Free Sample Letters & Tips

August 12, 2002

Mr. Eduardo Reyes
PIP Enterprise

Dear Mr. Reyes:

One week ago, August 06, I ordered thirty lamp shades, my order No. 1452A, and your invoice No. 1245.  The shipment arrived yesterday, presumably in fulfillment of my specifications.

The entire lot us unsatisfactory.  The color is not as specified; the material is of inferior quality; and the shades are not even all of the same size.  Some of them also have defects that are glaringly visible.

I am returning the entire order by express, collect, and shall expect to receive the correct items merchandise at your earliest convenience.

Sincerely,

Michelle Ortega

January 12, 1996

Mr. Dennis Santos
Tagles Ville
Abucay, Bataan

Dear Mr. Santos:

I am sorry to have inform you that your check bearing the date of January 25, drawn to me in the amount of Php 15,000 for the car accessories, is not good.

On January 26, I deposited the check in the Philippine National Bank. I received it back this morning with the notation “No Funds.”  We all make mistakes, at times, in the matter of our bank accounts, and I am sure that this is what happened in your case, perhaps because of heavy purchases for the Christmas season.

Of course, you understand my position in wishing to have the error corrected at once.  Will you therefore please send me immediately a certified check for Php 15,000 plus protest charge (statement enclosed) which I was required to pay.  Your prompt attention will enable me to adjust my account with the bank and to return your original check.

Sincerely,

Janice Ortega

August 17, 1991

Mr. Rodrigo Iwamoto
ABS Enterprise
Cubao, Quezon City

Dear Mr. Iwamoto:

A complete check-up was made this morning when we learned from your letter of August 12 that you were unable to locate the 3 dozen E-143 towels on invoice 582.

As our records clearly indicate that these towels were included in the shipment, we are asking your cooperation in making a further search to see if they were overlooked when the shipment was checked.

Since the first of the year we have been numbering each item on the invoice and putting the same number on the package.  In your order the E-143 towels were marked No. 19 on the invoice, but it occurs to us that we have failed to mark the package and that perhaps it was set aside in your receiving room and not associated with the number on the invoice.

Will you please make a further investigation and let us know your findings?

Sincerely,

Jenny Cruz

August 18, 2002

Mr. Andy Reyes
Bataan Lumber Enterprise
Pilar, Bataan

Dear Mr. Reyes:

Thank you for your check for $74.40 in payment of our invoice no 14344, of August 15, amounting to $80.00.  At the same time we wish to call your attention to our terms, which you apparently misunderstood.

According to the invoice you were entitled to a quantity discount of 5%, and also a cash discount of 2%, if you paid within ten days from date of invoice.  The quantity discount, or 5% of $80.00, is $4.00, which brings the amount of the bill to $76.00.  From this amount ($76.00) you have deducted the cash discount of 2%, or $1.52, had you paid the bill before August 25.  This would have brought the amount of the bill to $74.48.

Unfortunately, your remittance was neither made out for the correct amount, nor did it reach us in time to allow us to give you the benefit of the cash discount of 2%.  Now, if we are to allow this discount under the present circumstances, it would only be fair to make similar exception in the case of our numerous other customers.  Such practice once resorted to, would, you will readily see, soon disrupt our entire credit system.

For these reason, and also because the net amount of the bill will not be due until September 15, we thought it best to return the check to you.  Please send us one for the correct amount.

Sincerely,

Mr. Frankie Tan
General Manager

January 11, 2005

Ms. Betty Florencio
Instructor
Western Union University

Dear Ms. Florencio:

Based on your grading sheets the following students have prelim grades in their subjects under you for this semester, thus:

Student : Santos, Rizza
Subject: Math113
Grade: 5.0

But based on the records of the Assessment Office this student did not claim her permit to take the Prelim Exams. It appears therefore that this student was allowed by you to take her prelim exams without permit, an act which constitutes violation of school policies involving conduct of term exams.

In fairness, please explain in writing and submit to this office within 24 hours upon receipt hereof, why no administrative sanction should be imposed on you for gross violation of college policies involving conduct of term exams.

Failure on your part to do so shall constitute a wave of your right to be heard.

Alfredo Herrera
College Administrator

April 12, 2001

Mr. Rolan Castro
ABC Fashion Company
Morayta, Manila

Dear Mr. Castro:

I am sorry, but the coat I purchased of you on February 3 for P 1,568.00 is not giving the service I feel a coat of this quality and price should give.

In the two months I have had it, I have not given the coat severe or unusual wear, but already the nap is wearing away above the cuffs and pockets. Also, the lining has given way at the armholes.

If I were in Manila, I would be glad to bring the coat in for your inspection. That being impossible, I am sending it to your under another cover. When you see it, I believe you will feel as I do – that the cost is not up to your standard.

As I like this model and feel that this coat has been an exception, I would be interested in securing another one, provided you are able to make me a sufficiently attractive allowance.

Your truly,

Mrs. Erica Topaz

April 30, 2000

Mr. Gino Lorenzo
Manager
ABC Builders Inc.
Paranaque, Pasay City

Dear Mr. Lorenzo:

We have your invoice of April 25, AK-124, for $150, and we believe that an error has been made in the price charged us for this order.

We know that we are billed at higher rates when ordering out of Manila, but we are unable to determine how you arrived at the unit price charged us for the items billed.

Will you please give the matter immediate attention?

Yours truly,

Rodge Samly

April 23, 2001

RO-ALs Accessories and Merchandise
Naval Building
Balanga, Bataan

Dear Sir:

I regret to inform you that the shipment of cologne and lipstick which you shipped on April 21 arrived this morning in a damaged condition.

Upon opening the box, which showed no signs of damage from the outside, I found that eight bottles were broken, and that the contents had damages the lipstick so that I cannot sell it.

As I must have these goods without fail for my Friday trade, please give my order your immediate action.

Sincerely,

Felimon Natividad

Virtual Business Inc.
Room 45 Rosario Bldg.
Pasig City

Madam:

Several weeks ago we sent you some copy for our 1995-1996 Annual Catalog, and at the same time sent some other copy to one of your competitors. His pages have been finished, received and distributed, while you have not even furnished us with a proof. We honestly feel that you are not giving us the service to which we are entitled.

Please let us know at once when we may expect proof and the finished copy from you. Everyday we are receiving requests for catalogs which we cannot grant because our supply is completely exhausted.

We are doing everything possible to re-establish our former business relations with you. However, we think you will agree with us that this increased business is not justified unless you can materially better your service.

Yours truly,

May Anne Curtiz

Sample Claim Letter – Customer Order

December 15, 2008

Dorman Printing Press
#143 Del Pilar St.
Cabanatuan City

Dear Mr. Cabiling:

Our order of December 02 called for 24 pads of 54 yellow New Year calendars.

On your invoice No. 4751 you billed and shipped 10 of these pads. On December 12, your invoice No. 5140, you sent 14 of the complete New Year calendars in green. We are returning the 14 complete calendars, and ask that you send at once the 12 yellow pads, without the metal bases, to complete our original order.

Sincerely yours,

Imelda Valera