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Sample Request Letter Format For Product Repair Under Warranty

June 20, 2015, 4:35 am
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Sample Template Example of Sample Request Letter Format For Product Repair Under Warranty in Word / Doc / Pdf Free Download


MATERIAL / GOODS BROKEN: PLEASE REPAIR UNDER WARRANTY

[DATE, ex. Wednesday, June 11, 2015]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Enclosed, please find [PRODUCT(S), ex. your A45 compressor], which we purchased on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed).  After limited use, I’m afraid that it has unexpectedly failed.  [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]  I therefore request repairs to be made under warranty #[WARRANTY NUMBER], a copy of which is enclosed.  If a repair is not possible, I hope that you may send me a replacement.

Please contact me at XXX-XXXX if there are any concerns.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Suggestion Letter Sample For Improvement

June 20, 2015, 10:42 pm
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Sample Template Example of Suggestion Letter Sample For Improvement in Word / Doc / Pdf Free Download


SUGGESTION EMAIL TO SUPPLIER / VENDOR FOR SERVICE IMPROVEMENT & COST SAVING

[DATE, ex. Wednesday, June 11, 2015]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I am writing regarding a matter I am certain will interest you.

[STATE PROBLEM IN A MANNER WHICH IS RELEVANT TO THE SUPPLIER, ex. I’m sure you will agree that late deliveries clog up your inventories and cause you to turn down profitable orders due to lack of stock.]  [STATE SUGGESTION, ex. By loading your delivery trucks immediately from your inventory premises as opposed to moving them first to the loading dock, you may be able to achieve significantly higher throughput, resulting in higher profits for you and earlier delivery for your customers.]

I hope this is useful to you.

Sincerely,



[YOUR NAME, ex. Jill Jones]



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Thank You Letter to Supplier or Vendor

June 22, 2015, 6:48 am
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Sample Template Example of Thank You Letter to Supplier or Vendor in Word / Doc / Pdf Free Download


COMPLIMENTING / THANKING SUPPLIER FOR SUPPORT

[DATE, ex. Wednesday, June 11, 2015]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I would like to take this opportunity to thank you and your staff for [STATE ACTIVITY BEING COMPLIMENTED/THANKED, ex. taking the extra effort to process our rush order of your Venetian granite].  [STATE RESULT, ex. I would like you to know that our customer was extremely pleased with the results and would like to install the same type of granite in his hallways.]

We are indeed pleased to be dealing with you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Additional Discount Letter Sample

June 23, 2015, 5:17 am
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COMPANY ANNOUNCEMENT TO CUSTOMERS: OFFERING EXTRA DISCOUNT FOR SALES PROMOTION FOR A SPECIFIC PERIOD OF TIME

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I am writing to you with some information I believe will interest you. [STATE PROMOTION, ex. To promote our Magnaflux compressors, we will be offering a 20% discount during June 15 to 20.]  I thought you would be pleased to have advanced notice of this promotion.

If I may be of any assistance, do not hesitate to call me at XXX-XXXX.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Administrative Change Letter Format

June 24, 2015, 10:05 am
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NOTICE / ANNOUNCEMENT TO CUSTOMERS, VENDORS & SUPPLIERS FOR CHANGE IN COMPANY’S MANAGEMENT

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It has been a pleasure to serve you in the past, and we look forward to doing business with you in the future.

I am writing to you regarding a change in our administrative arrangements.  [MENTION RATIONAL BEHIND CHANGE AND HOW IT MAY, IF AT ALL, BENEFIT CUSTOMER, ex. To provide you with better technical assistance, we have undergone a change in administration whereby sales and support staff now operate independently.  As always, Joseph Johnson will be pleased to fulfill your sales orders.  If you require any technical assistance, however, we now have a dedicated and highly-skilled technical assistance staff available to serve you.  Allow me to introduce Mr. John Porter, who will handle all your technical inquiries.  You may reach him directly at XXX-XXXX.

Indeed, we will continue to serve you to the best of our abilities.  You can always call me at XXX-XXXX if I may be of any service to you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Announcement To Customers For Change of Service

June 25, 2015, 7:05 am
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Sample Template Example of Announcement To Customers For Change of Service in Word / Doc / Pdf Free Download


ANNOUNCEMENT LETTER TO CUSTOMERS FOR CHANGE IN BUSINESS SERVICE POLICY  / SERVICE TIME

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It has been a pleasure to serve you in the past, and we look forward to doing business with you in the future.

I am writing you regarding a change in our service.  [MENTION RATIONAL BEHIND CHANGE AND HOW IT MAY, IF AT ALL, BENEFIT CUSTOMER, ex. To better serve you, we have altered our office hours.  By closing on Sundays, our sales support staff will now be able to offer you technical service from 9:00 to 7:00 on weekdays.  We are confident that this change will better accommodate you business schedule.]

Indeed, we will continue to serve you to the best of our abilities.  You can always call me at XXX-XXXX if I may be of any service to you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apologize Letter to Customer For Wrong Delivery

June 26, 2015, 6:58 am
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APOLOGY EMAIL FROM SUPPLIER / VENDOR TO CUSTOMER FOR INCORRECT DESPATCH OF MATERIALS

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I was deeply embarrassed by your [STATE FORM OF COMMUNICATION, ex. telephone call yesterday].  Before apologizing, however, I want to assure you that I will not allow such an error to recur; our company has a favorable record of customer satisfaction and I will not allow that to change.

[STATE WHAT HAS OR WILL BE DONE, ex. Immediately following our conversation, I ordered our delivery trucks to arrive at your premises tomorrow to deliver the missing products and pick up the incorrectly-shipped items.]  I apologize for the inconveniences this must have caused you.  Please call me at XXX-XXXX if there is anything I can do for you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Letter for Delay in Supply

June 28, 2015, 11:17 am
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APOLOGY EMAL TO CUSTOMER FOR LATE SHIPMENT OF MATERIALS / DELIVERY OF GOODS

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It has come to my attention that your order of [DATE, ex. May 27] for [LIST PRODUCTS, ex. 5 Magnaflux compressors] was delivered late on [DATE, ex. June 27].  Please accept my apologies and let met assure you that our company otherwise has a favorable record of delivering by the date we specify.

I hope the delay did not cause you much inconvenience and we look forward to serving you again.  Feel free to call me at XXX-XXXX if you have any concerns you wish me to address.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Letter in Response to Customer Complaint

June 29, 2015, 11:51 am
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APOLOGY TO CUSTOMER FOR BILLING ERROR: CHARGED TOO MUCH, CUSTOMER COMPLAINED

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Thank you for your [STATE FORM OF COMMUNICATION, ex. telephone call yesterday], which prompted me to check our records.  You are absolutely correct.

In error, we have over-billed you by $[AMOUNT] on invoice #[ INVOICE NUMBER].  [STATE NATURE OF ERROR, ex. Instead of charging you for the four units you ordered and were shipped to you, we charged you for five.]  Please accept my apologies.

I have immediately nullified the incorrect invoice ([INVOICE NUMBER, ex. #A423F]) and issued you a new one as follows:

[LIST NEW INVOICE DETAILS, ex.
            4 Magnaflux compressors @ $5,000                    $20,000
            Tax @ 5%                                                            1,000
            Total                                                                 $21,000]

Let me assure you that I will personally inspect our invoices to you in the future to ensure that there will be no further errors.  {STATE INCENTIVE, IN ANY, ex. Since I feel embarrassed over the matter, I will offer you a 5% discount on your next order.}  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Apology Letter to Customer for wrong Billing

July 1, 2015, 10:19 am
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APOLOGY EMAIL TO CUSTOMER FOR MISTAKE / INCORRECT INFORMATION / BILLING ERROR: CHARGED TOO MUCH, CUSTOMER HAS NOT NOTICED

[DATE, ex. Wednesday, June 11, 2016]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Since we value your business greatly, I have been inspecting our invoices to ensure that we have made no errors.  Unfortunately, however, I have uncovered an error on invoice #[STATE INVOICE NUMBER].  Please accept my apologies for over-billing you by $[AMOUNT].

I will immediately nullify that invoice ( [STATE INVOICE NUMBER, ex. #A423F] ) and issue you a correct one, as follows:

[LIST NEW INVOICE DETAILS, ex.
            5 Magnaflux compressors @ $4,000                    $20,000
            Tax @ 5%                                                            1,000
            Total                                                                 $21,000]

Let me assure you that I will personally inspect our invoices to you in the future to ensure that there will be no further errors.  Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Business Apology Letter to Customer

July 2, 2015, 4:36 am
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APOLOGY LETTER TO CUSTOMER FOR DAMAGED MATERIAL & PRODUCT RETURN: CREDIT ISSUED, NO RETURN FEE

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

If you are not satisfied, we have not done our job properly.  I’m sorry that you are not pleased with [STATE PRODUCT(S) our Magnaflux compressor] (invoice #[INVOICE NUMBER]).  I will immediately issue you a credit in the amount of $[AMOUNT], to be used against your next bill.

As you may know, we usually charge a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product; however, I want to keep you satisfied.  I have waived this fee for you.

{ADDRESS THE REASON FOR THE RETURN AND TOUT ANOTHER PRODUCT, IF APPLICABLE, ex. I understand that operating temperature is a key concern for you.  May I take this opportunity, Mr. Smith, to suggest our R3B model?  This model will interface with your existing machinery and operate at far lower temperatures.  I will be pleased to discuss the R3B’s features with you at your request.}

Please call me at XXX-XXXX if I can serve you in any way.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Business Closure Letter To Customers

July 3, 2015, 11:21 am
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ANNOUNCEMENT TO CUSTOMERS WITH REQUESTING FEEDBACK BEFOR CLOSING BUSINESS

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you may know, [FIRM NAME, ex. ABC Co.] will be closing its business on [DATE, ex. June 30].

I am writing to thank you for your business with us during the past [DURATION, ex. five years.]  Indeed, it has been a pleasure to serve you.  Please call me if there is anything I can do for you before the date of closure.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Business Letter Format for Product Inquiry

July 4, 2015, 11:20 am
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Sample Template Example of Business Letter Format for Product Inquiry in Word / Doc / Pdf Free Download


SERVICE INQUIRY: REQUEST TO CALL

[DATE, ex. Wednesday, June 11, 1998]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

[STATE NATURE OF YOUR BUSINESS, ex. We are a medium-sized construction company specializing in custom homes.]  [STATE SERVICE REQUEST, ex. We require cleaning services to prepare our homes for our customer.  This involves removal of garbage and debris, as well as cleaning of windows, bathrooms and kitchens.]

We would thus be interested in hearing from you.  Please call me at XXX-XXXX, as I am anxious to learn more about the services you provide and the fees you charge.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Change Of Job Letter to Customers

July 5, 2015, 3:05 am
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ANNOUNCEMENT LETTER TO CUSTOMERS THAT YOU WILL BE LEAVING YOUR JOB

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It has been my pleasure to serve you for the past [DURATION, ex. two years].  Indeed, I hope that you have been pleased with my service as well.

I am writing to inform you that I will be leaving [FIRM NAME, ex. ABC Co.] to [STATE PLANS, ex. pursue a new career in real estate].  In my absence, I wish to introduce [NAME, ex. Mr. Joseph Johnson], who will serve you in the same capacity as I have.

Allow me again to thank you for the opportunity to work together.  If, for any reason, you need to contact me, please do not hesitate to call me at my [new number / home number / etc.], XXX-XXXX.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Replacement Damaged Goods Letter

July 6, 2015, 8:48 am
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Sample Template Example of Apology Replacement Damaged Goods Letter in Word / Doc / Pdf Free Download


RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, REPLACEMENT SENT

[DATE, ex. Wednesday, June 11, 2015]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered in an unacceptable condition. I will immediately ship to you a replacement.  {STATE INCENTIVE, ex. Since I am embarrassed by this matter, I will discount the replacement order by 5%.  The difference will be credited to your account}

Call me at XXX-XXXX if I may be of any other assistance.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Business Apology Letter for Late Response

July 7, 2015, 12:58 am
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APOLOGY EMAIL FOR DELAY IN REPLY TO CUSTOMER / VENDOR / SUPPLIER

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

Please forgive my late response to your letter of [DATE, ex. May 20].  [STATE REASON(S), As you may know, we have recently moved into a new office and, as a result of the delays involved, my correspondences have fallen terribly behind.]  I am pleased, nonetheless, to respond.

[BODY OF LETTER]

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Address Change Letter to Customers

July 8, 2015, 7:45 am
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ANNOUNCEMENT TO CUSTOMERS, VENDORS, SUPPLIERS FOR CHANGE OF COMPANY’S ADDRESS

[DATE, ex. Wednesday, June 11, 2015]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you may know, [FIRM, ex. ABC Co.] has moved to better serve you.  Our new address is:

[STATE NEW ADDRESS, ex.
4321 Second Street
Suite 765
Anycity, Anystate, 85465]

Please be so kind as to forward all correspondence to this address.  It will be a pleasure to serve you from our new premises.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Business Proposal Rejection Letter

July 9, 2015, 11:07 am
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Business Offer Decline Formal Email / Official Letter With Explanation

UNABLE TO DO BUSINESS AT THIS MOMENT, POSSIBILITY OF BUSINESS IN THE FUTURE

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I was pleased to receive and examine your proposal of [DATE, ex. June 10].  Thank you for your interest in [NATURE OF PROPOSAL, ex. providing advertising services to our firm].  We find your [products / services] to be of high caliber.

Although we are unable to accept your proposal at this time, we do foresee a possibility of doing business in the future. [STATE REASON(S), ex. As a relatively small and new firm in the computer hardware business, it is not cost effective for us to contract the services of an advertising agency at this moment.  Simply stated, we currently cannot bear the costs involved.  As we grow however, we may indeed require the services you offer.]


{IF YOU WISH THEM TO CONTACT YOU IN THE FUTURE, MENTION SO, ex. I will be interested in speaking with you in about a year’s time.}  I do appreciate your time and effort and wish you the best in the future.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Company Name Change Advertisement Format

July 10, 2015, 10:27 am
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ANNOUNCEMENT TO CUSTOMERS, VENDORS, SUPPLIERS & SHAREHOLDER FOR CHANGE OF BUSINESS NAME (NEWS PAPER ADVERTISEMENT)

[OLD FIRM NAME, ex. ABC Co.] has Changed its Name to
[NEW FIRM NAME, ex. XYZ Inc.]

Expect the Same Quality and Service
At the Same Address:

[ADDRESS, ex.
4321 Second Street
Suite 532
Anycity, Anystate, 85432]
XXX-XXXX



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Company Name Change Letter Format To Customers

July 11, 2015, 9:57 am
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ANNOUNCEMENT TO CUSTOMERS: CHANGE OF BUSINESS NAME

[DATE, ex. Wednesday, June 11, 2016]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you may know, [OLD FIRM NAME, ex. ABC Co.] has changed its name to [NEW FIRM NAME, ex. CBA Co].  Please note, however, that our address has not changed:

[ADDRESS, ex.
4321 Second Street
Suite 532
Anycity, Anystate, 85432]
XXX-XXXX

As always, we will continue to serve you with the same devotion and quality which you have come to expect from us.  It will be a pleasure to do business with you in the future.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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