GUIDELINES
- In the case of error that affects many people or a customer complains about a mistake then it's better to give an explanation. In this letter, you need to explain why the error occurred. Apologize for it, if it's appropriate. Provide details but don't make it lengthy.
- Give an explanation of how the error occurred.
- Tell the reader how you will rectify the situation.
- You should apologize if it's important. Offer an indemnity of some sort if it's appropriate.
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],
Last week, I informed you that the new models of the Floyd motorbikes will be available this week. However, due to some inevitable delays, the new motorbikes will be unavailable for two weeks more. I will endorse your initial payment to our accounting office for safe keeping until such time when you will confirm that you are still willing to wait for the new motorbikes.
I understand you also placed an order for a scooter. We have already reserved one for you with additional accessories. We have also agreed to give you a discount as our way of making it up to you for the delays. We guarantee that both bikes will give you top notch performance. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter example to explain delayed availability of motorbikes.
Further things to consider when writing error letters to business partners
Error Letters
Error letters are letters written to point out mistakes that someone has made and try to correct them. Some mistakes are more serious and bigger than others, and some even have financial repercussions. However, acknowledging and trying to fix them shows the recipient that he/she can trust you, even if the mistakes made suggested otherwise. It does not matter if it is a misprint in coupon discounts, a billing error, an error in newspaper listing, or an invoice error. Drafting an error letter will help make things right again and improve the chances of maintaining the relationship you had with the recipient.
Error letters are simply a means to acknowledge that an error was made. Therefore, they should be written as soon as possible after the incident. Start the letter by clearly pointing out the error. Give details on how you plan to rectify the error. Maintain a considerate and respectful tone because you probably have caused some inconvenience. Explain how the error occurred and apologize if necessary. If the error was made by the recipient, point out the error and request him/her to correct it. Close the letter with a positive note that helps to build confidence.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.
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