GUIDELINES
- Sometimes, the customers don't receive the correct order because of ambiguity or carelessness. The shipments should provide written return information. If that's not the case, call the company to get instructions or an MRA (Merchandize Return Authorization) number. The next step is to write a follow-up letter to get an update on the new arrangements. It also serves as a paper trail.
- Inform the reader that you have received the order.
- Specify the mistake with the order.
- Explain what action should the company take to rectify the situation. Provide sufficient information to make it easy for the reader to identify your order.
- Request the reader to take immediate action to correct the mistake.
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],
I am confirming our phone discussion last Monday, June 15. We received the shipment of twenty blue curtains (invoice no. 34523), but we found out that five of the curtains have brown stains on the edges. I am sending back all the curtains addressed to your office. Kindly credit the $333 back to my account, plus the cost of shipping and handling. There is no need to ship the order back to me.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to notify shipper about damaged curtains sent.
Further things to consider when writing notify letters to vendors
Notify Letters
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 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.
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