GUIDELINES
- A change in someone's order is not hard to process if you received it before the shipment date. It is an urgent matter, thus, the change in information should be made through phone or fax. It is necessary that you include sufficient detail for the reader to track it down.
- Explain why you suddenly need to change your order.
- Give them the details of your order, such as the date, for the reader to see it fast.
- Make the changes in payment too, if possible, see the cost of the new order.
- Tell them you are genuinely apologetic for the inconvenience that you have caused and that you appreciate their service.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Contrary to my expectations, there will be only fifteen people at the office party tomorrow instead of twenty. That is why I need to decrease the number of meals by five on the original order that I placed on Friday. I am sure I will not be charged for the extra five meals as I have notified you within 24 hours. I apologize for the inconvenience.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Change meal numbers ordered due to fewer guest sample letter.
Further things to consider when writing miscellaneous letters to guests
Miscellaneous Letters
Miscellaneous are letters that are sent in series to cover different situations related to business. Miscellaneous means "various types," and therefore, these are usually a group of letters. In most cases, miscellaneous are used to announce unpleasant news such as terminating or rejecting a business relationship, reminding people of unpaid balances, etc. The letters can also be regarding donations, job search, credit management, or even retaining professional advisors. The best example of miscellaneous is the collection letters.
When writing miscellaneous, you need to be careful not to hurt the relationship that exists between you and the recipient. Be polite even when you feel the recipient is delinquent. Be clear about all the facts and figures. If you are writing to ask for payment, for example, know the exact amount the recipient is supposed to pay. Do not overlook minor details such as making sure the recipient's name is written correctly or the date of the last payment. If you realize that the recipient has not responded to any of your previous letters, write the next letter in a more demanding way that compels him/her to respond. Always close these letters with a call to action.
Letters to Guests
Letters to guests are letters written to people who have been invited to visit somewhere or take part in a function. There are numerous instances when people write letters to their guests. For instance, a hotel manager may write an apology letter to a guest to apologize for a booking error or an appreciation letter to show gratitude to the guest for making reservations with the hotel. In other instances, event organizers may send invitation letters to guest speakers to formally invite them to an event and thank-you letters to all guests after attending the event. In all situations, these letters must be addressed properly and sent promptly.
Letters to guests can be formal or informal based on the situation. For appreciation and thank-you letters, the layout can be less formal and casual. However, if you are writing to invite a guest speaker to a function, then the letter must follow the formal letter rules. It must also contain all the information the guest needs to make a decision on whether to accept the invitation or not. Make the letter easy to read, clear, and respectful. Provide your contact details where appropriate. Close with the appropriate call to action.
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