The Letter with Bad News: Business Letter Package
Letter Commentary
The letter with bad news should include a sorry statement and an explanation of the inability to provide the services. However, it is better not to mention the actual cause, which is the clerk’s error and the hotel’s preference for the other clients.
The other purpose of the letter is to persuade the customers to return to the hotel in the future. As such, inclusivity can be shown: for example, a gift for the pair and a discount. The letter should be formal; otherwise, the clients might think that they are viewed as unimportant.
Mr. Melvin Peacock and Mrs. Bhaksi
433 Jamrock Avenue
Revashol, NY 56890
Kim Kitsuragi
Crystal Hotels Inc.
233 Martins Street
Revashol, NY 56890
April 05, 2022.
Dear Mr. Melvin Peacock and Mrs. Bhaksi,
This letter is to inform you that as of April 15-17, 2022, we will not be able to accommodate you in Sleepy Hollow Bed & Breakfast, where you have booked a room. Please accept apologies for this unfortunate turn of events.
We are unable to provide our services due to an unexpected technical issue in the hotel, which we cannot eliminate either for April 15-17, 2022, nor near this date. Although we genuinely want to deliver the unique haunted room experience to you, this technicality makes it impossible for us to perform our duty.
We recognize that you have booked the room in advance and have expected to visit it as planned. We want to compensate inconvenience by the time of your next visit. We have already prepared you a gift for your anniversary, and now we offer you a discount for the next visit with a reduction in price for booking the room in the amount of 50%.
Thank you, and if you have any questions regarding this contract letter, please call me at 449-606-5687.
Sincerely,
Kim Kitsuragi
Crystal Hotels Inc.
Business Development Manager
449-606-5687.