Thank You for Customer Suggestion Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for taking the time to send us your suggestion <nature of suggestion>.  We really appreciate it when our customers take an interest in helping us improve our business.

As with all new ideas, we must first review its feasibility with respect to our business goals and long-term plans. Whether we implement your suggestion in the near term or save it to be reviewed again at a later date, we want to encourage you to keep making suggestions.  It's one of the best ways we have of learning how we can better serve you.  We look forward to hearing from you again in the future.

<Closing Goes Here>

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Thank You for Customer Referral Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Thank you for referring <me/us/company name> to <company or person's name>.  They are looking for <type of service or product> and you gave them our name as someone who might be able to help them.

We have already <type of contact> and it looks as if we might be able to do business together.  I can't think of a better way to get business than through referrals.  Your endorsement of our company made all the difference in the world in establishing our credibility from the very beginning.

Loyal customers like you make doing business a pleasure. Thanks again.

<Closing Goes Here>

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Thank You for Customer Compliment Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I want to thank you for the kind words you said about <company or employee name>.  Your thoughts are important to us, but we're especially pleased when the feedback is positive.  I'll be sure to share it with <people affected>.

We try hard to provide the best possible <service/products> to our customers and their satisfaction is our reward.  The more satisfied customers we have, the more our business will thrive.

We really appreciate you taking the time to let us know we're doing something right.  We look forward to serving you in the future.

<Closing Goes Here>

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Thank You For Attending Event Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I just wanted to drop you a note to thank you for attending <event>.  <Event Recap and Benefits.>

I know your time is precious and I'm grateful you could share some of it with us.  We look forward to speaking with you soon.

<Closing Goes Here>

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Congratulations on Special Recongnition or Award Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I just <heard/read> about <type of award or recognition>.  Congratulations!  People don't earn recognition without a lot of hard work.

<Optional sentence tying accomplishment to your business.>

It is gratifying to see good people recognized these days.  All the best, and don't hesitate to call if you need anything.

<Closing Goes Here>

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Congratulations on New Office Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Congratulations on your new <describe the new office space>.  <Compliment new office.>

<Refer to success.>  We wish you continued success at your new location.

<Closing Goes Here>

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Congratulations on Media Coverage Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I just <what you saw or heard>.  It was an excellent piece and I'm sure it will generate a lot of interest.

<What you noticed or liked.>

It is gratifying to see <a company/someone> get positive press coverage these days.  Congratulations.

<Closing Goes Here>

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Congratulating Customer on Promotion Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Congratulations on your promotion to <customer's new title>.  It's always gratifying to see hard work and talent rewarded.  I'm sure you will be as successful in your new position as you have been in the past.

Best of luck with your new responsibilities and if we can be of any service, please don't hesitate to call us at <telephone number>.

<Closing Goes Here>

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Congratulating Customer on New Job Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Congratulations on your new position at <name of customer's company>.  They have always hired great people.  I'm sure you will be as successful in your new position as you have been in the past.

New jobs are always a challenge and if there is any way I can help, please don't hesitate to call.  Best of luck with your new responsibilities.

<Closing Goes Here>

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Response to Customer Threatening Further Action Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I was sorry to hear <nature of problem>  <Elaboration of known facts.>

<Description of your position.>

<Optional meeting proposal.>

<Your credentials and conclusion.>

Thank you for you cooperation in this matter.

<Closing Goes Here>

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Customer Misunderstanding Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I was sorry to hear <nature of problem>.  I'd like to clarify.  <Clarification of your position.>

<Optional offer of alternative.>

I apologize for any inconvenience this misunderstanding may have caused.  Thank you for understanding.  We look forward to serving you in the future.

<Closing Goes Here>

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Complaint Received--Need Additional Information Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

This letter is to inform you that we have received your <inquiry/complaint> concerning <nature of complaint>.  Before we can resolve this matter we need <what is needed>.

As soon as we receive this information, we will investigate the matter and respond to you no later than <time frame>.
<Contingency actions.>

Thank you for your cooperation and patience while we resolve this matter.

<Closing Goes Here>

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Company not Responsible for Problem Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We were sorry to hear about <nature of problem>, however, the problem was not caused at our end.  We believe the responsibility for <nature of problem> lies with <who is responsible>.  <Optional additional details.>

I know problems can be frustrating and I will be happy to help you if I can.  <Specific help.>  We value your business and look forward to working with you in the future.

<Closing Goes Here>

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Acknowledgment of Complaint Receipt Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

This letter is to inform you that we have received your <inquiry/complaint> about <nature of complaint>.  We are currently investigating the circumstances surrounding your problem and will have a response for you as soon as we get all the facts.  In any case, you will hear from us again, no later than <date>.

<Contingency actions.>

Thank you for your patience while we clear up this matter.

<Closing Goes Here>

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Notice of Location Change or New Location Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Right now -- before you forget -- change your address book, Rolodex and computer address file!  Because <reason for move>, we <are moving to/have moved to/are opening a new office at>:
TEST
<Address>
<Phone Number>

TEST is still committed to offering <company strong point>.  Please stop by our new location.  We look forward to seeing you!

<Closing Goes Here>

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Announcement of Price Increase Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

Unfortunately, nothing stays the same forever, and effective <date of price increase> we must raise the price on <products or services affected>.

The new prices will be:
- <list of products/services, quantities and new prices>

We regret that we have to pass on this increase, but it will allow us to continue to provide high value <products/services> to our customers.  This means that we will continue to offer high quality with competitive prices.

We appreciate your business and look forward to serving you in the future.

<Closing Goes Here>

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Announcement of Price Decrease Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We're pleased to announce that effective <date of price decrease> we are lowering the price on <types of products or services>.  <Reason for decrease.>

The new prices will be:
- <list of products/services, quantities and new prices>

We hope this price decrease further illustrates our commitment to providing our customers with outstanding value and high quality <products/services> with competitive prices.

We appreciate your business and look forward to serving you in the future.

<Closing Goes Here>

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Announcing Change in Business Practices Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We want to inform you of an important change in our business.  Beginning <date change will take effect>, <description of change>.

<Thank you and encouragement.>

<Closing Goes Here>

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Apology to Customer for Shipping Problem Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'm sorry <explanation of problem>.  <Optional cause of problem>.

<Corrective action being taken>.

I apologize for any inconvenience this may have caused. We look forward to meeting your needs in a more timely fashion in the future. Thank you for your cooperation and patience.

<Closing Goes Here>

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Apology to Customer for Rude Employee Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I would like to apologize for the rude treatment you experienced from one of our employees on <date of incident>. The behavior of the person involved in no way reflects the standards to which we hold our employees. We <corrective action taken>.

I appreciate you bringing this matter to my attention and hope that you will give us a chance to make it up to you. <incentive>  Thank you for your understanding.  We look forward to serving you in the future.

<Closing Goes Here>

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Apology to Customer for Missing Item Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I want to apologize for the missing <missing items> in your <name of product>.  I am sending you the <missing items> and hope that you will forgive our oversight.

We appreciate your understanding and hope you enjoy your <name of product>.

<Closing Goes Here>

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Apology to Customer for Billing Error Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We would like to apologize for an error <when and where>.  <Optional additional details.>

<Corrective action taken.>.

I hope this will resolve the problem to your satisfaction.  If you have additional questions, please feel free to contact <contact name> at <telephone number>.  Thank you for your cooperation and patience while we resolve this matter.

<Closing Goes Here>

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Apology for Providing Incorrect Information Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'd like to apologize for giving you <incorrect/incomplete> information.  <Description of the problem.>. <Solution.>.

I'm sorry for any inconvenience this may have caused.  I appreciate your understanding.  Please call me if you have any questions.  I can be reached <contact information>.

<Closing Goes Here>

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Apology for Not Returning Phone Call Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I'm sorry that I've been unable to return your <call(s)> recently.  <Reason(s)>.

In the future, if you need to reach me right away, <how you can be reached more easily>.

Thank you for your understanding and patience.  I look forward to speaking with you soon.

<Closing Goes Here>

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Apology for Missed Appoiontment Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

I can't tell you how sorry I am for missing our appointment <scheduled appointment>. <Reason for missing the appointment.>

<How you plan to make it up.>  <Confirmation of next scheduled meeting.>

Thank you for your understanding and patience.  I look forward to seeing you soon.

<Closing Goes Here>

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Check Returned--Second Occurrence Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

As stated in our <date of first letter> letter, we re-deposited check number <state check number> for <$amount> after it had been returned for insufficient funds.  It was returned again due to lack of available funds.  I'm sure you want to remedy this situation as much as we do.  Accordingly, please send us a certified check, cashier's check or money order in the amount of <$amount> immediately.

If this presents a problem, please call <person to contact and phone number> to make arrangements to pay your bill. Thank you.

<Closing Goes Here>

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Check Returned--First Occurrence Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

This is to inform you that your check number <check number> for <$amount>, was returned to us by your bank marked "NSF" indicating insufficient funds.

Our policy is to automatically re-deposit the check because it is usually an oversight that is corrected by the time the check is reprocessed.  This letter is simply a notification to you of what has happened.

<Closing Goes Here>

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Check Returned--Collection Warning Essential Letter

Return Address Goes Here

Date

<Recipient Address Goes Here>

<Salutation (greeting) Goes Here>

We have not heard from you since our letter of <date of last letter> informing you that check number <check number> for <$amount> was returned by your bank a second time.  At that time we requested that you send us a certified check, cashier's check or money order or call us to make other arrangements.

If we do not receive payment within ten days of the date of this letter, we will be forced to turn this account over to a collection agency.  In order to avoid damage to your credit rating and associated difficulties please remit payment immediately.  If you have any questions, you may call <person to contact>.

<Closing Goes Here>

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Letter Apologizing for Underbilling Error on Invoice. New Invoice Issued Delux Letter

APOLOGY TO CUSTOMER FOR BILLING ERROR: CHARGED TOO LITTLE

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

[NAME, COMPANY AND ADDRESS, ex.

John Smith

XYZ Inc.

1234 First Street

Suite 567

Anycity, Any state  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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Letter Apologizing for Overbilling Error on Invoice. Results from Customer Complaint. New Invoice Issued Delux Letter

APOLOGY TO CUSTOMER FOR BILLING ERROR: CHARGED TOO MUCH, CUSTOMER COMPLAINED:

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

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  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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Letter Apologizing for Overbilling Error on Invoice. New Invoice Issued Delux Letter

APOLOGY TO CUSTOMER FOR BILLING ERROR: CHARGED TOO MUCH, CUSTOMER HAS NOT NOTICED:

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

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  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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Apology for Incorrect Shipment. Promise to Correct Immediately Delux Letter

APOLOGY FOR INCORRECT SHIPMENT

[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],

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 for Late Delivery of a Product Delux Letter

APOLOGY FOR LATE DELIVERY:

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

[NAME, COMPANY AND ADDRESS, ex.

John Smith

X.Y.Z Inc.

1234 First Street

Suite 567

Any city, Any state  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]

Read more »