Example 1: Responding to complaints letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Pool:

I received your letter expressing concern over lapses in the quality of our carburetor parts in the last several months. We want to offer our apologies. Certainly this is not the quality you have come to expect from us.

I can assure you that we are aware of the problem and are in the process of implementing a new quality control system. This new system will ensure the parts we make for you go through three thorough inspections before they leave our plant. As to the faulty parts we shipped in March, April, and May, we will of course send you a full refund. We will also discount your next three orders by 5 percent.

We are proud of our three year relationship with your business and regret doing anything to strain that relationship. If you have time in the coming weeks, I would like to take you to lunch to explain our new quality control system in detail. I will give you a call this week.

Again, please accept our apologies.

Sincerely,

Example 2: Response letter to a complaint

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Severson:

Thank you for letting us know about the problems with your internet access. We understand how important it is for companies who do business through the internet to have reliable service. We regret any delays you experienced.

We have had a growth spurt in the last several months and are just getting caught up with installing the modems to handle the increased log-on volume.

In order to rectify the situation, we will not charge you for last month’s service. If your check is in the mail, I will notify the billing department to return it to you. Also, we will discount your June service by 15 percent.

We value your business and apologize for the inconvenience. Please call my direct line at 555-1208 if you experience any further problems.

Sincerely,

Example 1: Complaint letters for poor service

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Griffin:

We are becoming increasingly concerned about the inconsistent quality of your carburetor parts.

As you know, your prices are higher than most of your competitors. However, we felt that our zero defects contract saved us more than enough in inspection and faulty parts costs to make up the difference. That has not been the case for the last three months. In your March shipment we found 56 faulty units, in April 75, and in May we had no choice but to return your shipment after 14 percent of the units failed inspection.

I don’t want further problems to threaten the relationship our companies have fostered over the last three years. The reliable parts you provided in the past are vital to maintaining the reputation of our carburetors.

Please contact me to discuss your plan for how we might solve this problem.

Sincerely,

Example 2: Complaint letters for low quality product

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Vjeras:

I want to express my dissatisfaction with your internet service over the past month. We rely on 24-hour internet access to process orders our customers make from our web site. Since we switched to your service, we have experienced frequent problems logging on and numerous cut offs while downloading orders. What was once a minor administrative task has turned into a daily technical struggle.

Currently, we pay $264.00 per month for 33 internet accounts for our employees. We would like to stay with World Link, but we cannot continue to pay such rates for unreliable service.

Please let me know what you can do to rectify the situation.

Sincerely,

Example 1: Confirming order letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jancar:

This is to confirm the order you placed on May 14. According to our records, you ordered 6 no. 541677 adjustable executive chairs, 1 no. 445833 oak computer desk, and 4 no. 350055 black aluminum Businessmate desks. You requested that the chairs and the oak computer desk be assembled in our shop.

Your delivery is scheduled for the morning of the 27th.

If you see any errors, please contact us right away. We strive to provide flawless products and service.

We are pleased to have the opportunity to serve your office furniture needs.

Sincerely,

Example 2: Confirming order letter to client

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jacobiak:

We would like to confirm your order of 2 spa cleaning kits. Our records show you placed the order on March 21, to be delivered by National Package ground service to the following addresses:

Gerald Markoseph
20328 Runberg Ln.
Middlesex, OH 44077

Sarah Winski
8380 Manor Ave.
Milwaukee, WI 28311

Please notify us of corrections immediately so we can make any necessary changes before shipment.

Thank you for your order. We appreciate your business.

Sincerely,

Example 1: Reply to wrong inovice letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jackson:

We are glad you brought the discrepancy in your invoice to our attention. Upon review, we can see that you are absolutely correct. With the 5 percent bulk order discount, your total should have been $3,040 rather than the $3,200 we charged.

Our old billing software made discounts automatically. Several weeks ago, we installed new and supposedly more efficient software. It seems we are making a not so graceful transition to our new system.

I have voided the incorrect invoice, no. 2738-9030, and enclosed a corrected invoice, no. 6515-7820.

Please accept our apologies. We are working hard to ensure that these mistakes are not made in the future. Do not hesitate to call me if there is anything further I can do.

Sincerely,

Example 2: Apology letter for bill complain

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Allen:

We strive to provide the highest quality detergents and service to our customers in the tri-county area. However, oversights happen on rare occasions, and, unfortunately, this is one of them.

Thank you for your letter inquiring about your January statement. We have gone back to our files, and it seems your concern was justified. When our salesperson made out your order he forgot to note the special price I quoted you of $6.99 per gallon for 40 gallons. Thus, your order was processed as a full price order of $7.74 per gallon.

We apologize. We quoted you the lower price as a gesture of our appreciation for your business. The sentiment and the quote still stand. I have enclosed a corrected statement.

Thank you for your understanding.

Sincerely,

Example 1: Sample letters for incorrect bill

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Mason:

Thank you for delivering our spring order so promptly.

In looking over your invoice, we noticed a discrepancy between the price you quoted us over the phone and the price on our invoice.

The original quote was $3.20 per unit, for a cost of $3200.00 for 1000 units. Minus the bulk order discount of 5 percent, the quoted price was $3,040.00 total. It appears our invoice price did not subtract a bulk order discount, thus the price is $3,200.00.

Could you review our invoice, and let us know what the correct price is? We will hold payment until we hear from you.

We chose your company because, based on your quote, we believed you could give us the lowest price. We understand that accounting errors occasionally happen. We hope we can resolve this matter in a timely fashion and move ahead with our business relationship.

Sincerely,

Example 2: Request letter for billing error

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Richardson:

Could you take another look at our January statement, order number 73892? We understood that our price would be $6.99 per gallon of detergent #19965-29. Our statement charges $309.60 for 40 gallons of detergent at $7.74 per gallon.

We suspect that this is one of those billing errors that happens to every business occasionally. Once our accounting department receives a revised statement, we will be happy to proceed with payment.

We appreciate your services and hope we can settle this confusion without delay.

Sincerely,

Example 1: Apology letter for worng delivery

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Rollins:

Thank you for bringing the mistake in your order to our attention. Our warehouse manager accidentally switched your mailing label with that of a customer in Boise. We are taking steps to prevent such mix-ups in the future.

A special express order of 100-4 inch brass hinges and 40-5 inch hinges is being shipped today. Enclosed is a corrected invoice. Please send us the shipping bill for returning the incorrect order to our warehouse.

Thank you for you patience. We regret any inconvenience we may have caused.

Sincerely,

Example 2: Reply to wrong order delivered letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Rosado:

We are sorry you received grade B eggs instead of grade A.

Upon reviewing our records, we found that the order we took from you over the phone reads “grade B,” so clearly we misunderstood your original order. In order to prevent any confusion in the future, we ask that you fax your orders to us at (382)555-8732.

We will send a driver to your kitchen first thing Thursday morning to deliver the grade A eggs and take back the grade B eggs.

Enclosed is a corrected invoice. Please accept our apologies. If there is anything else we can do to rectify the situation, please call me.

Sincerely,

Example 1: Sample complain letter for wrong received order

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hoffman:

The shipment we received from you today was not what we expected.

According to our records, Allen Palmer placed an order with Christine Knapp for 100 4 inch brass hinges, item no. 674568, and 40-5 inch steel hinges, item no. 457834 on October 18. However, the shipment we received contains 400-4 inch brass hinges.

Clearly, there’s been a mix-up. Our accounting department will hold the invoice until we receive a new shipment and a corrected invoice.

Enclosed is a copy of our invoice no. 900348 and a copy of our order records. Once we get your authorization for shipping charges we will return your shipment by Eagle Package Express.

Thank you for helping us clear this up.

Sincerely,

Example 2: Order complain letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Logan:

There seems to be a mistake with the eggs you delivered to our kitchen on Friday. Our records show we ordered a gross of grade A eggs on April 11. The gross of eggs we received under order number 872-038983 on the 14th were grade B.

We are grateful for your good service and understand that mix-ups can happen. Your prompt attention to this matter would be appreciated. We are concerned that we cannot afford the cooler space to store the grade B eggs beyond Thursday.

We will pay our invoice as soon as we receive the grade A eggs. Please arrange a pick-up time with Gerald McAndrews, our stock supervisor. He can be reached at 555-2885, ext. 385.

Thank you for your prompt attention to this matter.

Sincerely,

Example 1: Sample letter of thanks to suppliers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Alfred:

While filing your invoice today, I looked back in our records and realized that you have been our chemical supplier since 1987. Rarely is a business relationship so long and fruitful.

When we started working together, we ran our entire operation out of the tiny lab in Mayville. At the time, you had only one delivery truck and a part-time driver. Now our eight labs in six counties are served by your fleet of trucks. Your service has allowed us to expand our capabilities while maintaining the highest level of quality.

We were reminded how much we value your service this March when your consultants helped our laboratory staff review our chemical handling procedures. Your conscientious service has made our lab safer and more efficient.

We thank you. Here’s to 10 more years.

Sincerely,

Example 2: Appreciation letters for suppliers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. O’Brien:

As we reach the end of our reorganization, I want to let you know how much we value your service.Your flexibility and patience this year in the face of changed orders, changed delivery dates, and new payment procedures made our transition easier.

Thank you for your extra effort. Please convey our appreciation to your delivery drivers and office staff.

Sincerely,

Example 1: Bid invitation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sewell:

Thank you for requesting our bid for your packaging supply. We look forward to the opportunity to earn your business for another year.

We can offer you the same delivery schedule as we did this year, with only slightly higher costs for the packaging materials. Our prices for next year are as follows:

Cost per Item Estimated Total
Unit Units Cost

$.20 9” x 12” padded envelope 400 $80.00

$.27 7” x 7” x 8” 750 $202.50
unassembled cardboard box

$.35 12” x 12” x 8” 330 $115.50
unassembled cardboard box

$.05 3 color shipping label 2000 $100.00

Your cost per month would be $498.00, only $23.00 dollars more than what you pay now. Considering the hefty price increases of our competitors, we are confident that we will continue to be the best packaging supplier for your company.

Sincerely,

Example 2: Reply letter to customer for bid invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Taylor:

We appreciate the opportunity to bid for Merrimount Hospital’s oxygen.

Chem Co. can offer oxygen for $.55 per cubic foot on orders over 1,000 cubic feet. We charge an additional $1.00 for every container under 12 cubic feet. Our delivery service is free with orders over 100 cubic feet. If, as you estimate, Merrimount Hospital uses 1,500 cubic feet per month, the cost would be $825.00, not including additional small canister fees.

Our oxygen and canisters meet or exceed all federal health and safety standards. Every canister undergoes a thorough inspection before it leaves our facility.

We hope our bid is suitable and we can do business together in the future. If you have any questions, please call me.

Sincerely,