- If you need a few changes in the present contract, write the letter in detail. Discuss the specific changes you want to make in the contract to avoid misunderstandings. Your tone should be confident, persuasive and courteous.
- Before jumping on to the details, remind the reader that you have sufficiently held on to the current contract until now.
- Clearly explain the problem that forces you to request some changes in the contract. Make your situation clear to the reader.
- Tell the reader about the clauses that are not suitable for you in the light of your current situation. After making a comparison, request an alteration in the contract.
- Finally, tell the reader that you want a mutually beneficial arrangement. Thank the reader for reviewing your the request.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
When we talked last week on the phone, it was agreed that I would make the installation of your new air-conditioning unit on the 13th of June. And like I had promised, I placed the order for the unit of your choice on the same day that we spoke. Unfortunately, I just heard back from the suppliers today who informed me that the specified unit is currently out of stock. The next delivery is scheduled to arrive on June 15.
With this, we have two options ? either we move the installation to sometime soon after the 15th, or we can continue the installation on the date that we previously set by using another air-conditioning unit. I have attached a list of other air-conditioning units that are similar to the one you wanted for your review.
I will give you a call tomorrow to confirm what course of action you would like to take
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request a change in a contract or agreement. Sample letter.
Further things to consider when writing request letters to customers
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
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.