ahfoong said:
A friend approached me for help on how to draft a formal/professional letter to a customer informing of a process relocation, without causing unnecessary concern (eg. customer jumping the gun and asks for a line shutdown and tons of evaluations/reports, etc.)
Is there any place where I can get drafts of such letters? Or anyone who has written any?
Appreciate your help.
Bob.
My Organization has undergone two name changes in about 1.5 years, so we've had to write letters to our Customers and Suppliers twice now...they've all probably placed bets on when the next name change will occur.
I realize that a name change is not of the same magnitude as a process relocation, but the overall intent is the same. They need to know that names on their paperwork will change, but that's all that will impact them.
I'd put in the letter such information as:
- Time frame to relocate and final completion date (e.g., "Our relocation process will commence on April 1, 2004 and is scheduled for completion on April 10, 2004.")
- Explain that the reasons for the relocation.
- Highlight the benefits of the relocation - not just for you, but for the Customers and Suppliers, too!
- Include a contact name (e.g., you, plant manager, president, local Sales rep, Purchasing person) who will be available to answer any questions they may have.
- A statement to the effect of "This process relocation, due to our planning details and the commitment of our team, should in no way adversely impact our ability to serve you." for the Customers.
- A statement to the effect of "This process relocation, due to our planning details and the commitment of our team, should in no way adversely impact our current receiving processes." for the Suppliers.
- If alternate arrangements are being made for shipments/receiving, state that they will be contacted individual to discuss these arrangements.
- End with a statement that they will be contacted once the successful process relocation is complete.
- Thank them for their support.
Oh, and Welcome to the Cove!
