How to Write Service Acceptance Letter

Service acceptance letter is the one which corporations need to get signed once products or services have been delivered to the customer. This letter preferably needs to be signed by the customer at that very time, so in future there should not be any issue over customer satisfaction. Besides, in case if the customer is not happy over something, the issue can be fixed at the same time. But in many cases, the customer has to write this letter by his own.

Normally, people working in customer relations department are looking for these samples and templates so they can prepare a handy one for their product/service to save their own and customer’s time. Below given are some steps to guide on writing a service acceptance letter.

Instructions

  • 1

    Sender’s Information

    The sender mentions his/her name in this part at the top left corner of the page with the below given details included.

    Name of Sender
    Designation
    Company’s Name
    Company’s Address
    Phone Number
    Official Email

  • 2

    Date

    Leave one line space after giving the above information to write the date and follow the pattern DD/MM/YYYY.

  • 3

    Recipient’s Information

    Again after leaving one line space, the recipient’s information is added. The particulars of information depends whether the receiver is an individual or a company.

  • 4

    Salutation

    In this step, the sender addresses the recipient with his her last name mentioning Mr. /Ms. /Mrs. If it is company then it is good to use M/S (Company’s Name).

  • 5

    Main Content

    The main content of this letter like most other formal letters is composed of no more than two to three small paragraphs. The opening paragraph starts by thanking the person who has provided the service. After that, the next sentence should mention the acceptance of service. Next sender should mention if he's satisfied/not satisfied with the services rendered to him and in the third paragraph, the sender highlights duties and responsibilities associated with the service.

  • 6

    Conclusion

    The letter is concluded with a courteous statement so as to show honor and respect for the person receiving it.

  • 7

    Valediction

    After the concluded statement, the main letter content is ended with an appropriate valediction such as Yours Faithfully, Yours Sincerely, Yours Truly and Regards.

  • 8

    End of Letter

    The letter is ended with the sender signing it and mentioning his name along with designation (if required).

  • 9

    Sample Service Acceptance Letter

    Michael William
    Manager Human Resource
    Infospan Incorporation
    123 Made Up Road
    Anaheim
    California

    Date: 19-06-2012

    Harry James
    Language Instructor
    University of California
    405 Hilgard Ave
    Los Angeles, CA 90095

    Dear Mr. James,

    Thank you for your services as an Accent Trainer at Infospan Inc. I am pleased to inform you on behalf of Infospan Incorporation that our Training Department is very much satisfied with your services, however, there’re a couple of employees still need your assistance, so it will be great if you can visit us for one more day between 9:00 am and 5:00 pm including one hour lunch break and fix their issues.

    You’ll be paid for this extra day according to our agreement we had initially.

    I hope that you enjoyed working at Infospan Inc. and will drop by to fix the minor issues!

    Yours Faithfully,

    Michael William
    Manager Human Resource

  • 10

    Template Service Acceptance Letter

    Name of Sender
    Designation
    Company’s Name
    Company’s Address
    Phone Number
    Official Email

    Date: __/__/__

    Name of Recipient
    Designation
    Organization’s name
    Address
    City & Zip Code

    Dear Mr. /Ms. /Mrs. (LAST NAME),

    Thank you for your services as _________________ at ________________. I am pleased to inform you on behalf of __________________________ that __________________________________________, however, ____________________________________________________, so it will be great if you can visit us for __________________ between _______________________________ and fix their issues.
    You’ll ________________________according to our agreement _______________.
    I hope that you enjoyed working at _______________. and will drop by to fix the minor issues!

    Yours ________
    (SIGNATURE)
    (NAME OF SENDER)
    (DESIGNATION)
    (CONTACT NUMBER)

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