Arkansas Sample Letter for Follow-up on Duplicate Order

• Category: Letters - Nonlegal - Follow-Up
• State: Multi-State
• Control #: US-0246LR
• Format: Word; Rich Text

Description

Sample Letter for Follow-up on Duplicate Order

Subject: Follow-up on Duplicate Order: Important Action Required Dear [Customer's Name], We hope this email finds you well. We would like to address a recent issue regarding your order placed with us on [Order Date]. It has come to our attention that a duplicate order was inadvertently processed, resulting in the dispatch of two identical shipments. We sincerely apologize for any inconvenience caused and are committed to resolving this matter swiftly. At [Company Name], we prioritize customer satisfaction, and it is essential for us to rectify any mishaps promptly. We kindly ask for your cooperation to help resolve this duplicate order issue by following the instructions below: 1. Identifying the Duplicate Orders: Please carefully review the details of both shipments received. Each shipment should contain an accompanying packing slip or invoice, which will provide you with the necessary information to confirm the duplication. 2. Contacting our Customer Support Team: Once you have identified the duplicate order(s), please reach out to our dedicated Customer Support Team at [Customer Support Phone Number] or [Customer Support Email Address]. Promptly inform them about the situation and provide the following details: — Order numbers for both shipments— - Specific items that have been duplicated. — Your preferred resolution (e.g., return, refund, or cancellation). 3. Returning the Duplicate Shipment (if applicable): In the event that you are required to return the duplicated items, our customer support representative will guide you through the return process. We will ensure that you receive a prepaid return label to avoid any additional expenses on your part. 4. Ensuring Efficiency: To streamline the process and resolve this matter promptly, we kindly request your response within [number of days] from the receipt of this communication. Your cooperation will assist us in providing a speedy resolution that meets your expectations and our commitment to exceptional customer service. Please rest assured that we have taken immediate measures to prevent similar occurrences in the future. We genuinely value your business and strive for excellence in all aspects of our operations. Should you have any further questions or require any clarification, please do not hesitate to contact our Customer Support Team. We appreciate your understanding, and thank you for your continued trust and support. Best regards, [Your Name] [Your Title/Position] [Company Name] [Contact Information: Phone Number, Email Address]