GUIDELINES
- This letter is short yet very essential. It informs your client about the mistake and propose other ways on how he or she can make it right. Keep in mind that the customer made an honest mistake, thus, you must compose the letter as if it was the case.
- inform the client and point out the payment mistaken he or she made. Tell her or him the exact amount that he or she still needs to pay.
- Propose other ways on how he or she can check the mistake.
- Recommend other services.
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 enjoyed catering your event last Saturday. This morning, we received a check from your company for the amount of $1,500. While this is certainly the price for the basic services that was initially agreed upon, our team had to prepare 200 additional plates on the site because of an unexpected increase in the number of guests that you had. For this reason, as was discussed that evening between you and our manager, there is an excess charge of $300. Please correct this by sending us a check for the excess amount before May 3.
If you would like to discuss this concern with us further, you can give us a call at 333-3333 or visit us at our downtown office. Thank you very much.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of letter informing customer of excess charges.
Further things to consider when writing inform letters to customers
Inform Letters
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
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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