1. 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.
  2. Give an explanation of how the error occurred.
  3. Tell the reader how you will rectify the situation.
  4. You should apologize if it's important. Offer an indemnity of some sort if it's appropriate.


[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],

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.


[Senders Name]
[Senders Title] -Optional-

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