- Write this letter together with the client's request; this is to remind him or her of the good qualities of the product and to advertise additional sales.
- Tell the customer that you are thankful for his or her request or order, also state that you are sending the product either with the letter or separately,
- Provide a summary of the contents in detail.
- Mention any exclusions in the shipment.
- Explain payment methods if the client hasn't paid yet.
- End of telling the client that you appreciate his request, and you look forward to future sales. Suggest to correct any mistake or unintentional exclusions in the order.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for ordering volumes 1 and 2 of Smart Baby Books. You will receive it three days from your order date. We apologize that volume 3 is currently unavailable. We will have it in stock next month, and you will receive it two days after we have it in our inventory. You can send your payment of $104 for the first two volumes by check or bank transfer to County Bank with account number 12345678. Your payment for the 3rd volume will be billed later. Once again, thank you for choosing our products.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to transmit a shipment of books purchased.
Further things to consider when writing transmittal letters to customers
Transmittal letters are letters written to accompany important documents such as financial reports, proposals, security certificates, or any other sensitive information. Such letters are usually sent by businesses, organizations, or individuals to provide information about the corresponding documents. Generally speaking, a transmittal letter explains the document, why it should receive the recipient's consideration, and what he/she should do with it. The recipient reads the transmittal letter to identify the context in which he/she should view the document. Sometimes, cover letters that accompany job applications and resumes are also called transmittal letters.
The main purpose of transmittal letters is to introduce other documents. Therefore, they need to be as neat and clear as possible. State the document name. Give a brief content description and the reason for sending. Include actions the recipient should take like notifying the sender of the document's receipt or forwarding it to another person. Include important deadlines and dates that the recipient should be made aware of. Highlight the major points or sections of the document. Be brief and do not let the letter exceed one page. End with your contact information, statement of thanks, and offers of assistance. Print the letter 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.