GUIDELINES
- Finish the letter, do not abandon it half finished, In refusing a client's request, always use the chance to introduce the client another alternate or substitute item.
- Express gratitude to the reader for placing the order or provide a compliment. Before introducing another product, provide a positive statement that describes both the items, original and substitute.
- If possible, provide an explanation on why you cannot attend the request or order. Write it using the passive voice, if needed, so there is no one to be blamed. Shortly point out that the item he or she ordered is not available.
- Introduce the substitute item pleasantly, show the similarity of features it has to the original item ordered such as lower prices, the speed of delivery and others.
- Provide the reader a more simple way on how to order the substitute item.
- End the letter positively.
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],
Thank you for your interest in the All-Star SuperPro Wind Generator - Mark 2. Generating electricity from the wind has evolved and improved in leaps and bounds over recent years making it one of the most sustainable sources of renewable energy available today. Unfortunately, the Mark 2 is restricted from purchase for domestic use. We do, however, stock and sell the All Star Super Wind Generator, which is an efficient and effective source of energy for off-the-grid living.
The All Star Super Wind Generator is manufactured from recycled plastics injected with UV stabilizers and protectors to ensure strength and durability. For domestic purposes, the Super Wind Generator has been proven to exceed the energy needs of a family of four easily. If you are interested in further information or ordering an All Star Super Wind Generator, please telephone 598-6698.
Thank you for making All Star Eco-Supplies your store of choice for all this ecological and environmental.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Reject an order but offer alternative item - sample letter.
Further things to consider when writing rejection letters to business partners
Rejection Letters
Rejection letters are letters written to inform people that something they have made, written, etc., has been turned down. These letters can be used, for instance, to inform people that they have not been chosen for a job or school enrollment or that a book they have written has not been chosen for publishing. Conveying rejection can be difficult because most people don't know how to say the words without hurting the recipient. Actually, in most cases, people don't write rejection letters at all. They just drop communication with the concerned person, (which is rude). Rejection letters are important because they help build trust and develop goodwill between the parties involved.
After rejection, the people affected will be frustrated no matter what. However, well-drafted rejection letters can soften the blow and encourage them to keep trying. An excellent rejection letter is brief, considerate, and to the point. Begin by thanking the recipient for trying. State your decision politely and assertively, giving reasons for it. If you are rejecting a job application, for instance, give a genuine reason for it and encourage the recipient to apply for other positions. End on a positive note and wish the recipient success.
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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