Regrettably there will be times when you are unable to deliver goods to a customer on the date you specified. Make sure you contact them as soon as you know there will be a delay so the customer can make other arrangements if they need to. If you tell them when the goods will be back in stock, they may be prepared to wait until then which would be the ideal outcome.
Letter informing customer of delay in delivering goods – sample 1
[Company]
[Address]
[Date]
Dear [Name of Recipient],
We regret to inform you that the shipment of your order invoice no: [insert here] will be delayed due to [State Reason].
We have been assured by [our suppliers, production staff, weather forecasters] that we will be fully operational again by [date] and your order will be sent then by priority delivery. This means you can expect your shipment by [date].
Of course we understand this may not be an acceptable alternative and should you wish to cancel your order, please let us know as soon as possible. We do however hope that you will understand the situation, which is out of our control, and be able to wait until the alternative date for your delivery.
Should you wish to discuss anything regarding your order with us, please feel free to contact me directly on the contact details below.
Thank you for your understanding.
Yours sincerely,
[Signature over Printed Name]
[Position]
[phone number]
[email address]
Sample 2:
[Date]
Dear [Name of Customer],
We regret to inform you that your purchase with order number [input number] will be delayed because of [state the reason]. It was really an unfortunate incident and your purchase is only of the hundreds of deals that we need to completed.
We expect that our plants will be fully operational on or before [Date] and we will make sure that the products that you ordered will be delivered to you right away.
We are very sorry for the inconveniences that this incident may have caused you and we will guarantee that this problem will not happen again in the future. We are looking forward to having a deal with you in the future. Thank you for understanding.
Sincerely Yours,
[Name]
[Title]
[Email]
Sample 3:
[Date]
Dear [Name of Recipient],
We regret to inform you that we won’t be able to send the [name of product] that you ordered from our catalog because the demand for this item has exceeded our expectations and our stock was depleted almost immediately.
However, we already contacted the supplier beforehand and they will be sending more of the product on [Date]. We wrote this letter because we won’t be able to ship the item on time, but rest assured that we will be sending it immediately as soon as the products from the supplier is at hand.
Please advise us if you want to cancel your orders or you are willing to wait on the next batch of products. We are sorry for the inconveniences that this issue may have caused you and thank you for your patronage.
Sincerely,
[name]
[Title]
[Email]
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