Example 1: Service Cancelled By Customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Cyrano:

We received your request for cancellation of Clear Sound long distance phone service. As you requested, the long distance service at 1863 Country Ct. will be terminated as of May 12.

Thank you for the opportunity to serve you for three years. We hope Clear Sound can be your long distance carrier in the future.

Sincerely,

Example 2: Service Cancelled By Customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Conrad:

This is to confirm that you have canceled your Ultima Advantage credit card account. We are sorry to lose you as a customer. If you decide you would like to return to the Ultima Advantage, please call our 24-hour customer service line at (800) 555-CARD.

Sincerely,

Example 3: Service Cancelled By Customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Kurtz:

In accordance with your instructions, we will discontinue your Green Pastures lawn care treatments effective August 31.

We were proud to be your lawn care service this summer and hope we can work with you in the future.

Sincerely,

Example 4: Service Cancelled By Customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

This letter is confirmation that you have canceled your service with Cutting Edge Lawn and Garden Maintenance, effective May 1. Your account is paid up until that date, so no further payment is necessary.

It has been a pleasure to work for you and your family, and we regret losing you as customer. If you ever move back to Portland, I hope you will consider us again for your lawn care.

Good luck in the future.

Sincerely,

Example 1: Offer expired letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. James:

We received your $3.00 rebate form. Thank you for buying gel-coated Relief Aspirin.

The UPC code you included is for a 50-count bottle of Relief. Unfortunately, our rebate offer is only good for 100 or 200-count bottles.

We apologize for any confusion.

Sincerely,

Example 2: Letter for discount offer expired

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Hesse:

Thank you for your clothing order.

We noticed you checked the “free windbreaker” box on your order form. Our free wind breaker promotion is valid only when you purchase $100.00 or more from our Fall catalog.

We regret any misunderstanding.

Sincerely,

Example 3: Discount letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Shelley:

Apparently there has been some confusion about our discount offer. The 10 percent discount is good only when you buy three or more cans of paint. Since you purchased only one, it remains at the regular price of $9.95.

Thank you for choosing Clean Coat Acrylic Paint.

Sincerely,

Example 4: Offer terms and condition letters to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jackson,

We received your order for 100-3.5″ floppy diskettes. Unfortunately, the price you have referenced on your order form is from a special offer exclusively for customers who purchase one of our Differex 486 computers.

I have enclosed our most recent catalog. On page 43 you’ll notice that we have a special offer on 3M 3.5″ floppy diskettes. Purchased in cases of 250, these diskettes are actually less expensive per disk than they were through the other offer.

We are holding your order until we receive word on how to proceed. Please send a new order form to my attention, and I will make sure it is processed immediately. Thank you for your business.

Sincerely,

Example 1: Sample letter for customer address correction

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Melville:

Thank you for ordering from Gift Express. The street number you listed on your order form is different from the street number we have in our records. Could you let us know whether your office is located on 118 Mawbry Ave. or 181 Mawbry Ave.?

As soon as you give us the correct address we will gladly ship your order.

Sincerely,

Example 2: Address request letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gansvoort:

Your parts order is ready to be shipped. However, we need to clarify your address; we were unable to read the writing on your order form.

Please call our customer service department at (800) 555-1110. One of our representatives will take down your correct address.

We appreciate your business.

Sincerely,

Example 3: Letter to customer for address correction

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Shaw:

The billing and shipping addresses you list on your order form for the oak shelving units are identical except for the zip codes. We suspect you accidentally transposed a few numbers.

Please notify us with your correct zip code so we can ship your order without further delay.

Sincerely,

Example 4: Delivery address request letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

Thank you for your order for the Zantar office telephone system! We are proud of our system and are as eager as you to have it up and running in your office.

Unfortunately, we are unable to ship to the address you have given us. Our shipping company requires us to use street addresses instead of post office boxes. If you can provide us with a street address, we will ship your system to you overnight. Otherwise, delivery will take five to seven business days.

Please reply by e-mail or call me at 555-555-5555 as soon as possible. Thank you again for your business.

Sincerely,

Example 1: Requesting letter to customer for alternative address

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fielding:

Thank you for ordering a radon home test kit.

You listed a P.O. box as a shipping address for your kit. Unfortunately, we are unable to ship to P.O. boxes. Is there another address we could send it to?

Please contact one of our customer service representatives at (800) 555-SAFE.

Sincerely,

Example 2: Address request letter to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Caufield:

Thank you for ordering from Buddy’s Catering. We are having a little bit of trouble with the logistics of your delivery.

Because your order includes alcohol, you must have an authorized person on-site who is over the age of 21 sign for it. We understand that your dance club does not open until 7:00 p.m. The U.S. Postal Service, does not deliver after 6 p.m.

Can we have your permission to use Federated Shipping instead? They make deliveries until 8:00. We would have to bill you an additional $6.00 for their service.

Please sign below if you consent to this change, and return this letter to the above address.

Thank you for your business.

Sincerely,

Example 3: Letter to customer for address correction

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Prynne:

Thank you for ordering from UK Auto Express. On your order form you requested express shipment to your California address. Unfortunately, express service is only available for our customers here in England.

Overseas deliveries may be sent either Royal Mail surface or air mail. If you need your car parts quickly, I suggest you opt for air mail. Packages sent by air take an average of one week to arrive in the States, and the cost is the same as express service. Surface mail, which usually takes about three weeks to arrive in the States, costs $10.00 less. If you decide you want surface mail, we will forward a check for the difference along with your order.

Please contact me by mail or e-mail so we can send out your order without further delay.

Sincerely,

Example 4: Request For Alternative Shipping Arrangements

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

Thank you for your order of the Hamilton Smoke Alert smoke detector. We are happy to give you and your family the peace of mind a reliable smoke detector provides.

Unfortunately, we have run into a problem in delivering your order to the shipping address you provided. Since you live in an area that is not serviced by our delivery company. In order to ship your order, we must make alternative arrangements. We have two choices. We may either send your order via regular first class mail, which will add two weeks to the delivery time, or we may send it via United Express Courier, which will add $15 to your purchase price.

Please call me at (800) 555-5555 with instructions on how to proceed.

Sincerely,

Example 1: Order shipping letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Breezewood:

We shipped the following to you today via surface mail:

Order Number Item Name Quantity

786-837103 pool chlorine 4 pails

468-971510 Olympic pool cover 1

324-004874 extra-lite alum. skimmer 2

You should receive these items within three weeks.

We appreciate your business.

Sincerely,

Example 2: Order dispatch letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hoffman:

The Ultima credit card you applied for was mailed to you June 22. If you do not receive the card by the second of July, please call our 24-hour customer service department at (800) 555-CARD.

We recognize that here are many credit cards to choose from; we appreciate that you chose Ultima.

Sincerely,

Example 3: Order delivery letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Pular:

Your Discovery personal computer shipped this week.

Thank you for your business. Call our technical support service at (800) 555-9000 if you have any questions about setting up your new system.

Sincerely,

Example 4: Inform letter to customer for order shipping

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Pulaski,

Thank you for placing your order for 4 barrels of Hydroflex industrial solvent. We look forward to supplying your facility with all the cleaning supplies you need.

Your order number is A12345. As we discussed, the order will ship on May 15 and should be delivered at your facility within two business days. The terms of the sale are net-60, beginning May 15. You may check the status of your order anytime by calling (800) 555-5555 and entering your order number.

I will include a new catalog of our industrial cleaning products in this shipment. I will call you at the end of the month to see how the Hydroflex is working for you and if you would like to make another order. Thank you again, and we appreciate having you as a customer.

Sincerely,

Example 1: Recommendation letter to customer for additional warranty offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Keeper:

The basic warranty you received automatically when you bought your Storm Tread tires covers excessive wear and manufacturer’s defects for 30,000 miles or one year. We strongly recommend that you add our inclusive warranty, covering excessive wear, manufacturer’s defects, and punctures for 45,000 miles or two years.

Normally the inclusive warranty costs $20.00 per tire. Since you purchased four tires, we will offer it to you for $65.00 total.

If you wish to take advantage of this offer, please return the enclosed form.

Thank you for purchasing Storm Tread tires.

Sincerely,

Example 2: Introduce your warranty plans to customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Alexander:

We want to offer you the option of obtaining more comprehensive service for your new Markson forklift. You are currently registered for our limited service plan. Under this plan, we will pay the parts costs of any repairs for eight months.

Our service center offers additional three and five-year complete service plans to our forklift customers. The complete service plans cover the costs for parts and labor for all repairs and routine maintenance. The three-year plan is $955.95 and the five-year plan is only $1,400.95.

Customers tell us how hard it was to find competent forklift service until they came to Markson. Our highly-skilled mechanics average 12 years experience in forklift and industrial machine repair.

We hope we can serve you. I will call you this week to answer any questions you have about the complete service plans.

Sincerely,

Example 3: Announcement of special discount offers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Michels:

Thank you for purchasing a Minna Steady Cam Camcorder.

We are offering you the opportunity to extend your current six-month warranty for three years.

We pride ourselves on making sturdy, reliable camcorders, however, we know it is all too easy to lose your grip during an action shot or for a child to hit the lens with a ball. We encourage you to protect your investment by purchasing our extended warranty. The cost is only $80.00 for three years.

If you would like the extended warranty, please complete and return the enclosed form.

Sincerely,

Example 4: New service plan

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr.Samuels,

Congratulations on the upcoming anniversary of your Jupiter Coupe! It’s hard to believe that on June 1 it will have been two years since you drove it off the lot.

I hope that you have enjoyed your Jupiter and that you look forward to many more years in its driver’s seat. May I suggest that you look into our Extended Warranty? The Extended Warranty offers the same complete coverage you have been receiving for an additional two years or 50,000 miles.

All you have to do is stop by any Jupiter dealer and have them verify your mileage. If you have exceeded 50,000 miles, they will perform a quick check that usually takes about 15 minutes.

I have included a brochure that explains the coverage and various payment options available to you. Congratulations again on your anniversary. Many happy returns!

Sincerely,

Example 1: Sample letter to customer for order not received

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Geisler:

Thank you for your message concerning your sporting goods order.

According to our records, we have not received an order from you. We would be happy to ship the equipment you need as soon as you complete and return the enclosed order form.

We apologize for any confusion we may have caused.

Sincerely,

Example 2: Purchase order not received

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Pethal:

We appreciate you letting us know you never received the latex gloves ordered in June.

Apparently, there was some sort of mix-up because we have no record of the order. No doubt it was lost in the mail.

We will express the gloves to Dr. Breen’s office today and bill them to his account.

Please accept our apology for any inconvenience.

Sincerely,

Example 3: Customer order letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Klein:

Thank you for bringing your missing executive chairs to our attention.

You have not received your chairs because we have not received your order. If you send us another check for $357.98, we will be happy to deliver the chairs to your office within two days.

Please be sure to stop payment on the check you originally sent.

We appreciate your help in straightening out this matter. Enjoy your chairs; they are the best.

Sincerely,

Example 4: Order Never Received

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear,

Thank you for your interest in our products. I am sorry that you have not received your order yet, but according to our records, we have never received an order from you.

I apologize if the miscommunication is on our end. I have enclosed an order form and envelope to help you place your order again. You may also call our sales staff at 555-555-5555.

We look forward to having you as a customer.

Sincerely,

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,