Refusal Letter Sample – Sorter

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February 11, 1990

Mr. Henry Bliss
Abbott Office Products, Inc.
P.O. Box 544
Detroit, MI 48206

Dear Mr. Bliss:

Thank you for your cooperation and your patience with us as we struggled to reach a decision.  We believe our long involvement with your company indicates our confidence in your products.

However, the Winton Check Sorter has all the features that your sorter offers and, in fact, has two additional features that your sorter does not.  The more important one is a memory, even the power is fails, so that sorting has doesn’t have to start again from scratch following a power failure.  The second additional feature is stacked pockets, which are less space-consuming than the linear pockets on your pockets.  After much deliberation, therefore, we have decided to purchase the Winton Check Sorter.

Although we did not select your sorter, we were very favorably impressed with your system and your people.  Perhaps we will be able to use other Abbott products in the future.

Sincerely,

Muriel Johansen
Business Manager

Sample Complaint Letter – Billing Mistake and Wrong Order

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August 4, 1994

General Television, Inc.
5521 West 23rd Street
New York, NY 10062

To Whom It May Concern:

On July 9, I ordered nine TV tuners for your model MX-15 color receiver.  The tuner part number is TR-5771-3.

On August 2, I received from your Newark, New Jersey, parts warehouse seven tuners, labeled TR-413-7.  I immediately returned these tuners with a note indicating the mistake that had been made.  However, not only have I failed to receive the tuners I ordered, but I have also been billed repeatedly.

Would you please either send me the tuners I ordered or cancel my order.  I have enclosed a copy of my original order letter and the most recent bill.

Sincerely,

Paul Denlinger
Manager

Sample Apology Letter – Unable to Ship Goods

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October 7, 2003

Mr. Leonardo S. Ruiz
Panay St. Pasay City

Dear Mr. Ruiz:

We regret to inform you that we will not be able to ship the good for your purchase order number ST0451 as scheduled due to power failure.  We do anticipate our production resuming October 12 and will be able to fill orders as of October 15.

Thank you for your understanding.

Very truly yours,

Richelle B. Samaniego

Sample Adjustment Letter – Unsatisfied Service

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May 20, 1994

Mrs. Fely Santos
Paroba, Cabcaben
Mariveles, Bataan

Dear Mrs. Santos:

We regret very much that you were troubled to write your letter of May 18 regarding the proofs of your son’s portrait.

After careful examination of the six proofs, I am convinced that they are not worthy of so good a subject as your young son.

That these proofs, Mrs. Santos, do not measure up to your expectations of our service is explained by the illness of Mr. Herrera at the time of your sittings.  When you made the appointment, he was not ill.  After an absence of three weeks, he is again with us.

Mr. Herrera specializes in children’s portraits.  During his enforced absence, however, a colleague did his best with children, but I assure you that we can now make a better portrait of your son.

Under the circumstances we are glad to suspend our regulation of one set of proofs for each patron.  We invite you to call at our studios again.  By visiting us on or before Saturday, May 22, you will be assured of an artistic portrait for the holy week.

Sincerely yours,

Shamma Valencia

Sample Order Letter

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June 12, 2009

Vetafs Department Store
Balanga City, Bataan

Sir/Madam:

Enclosed is a money order for Two hundred pesos (Php200) in return for which please send me by parcel post:

1 one-piece bathing suit, navy blue and white, size 33, No. H61 ….. Php 125.00
1 pair of white canvass tennis shoes, crepe soles, size 4, C width……50.00
1 grey sweater, V-neck, size 28, No. B25………………………………….25.00
TOTAL …………..Php 200.00

Please send these articles within five days,

Sincerely yours,

Chinna D. Navarro

Adjustment Letter – Machine Work Charge

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December 5, 2006

Mrs. Richelle M. Santos
415 Apartelle Gold St.
Paranaque, Manila

Dear Mrs. Santos:

Thank you for your letter of November 30 in regard to our work on machine 2085-DM.

Apparently there has been a misunderstanding concerning our charge of Php589 for this work.  The charge was not for reconditioning the machine, but was made for adding certain extra parts to adapt it for your special needs.  You will recall that when we were discussing the alteration of the machine, you agreed to assume a charge of Php589 in the event that the changes which you suggested did not prove satisfactory.

As a matter of fact, we had to build more parts than we anticipated, the cost of which – including material, labor, and overhead- amounted to Php245.  Moreover, these special parts, which represent Php185 more than the specified amount, cannot be used by us or sold to any other customers.

We are quite sure that with this explanation you will understand the charge of Php589, and will authorize a check in payment.  Our invoice should, of course, have made the details clear.

Sincerely yours,

Michelle L. Bugarin

Regret Letter

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April 25, 2001

Ms. Lenita Roxas
ABG Software Company
Ayala, Makati City

Dear Ms. Roxas,

We regret to state in response to your inquiry of April 21 that our experience with the person you mentioned has not been sufficiently satisfactory to warrant a favorable report.

During the two years be has had an account with us we have several times had considerable trouble in collecting our bills.

Very truly yours,

Jane Roan Carlos

Follow up Application Letter

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Application Follow up Letter

October 19, 2005

Ms. Jocelyn R. Castro
HR Manager
ABC Consulting Company

Dear Ms. Castro:

I thank you for the opportunity you gave me this morning to tell you why I feel I can fulfill the requirements of a position in your bookkeeping department.  You mentioned the desirability of the applicant having a college degree.  Although I told you that I do not hold a college degree at present, I am taking evening courses at the East Asia College, and shall continue to do so until I receive a bachelor’s degree in accounting.  I expect to complete my undergraduate work in three years.

In the meantime, I do feel reasonably certain that in the light of my creditable high school record plus the two years of training. I have had with Vetafs Supply Company, I can satisfy your most exciting requirements.  I mention this simply that you may know how eager I am qualify for your position.

Again may I express my appreciation for the consideration you have already given my application.

Very truly yours,

Angelica L. Reyes

Reminder Letter – Balance

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November 12, 1997

Mrs. Vangie N. Bernales
Talipapa, Capitangan
Abucay, Bataan

Dear Mrs. Bernales:

We have a balance against you on our books for the sum of Php 5,800.  In as much as it has always been your custom to remit promptly, we feel that the matter has either been merely overlooked or that there is some error in our books.

With the supposition that such an error may possibly exist, we are sending you a duplicate invoice for your assistance in checking up the matter.

As our accounts show the amount as unpaid, please let us know if there is any error, and we will be glad to correct it.

Very truly yours,

Jannet B. Pineda

Unpaid Balance Collection Letter

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January 12, 1998

Ricardo L. Matic
Tagle Ville Subd.
Abucay, Bataan

Dear Mr. Matic

No response as yet to our several appeals for some kind of action on your unpaid balance of Php15,254, now overdue for more than three months.

It is hard to account for your silence, since I feel sure that you must realize the damage you would do to yourself by continued neglect of this matter.  It is surely common knowledge that through other contacts the merchants and professional men of this city are quickly apprised of all delinquents; and that delinquents may find credit denied them at a time when they most need it.

I urge you not to allow yourself even to approach the possibility of such embarrassment.   Write me frankly, stating your position.  Try to send me something promptly.  I’d appreciate your doing so.

Yours truly,

Jayvee L. Tapang