|
"Purpose (Optional)",
|
|
"RSVP information",
|
|
"Closing"
|
|
],
|
|
"guidance": "Be clear and specific about the details of the event or meeting."
|
|
}
|
|
},
|
|
# Overall default template if letter type is not recognized
|
|
"default": {
|
|
"structure": [
|
|
"Introduction",
|
|
"Body paragraphs",
|
|
"Conclusion"
|
|
],
|
|
"guidance": "Be clear, concise, and appropriate for your audience and purpose. This is a generic structure."
|
|
}
|
|
}
|
|
|
|
|
|
def get_template_by_type(letter_type: str, subtype: str = "default") -> Dict[str, Any]:
|
|
"""
|
|
Get a template for a specific letter type and subtype using a dictionary lookup.
|
|
|
|
Args:
|
|
letter_type: Type of letter (e.g., "personal", "formal", "business", "cover").
|
|
subtype: Subtype of letter (e.g., "congratulations", "application", "sales").
|
|
Defaults to "default" if no subtype is specified.
|
|
|
|
Returns:
|
|
Template dictionary with 'structure' (List[str]) and 'guidance' (str).
|
|
Returns the default template if the letter type or subtype is not found.
|
|
"""
|
|
# Get templates for the specific letter type, or the overall default templates
|
|
type_templates = TEMPLATES.get(letter_type, TEMPLATES["default"])
|
|
|
|
# Get the template for the specific subtype, or the default for that letter type
|
|
template = type_templates.get(subtype, type_templates.get("default", TEMPLATES["default"])) # Fallback to overall default
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|
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# Ensure the returned template always has 'structure' and 'guidance' keys
|
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# This handles cases where an incomplete template might have been defined (error tolerance)
|
|
if "structure" not in template or not isinstance(template["structure"], list):
|
|
template["structure"] = ["Introduction", "Body", "Conclusion"]
|
|
template["guidance"] = "Generic template: structure or guidance missing."
|
|
|
|
if "guidance" not in template or not isinstance(template["guidance"], str):
|
|
template["guidance"] = "Generic guidance: structure or guidance missing."
|
|
|
|
|
|
return template
|
|
|
|
# Example usage (for testing purposes)
|
|
if __name__ == '__main__':
|
|
# Test cases
|
|
print("--- Testing Letter Templates ---")
|
|
|
|
personal_congrats = get_template_by_type("personal", "congratulations")
|
|
print("\nPersonal Congratulations Template:")
|
|
print(f"Structure: {personal_congrats['structure']}")
|
|
print(f"Guidance: {personal_congrats['guidance']}")
|
|
|
|
formal_complaint = get_template_by_type("formal", "complaint")
|
|
print("\nFormal Complaint Template:")
|
|
print(f"Structure: {formal_complaint['structure']}")
|
|
print(f"Guidance: {formal_complaint['guidance']}")
|
|
|
|
business_sales = get_template_by_type("business", "sales")
|
|
print("\nBusiness Sales Template:")
|
|
print(f"Structure: {business_sales['structure']}")
|
|
print(f"Guidance: {business_sales['guidance']}")
|
|
|
|
cover_entry_level = get_template_by_type("cover", "entry_level")
|
|
print("\nCover Entry Level Template:")
|
|
print(f"Structure: {cover_entry_level['structure']}")
|
|
print(f"Guidance: {cover_entry_level['guidance']}")
|
|
|
|
unknown_type = get_template_by_type("unknown_type", "some_subtype")
|
|
print("\nUnknown Type Template (Should be Default):")
|
|
print(f"Structure: {unknown_type['structure']}")
|
|
print(f"Guidance: {unknown_type['guidance']}")
|
|
|
|
personal_unknown_subtype = get_template_by_type("personal", "unknown_subtype")
|
|
print("\nPersonal Unknown Subtype Template (Should be Personal Default):")
|
|
print(f"Structure: {personal_unknown_subtype['structure']}")
|
|
print(f"Guidance: {personal_unknown_subtype['guidance']}") |