A letter to the customer is written if it is impossible to fulfill obligations to him by your organization, if he has not transferred money for the delivered goods and if there is a need to inform him about the new range.
Instructions
Step 1
Start your letter by asking someone representing the customer's organization. In this part of the letter, such expressions of politeness as "Dear Ivan Andreevich", "Mister Remizov" are appropriate. If the client company does not have a specific person with whom relations are established, contact "Dear Sirs".
Step 2
Introduce yourself with the name of your organization. Use standard phrases, for example, "MontazhSpetsStroy LLC would like to express our respect to you and wish your organization prosperity." This will allow you to orient your customer, reading the main text, he will not puzzle over who is the addressee of the letter.
Step 3
Formulate the reason for the letter. The form of writing and the content of the message depends on this. The most common reason for writing letters to a customer is non-payment for goods or services provided. In this case, refer to the relevant clause of the agreement, indicate that the customer is responsible for paying the invoice within a specific time frame. If this is not your first letter on this topic, appeal to the customer's responsibility for failure to fulfill the obligations prescribed in clause X of the supply agreement. Please note that in case of non-payment of bills, you will have to go to court.
Step 4
Apologize to the customer if the reason for writing the letter was the inability to deliver the goods to him within the terms specified in the contract. Do not try to explain the reasons why you are missing the delivery time, the customer is not interested in this, it is better to inform him about how long your organization will be able to fulfill its obligations under the contract. At the end of the letter, use the phrases "Thank you for your understanding", "We hope for further cooperation."
Step 5
Inform the customer about the new product line offered by your company if your partner is not aware of the changed assortment. In such a letter, it is desirable to indicate what discounts the customer will receive when drawing up new supply contracts as a regular customer.
Step 6
Subscribe at the end of the letter. Leave your contact information so that the customer knows how to contact your organization. Wish all the best for the organization and the person representing it.
