Not every time are we, able to fill the order forms. The inability to fill an order form can not be taken as a mistake which can’t be forgiven. It can happen to anyone and everyone living in this world. So, if you don’t fill an order letter, it is perfectly okay. But, the person who has placed the order expects a reply from you so even if you don’t fill the order, you must have the courtesy to write a letter back to them about the inability of filling the form.
You can use this letter for literally any reason you have for being unable to fulfill an order. You can provide a brief explanation of the situation, or if you really want to you can give a lengthy detailed summary, you surely can do it, but who has time to do that? So it’s better to keep it short. Include your name and contact information so that the customers can reach you to work out a resolution.
Table of Contents
Tips to write a Notice of Inability to fill order Letter
- The letter must be written in such a way that the order name or number must be mentioned, so that it will be easy for the recipient to relate the letter with you.
- The letter must be explained well in order to avoid further miscommunications.
- While explaining try not to make it too long.
- Since it is a business letter, it must be rechecked in order to correct the spelling or grammatical mistakes, if any.
Template
Use our free Notice of Inability to Fill the Order Letter to get started. If you need additional help or more examples, check out the sample letters given below.
From,
____________
_____________
Date__________ (Date on which letter is written)
To,
_____________
______________
Subject: Notice of Inability to fill the order
Dear________ (Sir/Madam),
We have received your Purchase Order Number_________ [number], dated_________[date].
We regret to inform you that the above said order cannot be filled at this time due to the following reasons:_________(mention the reasons)
If you care to discuss this matter further, please feel free to contact me at the number_________(phone number must be provided)
We look forward to your future orders and are ready to assist you in any way possible. Sorry for the inconvenience caused.
Thanking You,
Yours Truly,
Name and Signature.
Sample Letter:
From,
Lokesh Sharma,
EA Creations,
Selaiyur,
Chennai.
January 6, 2017.
To,
Rohit Varma,
Sharon Creations,
K.R. Puram,
Banglore.
Subject : Notice of Inability to fill the order
Dear Mr. Rohit,
We have received your Purchase Order Number PO1995, dated 20/12/2016. We regret to inform you that the above said order cannot be filled at this time due to the following reasons: 1) We have a shortage in the goods right now because of the Vardha cyclone that has hit Chennai on December. 2) Many of the workers left the job since they lost their houses due to Vardha.
If you care to discuss this matter further, please feel free to contact me in 0987654321 or lokeshsharma@gmail.com.
We look forward to your future orders and are ready to assist you in any way possible. Sorry for the inconveniences caused.
Thanking You,
Yours Sincerely,
Lokesh Sharma,
Creative Head.
Email Format
The following is the Email Format that must be followed while writing a letter on the notice of inability to fill a order.
To: name@email.com
From: name@email.com
SUBJECT: Notice of inability to fill the order
Dear Mr./Ms/Mrs.___________ (Name of the recipient)
We have received your Purchase Order Number_________ [number], dated_________[date].
We regret to inform you that the above said order cannot be filled at this time due to the following reasons:_________(mention the reasons)
If you care to discuss this matter further, please feel free to contact me at the number_________(phone number must be provided)
We look forward to your future orders and are ready to assist you in any way possible. Sorry for the inconvenience caused.
Thanking You,
Sincerely,
(Name of Sender)
(Designation/Company)