Subject: Follow-up on Duplicate Order — [Order Number] Dear [Customer's Name], I hope this letter finds you well. I am writing to bring to your attention a discrepancy in your recent order. Our records indicate that a duplicate order was placed on [Order Date], for which payment has already been processed. We apologize for any inconvenience this may have caused and assure you that we are working diligently to resolve this matter swiftly and efficiently. Upon reviewing our system, we discovered that our internal process mistakenly generated an additional order for the same products or services. Rest assured, our team is committed to rectifying this error to ensure your complete satisfaction. We value your trust and loyalty, and we are determined to make things right. To streamline the resolution process, we kindly request your cooperation in verifying if you have received multiple deliveries or charges for the same order. If you did receive duplicate items, please let us know as soon as possible. We will promptly provide you with instructions on how to return the duplicated items at our expense. In case you have been billed twice for the same order, we sincerely apologize for the inconvenience. Our finance department is presently investigating the matter and will initiate the refund process immediately. You will be provided with a detailed account of the refund within the next [number of days]. In an effort to demonstrate our commitment to your satisfaction, we would like to extend a [X] coupon off your next purchase. This amount will be determined based on the order value and inconvenience caused by the duplication. This coupon will be included in the refund notification, and you may utilize it during your next transaction either online or at any of our locations. Once again, please accept our sincerest apologies for this oversight. We are actively working on rectifying the situation and ensuring it does not happen again in the future. If you have any further questions or concerns regarding this matter, our dedicated customer support team is ready to assist you. Kindly reach out to us at [contact information] or respond directly to this letter. Thank you for your understanding and cooperation. We greatly value your relationship with us and remain committed to delivering exceptional service. Best regards, [Your Name] [Your Title] [Company/Organization Name] [Contact Information] Alternative "Alabama Sample Letter for Follow-up on Duplicate Order" types: 1. Alabama Sample Letter for Follow-up on Duplicate Order (Apology): This variant would focus more on apologizing to the customer for the duplicate order error and emphasizing the steps taken to rectify the situation promptly. 2. Alabama Sample Letter for Follow-up on Duplicate Order (Compensation): This type of letter would discuss compensation measures in more detail, such as providing a higher discount or a gift card to compensate for the inconvenience caused by the duplicate order. 3. Alabama Sample Letter for Follow-up on Duplicate Order (Urgent Resolution): This variant would prioritize urgent resolution, requesting immediate action from the customer to confirm any duplicate deliveries or charges, aiming to resolve the matter within a shorter timeframe.
Alabama Sample Letter for Follow-up on Duplicate Order
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How to fill out Alabama Sample Letter For Follow-up On Duplicate Order?
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