GUIDELINES

  1. 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.
  2. Tell the reader that you are sorry because you are not able to ship the order.
  3. Mention all the options you can provide to your customer.
  4. End by appreciating the customer's patience or express good wishes for the reader.

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],

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.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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