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CREDIT STANDING: GIVING INFORMATION TOP
1. Dear Sir or Madam:
Although ______ (name of company) has been a customer of ours, we do not have a sufficient enough relationship to feel comfortable to vouch for them.
We have made ___ (number) of shipments to this company during the past ____ (number of years). Their payments have been timely. The firm has a good reputation within the trade but we do not have any knowledge of their credit standing.
I regret that I cannot give you more complete information.
Yours sincerely,
(name)
(title)
2. Dear ____ (name):
As requested, we are replying to your recent letter of querie regarding ________ (name) as a credit risk.
In all fairness to you, we regret that we cannot recommend this firm. Despite the fact that we granted generous credit privileges for ____ (time period), they did not meet their agreed upon obligations and were lax in their payment. Therefore, we withdrew these privileges and now will only do business on a cash basis.
This is the only basis that we feel secure in dealing with _______ (name of company).
Yours truly,
(name)
3. Dear ______ (name):
It is with a great privilege and pleasure to answer your letter about _____ (name).
_________ (name) has been a credit customer of ours the past ______ (time period). He has always paid his account on time. In addition, he has sent us several customers equally reliable. Judging from his purchases, he seems to be a man, woman of considerable means.
We recommend _______ (name) to you with no reservations.
Yours very truly,
(name)
4. Dear Sir or Madam:
We regret that we cannot vouch for the reliability of ____ (company). Our experience dealing with this firm has been unsatisfactory.
During the past ___ (time period) that we have been having a business relationship with ______ (company), they have repeatedly failed to meet their financial obligations. In fact, right now they owe us ________ (amount) for purchases made over a period of _________ (time).
We know that this information will remain in confidence and we hope that it will be helpful to you.
Sincerely yours,
(name)
5. Dear Sir or Madam:
The ____ (firm, company, association) mentioned in your letter of ____ , l9__, (date) has had very few dealings with us.
This is a reliable and reputable firm as far as we know but we cannot ethically vouch for their credit standing since this firm is not well known to us.
We are sorry that we are not able to be more helpful.
Sincerely,
(name)
Dear _____ (name):
We are sorry that you wish to end our sales agreement that has been in effect for ____ (time period). We do understand your position.
Even though you did not state it in the letter, I assume that you wish to terminate as of ________, __ (date) without the ____ (number of days) day cancellation mentioned in the contract.
I have enjoyed working with you, ____ (name of person), and I know that our paths will cross again in the future.
Sincerely,
(name)
(title)
BUSINESS RELATIONSHIP: SHUT-OFF FOLLOW-UP TOP
1. Dear ____ (name):
As a _________ (name of bank) depositor, you are very important to us. Therefore, we are concerned when we see that you have not used your account for some time.
Up to this time, we could only measure your satisfaction by the use of your account. Now, however, you can take advantage of this easy-to-answer letter and tell us if you are taking advantage of the bank's many other facilities or anything else you would like to say!
Have we lived up to the standards that you had expected? Have we served you adequately?
May be you haven't used your account because you have moved or because you have misplaced your passbook. (We will gladly issue you a new one!) Whatever the reason, please tell us on the confidential form above. Postage is not needed and you do not have to sign your name. Your input is always welcome.
Respectfully yours,
(name)
(title)
2. Dear _____ (name):
We are at a loss when we see that you are no longer working with us in a business relationship. Is there something we have done, or for that matter, have not done? Please take a moment's time to write a brief sentence or two on the back of this letter. You can mail it in the envelope post paid that
is enclosed.
We have just expanded our warehouse and have increased _____ (product line that would interest this customer) to serve you more efficiently.
We value you as a business associate and hope that we will hear from you soon.
Sincerely,
(name)
(title)
Enclosure
3. Dear _____ (name):
In the past I have valued your patronage. But despite the fact that we have always enjoyed a mutually pleasant and profitable relationship, you have not placed an order with me in recent (time period). Am I responsible for something said or done that offended or displeased you?
Please let me know if anything is troubling you that I can rectify. Just call on the phone so we can talk. I definitely respect your insight and good will.
Cordially yours,
(name)
ORDER: PLACING TOP
Dear Sir or Madam:
Please send the following items as soon as possible and charge to our, my account:
item
item
item
Thank you for your promptness.
Cordially,
(name)
ORDER: RECEIVING TOP
Dear ____ (name):
We were so pleased to receive in today's mail your inquiry about our _________ equipment. This is definitely an indication of an intelligent and sensible approach to your entry into the dental profession. You will be the one to use the equipment; therefore, it is up to you to examine and judge each piece on its own merit before making a valid decision.
Our enclosed catalog tells the background information about _____ equipment. We hope that it will prove helpful and worthwhile.
Thank you so much for your letter and consideration. We feel that our _____ equipment will meet your needs and more!
Respectfully,
(name)
Dear Sir or Madam:
This certified letter is to cancel the order I placed ____ (any time within three days) with one of your door-to-door encyclopedia salesmen. He was extremely pushy and I acted impulsively. After he left, I regretted my action.
Luckily, a friend pointed out the law stating that there is a three-day "cooling off" period in this state in which buyers may cancel orders placed with door-to-door salesmen. I checked this information out with the Attorney General.
Enclosed you will find a copy of my contract. I have also told my bank to stop payment on the down payment check.
The above mentioned actions should conclude this matter. I regret any inconvenience that I may have caused your company.
Sincerely,
(name)
Enclosure
Dear ____ (name):
On _____, l9__ (date) we sent you our purchase order number ____ (number) for ____ (number and item). You confirmed the requested delivery date of _____ (delivery date).
Due to forecasted changes in the ____ (whatever the reason for requesting the change), the ____ (item) will be available ____ (time period) earlier. We will need ____ (number) boxed before ____ (date) and the balance completed by ____ (date). Could you reschedule your production line to work in at least ____ (amount) to meet the earlier delivery date? I realize that your production schedules are full at this time of the year but a profitable ____ (time of year i.e. harvest) is dependent upon boxing the ___ (item) as soon as they are ripe.
We certainly appreciate your help. We do not want to split the order with another supplier. Please let me know immediately if you can handle this for us.
Best regards,
(name)
(title)
ORDER: TURN DOWN TOP
1. Dear Sir or Madam:
Thank you for your order for _____ (item) that was advertised in the ____ (newspaper) on __________, l9___ (date).
Unfortunately, we are not set up for C.O.D. orders. Therefore, please send us a check or a
money order. The price of the ____ (number and item) is ___ (price).
Meanwhile, we are holding your order aside with instructions to rush shipment as soon as we
receive your payment.
Truly yours,
(name)
(title)
2. Dear ____ (name):
Thank you for sending us your order of _____, l9__ (date) for ____ (company's) _____ (product).
As you may recall, we had a great deal of difficulty collecting payment for your last purchase. As a matter of fact, your account had to be turned over to _____ (name of collection agency).
Of course, we know that times and conditions change and, therefore, we should not be concerned. However, we would appreciate your sending us a few current credit references and a recent statement of your financial condition.
If you are in a hurry for the ____ (product), please send us a check for ____ (amount of money). We will then promptly deliver your ____ (product).
Thank you again for considering us and we look forward to hearing from you soon.
Cordially yours,
(name)
(title)