Feb. 21-29, 2020 Home Made, Farm Fresh, Ranch Raised!
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Feb. 21-29, 2020 Home Made, Farm Fresh, Ranch Raised!
DONATE!

Thank You Letters

For Market Animal Exhibitors:

Make sure you pick up your pink copy of the buyer’s agreement on the night of the sale. It will contain the name and address of your buyer. A box will be placed at the window of the sale’s office during the auction and your paper will be located there. IT IS YOUR RESPONSIBILITY TO PICK UP YOUR COPY – EVEN IF YOUR ANIMAL IS THE LAST ONE SOLD.

An original “Thank You” letter to your buyer must be received in the Fair office no later than March 31, 20.2020 DO NOT SEND A COPY. You may also mail your letters to: Southeastern Youth Fair, PO Box 404, Ocala, FL 34478. A postmark date is acceptable. You may deliver letters to the Fair office at 2232 NE Jacksonville Road. DO NOT DELIVER THEM TO EITHER THE 4-H OFFICE, THE EXTENSION OFFICE OR THE LIVESTOCK PAVILION OFFICE. There is a black dropbox located by the front door of the SEYF office. If the office is closed, please leave your letter in the box by March 31st. Also, included with the letter should be an UNSEALED, STAMPED ENVELOPE ADDRESSED TO THE BUYER.

Letters received or postmarked after March 31st will result in a $100.00 fine. The fine will be deducted from the exhibitors animal sale check.

AT THE MINIMUM: All letters must include three paragraphs with a minimum of nine (9) sentences, using the following format:

  • Paragraph 1: Introduce yourself
    • name, age, school, club/chapter, what other shows you participate in, etc.
  • Paragraph 2: tell what the project is (goat, lamb, steer, swine) and describe what you learned from the project. Do not just say “I learned responsibility” or “I learned time management,” but explain how you learned it and why it is important.
  • Paragraph 3: Express your appreciation and tell how you intend to use these funds. Remember that anything earned over the market price is a gift from your buyer, so thank them accordingly. MAKE SURE YOU SIGN IT. All typed or computer generated letters REQUIRE a written signature. Place your goat, lamb, steer, or swine tag number underneath your signature.

Letters that do not meet the minimum 9 sentence requirement will be returned to the exhibitor to be re-written.

Exhibitors will not be paid until your “Thank You” letter is received and approved and payment from the buyer is received. 

 

For Exhibitors who are required to write thank you letters to Sponsors:

Chicken, Rabbit, and Swine Show exhibitors will be required to write thank you letters to SPONSORS of the Fair during the week of the show. More information can be found in the Rules section of those shows.

More about Thank You Letters

Why is a thank you letter required?
The success of our show and our children’s projects would not be possible without the generosity of our buyers. A thank you letter is the professional and appropriate response to such a wonderful business transaction. Remember that a timely, neat, and heartfelt act of gratefulness is expected and required to be a part of the Southeastern Youth Fair. In addition, sponsors make our shows possible. Recognizing their work and generosity is imperative as well.

Should all letters be sent in the mail?
It’s encouraged to set up appointments to visit your buyer, even bringing them a thank you gift or plaque! This is a great time for your child to practice personal communication and professionalism. However, the thank you letters must come to the SEYF office in an UN-sealed, stamped, addressed envelope. We record that the letter has been reviewed, meets requirements, and then is mailed from the SEYF office.

Is it better to hand-write or type letters?
There is no rule on this one either. However, there are many long-time buyers who love getting hand-written letters. This is your choice according to your child’s level and style. You can include pictures as well.

Letter writing is not my expertise. How do I help guide my child to write an appropriate letter?
We all have our strengths and weaknesses. If your child is not the best at writing letters, below are some resources to help guide them. You can also always ask your chapter or club leader to proofread the letters before sending them out. Remember to review the requirements. Below are some examples for reference as well. Letters don’t have to be perfect, but they should be heart-felt, informational, professional, and neat.

12 RULES OF WRITING GREAT LETTERS
https://www.wrightslaw.com/advoc/articles/12rules_letters.htm

HOW TO WRITE A FORMAL LETTER