As an authorized member of your company, you must have to inform the customer about the declination of his or her request in advance. Here we have provided some sample letters regarding this topic, now you can easily write your letter.
While writing you must have to mention the details about customer name, the reason for declination, and some words to make him assure that it will not happen in future. Follow the below letters where we mention all the points.
Template: 1
[ Insert the Sender’s Address]
———- [ Address Line1] ———–
———- [ Address Line 2] ————
[ Insert the Date of sending the letter]
[ Insert the Receiver’s Name]
[ Insert the Receiver’s Address]
———- [ Address Line1] ———–
———- [ Address Line 2] ————
Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]
SUB: [ Insert the subject concerned to the letter]
Greetings of the day!
We had received your request against Ref. No: [ Insert the reference number or ticket ID] regarding [ State the concerned customer request for the commodity or service].
We understand that you have been trusting our company since [ insert the number of years since the customer’s first purchase of commodity or service], and we thank you for always choosing us.
The Department of [ insert the name of the concerned department] was responsible for your request, which has been discontinued since [ Insert the number of days/ months/ years since the department has been discontinued], due to low revenue.
We regret to inform you that we will not be able to process your request for the same as [ Insert a valid reason for not being able to provide the requested commodity or service].
We are extremely sorry for the inconvenience caused. We appreciate your patience and cooperation.
For further queries regarding this, please contact us via email on [ Insert email address] or contact our customer service representative at [ Insert contact details of the customer service or their respective website].
Thank You
Regards,
[ Insert the Full Name of the Sender]
[ Insert the Designation], [ Insert the full name of the organization]
[ Insert the Contact Details of the sender or the organization]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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