Shipping Delays & Out-of-Stock? Communicate Clearly with 12+ Letter Examples & Templates
Letter #1: Cherry Wood Table Backorder Notice
We apologize, but your cherry wood table order is temporarily unavailable due to high demand. We expect more stock in approximately six weeks. You can choose to cancel or wait for your table. We apologize for any inconvenience.
Letter #2: Delay in China Order Due to Supplier Issue
We apologize for the delay in your china order. Our wholesaler is experiencing a strike, affecting fulfillment. We offer alternative patterns from other manufacturers. Please call [phone number] to explore options. Thank you for your understanding.
Letter #3: Doe Warmer 1000 Mittens Sold Out
Thank you for your Doe Warmer 1000 electric mittens order. Unfortunately, we are out of stock due to a closeout sale. You can wait two weeks for the new 1500 model or request a refund. Please call [phone number] to discuss options. Your order number is #3456-78.
Letter #4: Order Delay Due to Weather Conditions
We apologize for the shipping delay caused by heavy snowfall. We will ship your order as soon as possible. If you prefer to cancel and receive a refund, please call [phone number]. Thank you for your understanding and continued support.
Letter #5: Product Backorder Notification for Order #[order number]
We regret to inform you that the [product name] in your order #[order number] is currently on backorder. We expect it to be available again on [date]. You can choose to wait, cancel, or select an alternative product. We apologize for any inconvenience.
Letter #6: Shipping Delay Update for Order #[order number]
We apologize for the delay in shipping your order #[order number]. Due to unforeseen circumstances, we now expect your order to ship on [revised shipping date]. We appreciate your patience and will keep you updated.
Letter #7: Limited Edition Product Sold Out: Alternative Options Available
We are sorry to inform you that the [product name] you ordered is now sold out. However, we offer other similar products that you might like. Please visit our website or call [phone number] to explore alternative options.
Letter #8: Order Cancellation Due to Product Discontinuation
We regret to inform you that the [product name] you ordered has been discontinued and is no longer available. We apologize for any inconvenience and have processed a full refund to your original payment method.
Letter #9: Custom Order Delay Notification
Due to the intricate nature of your custom order, there will be a slight delay in production. We anticipate your order to be ready for shipment within [number] weeks. We appreciate your patience and will keep you updated on the progress.
Letter #10: Partial Shipment Notification for Order #[order number]
We are shipping a partial order of [product name] from your order #[order number] today. The remaining items are expected to ship on [date]. We apologize for any inconvenience and thank you for your understanding.
Letter #11: Unexpected Shipping Delay
We apologize for the delay in shipping your order #[Order Number]. Due to [Reason for Delay], your order is now expected to arrive on [Revised Delivery Date]. We appreciate your patience and understanding. To thank you for your patience, we're offering you [Discount/Gift].
Letter #12: Product Temporarily Out of Stock
We're sorry to inform you that the [Product Name] you ordered is currently out of stock. We're working hard to restock this popular item and expect to have it available again by [Date]. In the meantime, you can choose to [Alternative Options - backorder, refund, similar product].
Letter #13: Order Update: Partial Shipment
We're writing to let you know that your order #[Order Number] has been partially shipped. The following items are currently out of stock and will be shipped separately as soon as they become available: [List of Out-of-Stock Items]. The rest of your order is on its way and you can track it with this number: [Tracking Number].
Expert Tips
- Use stronger calls to action in some titles, such as "Get Your Refund Now" or "Act Fast to Secure Your Backorder."
- Apologize for the delay or unavailability.
- Clearly state the reason for the delay or unavailability.
- Offer alternative solutions (e.g., backorder, refund, different product).
- Provide updated timelines or expectations.
- Express appreciation for the customer’s patience and understanding.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own order letter effectively:
Sample Sentences
- We received your order of March 15, but unfortunately we no longer carry the item you requested. We checked with the manufacturer, who informed us that he no longer makes it.
- We appreciate your business and your recent order, but regret to say that we cannot supply the part you want.
- Thank you for your recent order. Unfortunately, our main warehouse was destroyed by fire last week, and we anticipate a three-week delay before we can ship your order.
- There has been an overwhelming demand for our new porcelain doll, which is on back order.
- I am sorry to report that we no longer manufacture canisters in the two-quart size.
- We are very sorry that we will be unable to fill your order for oak bookshelves for another ten days. We have had problems at the lumber mill that have caused delays all the way down the line.
Key Phrases
- a valued customer
- always appreciate receiving
- anticipate a delay
- anticipate being able to ship
- apologize for the inconvenience
- appreciate your business
- are informed by the manufacturer
- are very sorry that
- are unable to supply
- as soon as possible
- because of overwhelming demand
- can no longer provide
- cannot obtain the part
- demand has been very heavy
- do not stock the
- factory has closed down
- greatly appreciate
- is on back order
- item is not listed in our
- no longer carry
- no longer make
- no longer manufactures
- no longer keep
- received your order for
- regret to report
- sold out before
- thank you for
- unable to fill your order for
- unavoidable delay
- will send your order
- wish we could send it right away, but
- your recent order
Sample Sentences
- I would suggest that you contact an antique automobile parts supplier, like Doe Auto Parts in Springfield. A second-hand parts dealer might also be able to help.
- You may wish to consider the two-liter size, number 5555 in the catalog. It is just a fraction larger than the old two-quart model.
- We are returning your money order.
- If you are willing to wait for the shipment, do nothing. If, however, you would prefer to cancel your order, please call our toll-free number 1-800-555-5555, and we will be happy to return your check.
- Doe Corporation makes a very similar product that may suit your needs. Their phone number is 555-5555.
- We will send the doll as soon as we receive it, along with a small gift as a token of our appreciation for your patience.
- Your refund is enclosed.
- I suggest you call the Doe store in Springfield. I am confident that John can help you.
- While we no longer carry the pumps you ordered, we do carry a full line of water treatment products and equipment. I have enclosed a copy of our most recent catalog.
- We will, of course, send it express at no extra charge.
Key Phrases
- am confident that
- appreciate your patience
- are returning your
- as soon as it arrives
- as soon as we receive
- as soon as we are able
- as a token of
- call our toll free number
- consider trying our
- express your order to
- if the wait will be inconvenient
- if you would prefer
- if you are willing to
- just let us know
- makes something similar
- may I suggest that
- may meet your needs
- may wish to consider
- may work out for you
- might be able to help
- might be equally pleased with
- refund is enclosed
- send it express
- should take about
- suggest that you
- to cancel your order
- to choose something else
- will send your order
- will ship your
- will be happy to
Sample Sentences
- I am sorry we don't have what you need, but wish you luck in finding it.
- Thank you for your patience. We appreciate your patronage.
- Thanks for your order. We hope you will think of us again when you need precision equipment.
- We hope our suggestion works out for you.
- I am confident you will find it was worth the wait.
Key Phrases
- a valued customer
- am confident that
- appreciate your patience
- appreciate your understanding
- are sure you will be pleased with
- as soon as they arrive
- be able to find what you need
- best wishes for
- hope you will
- sorry we are unable to
- thank you for your patronage
- thank you so much for
- thank you for your order
- thank you for your continued business
- think of us again
- this unusual situation
- this unavoidable delay
- well worth the wait
- will rush your order to
- will let you know
- wish you luck in
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