- You should write a letter to your client to inform him/her that you have sent the order. This will create a positive impression and promote goodwill. It not only satisfies the client but also heightens his/her anticipation of the delivery. It is a warm touch on your side that will win the hearts of your customers.
- Offer compliments for the customer's order. Inform him/her whether you are sending the order along with this letter or separately.
- If you have omitted a few things in order, mention it.
- Write about the payment method, if you haven't arranged it.
- End by expressing pleasure in dealing with the client and offer to do business in the future. Also, offer to rectify any possible errors.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We are sending you your order of 30 pounds of Miller's Prime Chicken Cuts. To ensure the freshness of our chicken products, they are shipped via refrigerated air freight. Enclosed is your invoice that includes the shipping cost. We guarantee that our chicken meat is shipped fresh, as such, if there are any problems with your order, kindly inform us about it. We are more than willing to give you a refund. We are happy to be of service to you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notify a customer that you have shipped an order. Sample letter.
Further things to consider when writing notify letters to customers
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 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.