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.
Example Sentences for Step 1
Example Phrases for Step 1
Identify the original order by date and provide other information sufficient for the reader to find it. Clearly explain the change you desire.
Example Sentences for Step 2
Example Phrases for Step 2
Adjust payment arrangements, if necessary, to reflect the cost of the new order.
Example Sentences for Step 3
Example Phrases for Step 3
Give apologies and express appreciation.