- 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],
The order you shipped us arrived on time. However, there are a few discrepancies between the items listed on the manifest and the actual items sent. We made an order for 12 Box Kites, but 10 Delta kites were sent; we ordered fifteen Mylar weather balloons, but not one was sent; and lastly, the invoice shows a dozen cards of AAA batteries but only six cards were sent.
The other items sent are correct except for those mentioned. Please send us the specific items ordered through overnight air freight. The missing items will be forwarded back to you through regular ground transportation. We appreciate your fast action on this matter.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notification letter of an incomplete order delivered.
Further things to consider when writing notify letters to customer service
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 Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.