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Example 1: Sample letters for new policy of ordering

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Janet:

Recently, we have noticed an unusual number of canceled and returned deliveries from Shoe Tree because employees are placing unapproved orders. To solve this problem, we have instructed our salespeople to accept orders only from you or Brad Freshwater.

If you wish to add anyone else to the list of authorized purchasers, please let me know.

Thanks for your cooperation with this new procedure. We think it will speed the ordering process for everyone involved.

Cordially,
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[tab name=’Example 2′]

Example 2: Procedure letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Appleby:

Savory Chicken is one of our most valued customers and we want to make our service to you as reliable as possible. Now that you have expanded to 42 stores in the metropolitan area it is easy for us to confuse orders. When your South Main store got the catsup ordered by the North Main store last Monday, we decided it was time to change our ordering procedure.

We are instituting a plan to avoid misdirected orders using purchase codes. Each Savory Chicken store is being assigned its own code. The code for the 1211 Blanton St. store is 95-4864. Please use this code when placing an order.

Thank you for helping us to serve you better.

Sincerely,
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[tab name=’Example 3′]

Example 3: Order policy letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Linn:

As of March first, we will no longer accept HEAP vouchers as payment for home heating oil purchases. We have participated in the HEAP program for 12 years as a courtesy to our customers. The new federal energy assistance guidelines, unfortunately, make the program too cumbersome for us to administer it effectively.

We regret any inconvenience this may cause. We value your business.

Sincerely,
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[tab name=’Example 4′]

Example 4: Example of letter for ordering policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

We at Johnston’s Fleet Service, Inc. are proud of the relationship we’ve developed with Azure Caterers over the years and are pleased to call you one of our best customers. We would like to make it easier for Azure and our other customers to work with Johnston’s in the future, so we have developed a new system for requisitioning our trucks and drivers.

You may now request our vehicles and drivers over the Internet, via our website at http://www.johnstonfleet.com. Click on the “Orders and Requests” icon and enter your account number as your password.

If you do not have access to the Internet, try our new automated phone system. Call 555-555-5555 with your account number handy. The entire process of order trucks, drivers, and insurance now takes about 10 minutes in most cases.

You may still fax your requests to 555-555-5556, but our on-line staff is being reduced and our previous number (555-555-5554) will change over to our new system on June 1.

Thank your for your past business and we look forward to serving you in the future.

Sincerely,
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