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I wish I could but I cannot!
When _____ (firm's name) set up the ____ (year) price schedule in the ____ (season), we tried to keep the prices on each item as low as possible. We also set up a discount based on the quantity purchases. We explained to our customers that these pricing schedules were based equitably on maximum value. So you can see, if we charged your shipment less, we would have to charge someone else's shipment more. And that would be unfair to our other customers!
I know that you will understand our one-price policy. This is, obviously, the only fair way that we can operate. It is a policy that assures all our customers the maximum value for every dollar that they spend.
Sincerely,
(name)
REFUNDING TOP
1. Dear ____ (name):
We shipped your order no. ____ (number) for ______ number and item) air express, special delivery instead of parcel post because we thought that time was a critical factor.
Because our assumption was our error, we are mailing you a credit for the difference in delivery
rates.
Sincerely,
(name)
(title)
REFUNDING REQUEST: TURN DOWN TOP
1. Dear ____ (name):
Thank you so much for writing us about the ____ (product) you purchased on ____, l9__ (date) that you wish to return for credit. However, these are the ___ (product) you ordered and, in fact, paid for them early and took our ____ (number) percent cash discount.
As I understand it, you would like to return this ____ (product) because they have proved to be a slow seller. We cannot accept this proposal because we discontinued this line ____ (time). Most of our dealers found them to be good sellers during the ___ (season) promotion that we sponsored.
We are sending you additional promotional ideas and materials that have been successful with other dealers. Our salesman, _____, (name of salesman), will also be calling on you ____ (time period) with additional suggestions.
Sincere regards,
(name)
(title)
2. Dear ____ (name):
We are in receipt of your letter regarding the merchandise purchased _____ (time) and then returned. You noted in your letter that one of our store associates had made a mistake and you received the incorrect package. As you can imagine, we deal in a high volume of sales. Therefore, occasional errors such as the one you experienced do occur. However, we are proud of the fact that these errors are few and far between in number. We are enclosing a check for the full amount of your purchase.
Your patronage is highly valued. Please drop in again and let us see that your next purchase is handled correctly.
Sincerely,
(name)
3. Dear _____ (name):
With thanks we acknowledge your check and order dated _______, l9 __, (date) for ______ (items) described in our letter to you of _______, l9 __ (date).
Unfortunately, the demand for the ____ (item) has been so great that we have no more on hand. Despite the fact that we have reordered this, these ____ (item), we regretfully have no idea when they will be shipped to us.
Therefore, we will gladly return your check and inform you when the new supply arrives. However, if you prefer, we will keep your check and forward you the ___ (item) as soon as it, they arrive(s).
Very truly yours,
(name)
(title)
ACCOUNTING ERROR: CORRECTING TOP
1. Dear ___ (name):
I guess you are right, ____ (name)!
Although I thought that our charges are justified, your letter as well as a discussion with our service crew who visited you has convinced me that you are partially correct. The ____ (item in question) must have been defective and that is why it has probably given you so much difficulty.
Therefore, I have told the bookkeeping department to cancel all of last ____ (time period's) service charges.
Now I understand that all the equipment is working smoothly. Please let me assure you that we will continue to stand by our product for the full ___ (time period).
Sincerely,
(name)
(title)
2. Dear ____ (name):
The error in your ____ (month) showing a change of ____ (price) for a shipment of ____
(item) was due to a billing error.
We are sorry for the inconvenience. A credit memo to cancel the billing is enclosed.
Sincerely,
(name)
(title)
Enclosure
3. Dear ____ (name):
We are enclosing a corrected statement of your account. We are sorry about the error and hope that it has not caused you too much inconvenience.
Please accept our apologies. We appreciate your giving us the opportunity to be of service to you.
Sincerely,
CREDIT ACCOUNT: REQUEST FOR OPENING TOP
1. Dear Sir or Madam:
We have been purchasing merchandise from you for ______ (period of time) C.O. D. Now we would like the convenience of a charge account.
Please let us know what information and references are necessary as well as your credit terms.
Yours truly,
(name)
(title)
2. Dear Sir or Madam:
This letter is requesting that I be allowed to open a credit account with your organization.
I have been buying _______ (item) from your company for ______ (time frame) on a C.O.D. basis. Now I would like the convenience of charging these purchases with payment made within ____ (time frame - spelled out and then numerical numbers in paranthesis) from receipt of the invoice.
My business has grown substantially during the last ___ (time) and I have recently added as customers (name a few new customers).
I have my account with ______ (name of bank). You can speak to their _____ (officer), ______ (name) as a resource. In addition, I am listing ___ (number) of references who will vouch for my business and personal integrity:
(name, city, state)
(name, city, state)
(name, city, state)
I am confident that the references given will prove satisfactory and I look forward to your prompt favorable reply.
Yours truly,
(name)
1. Dear _____ (name):
Thank you for your recent request to open a charge account.
We have checked you references and am pleased to let you know that each has recommended you very highly. Therefore, an account has been opened for you. We are confident that you will use this account soon and often. You also have available to you the convenience of ordering by telephone.
We send out statements at the end of each month and expect payment sometime during the following month.
As a credit customer, you will be receiving advance notice of special sales and other interest features. We look forward to having a mutually satisfying relationship.
Yours truly,
(name)
2. Dear ____ (name):
Thanks so much for opening a charge account with us! You have placed your trust in us and, therefore, we hope to see that you have complete satisfaction in your purchases.
Our showing of _____ (product) is comprehensive and includes some of today's best designers. They include the following: ______, _______, _____ (list of names).
We are most eager to have you get acquainted with our store, products and associates. We know that you will be served intellectually and courteously. Please feel welcome to come into our store frequently.
Cordially yours,
(name)
(title)
1. Dear ___ (name):
Thank you so much for your credit application at _____ (name of store). We appreciate your confidence.
Your references are extremely good and your employment record shows a strong future. However, at present your financial condition does not totally meet ____ (name of store's) requirements.
Therefore, we cannot grant you the $____ (amount of money) open credit you requested.
Please feel free to come in and talk to me at your convenience. I am sure that we can set up a gradual increasing credit scale that will meet with your satisfaction. Meantime, deliveries paid by cash
are made within ____ (number of days) days.
We hope to be hearing from you shortly.
Sincerely,
(name)
(title)
2. Dear ____ (name):
Thank you for your interest in ---- (name of company) and your request for a credit line.
Unfortunately, we are unable to grant you the open credit you requested. This was decided based on the information you gave us as well as from our normal sources. However, if you can supply us with additional references and current financial statements, we will be most pleased to reconsider our decision.
In the meantime, we will welcome any orders made by a cash payment.
Sincerely yours,
(name)
(title)
3. Dear ____ (name):
Thank you for your recent request to establish credit. We appreciate your interest in ____ (name of store).
However, based on numerous credit information, we can only make shipments to you when cash is received with the order.
We apologize for this but we know that you understand. If we can be of service to you further, please let us know.
Sincerely,
(name)
(title)
4. Dear ____ (name):
Thanks so much for your recent charge account application at ____ (name of company). Unfortunately, after much consideration we find that the information furnished by you does not meet our
credit requirements.
Perhaps we can consider your application request when your circumstances change. Our decision is based on the following:
Length of employment
No credit file
Meantime, please feel free to take advantage of our layaway service. And, of course, our quality selections are available for cash.
Sincerely,
(name)
(title)
5. Dear _____ (name):
To tell you the truth, many of our customers prefer to make their purchases by cash. This alleviates the anxiety of having to make late payment charges. I would like to recommend this method to you because, as much as I have tried, I cannot find a way to add you to our list of credit customers.
Our gathered information indicates that your payments this year have been getting more and more behind. Of course, this may be a result of your having a particularly bad year. But, we ethically cannot add to your outstanding debts. We, of course, hope your condition improves.
We do appreciate your considering us as a supplier and would be pleased to do business with you on a cash-with-your-order-basis. Our service and products continue to be outstanding!
Sincerely,
(name)
(title)
1. Dear ____ (name):
Thank you for your request to open a ____ (name of company's) charge account. We appreciate your confidence in us.
Before new accounts are opened, we conduct a routine credit investigation. However, the information needed for your credit application is incomplete.
Therefore, please call at the credit office on the ___ (what number floor) floor. At that time we are sure that you can provide us with the necessary information to reconsider your request.
We look forward to talking to you and meeting you personally.
Respectfully yours,
(name)
(title)
2. Dear ____ (name):
Thank you for your recent request of a _____ (name of company's) charge account. We appreciate your interest.
We routinely conduct a credit investigation before new accounts are opened. The information you supplied us to support your credit application is incomplete.
Therefore, when it is convenient, please call the Credit Office. We are sure that you can provide us the needed information to reconsider your request.
We look forward to talking to you and meeting with you personally.
Sincerely yours,
(name)
(title)
Creditability and Reputation_________________________________
How long have you worked with him?___________________________
Highest credit on: Charge account___________________________
Highest credit on: Installment credit_______________________
Present amount owed: Due now________________________________
Present amount owed: Past due_______________________________
Meeting obligations promptly?________________________________
Present Address______________________________________________
Remarks______________________________________________________
Signed________________________ Date________________________
Length of time known?______________________ Age______________
Single or married__________________________
Character________________ Community Reputation_______________
Occcupation______________ Employer's Name____________________
Employment steady?_______ Monthly Income (estimate)$_________
Amount owed you: Due now$_______________ Past due$__________
Meeting obligations promptly?________________________________
Present Address______________________________________________
Remarks______________________________________________________
Signed_______________________ Date________________________