GUIDELINES
- It is not a regular practice to get confirmation of the delivered order. But the customer may have complained about previous orders like late or wrong delivery. In that case, a written confirmation of the received order would be good to have.
- Include the details discussed with the party while placing the order. You may add the details such as place, time, and price.
- Mention any specific measures taken to deliver this order other than previous agreement.
- State any promotion or offer by your company relevant to this order.
- Add few words to gain the good will of the customer. End with an expression of anticipation.
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 were delighted to learn that you placed a big order with us for 45 dishwashers. We would also like to confirm that we have received your instructions that 20 of them be delivered to the Bay City address you provided us while the remaining units are sent to your Ann Arbor office. The items are expected to arrive in two weeks, between January 15 and January 20. We will be sending you an email next week to confirm the particular date.
Because we highly value you as one of our Prestige Club members, we would like to invite you to a private sale we will be holding on February 1. We have some premier items that we will be awarding generous discounts to and we feel you may want to take advantage of this one-time opportunity. We look forward to seeing you then.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm a receipt of orders.
Further things to consider when writing confirmation letters to customers
Confirmation Letters
Confirmation letters are letters sent by individuals, businesses, or companies to summarize details such as verbal agreements between two parties, job interviews, or appointments. Broadly speaking, they are written to verify certain details upon request or recognize previous agreements. A confirmation letter can serve as a formal document to confirm the receipt of orders, schedule of an important appointment, or recruitment of new employees. It can also be used to confirm travel arrangements and reservations and in instances such as immigration to confirm marital status. Confirmation letters are mostly used by businesses to keep formal records and to avoid conflicts regarding transactions or agreements.
Confirmation letters are brief and contain only the necessary information. State what is being confirmed clearly and accurately. If you are verifying an employee's position in the company, for example, take note of his/her official title. Be cautious about times, dates, and places. Include all relevant details and anything else that needs to be confirmed. If necessary, restate the previously agreed terms and conditions to ensure that there are no conflicts or misunderstandings in the future. Close the letter with a positive remark and your signature. This letter should be printed on the company's letterhead.
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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