Example Letter #1
We have your order No. 12345 for five cartons of recycled 8 l/2 x 11 computer paper. The cost of five cartons is $100 plus shipping of $6 per carton for a total of $130. We have received your check for $80, and can send your order as soon as we receive the additional $50. We look forward to an early response from you, and want you to know we appreciate your business.
Example Letter #2
Thank you for your order for six window boxes. Unfortunately, we are unable to fill it because you did not specify your wood preference. We offer that product in pine, oak, and birch. Our sales representative has been unable to find your number to reach you by phone, so we ask you to please phone in the information at 555-5555 so we can fill your order correctly.
Example Letter #3
Thank you for your order of two Doe's Wunderhiker custom backpacks. We cannot complete the processing of your order, however, until we receive the body measurements as shown in the enclosed diagram. Please complete the measurements per the instructions and return them to us. The custom-fitted packs will be ready to ship within one week of receipt of these measurements. We thank you for choosing Doe's and look forward to filling your order. Happy hiking!
Example Letter #4
I am unable to process your fabric order as I did not receive the second sheet of the order form. I have enclosed another order blank. If you wish to complete and return this I will be happy to ship your complete invoice. Thank you again for choosing Doe's Fabrics.
Write Your Letter Step-by-Step
Acknowledge receipt of the order and explain what prevents you from filling it.
State directly what information or action you need from the reader.
Close with an expression of appreciation and assurance that you will send the order as soon as you receive the necessary information or payment.