Lesikar's Business Communication: Connecting in a Digital World 13th Edition by Kathryn Rentz,Paula Lentz

Exercise 35

You open the box of monogrammed shirts you ordered online for the servers at your new restaurant, and your face falls: The shirts are the right color, style, and sizes, but the monogrammed name on the shirts, "Mama Mia's," is misspelled.
You call the company from whom you purchased the shirts, Rite Uniforms, and talk with a customer service representative, Suzanne Miller. When you explain the situation, she first offers her sincere apologies. She then tells you what to do to get the shirts replaced. First, you need to fax her a letter on company letterhead that explains the error and requests replacement shirts. Once she receives this letter (which she will need in order to process your request), she will send you return shipping instructions and get the company working on your replacement shirts.
As you prepare to do as she asks, you think about anything else you might add to your message that will help Rite Uniforms solve the problem to your liking and get your relationship with them off on the right foot. Prepare your fax for Suzanne.