SAMPLE - LONG REPLY TO INQUIRY ABOUT DISCONTINUED MODEL

Having received your letter regarding your Chambers Mixmaster, I would like to thank you for your kind words about our products.  It is heartwarming to know that this appliance remained with your family for nearly thirty years and never "let you down."

We only updated our Chambers Mixmaster once, and that occurred in the new 2005 models.  Therefore, the model you are referring to would have to be our original style, model # 3309.  I regret to say that we do not have any of the discontinued models for I can understand why it held
sentimental value for you.  I can, however, assure you that our current model which is available in finer department stores and appliance centers has been made with the same fine quality to which you have grown accustomed.  You may be surprised to know that it comes with the same guarantee of workmanship and high quality that we have been providing
since 1946, the year when Chambers Appliances started in business.

I wish I could be of more help to you.  Thank you again for the lovely letter you have written to us.

SAMPLE - REPLY TO REQUEST ABOUT CREDIT REJECTION

In response to your request for a statement of our reasons for turning down your recent application for credit, our records reveal that your application was not approved because:

[Describe]

We appreciate your patronage and invite you to shop with us on a cash basis.

SAMPLE - REPLY TO REQUEST ABOUT CREDIT REJECTION

In response to your request for a statement of our reasons for turning down your recent application for credit, our records reveal that your application was not approved because:

[Describe]

We appreciate your patronage and invite you to shop with us on a cash basis.

SAMPLE - REPLY TO NOTICE OF ITEM MISSING FROM CARTON

Your letter informing us that the [missing item] for your new   [product]   was not included in the carton has been brought to my attention.

There is a package on its way to you now that includes the item and a little something extra.  This is our way of saying how sorry we are for having slipped up, and thanking you for choosing the [name of product].

If I can be of assistance to you in any way in the future, please call us at any time.

SAMPLE - REPLY TO NOTICE OF ITEM MISSING FROM CARTON

Your letter informing us that the [missing item] for your new   [product]   was not included in the carton has been brought to my attention.

There is a package on its way to you now that includes the item and a little something extra.  This is our way of saying how sorry we are for having slipped up, and thanking you for choosing the [name of product].

If I can be of assistance to you in any way in the future, please call us at any time.

SAMPLE - REPLY TO INQUIRY AND INABLITY TO OFFER SUBSTITUE

Your letter inquiring about   [subject of inquiry]   was brought to my attention.

While we manufacture a vast assortment of   [products]  , none of our models fit the description which you provided. We have never manufactured [subject of inquiry].

You may wish to direct an inquiry to the following distributor, whose firm has been in existence for many years and who may have the answer you are seeking: 

                ____[name of firm]____
                ____[address]_________
                ____[city,state,zip]__

I am sorry that I am unable to be of more assistance to you.  Best of luck!

SAMPLE - REPLY TO INQUIRY AND INABLITY TO OFFER SUBSTITUE

Your letter inquiring about   [subject of inquiry]   was brought to my attention.

While we manufacture a vast assortment of   [products]  , none of our models fit the description which you provided. We have never manufactured [subject of inquiry].

You may wish to direct an inquiry to the following distributor, whose firm has been in existence for many years and who may have the answer you are seeking: 

                ____[name of firm]____
                ____[address]_________
                ____[city,state,zip]__

I am sorry that I am unable to be of more assistance to you.  Best of luck!

SAMPLE - REPLY TO INQUIRY ABOUT DISCONTINUED MODEL

The reason that you have been unable to find our [product and model no.], is because this model has been discontinued. We replaced it with [new model number], which offers the same fine quality that our customers have come to expect, but is [selling point].

I am enclosing a list of the stores in your area where our products can be purchased, and would like to thank you for choosing our product.

Thank you very much for the interest you have exhibited in our products.  If we can be of any more assistance to you, please call upon our office at any time.

SAMPLE - REPLY TO INQUIRY ABOUT DISCONTINUED MODEL

The reason that you have been unable to find our [product and model no.], is because this model has been discontinued. We replaced it with [new model number], which offers the same fine quality that our customers have come to expect, but is [selling point].

I am enclosing a list of the stores in your area where our products can be purchased, and would like to thank you for choosing our product.

Thank you very much for the interest you have exhibited in our products.  If we can be of any more assistance to you, please call upon our office at any time.

SAMPLE - REPLY AND REFERRAL TO DISTRIBUTOR

Thank you for your recent inquiry regarding where our products can be purchased in your country.

We have not yet established foreign distribution for our products, and therefore they can only be presently purchased from our United States distributor.  If you are interested in placing an order for any of our merchandise, please direct your correspondence to:

We have forwarded a copy of your letter of     [date] to our distributor in order to acquaint him with your needs and requirements should you decide to place an order.

SAMPLE - REPLY AND REFERRAL TO DISTRIBUTOR

Thank you for your recent inquiry regarding where our products can be purchased in your country.

We have not yet established foreign distribution for our products, and therefore they can only be presently purchased from our United States distributor.  If you are interested in placing an order for any of our merchandise, please direct your correspondence to:

We have forwarded a copy of your letter of     [date] to our distributor in order to acquaint him with your needs and requirements should you decide to place an order.

SAMPLE - REPLY AND NEW CUSTOMER WELCOME

 Your letter/mail  just arrived, and after reading it several times to be absolutely sure of its content, I can say how pleased I am with your decision to purchase your plywood products from us.

Ours is truly a business whose future depends upon the satisfaction of our customers.  Welcome to that family. You can rest assured that we will strive to provide you with the fastest most efficient service, along with the highest quality products available.

Should you have any problems, or any ideas on ways that we can improve our service, please feel free to call upon me.  Again, welcome aboard.

SAMPLE - REPLY AND NEW CUSTOMER WELCOME

 Your letter/mail  just arrived, and after reading it several times to be absolutely sure of its content, I can say how pleased I am with your decision to purchase your plywood products from us.

Ours is truly a business whose future depends upon the satisfaction of our customers.  Welcome to that family. You can rest assured that we will strive to provide you with the fastest most efficient service, along with the highest quality products available.

Should you have any problems, or any ideas on ways that we can improve our service, please feel free to call upon me.  Again, welcome aboard.

SAMPLE - REPLY NOTICE OF SHIPMENT BEING TRACED

Your lighter was repaired on [DATE] and was shipped via UPS on [DATE].  We can only assume that the lighter was lost in transit.

Upon receipt of your letter, we reported the loss immediately to the carrier and they are attempting to locate the parcel.  We should have a report back within two weeks.

If ABC is successful in locating your lighter, then it will be forwarded to you promptly.  If, after two weeks, they have been unsuccessful, we will forward a check to you for the value of the lighter.

We are sorry for the inconvenience this has caused you.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.

SAMPLE - REPLY CANCELLING UNFILLED ORDER

I am in receipt of your correspondence noticing us that there will be a two week delay in the shipment of the above referenced merchandise.

This delay is unacceptable and we are therefore cancelling our purchase order number [number] for the above items.