Example 1: Letter to customer for complete information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Harold:

Thank you for choosing Next Wave Interactive Technologies.

We will be happy to process your order for the touch-sensitive monitor as soon as you let us know how many you would like to order. This information was omitted from your original order form.

Please write the quantity you wish to order on this letter and return it with your signature, or call me at (800) 555-9274.

We appreciate your business.

Sincerely,

Example 2: Letter for received order incomplete information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ficus:

Thank you for ordering a restaurant capacity cappuccino maker.

Your order form does not indicate your method of payment. Could you please let us know whether you prefer to pay by check, credit card, or C.O.D.? If you are going to pay by credit card, please include the name of the card, the card number, and the expiration date.

As soon as we receive this information we will be happy to expedite your order.

Sincerely,

Example 3: Letter for requesting complete order

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Gerald:

We were please to receive your order for a pressure washer.

Your order form did not list your credit card number. If you complete the enclosed order form, including your credit card number, we will ship your pressure washer immediately.

The feedback from other customers about our pressure washer has been tremendous. I am sure you will be very satisfied with yours.

Sincerely,

Example 4: Letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Calabos,

Thank you for your interest in subscribing to Customer First magazine. Unfortunately, we are unable to start your subscription until you give us a complete mailing address or phone number.

I have enclosed a postage-paid subscription card to help you provide the necessary information. You may drop the completed card in the mail, or fax it to us at 800-555-5555. If you have access to the Internet, you can also subscribe via our web page at http://www.customerfirst.com.

We understand commitment to customers, and we are eager to have you as one of ours.

Sincerely,

Example 1: Offer expired letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Bronson:

As of December first, Ultima Card is discontinuing the Falcon Motors Rebate Program. Although you can no longer earn Falcon rebates from purchases on your Ultima Card after December, the money already earned in rebates is valid until January 1, 2005.

We thank you for your participation in this very successful program.

Sincerely,

Example 2: Letter for discount offer expired

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Rourke:

We will no longer honor Super Mart Savers Cards beginning January 1. You can still save with coupons from our Super Mart weekly circular.

Thank you for shopping with Super Mart.

Sincerely,

Example 3: Special offer expired letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Weir:

It’s time to redeem your points; our Pit Stop Points Program ends soon. You can redeem your points for gasoline, oil changes, or merchandise in our Fill-Up stores until May 14.

Although our Points Program is ending, we will still offer the comprehensive services of a full service gas station with the prices you would expect from a convenience store pump.

We are glad you stop at Pit Stop.

Sincerely,

Example 4: Discount letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Butler,

Thank you for your interest in Southwest Signs. We are sorry to say that special on storefront banners you quoted in your purchase order expired the last week of June.

I am enclosing our present pricing schedule. If you would like to go ahead with the banners you requested, please submit a new purchase order that reflects the current price.

I think you will find our normal rates are very competitive. I hope that you will still give us your business.

Sincerely,

Example 1: Back ordered letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mellon:

We notified you in April that your purchase of two 1953 MGTD axle rods was on backorder. They are now in, and we are shipping them to you by Postal Express.

Sincerely,

Example 2: Letter for back ordered shipping

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Gross:

We have located a copy of Bolts of Melody, the book you had on backorder. Our London distributor is shipping us the book this week. It should be ready for you to pick up by Friday the 23rd.

Sincerely,

Example 3: Back order in processing letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sadowski:

The hoses you ordered are now available. We will deliver them Friday before noon. Thank you for your patronage.

Sincerely,

Example 4: Letter to customer for back ordered

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

We are happy to announce that we have received our new supply of Hamilton Smoke Alerts and are shipping your order immediately.

A charge of $31.98 will appear on your next credit card statement. This price includes shipping, handling, and Texas state sales tax.

Again, we apologize for the delay in shipping. If you have any questions about installing your new smoke detector, please call our Customer Support Center at 1-800-555-5555.

Sincerely,

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,

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,

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,

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,