- Sometimes, customers receive wrong or damaged orders because of any misunderstanding or carelessness. That's why there should be written instructions for return along with the shipment. If there is no return information, call the company to get an MRA (Merchandise Return Authorization) number. Then you should write a follow-up letter to get an update on the arrangement. It also serves as a paper trail.
- Notify the reader that you received the shipment.
- State what's not right about the order.
- Explain what you want the company to do. Provide sufficient information about the order to make the identification easy.
- Request the reader to do something immediately to correct the mistake.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I just received the shipment of the seat covers that I ordered from Zane Auto Corporation. Sad to say, the covers are not made for my car seats. The sheets sent are for bucket seats even though, when I made my order, I asserted that my car seats are bench seats. It is obvious that your company does not make bench seat covers that fit my car. As such, I am returning the items you sent me for a refund, plus, of course, the shipping costs for the return. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter notifying that the wrong seat covers are returned.
Further things to consider when writing notify letters to clients
Notify letters are letters sent to inform others about something important. These can be to notify someone of a lawsuit that has been filed against him/her, to inform a home owner that you are planning to move out, or to let various entities know that you have legally changed your name. Notify letters can also be used by companies to inform employees about changes in the company policy or to inform customers about the company's new location. In some cases, these letters have been used by employees prior to their resignation to inform employers that they (employees) will be leaving the company.
When writing notify letters, you need to be clear and direct to the point to avoid confusion. Clearly state the purpose of your letter. Ensure that the tone of the letter matches the announcement. If you are notifying the recipient about a demise, for instance, use a sensitive and empathetic tone. Conclude the letter on a positive note. It is worth noting that some notify letters such as those notifying moving out of rented property or leaving a company should be sent several days in advance. Those about legal matters should bear the necessary signature.
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.