Example Letter #1
Because of a surprising rise in the cost of materials, we have tentatively raised prices on our entire stock. The change is effective immediately, but we hope it will be temporary.
You will still receive the same quality Doe merchandise, and we will still keep our commitment to next-day delivery. Early indications suggest that when the volatile market settles, we will be able to return to an earlier pricing schedule.
We appreciate your business and look forward to hearing from you again. We appreciate you as a loyal costumer as we weather the inflation storm.
Example Letter #2
As you know, we have recently expanded our facility. We have added a pool, increased the size of our workout room, and begun offering free day care. To help offset the cost of construction, we must increase our family membership fees by $25, effective immediately. If you renewed your membership last month you will not be assessed the additional $25 fee until your next renewal date.
Doe Spa now offers swimming, weight lifting, ice skating, and aerobic conditioning for the entire family. And even with the higher price, we offer one the lowest prices in the state. We appreciate your support and hope that you will continue to choose Doe Spa as the place for your family's fitness.
Example Letter #3
To maintain the beauty of our exteriors and common areas, Doe Properties finds it necessary to raise the condominium association fees from $315 to $345 per month, effective July 1. We have postponed the increase as long as possible, but the persistent rise in maintenance costs makes the change necessary now. We will continue to provide the same high-level maintenance and service as you have enjoyed in the past. We are sorry for the strain that this places on your budget and we pledge to do all we can to keep costs down.
Example Letter #4
Good news! Doe Video has lowered its prices! Now all of our movies, including new releases, will rent for the same low price of only $1.49 for two nights. In celebration of our new low prices, we are giving free popcorn and soda with the rental of any two movies--just bring in the coupon at the bottom of this letter. Hurry in and check out our huge selection--we have the greatest collection of classic movies in town!
Write Your Letter Step-by-Step
Tell the customer about the change in policy or fee amount, give its effective date, and explain how it will affect the customer. If you desire, explain why the change is necessary.
Explain how the customer will still benefit.
Thank the customer for his or her loyal patronage.