[DATE, ex. Wednesday, June 11, 1998]
[NAME, COMPANY AND ADDRESS, ex.
1234 First Street
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
I’m afraid there has been a slight error on our shipment.
Instead of [REQUESTED PROCUTS, ex. 100 sheets of 8×5 drywall], we received a shipment on [DATE, ex. Wednesday] of [SHIPMENT, ex. 50 sheets of 8×10 drywall]. Enclosed, pleased find [STATE SUPPORTING DOCUMENT ENCLOSURES, ex. a copy of our P.O. #153234] confirming our order. Please check your records to determine whether I am mistaken.
I will be delighted, nonetheless, to receive a re-shipment of our order at your earliest convenience. As I’m certain you understand, the incorrect shipment has caused us delays; we would hence appreciate your expediting our order in any manner possible. [STATE WHAT WILL OR HAS BEEN DONE WITH CURRENT SHIPMENT, ex. Your trucks have taken the original shipment back to your premises.]
Please contact me at XXX-XXXX if there are any concerns.
[YOUR NAME, ex. Jill Jones]