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Requesting to Additional Information






Example 1: Examples of requesting information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hennings:

You paid for plumbing repairs in the B wing of Southside Offices which did not occur.  The maintenance department did not answer your call due to a secretarial error.  We apologize for this mistake and will complete the repairs by Friday.

However, we do require some additional information from you:

1.  A detailed explanation of the problem.
2.  A dated copy of written notification to the maintenance manager.
3.  A copy of  your receipt.

We regret any inconvenience this may have caused. Upon receipt of the above information,  we will be happy to credit your account accordingly.

Sincerely,

Example 2: Adjustment letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hayes:

Your housekeeping department reported items missing from the May 15 laundry delivery. Please accept our sincere apologies. We will be happy to credit your account for these items; however, we will need the following information.

1. A complete description of the missing items.
2. The date our cleaning service picked up these items.
3. A receipt of the payment.
4. An estimated cost of the items.

We will remedy this situation as soon as possible. Your satisfaction and continued patronage is important to us.

Sincerely,

Example 3: Letter for requesting to additional information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Turner:

Recently, you requested credit for incomplete services at one of our body shops. We will need the sales receipt and a description of the services. We also ask that you take your car to one of our locations for a complete inspection.

We want our customers to be completely satisfied. Therefore, after receiving the above information and reviewing the inspection report, I will personally guarantee that either you will receive a refund or your car will be repaired according to your satisfaction.

Please accept our apologies and thank you for your patience in this matter.

Sincerely,

Example 4: Requesting to Additional Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Prescott Employees:

We have been advised of adjustments in our hospitalization coverage that will lower the monthly rates. These changes will result in a monthly reduction of $12.50.

Before these changes can be made, each employee must sign the enclosed document which reflects knowledge and approval of the requests. The document should include your individual policy number as well as the account number of Prescott, Inc. Once this information is received, we will adjust the coverage and the monthly rates.

Thank you for allowing us to be your medical provider. Please call (800) 555-5555 if you have any questions or concerns.

Sincerely,

Example 5: Requesting to Additional Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Lucinde:

Thank you for calling our attention to the mistake made in the March 6 shipment. We understand that four boxes of paper products, towels, plates, and cups, were missing.

Four replacement boxes were shipped to you this morning. Please provide us with copies of your original purchase order and invoice so that we may properly adjust your account.

We apologize for the error and the inconvenience.

Sincerely,

     

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