GUIDELINES

  1. This is a formal letter confirming that you have dispatched the item(s) to the reader.
  2. Referring to the previous communication, mention what and when the item is mailed.
  3. Mention what the reader should do if the item(s) is not received by him or her. Also include what should be done if there is any problem with the item(s).
  4. State your next course of action.
  5. End with a kindly note.

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 have already shipped the parts you ordered through our hotline two days ago. If you would like to track the progress of the shipment, you can do so by logging into our website and clicking on the "Track Package" tab. Your confirmation number is 55739.

If you have any complaints or questions regarding the quality of the parts upon receiving the package, please give me a call immediately at 333-3333.

We are glad to do business with you and are looking forward to your next transaction with us.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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