Example Letter #1
On November 15 I ordered thirty-five holiday wreaths from your autumn catalog (copy of order enclosed). I need to increase that order by fifteen for a total of fifty wreaths. Our high school band is selling the wreaths to raise funds, and we would like to know whether there is a price break on orders of fifty. Please send your response, including the invoice, directly to me. I regret any inconvenience this order change may cause. If you have any questions, please call me at 555-5555.
Example Letter #2
I apologize for the inconvenience, but I need to change the order I placed yesterday. The table coverings that I ordered in royal blue must be changed to rose. Please simply change the color; the dimensions, number and shapes are fine. Sorry for the mix-up.
I don't believe this change will affect the sum I owe you so I am sending a check for the balance you quoted me yesterday, $235.67. Thank you for your cooperation. Please notify me if there are any problems with this change.
Example Letter #3
My most recent order, transmitted by fax on November 11, contains an order for two pairs of "quilted cold-weather shop coveralls," size XL, catalog number 456-7. I found that I already have sufficient stock of these garments, so I would like to delete them from this order. Please fill the rest of the order as specified. I assume that I will simply not be charged for the deleted items. If the order has been processed, please credit our account the difference, $67.89. Thank you for your cooperation in this matter, and I apologize for any inconvenience this change may have caused.
Example Letter #4
Instead of the twenty-five people I was expecting for the office dinner tomorrow, there will only be twenty. I now need five fewer meals than I when I placed my order on Monday. Since I am notifying you within 48 hours of placing the order, please deduct the five dinners from the amount you charge my account. I regret causing you inconvenience and appreciate all your efforts.
Example Letter #5
Since the date of my wedding reception has been changed, I need to change the wording on my invitation order of May 12, 2019, invoice number 30454. Please change the date of the reception to Monday, July 13, 2019; the wording in the second paragraph should now read: "You are cordially invited to a reception in their honor on Monday, July 13, 2019."
Because of the change I have made, I am enclosing a check for $100 to cover the cost of preprinting changes. Please contact me if you have any questions. Thank you for your assistance.
Write Your Letter Step-by-Step
Indicate why you need to change your order.
Identify the original order by date and provide other information sufficient for the reader to find it. Clearly explain the change you desire.
Adjust payment arrangements, if necessary, to reflect the cost of the new order.
Give apologies and express appreciation.