Dear
This is to acknowledge that we are in receipt of your
notice whereby you informed us that the goods shipped to
you on [date] did not conform to our agreement dated
[date].
We regret this unintentional mistake on our part, the
reasons for which were [explanation]
While we recognize that the time for performing under this
agreement has expired, we are requesting that you extend
the time to [date] in order that we may cure the
defect by replacing the shipment with goods …

Dear
It was distressing to learn that the chocolate we shipped
to your firm last week arrived in bits and pieces. Per
your request, a new shipment for 30 lbs. left our dock this
morning and is scheduled for afternoon delivery to you on
May 26th. Please turn over the damaged goods to the driver
at the time of deliver.
I am sorry that this unfortunate incident occurred and
sincerely appreciate your continued patronage.

Dear
In deference to your valuable time, I would like to get
straight to the point and say that we were wrong.
Your purchase order clearly stated 30 cases. The shipment
of 60 cases was our error. Meanwhile, there are two
options available at this time; you can keep the
additional merchandise and we will bill you thirty days
from now, or we will arrange to have it picked up at your
loading dock and issue a credit to you. Please let me
know of your preference.
We will do everything in our power to ensure …

Dear
This is to acknowledge receipt of your letter of [date]
in which you set forth your reasons for cancelling your
purchase order #
I am very sorry about the misunderstanding that led to
this cancellation and have taken the matter up with
management in order to ensure that a problem of this
nature does not occur again.
As one of our valued customers, your satisfaction is one
of our primary concerns. Please accept our apology.