GUIDELINES
- You should write a letter to your client to inform him/her that you have sent the order. This will create a positive impression and promote goodwill. It not only satisfies the client but also heightens his/her anticipation of the delivery. It is a warm touch on your side that will win the hearts of your customers.
- Offer compliments for the customer's order. Inform him/her whether you are sending the order along with this letter or separately.
- If you have omitted a few things in order, mention it.
- Write about the payment method, if you haven't arranged it.
- End by expressing pleasure in dealing with the client and offer to do business in the future. Also, offer to rectify any possible errors.
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],
Your order for three Zane's custom backpacks has been completed and will be shipped by tomorrow morning via first-class mail, as you requested. Your package will arrive within three business days. We appreciate it that you choose Zane's for all your outdoor needs.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notification letter about ordered backpacks being shipped.
Further things to consider when writing notify letters to business partners
Notify Letters
Notify letters are letters sent to inform others about something important. These can be to notify someone of a lawsuit that has been filed against him/her, to inform a home owner that you are planning to move out, or to let various entities know that you have legally changed your name. Notify letters can also be used by companies to inform employees about changes in the company policy or to inform customers about the company's new location. In some cases, these letters have been used by employees prior to their resignation to inform employers that they (employees) will be leaving the company.
When writing notify letters, you need to be clear and direct to the point to avoid confusion. Clearly state the purpose of your letter. Ensure that the tone of the letter matches the announcement. If you are notifying the recipient about a demise, for instance, use a sensitive and empathetic tone. Conclude the letter on a positive note. It is worth noting that some notify letters such as those notifying moving out of rented property or leaving a company should be sent several days in advance. Those about legal matters should bear the necessary signature.
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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