Sample Letter to Request Credit for a Problem with Services at a Family Event

| November 1, 2012 | 0 Comments

Our sample letter to request credit for a problem with services at a family event can be used to request a refund from a caterer who failed to deliver what they agreed to in your contract. Sometimes a caterer may run out of what’s on the contracted menu and substitute something else. They may not even have the dish or appetizer you ordered on the night for whatever reason. Human error is forgivable; you shouldn’t have to pay for it if it’s not your fault. If a caterer fails to deliver on the contracted menu or services, but still charges you for it, request a refund with our sample letter to request credit for a problem with services at a family event.

Making the Best Use of Our Sample Letter to Request Credit for a Problem with Services at a Family Event

You’ll make the best use of our sample letter to request credit for a problem with services at a family event by first understanding its structure and format. As it is a formal business letter, it should be formatted appropriately. Our example is formatted in the block style, a widely accepted format for business correspondence.

The block style takes its name from the way in which the text is written in sections or “blocks,” each block being separated by a space and justified to the left of the page. This provides your letter with a professional appearance, and makes it equally easy to edit. With a bit of cutting and pasting you can speedily replace the contents of our sample letter to request credit for a problem with services at a family event with your own details.

Once you understand its format you can Download Our Sample Letter to Request Credit for a Problem with Services at a Family Event and edit it on your own computer using Microsoft Word or a similar program.

We begin our sample letter to request credit for a problem with services at a family event by correctly formatting the address. Your name and contact information are typed first, followed by the date, the name, and contact details of the reader, and finally the greeting or salutation. It should look like this:


Mrs. Jennifer Romney
22 W. Seymour Ave
Healey Heights
Portland, OR 01-60124
Tel: 814-223-3241
Email: jromney@email.com

July 14, 2007

Mr. Seamus Murphy
Questionable Catering Co.
42 NW Johnson St.
Portland, OR 01-60135

Dear Mr. Murphy,

The first thing we do in the body of our acceptance of a bid for a family event example letter is to inform the caterer that we have a problem with the menu or services provided on the night of our family event. You can let them know at this time that you are also requesting a refund. We do so simply like this:

I am writing to request a refund in the amount of $435 for food and services your company failed to provide as contracted at my family reunion on July 4, 2007.

The next thing you need to do is give specific details of the food or services they failed to provide. Back up your case by sending a copy of your signed contract with the violation highlighted or circled in red. You can do so like this:

We had ordered and subsequently paid for 50 lobster salads as an appetizer (at $12.25 per head). You had assured me, and the copy of your attached order form clearly states, that the lobster is 100% fresh and natural. 

On the evening our guests were served a salad that clearly contained imitation seafood, which was confirmed by your waiting staff who explained that you were not able to secure enough fresh lobsters to provide the agreed to dish.

You can let the caterer know that you are a fair and understanding person by stating that you are aware such things occur. But you can also let them know that you don’t appreciate being charged for goods or services that you never received. It may just be an oversight, so don’t be too forward or aggressive. Say something like this:

I appreciate that because of circumstances beyond your control you were not able to provide the contracted dish. I would have appreciated it more if you had let us know beforehand so that we could have selected a more suitable replacement. 

Perhaps it is just an oversight by your accounting department who were not aware of the change in menu, but I especially do not appreciate being charged for something we never received.

Finally let the caterer know that you expect a refund ASAP. If they otherwise did a good job you could thank them for that. Our completed sample letter to request credit for a problem with services at a family event looks like this:

Mrs. Jennifer Romney
22 W. Seymour Ave
Healey Heights
Portland, OR 01-60124
Tel: 814-223-3241
Email: jromney@email.com

July 14, 2007

Mr. Seamus Murphy
Questionable Catering Co.
42 NW Johnson St.
Portland, OR 01-60135

Dear Mr. Murphy,

I am writing to request a refund in the amount of $435 for food and services your company failed to provide as contracted at my family reunion on July 4, 2007.

We had ordered and subsequently paid for 50 lobster salads as an appetizer (at $12.25 per head). You had assured me, and the copy of your attached order form clearly states, that the lobster is 100% fresh and natural. 

On the evening our guests were served a salad that clearly contained imitation seafood, which was confirmed by your waiting staff who explained that you were not able to secure enough fresh lobsters to provide the agreed to dish.

I appreciate that because of circumstances beyond your control you were not able to provide the contracted dish. I would have appreciated it more if you had let us know beforehand so that we could have selected a more suitable replacement. 

Perhaps it is just an oversight by your accounting department who were not aware of the change in menu, but I especially do not appreciate being charged for something we never received.

I have enclosed a copy of our agreement and the invoice where I have been charged for the lobster, and expect a refund for the $435 within the next week. I do thank you for the other food and services you provided on an otherwise perfect night.

Sincerely,

Jennifer Romney

Once you’re ready to compose your own letter you can Download Our Sample Letter to Request Credit for a Problem with Services at a Family Event and edit it to contain your personal information.

Tips and Useful Sentences You Can Use with our Sample Letter to Request Credit for a Problem with Services at a Family Event:

  • Be gracious when requesting your refund. The caterer will be more cooperative if you are not abusive.
  •  If you have trouble getting your refund, contact the Better Business Bureau or similar organization for some professional advice.
  • Conduct a thorough background check and examine references of any caterer you are considering hiring.

Category: Requesting Refund Letters Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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