GUIDELINES

  1. Writing a brief acknowledgment letter of an order or subscription strengthens the relationship with your customer. This letter will assure the client that you have received the order and it's reaching him/her. It also gives you an opportunity to communicate more information, such as how will you deliver, when will the mailing arrive, and mention other products or services that you offer.
  2. State what order you received from the reader and explain its status. You may add other information, such as the method of payment, shipment schedule, etc.
  3. Thank the reader for choosing you to fill the order.
  4. Make the customer feel good about buying from you. If it seems appropriate, also promote other products or services.

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],

This letter is to inform you that your new TMG 1289 phone has been shipped, and you should receive it within the next 2-3 shipping days.

The TMG1289 is amazing. There are 20 individual lines, a truly crisp, clear speakerphone, a caller identity screen, and 40 memory settings to keep all your most important numbers stored.

We are so sure you'll love your new phone that we are offering you a 30-day money back guarantee, no questions asked. If you don't like the phone, only send with the enclosed return invoice along with the product.

We are extremely pleased you chose this fantastic product, and we look forward to providing you with excellent service in the future.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Letter informing a client about the shipment of a new phone.

Further things to consider when writing acknowledgment letters to clients

Acknowledgment Letters

Acknowledgment letters are letters written to confirm that one has received a formal document or a letter itself. These letters serve as the receipt and should be sent as soon as the document has been received. In business, such letters play an important role as they indicate that you value the opinion of the sender, which can help in building good will and trust. Some of the instances when acknowledgment letters should be written include responding to a request for a donation, confirming a receipt of orders, or acknowledging a receipt of a package. They may also be written to confirm an appointment, respond to an inquiry about a service, or provide information to clients about their accounts.

Acknowledgment letters should be written in a polite and truthful tone. Make the letters simple and short and avoid adding irrelevant details. Appreciate the reader's request and mention how your company handles such requests. Express your gratitude towards the reader for taking an interest in your company. Be professional and maintain transparency with the reader. For complaints, state what you are going to do about the issue and how long it will take for the issue to be resolved.

Letters to Clients

Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.

Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.

These articles may interest you