Free Sample Letters & Tips

January 21, 2001

Mr. Obet Robles
Calaguiman Samal, Bataan

Dear Mr. Robles:

Five VT-248 Amplifier Tubes have been sent to you by prepaid express to replace those broken in transit on your order No. 4572.

We appreciate your letter of January 5, bringing this mishap to our attention, also your thoughtfulness in having the damage noted on the express receipt.

Doubtless the new tubes will arrive promptly to take their place on your shelves.  We are always happy to hear that our merchandise is in such good demand, and you can be sure that we will do everything possible to enable you to keep it in stock.

Sincerely,

Adriel Navarro

August 1, 1992

Jops Singson
MCE Enterprise
Sta. Cruz, Lubao
Pampanga

Dear Mr. Singson:

Thank you very much for writing us as you did in your letter of July 15, concerning the teaspoons which you sent us about a month ago for exchange.

Surely, there is no excuse whatever for our keeping five teaspoons for one month for the simple matter of changing the finish.  We are frank in confessing that a mistake in our repair department is responsible for this delay, and that we have accordingly taken this department to task.

We are sending you today five teaspoons, French finish, no charge to replace the five teaspoons, bright finish which you sent us.

We are mighty sorry that this delay occurred. You may be sure that we shall make every effort to see that it does not occur again.

Very truly yours,

Mike Mousen
General Manager

April 25, 2005

Mr. William Filler
Ria Linda Subdivision
Orani, Bataan

Dear Mr. Filler:

We are sorry that we sent you the wrong brand of golf ball on your order of April 23. Evidently our shipping clerk confused your shipment with another, for you have been charged with the brand you desired.

The six dozen McMurdy golf balls which you ordered were sent to you last evening, express prepaid and they should reach your store in time to your Saturday’s trade.  If you wish to return the Tru-flite shipment, we will gladly credit your account.

The Tru-flite, however, has been one of our leading sellers and is quite popular in all Luzon.  It is a domestic ball that has many of the qualities of the higher-priced foreign makes.  It also sells for fifty dollars less, and its price has, no doubt, aided in making it quite popular with the golf players.

Many professionals prefer it, and we believe that you will experience no difficulty in disposing of the entire lot.

We wish that you would give the Tru-flite a trial, for the golf season is still young, and your sales for last year indicate that you will be placing many more orders for golf balls before the season is over.

If you care to give these balls a chance to prove themselves, we shall be glad t give you a forward dating of thirty days.

Sincerely yours,

Marlene Gonzalez
Sales Manager

Sample Adjustment Letter

Picture Frame Corporation
1458 West Asia Building
Libis Quezon City

June 19, 2008

Mrs. Angelita Everest
475 Villamore Airbase
Pasay, Parañaque

Dear Mrs. Everest:

We regret very much that you were troubled to write your letter of June 15 regarding the proofs of your daughter’s portrait.

After careful examination of the five proofs, I am convinced that they are not worthy of so good a subject as your young daughter.

That these proofs, Mrs. Everest, do not measure up your expectations of our service is explained by the illness of Mr. Roth at the time of our sittings. When you made the appointment, he was not ill. After an absence of four weeks, he is again with us.

Mr. Roth specializes in children’s portraits. During his enforced absence, however, a colleague did his best with children, but I assure you that we can now make a better portrait of your daughter.

Under the circumstances we are glad to suspend our regulation of one set of proofs for each patron. We invite you to call at our studios again. By visiting us on or before Friday, June 20, you will be assured of an artistic portrait for her birthday.

Cordially yours,

Piolo Pascual
Manager

Sample Adjustment Letter

ENIGMA CORPORATION
Angeles City
Pampanga

April 5, 2006

Ms. Merecel Navarro
Manager
Save and Delete Computer Center
Samal, Bataan

Dear Ms. Navarro,

We would like to apologize for the problem we have caused because of our mistake regarding your order last March 28, 2006.

Immediately upon receiving your letter, I made the necessary adjustments.

I have instructed our person in-charge to pick up at your office the monitor and to replace them with the right ones.  Again, I would like to apologize for mistake.

Very truly yours,

(signed)
Eric Santos
Sales Manager

Sample Adjustment letter – damaged shipment

Redfox Corporation
Columbus, Ohio 45453
(315) 895-5692
April 25, 2005
Mrs. Trisha Anne Banzon
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703

Subj.: April 20 letter about damaged shipment

Dear Mrs. Hughes:

I have just received your April 20 letter about the damaged shipment you received through Redfox Corporation and regret the inconvenience that it has caused you.
From your account of the problem, I am quite sure that your request for the $200 adjustment on the damage to the 2 computer processor will be granted. A certain amount of breakage of this sort does unavoidably occur in cross-country shipping; I am sorry that it was your company that had to be the one to suffer the delay.

I must remind you to keep the damaged computer processor in the same condition in which you received them until one of our representatives can inspect them. That inspection should take place within 2 weeks.
If all is in order, as it sounds to be in your letter, you can expect the full reimbursement within 2 weeks after our representative’s inspection. I hope this unfortunate accident will not keep you from having merchandise shipped by Redfox Corporation in the future.

Sincerely,

David F. Morgan, Customer Relations
Redfox Corporation

Columbus, Ohio 45453

(315) 565-6789

Sample Adjustment letter

Famous Bookstore Inc.
San Jose St.
Balanga City, Bataan

June 24, 2008

Mrs. Adelina Nievera
Central School of Bataan
Rocky Road
Balanga City, Bataan

Dear Mrs. Nievera:

Of course we are going to replace the copies of “Physical Science” which your letter of the 15th reported as defective.  Five extra books are being packed and will go out the first thing tomorrow.

It is impractical for us to make a careful inspection of every book that leaves our shipping department, much as we should like to do so.  If we did, we could not quote a price of forty five dollars a copy.   We are, however, glad to replace any defective copies, for we realize that binderies are no infallible, and sometimes make mistakes.

We are sorry that one these mistakes occurred in your order.

Yours truly,

Ginalyn Mendoza
Store Manager