Sample Letters

Responding To Justified Complaint: Incorrect Shipment

[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 want you to know that we value your business greatly.  Please accept my apologies for our incorrect shipment to you on [DATE, ex. Tuesday]; [STATE WHAT YOU WILL OR HAVE ALREADY DONE, ex. I will immediately ship the balance of your order and arrange for the incorrectly-shipped items to be picked up on delivery.  Your order should arrive this Friday.]

I sincerely apologize and hope that you will call me at XXX-XXXX if there is anything I can do to minimize the inconvenience this has caused you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

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Invitation to Attend Lecture (No RSVP)

You are cordially invited to attend the following Lecture Sponsored by [NAME OF SPONSOR]:

Date:                [DATE OF LECTURE]

Speaker:           [NAME OF SPEAKER]

Subject:            [SUBJECT OF LECTURE]

Place:               [ADDRESS OF LECTURE]

Time:                [TIME OF LECTURE]

Refreshments will be served.

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Customer Credit Approval

[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],

We are happy to inform you that your credit application has been approved.  We hope that you will enjoy the benefits of a [STATE TERMS $10,000 maximum 2/10 net 30] account, and we are certain that these terms will better facilitate doing business together.

Enclosed, please find a copy of our credit terms.  This document explains in detail how your account will be billed each month.

Feel free to contact me at XXX-XXXX should you have any concerns or questions.

Sincerely,

[YOUR NAME, ex. Jill Jones]

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Invitation to Lunch 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],

Allow me the pleasure of inviting you to lunch at [ESTABLISHMENT, ex. Enchante] [DATE, ex. next Wednesday.  [STATE WHAT YOU PLAN TO DISCUSS AND HOW IT MAY BENEFIT THE RECIPIENT, ex. I believe it will be a wonderful opportunity for me to learn more about your firm’s manufacturing process and to discuss how our Magnaflux compressor can reduce your operating costs.]

[STATE REQUESTED NATURE OF RESPONSE, ex. Please tell me whether you are able to come by calling me at XXX-XXXX.]

Best regards,

[YOUR NAME, ex. Jill Jones]

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Late Payment, Firm Tone: Letter #4 (Product)

[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],

As we have not received payment or heard from you within the past five business days, I have no alternative but to repossess the following items we sold to you on [DATE, ex. February 8, 1998]: [PRODUCT LIST, ex. one ElectroMag television and one Aqualite television stand].  This unfortunate measure is a result of $[AMOUNT] being unpaid for a period of over four months.

Our representatives will arrive at your [premises / home] on [DATE, ex. June 15, 1998] at [TIME, ex. 6:00 PM] to reclaim the items mentioned above.  Please contact us to arrange an alternative date and time if this is impossible.

If we do not hear from you and are unable to reclaim the items on that date, we will immediately initiate legal actions.  In such unfortunate case, all future correspondence will be made through our lawyers’ office, [LAW OFFICE, ex. Johnson, McKinney & Howell, Barristers and Solicitors].  We sincerely urge you to take actions to prevent a situation which will prove costly for both of us in terms of frustration and time.

Sincerely,

[YOUR NAME, ex. Jill Jones]

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