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Complaint Letter Format For Poor Quality Material

July 12, 2015, 8:40 am
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Sample Template Example of Complaint Letter Format For Poor Quality Material in Word / Doc / Pdf Free Download


EMAIL TO SUPPLIER / VENDOR FOR REPLACEMENT OF BROKEN PRODUCTS

[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],

Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].

[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.]  I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]

You are a reasonable person.  Surely you can understand that this is not acceptable to us.  Since I know of your good reputation for customer satisfaction, however, I’m certain that you will process my request to return [PRODUCT(S), ex. the A45 compressor] at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex.  I have shipped the compressor and documentation to you via express mail; you should receive it by Thursday.]  [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]

As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.

Sincerely,



[YOUR NAME, ex. Jill Jones]


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Material Replacement Letter Format

July 13, 2015, 9:56 am
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RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, RETURN FEE APPLIED

[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]) and I will immediately process your return in the amount of $[AMOUNT].  This figure includes a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product, and to maintain our competitive prices.

Ordinarily, we issue a credit to be used against your next invoice, but I know you would prefer a check.  Your satisfaction is our business.  Enclosed, please find a check in the amount of your return.

{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 a far lower temperature.  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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Material Replacement Letter Sample

July 14, 2015, 9:26 am
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RETURN PRODUCT ACKNOWLEDGEMENT: CHECK ENCLOSED, 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]) and I will immediately process your return.

Ordinarily, we issue a credit to be used against your next invoice and, levy a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product.  Since your satisfaction is our business, I have waived the restocking fee and enclosed a check for the full amount of your return.

{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 a far lower temperature.  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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New Employee Introduction Letter to Customers

July 15, 2015, 10:35 am
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ANNOUNCEMENT TO CUSTOMERS: NEW SALESPERSON

[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 is my pleasure to inform you of a new addition to our sales staff.  [“TOUT” NEW EMPLOYEE, ex. William Holmes brings with him five years of experience in the computer industry; he has extensive knowledge in small-business intranet systems and I am certain you will be pleased with him.]  [STATE HOW CUSTOMER WILL INTERACT WITH NEW EMPLOYEE, ex.  William will be pleased to service your account and serve you to the best of his abilities.]

William can be reached directly at XXX-XXXX.  [He/She] is looking forward to hearing from you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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New Office Opening Announcement Press Release

July 16, 2015, 11:36 am
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Sample Template Example of New Office Opening Announcement Press Release in Word / Doc / Pdf Free Download


ANNOUNCEMENT OF OPENING OF PROFESSIONAL OFFICE

ANNOUNCING THE OPENING OF THE NEW [TYPE OF PROFESSIONAL OFFICE, ex. DENTAL OFFICE] of

[NAME OF PROFESSIONAL OR PARTNERSHIP, ex. Dr. John Smith, B.Sc., D.D.S.

Accepting New Patients

in Family and Aesthetic Dentistry

[OFFICE ADDRESS, TELEPHONE AND FAX, ex. 1234 First Street
Suite 567
Anycity, Anystate  85245

Tel:       [TELEPHONE NO.]
Fax       [FAX NO.]



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New Product Announcement Letter Format

July 17, 2015, 5:34 am
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EMAIL TO CUSTOMERS / CLIENTS FOR LOUNCH OF A NEW PRODUCT / SERVICE / 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],

I am writing this letter to inform you of a new product which I believe will interest you.

We have just introduced a new [TYPE OF PRODUCT, ex. compressor], the [MODEL, ex. Excellor II].  [TOUT NEW PRODUCT AND MENTION HOW IT MAY APPEAL TO THE CUSTOMER, ex. As your new manufacturing premises has begun to operate at higher capacity, this new model is well suited to your facilities.  With a flow capacity 175 % of the Excellor I model, switching to the Excellor II will enable you to increase volume by roughly 25%.]

[STATE HOW CUSTOMER CAN LEARN MORE ABOUT THE PRODUCT, ex. I have taken the liberty of enclosing [STATE ENCLOSURES, ex. pictures and price lists for the Excellor II and I will be pleased to visit your premises to give you a demonstration.]  Call me at XXX-XXXX if I may be of any service to you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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New Subsidiary Announcement Letter To Customer

July 18, 2015, 7:49 am
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PRESS RELEASE / INTRODUCTION EMAIL FOR STARTING A NEW SUBSIDIARY COMPANY

[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 confident that you are pleased with the service [PARENT FIRM NAME, ex. MagnaCompressors Inc] has had the pleasure to provide you.  We hope that [STATE PARENT’S PRODUCT/SERVICE AND HOW IT HAS BENEFITED RECIPIENT, ex. our compressors have helped reduce manufacturing costs at your site, earning you higher profits as a result.]

Allow me to introduce [NEW SUBSIDIARY NAME, ex. MagnaMaintenance Inc.], a new subsidiary of [PARENT FIRM NAME, ex. MagnaCompressors Inc.], which specializes in [NATURE OF BUSINESS, ex. servicing our compressors to maximize their efficiency.]

[MENTION PRODUCT/SERVICE WHICH WILL BEST BENEFIT THE RECIPIENT, ex. I believe you will be especially interested in MagnaMaintenance’s elite maintenance program, which guarantees repair of all malfunctioning compressor parts within two business days.  This will enable you to resume production and increase efficiency in relatively no time.  Our technicians will immediately diagnose and repair your problems on-site upon notification.]

[MENTION HOW RECIPIENT CAN CONTACT NEW SUBSIDIARY, ex. MagnaCompressors is located at 1223 First Avenue, between Seventh Street and John Boulevard.  You can contact me at XXX-XXXX and I will be pleased to handle any of your requests.]

We look forward to serving you at MagnaCompressors Inc.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Policy Change Letter to Customers

July 19, 2015, 5:03 am
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ANNOUNCEMENT TO CUSTOMERS FOR CHANGE IN COMPANY’S BUSINESS / MARKETING / COMMERCIAL POLICY

[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 policy.  [MENTION RATIONAL BEHIND CHANGE AND HOW IT MAY, IF AT ALL, BENEFIT CUSTOMER, ex. To continue to offer you reasonable and competitive prices, we have amended our terms of sale to stipulate that we are not responsible for goods damaged while in shipment.  Fortunately, this will enable you to select any freight company who will best serve your interests.]

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

Sincerely,


[YOUR NAME, ex. Jill Jones]




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Price Decrease Letter To Customers

July 20, 2015, 9:37 am
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ANNOUNCEMENT TO CUSTOMERS FOR PRODUCT RATE REDUCTION

[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 is my pleasure to inform you of a price decrease.

Effective [DATE, ex. immediately], [STATE PRICE REDUCTION, ex. supplier economies have enabled us to reduce the price of the Excellor II model by 15%, to $24,000.]  Of course, you can expect the same quality and service you have come to expect from us.  We look forward to continued business together in the future.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Price Increase Letter Format

July 21, 2015, 8:09 am
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ANNOUNCEMENT TO CUSTOMERS FOR CHANGE IN PRODUCT / MATERIAL RATE

[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],

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

As you may know, [STATE REASON FOR PRICE INCREASE, ex. the dollar has fallen substantially against the yen and economists do not expect it to rise significantly in the near future.  Since our Magnaflux compressor uses several parts which are imported from Asia, we have suffered a significant increase in our costs.]

Our first aim is to please our customers.  Indeed, however, we will not be able to serve you if our business incurs losses.  Unfortunately, we are left with no rational alternative but to increase our prices.  We are confident, nonetheless, that you will find the quality of our [products/services] even in light of these new prices to be quite reasonable and competitive.

Enclosed, please find a copy of our new price list, which is effective [DATE, ex. immediately].

While we are not happy about this announcement, we are confident you will continue to be pleased with our superior [products/services].  We look forward to continued business together.

Sincerely,



[YOUR NAME, ex. Jill Jones]


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Product Replacement Letter Format

July 22, 2015, 8:13 am
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RETURN PRODUCT ACKNOWLEDGEMENT: CREDIT ISSUED, RETURN FEE APPLIED

[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],

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.  This figure includes a [X]% [restocking / return etc.] fee to cover the costs we incur to restock and repackage the product, and to maintain our competitive prices.

{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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Replacement Letter For Product

July 23, 2015, 7:14 am
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RETURN PRODUCT ACKNOWLEDGEMENT: EXCHANGE ISSUED

[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 happy to exchange your [OLD PRODUCT, ex. Magnaflux compressor, model 452B] (invoice #[INVOICE NUMBER]) with [NEW PRODUCT, ex. model 542X].  [STATE HOW DIFFERENCE IN PRICE WILL BE HANDLED, ex. Since the 542X is priced $987.62 less than the 452B, I have credited your account in that amount.]

Since your satisfaction is our goal, do not hesitate to call me at XXX-XXXX if I can be of any further assisstance.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Sample Job Leaving Letter to Clients

July 24, 2015, 7:47 am
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ANNOUNCEMENT TO CUSTOMERS: YOU WILL BE LEAVING FIRM TO JOIN COMPETITOR COMPANY

[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]. I am confident that you have been pleased with my service as well.

I am writing to inform you that I will be leaving [OLD FIRM NAME, ex. ABC Co.] to join [NEW FIRM NAME, ex. AllCo Limited].  I have made this decision [STATE REASON AS IT RELATES TO THE CUSTOMER, ex. due to my displeasure with the support staff at ABC, which I feel prevented me from providing you with the quality service of which I am capable].

I invite you, then, to allow me the pleasure of serving you again at [NEW FIRM NAME, ex. AllCo Limited].  I can promise you that you will be doubly pleased with my efforts here.  You can reach me at my new number, XXX-XXXX.

Allow me again to thank you for the opportunity to work together and the for prospect of doing business with you in the future.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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New Branch Opening Announcement Letter

July 26, 2015, 7:57 am
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INVITATION LETTER TO CUSTOMERS FOR OPENING OF A NEW STORE / OFFICE

[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],

We are delighted to announce that [FIRM NAME, ex. ABC Co.] has expanded to open a new [branch / office] in [CITY, ex. Boston].  [MENTION EITHER FULL ADDRESS OR GIVE DIRECTIONS TO NEW BRANCH/OFFICE, ex.  The new premises will be located on 26543 Second Street, just north of Leslie Avenue.]

It will be our pleasure to serve you at our new location with the same quality and service you have come to expect of us.  We hope to see you soon.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Product Replacement Letter to Customer

July 28, 2015, 10:46 am
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RETURN PRODUCT ACKNOWLEDGEMENT: DAMAGED GOODS, CREDIT ISSUED

[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 understand that your [PRODUCT, ex. Magnaflux compressor] (invoice #[INVOICE NUMBER]) was delivered in an unacceptable condition.  I will immediately issue a credit to you in the amount of $[AMOUNT], to be applied against your next bill.

I am ready to ship to you a replacement immediately and at your request.  {STATE INCENTIVE, ex. Since I am embarrassed by this matter, I will discount the replacement order by 5%}  You can reach me at XXX-XXXX.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Letter for Wrong Statement

July 30, 2015, 11:36 am
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APOLOGY EMAIL TO CUSTOMET FOR ERROR ON ACCOUNT STATEMENT

[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 request that you discard our statement of [DATE, June 1, 1998] as we have made a mistake.  [STATE NATURE OF ERROR, ex. Namely, that statement fails to reflect your payment of $12,232.23 on May 15].

Enclosed, please find a corrected statement, showing a new balance of $[AMOUNT].  Please accept my apologies for the error and any inconveniences it may have caused.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Letter Format Sample

July 31, 2015, 7:36 am
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APOLOGY EMAIL TO CUSTOMER FOR ERROR IN STATEMENT: RESPONSE TO LETTER FROM CUSTOMER COMPLAIN

[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 letter of [DATE, ex. June 10]; you are absolutely correct and we owe you an explanation for our error.

[GIVE EXPLANATION, ex. Indeed, your payment was received in a timely manner.  However, our data entry personnel made an error when keying the date of receipt.]  [STATE WHAT WILL HAPPEN TO ACCOUNT AND STATE NEW BALANCE, ex. Your account has been credited $52.20, leaving a balance of $1,023.43 due.]

Please accept my apologies.  We will take every effort to ensure that such error does not recur.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Apology Letter To Customer for Wrong Billing

August 1, 2015, 6:27 am
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APOLOGY EMAIL TO CLIENT FOR ERROR IN INVOICING & RAISING NEW INVOICE CHARGED TOO LITTLE

[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.

You can understand, then, my embarrassment when I uncovered an error on our invoice #[ INVOICE NUMBER]. [STATE ERROR, ex. Although we shipped to you five Magnaflux compressors, per your order, we incorrectly billed you for four compressors.]  Please check your records and notify me if I am mistaken.

I will nullify that invoice ( #[INVOICE NUMBER, ex. #A423F] ) and issue you a new 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 issues you wish me to address.

Sincerely,



[YOUR NAME, ex. Jill Jones]


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Cheque Bounce Legal Action Letter

August 3, 2015, 6:50 am
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Legal Action Intimation Letter to Customer After Cheque Return For Two Times due to Insufficient Fund in Bank Account

[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],

Reluctantly, I am writing to you regarding an unfortunate situation--after two unsuccessful attempts to deposit your checks, we have not heard from you.  Since I understand that your good credit rating is important to you, I am hesitant to take any actions which may blemish it.


However, I will be left with no choice but to forward your account to a credit agency or commence legal actions if I do not hear from you within the next three business days.  I am sure that this matter can be easily redressed in a mutually-agreeable manner if you get in touch with me at XXX-XXXX.

I am looking forward to talking to you so that we may avoid further embarrassments and frustrations.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Congratulations Letter For New Baby Born

August 4, 2015, 7:07 am
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Sample Template Example of Congratulations Letter For New Baby Born in Word / Doc / Pdf Free Download


Congratulations Message To friend, Family, Colleague etc for birth of Boy / Girl child

CONGRATULATIONS ON NEW CHILD

[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 just recently heard of the good news. Congratulations on your newly-born [son / daughter]!  I’m certain the new addition to your family will bring you much happiness and enjoyment, not to mention several sleepless nights.

Please give my best to your family; I look forward to meeting [NAME, ex. Corey] in the near future.

Best regards,


[YOUR NAME, ex. Jill Jones]



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