Example Letter #1
As you requested in our phone conversation this morning, I have notified our truck driver to pick up your old refrigerator when he delivers the new one that you purchased on Friday.
We will make our delivery in the early afternoon on Tuesday, March 5. The driver will call to confirm that someone will be home at that time. There is no extra charge for this pickup service.
Example Letter #2
Thank you for your letter. This will confirm that your order for 10 additional copies of the Doe Forum (total 30) will go into effect with the November issue. The additional cost will be $20.00 for this year.
The invoice is enclosed, along with an order form for next year's publication, which will feature several new writers and a special section on consumer protection. Thank you for your continuing interest in the Forum.
Example Letter #3
Thank you for your catalogue order of 30 dryers. This is to confirm that 15 of the dryers will be shipped to the Springfield plant and the other 15 will go to the Middleton plant.
As a preferred customer you are invited to our private sale on January 15. To make room for new inventory, we are discounting all commercial equipment 30%. This kind of sale may never come again.
It is a pleasure to serve you.
Example Letter #4
We just received your letter, ordering twelve place settings of the Floral China by Bernouch at $125.00 a setting. Unless delayed by the pending truckers' strike, we will ship your order within two weeks. Please note that the price for each place setting has increased to $130.00. If this presents a problem, please phone me at 555-5555. Otherwise, I will assume the order stands and will ship as planned.
Doe China is having a promotion on their less formal tableware. I have enclosed a colorful brochure, illustrating the five patterns. If you order now, we can save you shipping charges by packaging it with your china. You can order by calling the number mentioned above.
We appreciate your business.
Example Letter #5
CONFIR_L.115 -- Confirming receipt of an order from a customer
Thank you for your letter concerning the order you placed with one of our student dealers. We have notified the dealer of your desire to change the order and anticipate no delays, so the order will still arrive at your home at the time originally planned. If there is to be a refund because of the change, we will be happy to return the appropriate amount with the order.
We hope that you and your family will benefit from the books for many years to come. If we can be of further service, please contact us at 555-5555.
Write Your Letter Step-by-Step
Mention your last contact with the person placing the order. Review what was discussed or decided at that time. Repeat specific details such as time, place, amount, and price.
- a copy of the invoice
- a copy of the bill of lading
- a copy of the inspector's W123 form This letter may be used as your confirmation of shipment. Thank you for your order. It will be shipped in 2-3 weeks by Doe Express. You should receive your dryer before Christmas.
If necessary, amend your previous agreement and mention any special steps you are taking with this order.
Mention any relevant sale or promotion your company is offering.
End with an expression of good will and anticipation.