Modern Business Letters

Policy Explanation and Denial of Request

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

While we wish that we could accommodate your request, it
has been a long standing policy of this company to sell
direct and not through wholesalers.

We certainly appreciate the interest you have shown in
our products, and wish you well in your enterprise.
Should our policy change, we will keep your name on file,
and notify you of our intentions.

Again, thank you for your kind thoughts of our company.
 

Sincerely,
[Name]
[Title]

Explanation of Insurance Rate Increase

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 We are in receipt of a directive from [name of company]
concerning the above captioned Regulation.  This new
regulation went into effect on     [date]  and requires
that complications of pregnancy be covered in the same
manner as any other injury or disease.

“Complications” is defined as anything other than a
normal delivery.  This is applicable to any employee,
dependent spouse or dependent child.

Due to the potential increase in claims, it has become
necessary to increase our quoted rates to comply with
this regulation.  The new employee rate will be $
and the new spouse rates will be $       ;  the new
spouse and children rate will be $      and the new
children only rate will be $

If you have any questions regarding these rate increases
due to the change in regulations, please feel free to call.

Sincerely,
[Name]
[Title]

Explanation for Delay of Partial Shipment

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

After some investigation, I believe that we have found the
source of the problem that led us to our misunderstanding
on     [date]

When we received your purchase order for [quantity,
product], we were unable to fill the order for immediate
delivery due to     [explanation for delay in delivery]
Our letter informing you of this delay and requesting your
instructions was mailed to you on    [date]    We did not
receive a reply and proceeded to send a follow-up letter
to you on     [date]

We have been able to make delivery to you since the [date]
but felt that since you had emphasized “for immediate
delivery” on your purchase order, we should wait for your
authorization before shipping.

I can easily understand why you were so upset with us [day]
if no one made you aware of our correspondence.  We have
always appreciated having you as a customer and hope that
we can continue to provide you with our products in the
future.
 

Sincerely,
[Name]
[Title]

 Confirmation of extension of payment date

[DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

This will acknowledge our telephone conversation of this
date.  As was stated in our letter dated     [date]    ,
we should be receiving our financing by     [date]

In view of the above, we would appreciate your extending
the date for our payment of the account until     [date]
This will enable us to make sure that all of the appropriate
documents have been prepared.

We appreciate your courtesies, past and present.  It has been
a pleasure doing business with your company and we look
forward to years of pleasant associations.
 

Sincerely,
[Name]
[Title]

Acknowledgment of Letter

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

Because Mr. Jones is out of the office for the next two
weeks I am acknowledging receipt of your letter dated
May 20, l983.  It will be brought to his attention
immediately upon his return.

If I may be of any assistance during Mr. Jones’ absence,
please do not hesitate to call.
 

Sincerely,
[Name]
[Title]

Acceptance of Purchase Security Agreement

 [DATE]

[Name]
[Company]
[City, State ZIP]

Dear [ ]

 Attached is an accepted copy of your Purchase Security
Agreement for the [specify equipment].

There are [number] remaining quarterly payments.  Your
first quarterly payment will be due on   [date]   , and
we will mail you an invoice for it approximately one month
prior to that date.  Please return the remittance portion
of the invoice with your check.

Under the Agreement, this contract is non-cancellable during
the term of the contract.  The balance, however, can be paid
off at any time prior to the expiration of the contract.

We would like to take this opportunity to express our
appreciation for your business.  If you have any questions
concerning your contract, or if we can be of service to you
in any way, please let us know.

Sincerely,
[Name]
[Title]