Sample letter to confirm a receipt of order through mail

GUIDELINES

  1. It is not a regular practice to get confirmation of the delivered order. But the customer may have complained about previous orders like late or wrong delivery. In that case, a written confirmation of the received order would be good to have.
  2. Include the details discussed with the party while placing the order. You may add the details such as place, time, and price.
  3. Mention any specific measures taken to deliver this order other than previous agreement.
  4. State any promotion or offer by your company relevant to this order.
  5. Add few words to gain the good will of the customer. End with an expression of anticipation.

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 received your order form in the mail today wherein you requested for 13 sets of the Infinite Dinnerware Collection, for the price of $150.00 per set. However, we would like to let you know that this price has changed to $155. Please let me know if this is of concern to you. You can get in touch with us at 333-3333. If we do not hear from you within the next two days, we will assume that the order still stands.

We expect to deliver your complete order within a span of two weeks and have everything completed by March 5. Should we run into any delays, we will give you a call to inform you beforehand.

You might be interested in a sale that we are having on selected items from our store. I have attached a brochure that will provide you more details. You can place an order by giving us a call at the same number mentioned above.

Thank you for your business.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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