Confirm the Sending of a Package or Other Item(s) • Example Letters, Guides and Samples

Write Your Letter Step-by-Step

1 State specifically what you mailed and when. Refer to previous contact with your reader, if necessary.

Sample Sentences for Step 1

• My records show that on July 9, I sent a packet of graduate program applications to the Doe American Studies Department at Doe University.
• Last Wednesday, July 6, I sent a small package to Doe Enterprises at 1600 Main Street, Springfield, Kansas 12345, per the instructions on your e-mail message. The package should have arrived with the express morning delivery on Thursday, July 7.
• As you requested during our phone conversation last week, I sent you forms A and D to complete my application for the sales position that you advertised. On the envelope I wrote "ATTN. Jane Doe." The envelope was included in Friday's mail.
• I mailed the package you requested last Friday. Because of the sensitive nature of the material, I wanted to assure you that I had shipped it.
• I trust you received the promotional kit we sent you. To be sure that everything was included in your kit, let me review the items that should have been included:
  - five golden rings
  - four calling birds
  - three French hens
  - two turtle doves
  - a partridge in a pear tree
• This letter is the confirmation you requested that unit #123 was sent to you on July 9.

Sample Phrases for Step 1

• as you requested
• as per your instructions
• as we discussed
• because of the nature of the
• contained the following
• during our phone conversation
• included the following items
• records show that
• sent a packet of
• sent you the
• should have been included
• should arrive by
• the confirmation you requested
• trust that you received
• want to confirm
• want to be sure that
• want to make sure that
• was sent to you on
• were included in
• were mailed on
• wish to confirm that

2 Suggest what your reader should do if he or she has not received the item(s), or if there is a problem with the item(s) received.

Sample Sentences for Step 2

• If you have not received your box, please call us at 555-5555.
• Please confirm whether you received this package.
• Please let us know if your package is incomplete or damaged in any way, and we will send you replacement items immediately.
• If you have not received the package by the time you get this message, please call me immediately at 555-5555.
• John will bring your package with him when he flies in from Springfield.
• If you did not get the packet we sent, or you would like extra copies of any of the documents inside, please call me at 555-5555 or e-mail me at Doej@Doe.inc.
• Please let me know if you do not have the item in your possession now. If you have not received it, we will trace it immediately.

Sample Phrases for Step 2

• am concerned that
• by the time you receive this
• do not have the item
• do not hesitate to call me at
• e-mail me at
• expected to hear from
• if you would like extra copies
• if it is incomplete or damaged
• if you have not received it by
• if you did not get the packet we sent
• it should have arrived by
• let us know whether
• please let me know if
• please call us at
• should arrive soon
• whether you received
• will respond promptly
• will send a replacement
• will put a tracer on it

3 State what, if anything, you plan to do next.

Sample Sentences for Step 3

• Unless I hear otherwise, I will call you sometime around July 18 to arrange a meeting.
• We will wait to hear whether you have received it before we send another.
• We plan to ship one item per week until the first week in June, at which time we will review the arrangement and see whether that number can be increased.
• If I do not hear from you by April 4, I will call to see if there is anything we need to do.
• I will wait for your response before taking further action.

Sample Phrases for Step 3

• arrange a replacement or refund
• as we agreed
• at which time
• before we send another
• cover the cost of
• if there is anything
• if I do not hear from you by
• send a replacement
• to follow up on
• to arrange a meeting
• unless I hear otherwise
• unless you call me earlier
• will assume that
• will call you in a week
• will call to see if
• will not take action I hear from
• will wait for your response
• will send a duplicate
• will meet with
• will be necessary to
• will look into your situation
• will investigate the situation
• will wait until
• will review the arrangement

4 End with a pleasant expression.

Sample Sentences for Step 4

• As always, it is a pleasure doing business with you.
• Thank you again for your order. We are looking forward to doing business with you again in the near future.
• I am pleased that you will finally get your package.
• It is rewarding to see this project completed.
• It has been a pleasure working with you.
• If you have any questions, please don't hesitate to call.

Sample Phrases for Step 4

• a pleasure to work with
• always appreciate your
• are looking forward to
• doing business with you
• don't hesitate to call
• eager to see this resolved
• enjoy working with
• for your order
• if you have any questions
• in the near future
• is always a pleasure to
• is rewarding to
• it has been a pleasure to
• pleased that you thought of us
• thank you for
• to your complete satisfaction
• unless we hear otherwise
• want to be sure that
• will finally get your