They did not only invest their money but also their confidence that you would be sending them the correct shipment. Businessmen are always precise in their orders. They set a certain date for them to replenish their stocks, especially if their business is sales.

It is important to send the correct items immediately after the discovery of the error. This will prevent customers from withdrawing their orders.

Here is an example of a letter explaining why an error that has been made and how the company can rectify such mistake.

SAMPLE

December 13, 2010

Joanna Reed
2345 Antioch Drive
Queens, NY 02345

Dear Ms. Reed,

I apologize for the mix up on your last shipment. This pertains to the shipment our company sent you last November 20, 2010. We just found out that our order sheet does not tally with our sales invoice. Our order sheet indicates that you wanted 500 pieces of leather jackets but our sales invoice indicates that 500 pieces of linen sheets have been delivered. Our clerk mixed up the accounts of our customers.

Thus, the wrong items were sent to you. The clerk is a new employee and she is still undergoing training. She has only been with the company for one week and she is not yet familiar with our order sheets and sales invoices.

I am not trying to make any excuse for this mistake. We value our customer’s business. We know that you have been expecting this shipment for a week. We are very sorry for the inconvenience that this error brought you. I assure you that this will not happen again. I will make sure that someone will double check the list of invoices before the shipment.

As a way of making up for this error, the company is extending your credit for another 15 days. You have been a customer of our company for a long time and we hope that you will still put your trust in our company. Thank you so much for understanding the situation.

John Smith
Customer Service Manager

An example is when there are delays in the delivery of his orders or error in shipping out the raw materials. Second, the price of the raw materials is too high for the buyer.

Naturally, the buyer will look for suppliers who will give them lower price quotations. The present economic situation is not good because of the fact that recession affects the entire United States and even countries in Europe.

Here is an example of a letter on how to terminate a business relationship.

SAMPLE

November 01, 2010

John Smith, Business Manager
Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Anthony Grier
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Grier,

In view of the losses our business incurred these past months, I am constrained to ask your kind understanding and consideration to terminate our business relationship. I am encountering strong business rivals because the price of their product are cheaper and delivered on time to the satisfaction of their customers. I am right now scouting for business establishment that can provide stocks which are cheaper and with a more reliable delivery service so as to compete with my rival. I can easily compete with them as long as my needs are met on time.

I know that you are aware of my previous complaints about the delayed delivery of my orders. I have sent three letters to your office regarding the delays. The delay happened not only once but four times in a month. All the stocks I ordered were not delivered on time. I have been a long time customer of your company. Your records will show that I always pay on time and I do not ask for any extension for me to pay the balance.

Business nowadays is really very competitive. My customers are also very demanding. If I deliver the goods at a later date, they will no longer order from me. Of course I cherished my business dealings with your establishment and if only you could provide my business needs in these changing times then I am willing to start anew with you and your establishment.

John Smith
Business Manager

Business Name _ Date _
Address _
City _ State _ Zip _
Owner/Manager _ Tel.No. _
How long in business _ D & B Rated _
Trade References:
Name _ Address _
Name _ Address _
Name _ Address _
Name _ Address _
Bank References:
Name _ Address _
Name _ Address _
Credit line requested $_
Pending lawsuits against Company:

_

The undersigned authorizes inquiry as to credit
information. We further acknowledge that credit privileges, if
granted, may be withdrawn at any time.

_________________________________

Business Name__________________________________Date______________
Address______________________City__________State_________Zip_____
Owner/Manager_______________________________Tel.No.______________
How long in business________________________D & B Rated__________
Trade References:
Name_______________________________Address_______________________
Name_______________________________Address_______________________
Name_______________________________Address_______________________
Name_______________________________Address_______________________
Bank References:
Name_______________________________Address_______________________
Name_______________________________Address_______________________
Credit line requested $_________________________________
Pending lawsuits against Company:
___________________________________________________
___________________________________________________
___________________________________________________

The undersigned authorizes inquiry as to credit
information. We further acknowledge that credit privileges, if
granted, may be withdrawn at any time.

_______________________________