- 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.
- 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.
- Thank the reader for choosing you to fill the order.
- Make the customer feel good about buying from you. If it seems appropriate, also promote other products or services.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
The 500 copies of Summer Frolick, a Children's Anthology of Stories About Summer will, unfortunately, be delayed. Through no fault of my own, there has been a glitch with the printer. They currently only have 200 copies produced and are working to correct some machine malfunction in their print shop.
I apologize for this delay and any difficulty it may cause you. Would I like to smooth things over by shipping the existing 200 now and offering you a 10% discount on the additional 300?
We have never encountered this problem before, and I hope you will continue to use us for future purchases.
Check our website often for future children's book releases. We have some great things coming out next month, and we'd love to have your business!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter apologizing for a delay in the shipment of books.
Further things to consider when writing acknowledgment letters to customers
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 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.