GUIDELINES
- This letter conveys your repentance for the error that has occurred. It states the corrective measures taken to rectify and prevent such errors in future. The main aim of the letter is to gain the confidence of the customer.
- Mention the steps you have taken to rectify the error.
- Apologize for the error that has occurred. But do not get offended.
- State the measures the customer should know about your efforts to rectify the error.
- Express appreciation towards the customer for bearing with the situation. End on a positive note
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We greatly appreciate your email last March 2, informing us of the mistake we made on your account. Upon checking, you did a book for three nights only instead of 6. We will be reimbursing you through a manager's check, the amount erroneously charged for the three extra nights. We will give you the check upon arrival at our hotel, and as our way of compensating for your inconvenience and showing our appreciation for your effort, we will also give you a dinner certificate for two at any of our famous restaurants. Thank you, and we are glad to be of service.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Correct wrong payment charged on hotel booking letter sample.
Further things to consider when writing miscellaneous letters to customers
Miscellaneous Letters
Miscellaneous are letters that are sent in series to cover different situations related to business. Miscellaneous means "various types," and therefore, these are usually a group of letters. In most cases, miscellaneous are used to announce unpleasant news such as terminating or rejecting a business relationship, reminding people of unpaid balances, etc. The letters can also be regarding donations, job search, credit management, or even retaining professional advisors. The best example of miscellaneous is the collection letters.
When writing miscellaneous, you need to be careful not to hurt the relationship that exists between you and the recipient. Be polite even when you feel the recipient is delinquent. Be clear about all the facts and figures. If you are writing to ask for payment, for example, know the exact amount the recipient is supposed to pay. Do not overlook minor details such as making sure the recipient's name is written correctly or the date of the last payment. If you realize that the recipient has not responded to any of your previous letters, write the next letter in a more demanding way that compels him/her to respond. Always close these letters with a call to action.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.
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