Errors are to be corrected. When you make an error in a business transaction, it is but proper to rectify it immediately. Remember that your clients put a great deal of trust and confidence in the company.
They did not only invest thei
r 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.
December 13, 2010
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.
Customer Service Manager