Sample Letters

Return Product Acknowledgment: Check Enclosed, No Return Fee

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

If you are not satisfied, we have not done our job properly.  I’m sorry that you are not pleased with [STATE PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]) and I will immediately process your return.

Ordinarily, we issue a credit to be used against your next invoice and, levy a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product.  Since your satisfaction is our business, I have waived the restocking fee and enclosed a check for the full amount of your return.

{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I understand that operating temperature is a key concern for you.  May I take this opportunity, Mr. Smith, to suggest our R3B model?  This model will interface with your existing machinery and operate at a far lower temperature.  I will be pleased to discuss the R3B’s features with you at your request.}

Please call me at XXX-XXXX if I can serve you in any way.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Return Product Acknowledgement Check Enclosed, No Return Fee In Word Format

Request to Reschedule Meeting

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I’m afraid I have to request to reschedule our meeting of [DATE, ex. June 15].  [STATE REASON, ex. Unfortunately, I will have to travel to Boston that week.]  May I suggest [SUGGEST A DATE AND TIME, ex. June 19 at 3:00 PM]?  Otherwise, I am willing to work around your schedule.  {STATE ADVANTAGE, IF ANY, TO RESCHEDULE, ex. I will use the extra time to finalize the schematics you requested.]

I’m sorry for any inconveniences this has caused you.  I await your confirmation.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Request to Reschedule Meeting In Word Format

Late Payment, Moderate Tone: Letter #3

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Reluctantly, I am writing regarding an unfortunate situation–we have not received payment on your account for four months.  You are a reasonable person.  Surely, you can understand that we can no longer carry this debt.  Please contact me as soon as possible so that we may remedy this situation.  Perhaps we may discuss an alternative payment plan.

I am confident that we will resolve this problem promptly and on reciprocally agreeable terms.  I am looking forward to speaking with you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Late Payment, Moderate Tone Letter #3 In Word Format

Announcement to Customers: New Salesperson

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It is my pleasure to inform you of a new addition to our sales staff.  [“TOUT” NEW EMPLOYEE, ex. William Holmes brings with him five years of experience in the computer industry; he has extensive knowledge in small-business intranet systems and I am certain you will be pleased with him.]  [STATE HOW CUSTOMER WILL INTERACT WITH NEW EMPLOYEE, ex.  William will be pleased to service your account and serve you to the best of his abilities.]

William can be reached directly at XXX-XXXX.  [He/She] is looking forward to hearing from you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Download Announcement to Customers New Salesperson In Word Format

Decline Dinner Invitation

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.

John Smith

1234 First Street

Suite 567

Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It was really nice of you to invite [us / me] to dinner on [DATE, ex. Friday].  I appreciate your hospitality.  That is why I regret that [I / we] have previously made plans for that date.  {Perhaps we can rearrange for sometime [TIME WINDOW, ex. next week]}

Thanks again for the invitation.  [I / we] look forward to seeing you soon.

Best regards,

[YOUR NAME, ex. Jill Jones]

Download Decline Dinner Invitation In Word Format