Suggestion To Supplier

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I am writing regarding a matter I am certain will interest you.

[STATE PROBLEM IN A MANNER WHICH IS RELEVANT TO THE SUPPLIER, ex. I'm sure you will agree that late deliveries clog up your inventories and cause you to turn down profitable orders due to lack of stock.] [STATE SUGGESTION, ex. By loading your delivery trucks immediately from your inventory premises as opposed to moving them first to the loading dock, you may be able to achieve significantly higher throughput, resulting in higher profits for you and earlier delivery for your customers.]

I hope this is useful to you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Apology For Returned Check: Bank Error, Replacement Enclosed

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

You can understand my embarrassment when I was informed that my check to you (#[CHECK NUMBER]) was returned due to insufficient funds. That is why I immediately contacted my bank, who notified me that they had [BANK ERROR, ex. failed to process a deposit we made two weeks ago].

I have nonetheless enclosed a replacement check (#[CHECK NUMBER]) in the amount of $[AMOUNT]. My bank will be forwarding to you a letter of apology regarding their error.

Sincerely,

[YOUR NAME, ex. Jill Jones]

New Check Is Enclosed

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I regret that you did not receive our check #[CHECK NUMBER] sent on [DATE, ex. June 5]. Please accept my apologies for the delay.

Enclosed, please find a new check, (#[CHECK NUMBER]) in the amount of $[AMOUNT]. [STATE WHAT YOU BELIEVE WILL BE THE STATUS OF YOUR ACCOUNT ACCORDINGLY, ex. I understand that this should clear our account.] Please call me if I am mistaken.

Since I have issued a stop-payment order on the previous check, please forward it to me if you ever receive it. Again, I am sorry for the delay.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Requesting Credit Limit Increase

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We have been pleased to do business with you for the past [DURATION, ex. six months] and we look forward to dealing with you in the future.

I am confident that you are pleased with our history of prompt payment within the [CURRENT TERMS, ex. $3,000 maximum, 30-day] terms you have extended to us. To facilitate the volume of business we foresee doing with you in the future, however, we request that you [REQUESTED TERMS, ex. extend our credit limit to $7,000].

Please contact me at XXX-XXXX if you require any additional information to process our request. I look forward to hearing from you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Service Inquiry: Request To Send Information

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

[STATE NATURE OF YOUR BUSINESS, ex. We are a medium-sized construction company specializing in custom homes.] [STATE SERVICE REQUEST, ex. We require cleaning services to prepare our homes for our customer. This involves removal of garbage and debris, as well as cleaning of windows, bathrooms and kitchens.]

We would greatly appreciate receiving any information, brochures and price lists you may have to learn more about your services. Please send such materials to:

[ADDRESS, ex.
Attention: Jill Jones
WareSoft Industries
1242A Yonge Street
Toronto, Ontario
L4D 4F2]

I thank you in advance and look forward to studying the materials you send me.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Payment Enclosed: Multiple Invoices

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

Enclosed, please find our check #[CHECK NUMBER] in the amount of $[AMOUNT], broken down as follows:

YOUR INVOICE # AMOUNT
[FILL OUT FORM, ex.
A53265 $ 200.43
A53352 $2,000.00
A53267 $2,030.00]

[STATE WHAT YOU BELIEVE WILL BE THE STATUS OF YOUR ACCOUNT ACCORDINGLY, ex. In consideration of this check, I believe our account is cleared.] Please call me if I am mistaken.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Rejection Of Bid

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We thank you for submitting your bid of [DATE, ex. June 19]. We were impressed with the quality of your products and the detail of your bid.

Although the contract has be awarded to an alternative bidder, we do foresee requesting additional bids from you in the future. You may be interested to know that [STATE SUPERIOR TERMS OF THE SUCCESSFUL BIDDER, ex. the successful bidder quoted 10% lower than your bid, and was able to deliver within 15 days.]

We look forward to the possibility of doing business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Rejection Of Proposal

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I was pleased to receive and examine your proposal of [DATE, ex. June 10]. Thank you for your interest in [NATURE OF PROPOSAL, ex. rendering cleaning services at our construction sites].

I regret, however, that we are unable to accept your proposal. [STATE REASON(S), ex. Although I find the services outlined in your proposal to be of high quality, we are currently under two-year contract with Jerry’s Disposal for similar services.] {IF THERE IS A POSSIBILITY OF DOING BUSINESS IN THE FUTURE, MENTION SO, ex. After the contract expires, however, we will be pleased to discuss the possibility of doing business in the future.}

Thanks again for your proposal. I do appreciate your time and effort and wish you the best in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Rejection Of Shipment Due To Bad Quality: Cancel Order

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I have just received your shipment of [PRODUCT(S), ex. 100 sheets of 8x5 drywall], which we ordered on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed). Since I know of your reputation for quality, I was surprised to find that [STATE NATURE OF BAD QUALITY, ex. a good portion of the shipment was cracked]. [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]

Unfortunately, I will have to request that the order be canceled. [STATE REASON, ex. The time required to re-ship the order will significantly delay our schedule. Accordingly, we have arranged for our painters to provide the drywall through their suppliers.]

I regret that we were unable to complete the order. As I am certain this is an isolated incident, however, I look forward to continued business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Rejection Of Unordered Products From Unknown Supplier

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I’m afraid there has been an error.

This is the [ORDINAL, ex. third] time your firm has attempted to ship [PRODUCT(S), ex. 50 toner cartridges] to our office on [DATE, ex. June 9, 1998]. We would like you to know that no such order for [PRODUCT(S), ex. 50 toner cartridges] had been made. We absolutely reject the shipment. Please arrange to pick up your product{s} as we are not willing to incur any expenses to return them. Furthermore, your invoice (#[INVOICE NUMBER]) and this letter has been forwarded to the Attorney General of [STATE/PROVINCE, ex. Ontario] for possible fraud prosecution.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Change of Correspondence Address Sample Letter

[Your Name]
[Your Old Address]

[Date]

Manager
Customer Service Department
[Company Name]
[Company Address]

Dear Sir/Madam,

Re: Change of Correspondence Address
Policy No.: [Your Policy Number]

I wish to inform you that with effective from [Date], I will be moving to my new house at:


[Your New Address]


Please send all correspondence to my new address.

I shall look forward to your reply. Thank you.



Yours truly,

[Your Signature]


[Your Full Name]
[Your Phone Number]

Sample Letter Asking To Join Results As A Member/Monthly Sponsor

Dear_____________,

It is with optimism and confidence in healing and peace in the world that I write to you. My confidence comes from my own involvement in a grassroots citizen action network, RESULTS, that is transforming our world of rampant poverty into one where everyone has the health care, education and economic opportunity to thrive. It sounds impossible, and I might have thought so too. But since I’ve been more active as a citizen through the support of RESULTS — calling and writing my members of Congress and educating others — I see that our democracy really can work. And I’ve seen that there are practical solutions to even seemingly overwhelming problems like hunger and poverty.

There are two realities that never cease to wake me up:

1. A 1 year old girl in Africa died today — of starvation. She is one of 26,500 children who die every day, mostly from preventable causes.
2. A 5 year old boy in Chicago died today — because he had no health insurance. 1,000 American children lose their health insurance each week.

These two have an important relationship: children die primarily because their families, communities and governments are unable to access the resources to provide them with the necessities of life, such as adequate nutrition, clean water, sanitation and healthcare. Through RESULTS I use my voice to make sure that these basic needs of every person are a priority of our elected officials.

Here’s the kind of leverage that a donation to RESULTS creates:

* RESULTS volunteers were instrumental in pressing Congress to approve the largest-ever annual increase in funding for the Global Fund, an extremely effective non-government entity that helps deliver services to fight AIDS, tuberculosis and malaria.
* RESULTS generated massive support among the public, press, and Congress for expanding the State Children’s Health Insurance Program (SCHIP) to reach 10 million children—3.9 million of whom currently do not have health insurance.



I know you must get lots of requests to fund all kinds of good causes, as I do. And I don’t want you to get the feeling that because we are friends that I have any expectations for you to fund RESULTS just because I am asking you to. I simply want you to know that it is truly possible to create big shifts in national and international policies and bring an end to poverty. If that speaks to you, I want to invite you to consider becoming a monthly sponsor of RESULTS. To do that, you contribute $10 or more each month and have the money withdrawn from your credit card or checking account. The brochure is attached which shows how to do it. Or you can become a member for as little as $35 and receive our quarterly newsletter, the RESULTS Advocate.

I’ll call in a couple of days to follow up and answer any questions you may have. It feels good to be able to share some good news about what’s going on in the world — I look forward to talking.

Warm regards,

Rejection Of Shipment Due To Late Delivery

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I have just received your shipment of [PRODUCT(S), ex. 100 sheets of 8x5 drywall], which we ordered on [DATE, ex. May 15, 1998] (a copy of the sales receipt is enclosed). Unfortunately, [NAME, ex. Joe Johnson at your sales department] promised delivery by [DATE, ex. May 30, 1998]. Since our order was of an urgent nature, we were expecting delivery as promised. Accordingly, I regret that we cannot accept delivery.

[STATE HOW PRODUCT WILL BE RETURNED, ex. Please call me at XXX-XXXX and tell me how you would like the shipment to be returned and our refund handled.]

I am sorry that we were unable to complete the order. As I am certain this is an isolated incident, however, I look forward to dealing with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Rejection Of Shipment Due To Bad Quality: Please Re-Ship

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I have just received your shipment of [PRODUCT(S), ex. 100 sheets of 8x5 drywall], which we ordered on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed). Since I know of your reputation for quality, I was surprised to find that [STATE NATURE OF BAD QUALITY, ex. a good portion of the shipment was cracked]. Nonetheless, I am certain that you will be pleased to re-ship our order. [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]

Sincerely,

[YOUR NAME, ex. Jill Jones]

Return Product After Trial Period

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I would like to thank you for granting us the opportunity try your [PRODUCT(S), ex. Powerline Accounting Software Package] for a trial period. After careful consideration, we have determined that [REASON FOR RETURN, ex. the software is not suitable for our unique type of business, which demands simultaneous use of FIFO, LIFO and specific identification inventory accounting regimes].

I regret, therefore, that we must ask for a return. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed the software and documentation.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}

Thanks again.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Follow Up Letter Regarding Credit Due

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We purchased paper supplies from you under invoice no. [INVOICE NUMBER] dated [INVOICE DATE] in the amount of $[AMOUNT OF INVOICE].

The supplies were subsequently returned to you unused on [DATE OF RETURN OF SUPPLIES], at which time you assured us that we would receive a full refund.

We are still awaiting our refund. Please provide us with a Check representing the above amount as soon as possible.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Requesting Credit

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

We are interested in your firm's [products/services] and look forward to doing business with you.

To facilitate this, and to ensure that you are paid in a timely manner, we would like to request a credit term of 30 days. Accordingly, you will be paid within 30 days of our receiving your invoice.

To expedite our request, I have taken the liberty of providing you with our bank information, as well as two references, as follows:

BANK INFORMATION:

[LIST BANK NAME AND ADDRESS, ex.
XYZ Bank Inc.
4321 Second Street
Anycity, Anystate 85839]

REFERENCES:

[LIST REFERENCES, ex.
ACME Corporation
4233 Third Street
4321 Second Street
Anycity, Anystate 85839

Magnaflux Co.
6534 Fourth Street
4233 Third Street
Anycity, Anystate 85839]

Please contact me at XXX-XXXX if you require any additional information. I look forward to hearing from you.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Please Send Documentation

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I would like you to know that I am pleased with [PRODUCT(S), ex. your A45 compressor]. Unfortunately, however, our shipment did not include any documentation. I request, therefore, that you kindly send me a copy at your earliest convenience.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Request Extension On Payment

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

[THANK AND COMPLIMENT SUPPLIER FOR PRODUCT/SERVICE, ex. We found your cleaning and disposal services to be exceptional. Indeed, our construction sites have never looked better!]

I have received your invoice #[INVOICE NUMBER] in the amount of $[AMOUNT]. [STATE WHETHER AN INTERIM PAYMENT IS ENCLOSED, ex. I have enclosed our check #4242 for $3,000.00.] [STATE REASON, ex. As you may know, the recent brick-layer strike has adversely but only temporarily affected our liquidity]. Since we wish to continue to do business together, I regret that we forced to remit the balance [DATE, ex. in two weeks].

Although I am confident you understand our situation, allow me to apologize for the delay and assure you that this is an isolated request.

Sincerely,

[YOUR NAME, ex. Jill Jones]

Dissatisfied With Product: Please Process Return

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]

Dear [NAME, ex. John Smith],

I have just received your [PRODUCT(S), ex. PowerStatement Accounting Software], which we ordered on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed). Although I'm certain you have a fine line of products, I regret that [STATE NATURE OF DISSATISFACTION, ex. this software did not meet my expectations. Because our administrative staff is not highly-trained in the use of computers, they were unable to operate the software in a manner faster or more economical than the current software we use.]

Since I know of your good reputation for customer satisfaction, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have enclosed your software and documentation package.] {STATE HOW YOU WOULD LIKE CREDIT, IF ANY, TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.}

Thank you for the opportunity to try your product. We look forward to the possibility of doing business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]