GUIDELINES

  1. In this letter, you will clarify to the reader that you received incomplete or unclear information about the order. If you have not received enough payment to cover the order's cost, mention it as well.
  2. Tell the reader that you received the order but you can't fill it. Elaborate the reason for not doing so.
  3. Explain what action or information you need the reader to give you to fill out his/her order.
  4. In the end, assure the reader that you will send the order as soon as you receive the complete payment or information.

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],

We are just about to finalize the processing of your order but need you to send us the fully completed information sheet that was attached to the order form that we sent you. We need this document for our files. If you have misplaced your copy, please give our customer service center a call at 1-800-999-0000 so they can fax you a new sheet. Thank you for your business.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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