[Shipping delays happen whether you want it or not, especially during the Christmas season and during a pandemic. When large shipment delays occur, clients have no idea what’s going on behind the scenes; all they know is that they were given an expected delivery date, which has already passed. Assume you are the owner of a company. You’ve had a lot of orders from different customers. Send a letter to one of your clients alerting them of the delay in the fulfillment of their order.]
From,
Your Name and Job Designation…
Firm name and Address…
Date: DD/MM/YY
To
Receiver Name…
Home/Office address…
Subject- Regarding delay in order
Sir/Ma’am,
We hereby write to inform you that your order no. (XX/YY) which was due for delivery on (date) would be late by a few days. (Describe in your words).
Due to the peak season, we have received orders in bulk. Some of these are urgent and need to be completed without any delay. (Describe actual problem and situation). With reference to our previous conversation, we think you will not have a problem with the delay since you do not have urgency. (Express your apology and expectation). We will update you regarding the confirmed date of delivery soon, however, I assure you that it will be delivered to you before (Date).
We apologize for the inconvenience caused. (Cordially describe your greetings). Looking forward to your cooperation.
Thanking you,
Yours truly,
Your Name…
Contact info. and signature…
Another Format, [Email format]
TO: Receiver mail name, name.fgtg@mail.com
From: Sender mail address, name.ghjl@mail.com
Sir/Ma’am,
This is in regard to your order no. (**/**) which you placed with our company (ABC ltd.) on the (date). (Describe in your words). We sincerely apologize to you for the delay in delivery of the products you ordered with us. (Describe actual problem and situation). Due to irregularities in the manufacturing department, this inconvenience has been caused to you. We are also flooded with a large number of unexpected orders this month and all this has led to this delay.
We are trying our best to minimize the delay as much as possible to reduce your trouble. (Express your apology and expectation). We have equipped our departments with more number of staffs and within the next (***) days your shipment shall be dispatched for delivery.
You are a loyal and supportive client of our company since years, and we are grateful to you for your commitment towards us. (Explain your offer). As a small token of honor and as a mark of apology we offer 10% discount to you on your next purchase order with us. (Show your company’s loyalty). Whenever you place your next order with our company, you can avail this discount on the final bill value.
To ensure that this crisis does not take place in the future again, we have taken all precautionary steps. (Cordially describe your greetings). Once again we apologize to you for all the troubles caused because of us. We would appreciate your support on this matter.
Yours truly,
Your Name…
Company name and address…
Contact info. and signature…
