| Sample 21: | Credit Refusal |
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1330 Healy, Macomb, Illinois 61455-7787 Solar Heating Specialists Since 1950 1-800-555-1212 · http://www.solarpower.com |
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| February 9, 20xx | ||
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Mr. Robert Wilson
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| Dear Mr. Wilson: | ||
| Mention the purpose of the letter while focusing on something with which the reader can agree. Use the credit check to clear and logical reasons for your decision. | Your order and application for credit indicate your awareness of the current demand for solar heating equipment. We're glad to hear that you anticipate increased sales in your area.
In making the routine checks you authorized, we discovered that your present level of indebtedness exceeds the 2 to 1 ratio generally considered safe for credit transactions. Until that ratio is met, cash transactions would help you avoid further indebtedness while improving your assets-to-liability ratio. The references you provided all confirm the excellence of your customer service and state that you would provide the kind of customer support we expect of our dealers. |
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| A good reason plus an alternative can make the refusal clear. Use passive voice to avoid accusing the reader of any shortcoming. Subordinate but do not omit the negative aspects of the alternatives. | Because of your excellent reputation, we'd like to work along with you as you improve your ratio. By taking advantage of our express shipping, you could offer Sun Glow solar heaters to your customers without needing to maintain a large inventory. Our store displays and catalog should help you sell Sun Glow products without increasing your indebtedness. Even with the added charge for express shipping, your profit margin would still be above a healthy 20 percent.
The two quarter-page ads a year in the newspaper of your choice that we provide all dealers would increase your customer traffic and help you sell Sun Glow products all year. |
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| Motivate the reader to act. | By completing the enclosed request form, you'll receive Sun Glow's catalog and our 3' X 5' wall display. Let us know your decision. The peak sales period for many solar heating panels will be coming up soon, as people review their winter heating bills. | |
| Sincerely, | ||
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| Sylvia Everard, Marketing Specialist
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