Sample Bad News Memo/Email/Letter

To: Jim Smith

From: Phil Blevins, Blevins Design & Fabrications

Date: May 25, 2025

RE: Delivery update: Custom Steel Bracket (Order # 86532) 5/10/2025

Dear Jim Smith,

We here at Blevins Design & Fabrications value the loyalty and regular business you have given us for the last ten years, and we hope our partnership continues to flourish for many more years to come.

I’m writing to let you know that due to an internal error, we just learned that part of the shipment of your May 10th order of 24 custom high strength steel brackets was mislabeled and sent to the wrong address several states away.

We were unaware of the mistake until just this morning when another customer notified us that they had received the incorrect package. The package is now on its way back to our shop and should arrive tomorrow. As a result, your delivery scheduled for tomorrow will contain just 20 of the 24 brackets you ordered; the remaining 4 should be in your hands no later than Monday by close of business.

I sincerely apologize for the delay and any inconvenience it causes you. Rest assured that we are working hard to determine the reason for our error so that it will not happen again. In the meantime, we have refunded you the original shipping charges for this order and would like to offer you free expedited shipping on all future orders for the rest of the year.

Thank you in advance for your understanding and patience. We appreciate your business and hope to continue being your first choice to serve all your custom metal designs, fabrications, and CNC cutting and forming needs.

If you have questions or if there’s anything I can do, please let me know—you can reach me anytime, day or night, at (541) 451-1451.

Sincerely,

Phil Blevins