Write A Letter Requesting Help Professional To Send

So, when a customer asks to have an item replaced but the warranty is invalid having expired, for example you have no choice but to decline the request.

Though it might be tempting to put it off or just forget about doing it, that gives the impression that your business doesnt care about its customers, employees or whoever else is waiting for your reply.

Write A Letter Requesting Help Professional To Send

Its professional to send a courteous, prompt reply to any form of communication you receive, including those you have to decline.

Serve Up the Sandwich Approach On the very best sandwiches, the bread that holds your fillings is just as important as the fillings themselves.

Using mass-produced, store-brand white bread just wont cut it.

When you take the time to select a handmade, artisan bread baked with prime ingredients or a tender roll shined with egg and shimmering with seeds, it elevates the sandwich to a much higher level.

Its the same when you have to deliver unwelcome news, especially in writing.

The recipient isnt able to see the emotions on your face or hear your voices gentle delivery unless you write the words accordingly.

That means not blurting out your no answer harshly in the first sentence.

Instead, start with a pleasant comment, such as a thank you for writing or for thinking of your company or something else you can appreciate about the request.

With the bread as a buffer, you can then get to the meat of your response.

In two or three sentences, simply state that you cannot honor your letter-writers request, making sure your no is very clear.

Follow that with another thank you, a helpful tip perhaps and an assurance that youd be happy to help in another way in the future if you can.

Thats the other piece of bread that serves to further cushion the no.

View a Sample Refusal Letter Although the reason for your no response will make each letter a bit different, it helps to see a sample refusal letter to customers or anyone whose request you need to deny.

Dear (use actual name from the letter), Thank you for writing to (your company name).

We take all customer inquiries, requests and comments seriously and do our best to help in whatever way possible.

Unfortunately, we wont be able to accommodate your request for (a refund, information, etc.) (I n your second sentence, g ive a reason you cant help, adding additional sentences if necessary.) Im enclosing (a coupon, other information, another deal, etc.) to help make up for not being able to fulfill your request for a (refund, replacement per warranty, specific information, etc.) We appreciate your contacting (your company name).

Please write to us anytime if you need help with another request in the future.

Sincerely, (your name, your title, company name on three lines) Sign the letter personally.

You can see that the first paragraph is the top piece of bread, the second paragraph is the meat of your response and the third paragraph is the bottom piece of bread.

Be sure to use the letter-writers name since you have it from his letter.

Luckily, youre not forced to write Dear Sir or To Whom It May Concern, which both sound so impersonal.

Writing a Warranty Claim Rejection Letter Businesses must have strict warranty rules to be fair to all customers.

How To Write A Letter Requesting Help