GUIDELINES

  1. This is a formal letter confirming that you have dispatched the item(s) to the reader.
  2. Referring to the previous communication, mention what and when the item is mailed.
  3. Mention what the reader should do if the item(s) is not received by him or her. Also include what should be done if there is any problem with the item(s).
  4. State your next course of action.
  5. End with a kindly note.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I sent you a package to your home address, 8922 Loretta Lee, Hamilton Avenue, Pittsburg, PA 15208-2105 last Thursday, November 6. By my estimate, you should have gotten it by now. I am a little concerned because the package contains valuable photographs of last month's family reunion. I hope to hear back from you as soon as you get this message to let me know if you already have what I sent. If not, I need to contact the shipping company as soon as possible. If you can't reach me at home, call me at my office. The number is 333-3333. I am looking forward to getting a message from you soon.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -