Announce a Change In Policy or Fee Amount • Letter Templates and Guides

How to write this letter:

1Tell 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.
2Explain how the customer will still benefit.
3Thank the customer for his or her loyal patronage.


Tell your client about the details of the changes and thank him or her for being your customer. Most importantly, deliver the news of a price increase graciously and sympathetically. Do not attempt to make a sale with this letter.

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.

Example Sentences for Step 1

In order to continue offering the lowest prices on the market, effective July 1, Doe Corporation will send orders only on the first and the fifteenth of each month. This change means you must plan ahead to get those special prices on your bulk orders. We regret having to make this announcement, but because our suppliers have increased their prices, we are forced to do likewise. Our commercial tables will now cost $350 each. Good news! We are delighted to inform you that we no longer require a $100 minimum purchase per order. We will now accept orders as small as $50. Due to our recent merger with the Doe Corporation, the board has voted to raise the prices on our entire stock. We hope that this change is only temporary. We send this letter to inform you that beginning January 1, we will charge a $25.00 processing fee for any order to be filled within seven days. Although we understand that any price change can be a burden, we need to make this change in order to continue to keep the rest of our prices low. Effective at the start of next year's contract renewal, you must begin paying for the gas and electricity used in your apartment; however, because of this increase in your cost of living, I will not raise rent this coming year. Because you were recently involved in an automobile accident that proved to be your fault, we must raise your premium rate. Please come to our office at your convenience this month so we can make the necessary changes in your policy. In order to cut the costs of running our recreation center and to save you money, the snack bar will now be opened from 12:00 p.m. to 4:00 p.m., instead of from 10:00 a.m. to 5:00 p.m. Sorry for the inconvenience. In order to avoid raising interest rates on checking accounts having a monthly balance of less than $1,000, we are increasing some processing costs. Effective March 1, we will process your first ten personal checks at no cost each month. We will charge one dollar for each additional check thereafter. Furthermore, we will now deduct $1.50 from your account for each transaction made at an automatic teller that does not belong to this bank.

Example Phrases for Step 1


Explain how the customer will still benefit.

Example Sentences for Step 2

Example Phrases for Step 2


Thank the customer for his or her loyal patronage.

Example Sentences for Step 3

Example Phrases for Step 3