- If you cannot ship an order on time, you should always inform your customers as soon as you can. Unless you cannot send the orders, you should always give your customers the option to wait or receive a refund.
- Tell the reader that you are sorry because you are not able to ship the order.
- Mention all the options you can provide to your customer.
- End by appreciating the customer's patience or express good wishes for the reader.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for ordering the Miller 1000 Portable Heating System. We are sorry to inform you, however, that the sale you involved in was a closeout sale, and as such, we ran out of the said product. If you are willing to wait, the Miller 1100 Portable Heating System will be introduced to the market at a reasonable price. If you are not willing to hold on, we'll send you back your check. Kindly call us on our Hotline at 456-3476 to inform us of your preference. You still have the same order number: #4534-45. We will be waiting for your call. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notify letter of unavailability of heating system ordered.
Further things to consider when writing notify letters to business partners
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.