- A change in someone's order is not hard to process if you received it before the shipment date. It is an urgent matter, thus, the change in information should be made through phone or fax. It is necessary that you include sufficient detail for the reader to track it down.
- Explain why you suddenly need to change your order.
- Give them the details of your order, such as the date, for the reader to see it fast.
- Make the changes in payment too, if possible, see the cost of the new order.
- Tell them you are genuinely apologetic for the inconvenience that you have caused and that you appreciate their service.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As there has been a change in my wedding date, I need to fix the words on my invitation cards that I ordered on May 2, 2001, invoice number 1111. You will have to change the date on my wedding card to May 4, 2001, in the first paragraph. The card should now say." You are invited to the marriage on Monday, May 4, 2001."
I have enclosed $200 to compensate for the reprinting charges. Call me for any queries. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to change order of wedding cards due to date change.
Further things to consider when writing order letters to vendors
Order letters are letters written by potential buyers to sellers requesting them to deliver goods or by sellers to potential buyers to assign goods. An order letter is usually written after a buyer has gathered all the necessary information about the desired goods including the price, quality, and terms of sale. In the modern times, companies supply printed purchase order forms to potential buyers to make the process of placing orders easier. These forms usually outline the merchandise details such as the price, quantity, mode of payment, address of the location where the merchandise should be delivered, requested delivery date, etc. In the absence of printed purchase order forms, order letters are written.
Order letters are formal and should reflect all the aspects of the placed order. Make it known to the recipient that this is an order letter. Provide the necessary details such as the products description, quantities, and agreed price. Include the delivery date as well as late delivery clauses. Make sure to pen down the terms and conditions of the purchase. Maintain a professional tone. Close on a positive note and address the letter to the person responsible for carrying out the order execution.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.