* This is ONLY for teams receiving an “approval” or a “termination.”
For teams receiving a “conditional approval,” go here.

1     Salutation

Repeating from every other release…

Begin with the salutation.  Replace the placeholder “Xxxxx” in the salutation with the name of your main/technical contact in whatever way you are referring to him/her — for example:

• Dear Mr. Smith (the formal default)
  – OR –     Dear Richard (if now on a first-name basis)
  – OR –     Dear Rich (if he also goes by a shared “nickname”)
  – NOT–     Dear Mr. Richard Smith (awkward, form-letterish)
• Dear Ms. Jones (the formal default)
  – OR –     Dear Susan (if now on a first-name basis)
  – OR –     Dear Sue (if she also goes by a shared “nickname”)
  – NOT–     Dear Ms. Susan Jones (awkward, form-letterish)

In other words, if you are not on a first-name basis and, thus, refer to him/her with Mr. or Ms. or Dr., etc. being a title of respect, then just use their last name, not first and last.  Note that professionally, Ms. is often used over Mrs. or Miss and eliminates the risk of inaccurately identifying her as married or unmarried, respectively.  Of course, Dr. is the appropriate professional title for someone, male or female, with a doctorate degree (Ph.D., D.Ed., M.D., D.O, D.D.S, etc.) and there are other more specific ones like Prof., Dean, Judge, Senator, … that may be appropriate.

2     Content

Your customer cover letter will begin by briefly describing what documents are accompanying it; this paragraph is already written for you and you should NOT edit it.  There is also a pre-written third paragraph indicating where you are headed from here; do NOT edit this one either, WITH ONE EXCEPTION: if your project has been terminated, delete the third paragraph.

AFTER your review meeting and feedback is provided, you need to insert a second paragraph (replacing “START SECOND PARAGRAPH HERE”).  Begin by including when the review meeting took place and who participated.  Continue with a brief description of the outcome of your review, including any substantive suggestions/feedback/direction you received.

Your added paragraphs must be short enough so that the entire letter (including the cc directives on the bottom) fits on one page without change of formatting (its already single-line spacing).