RESPONDING TO JUSTIFIED COMPLAINT: DELAYED SHIPMENT
[DATE, ex. Wednesday, June 11, 1998]
[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
Thank you for your call [DATE, ex. today]. I want to assure you that your satisfaction is my prime concern. Accordingly, please accept my apologies for our delayed shipment. As I mentioned to you, [STATE REASON, ex. the unexpected large volume of orders this season has resulted in several back orders.] However, I expect your order to be delivered on [DATE, ex. June 20].
Again, I apologize for the inconvenience this must have caused you. {OFFER INCENTIVE, ex. As I value your business greatly, please allow me to offer you a 5% discount on your next order.} Feel free to call me at XXX-XXXX if you have any concerns you wish me to address.
Sincerely,
[YOUR NAME, ex. Jill Jones]
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