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],

We are sorry to inform you that we cannot deliver the oak-wood kitchen cabinet you ordered from us. There is a significant demand for this item that is far more than we expected and our supply is depleted. The good news, however, is that our supplier informed us that it will deliver more of the same cabinet a month from now. Kindly tell us whether you wish to withdraw your order, or you want us to keep your check and then send you the table once it is available. We are sincerely sorry for this inconvenience.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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