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Going Out of Business? Notify People the Right Way

written by: •edited by: Jean Scheid•updated: 4/22/2012

Now that your business is closing, what do you say to your valued customers and suppliers? Here, you'll learn why it is important to write a letter for business closure and take a look at free samples to get you started.

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    After you have worked so hard to cultivate relationships with your customers and vendors, it may not be in your best interest to burn any bridges by abruptly and inexplicably cutting off contact. A professional going out of business letter can generate a great deal of good will and closure among your valued business contacts. Here are a few specific reasons why you would write a letter in the event of going out of business:

    • With this business correspondence, it is your chance to thank your loyal patrons for frequenting your business.
    • In a going out of business letter, you can take the opportunity to thank vendors and other business partners for the goods and/services provided.
    • You can use a business closure letter to detail what steps or actions need to be taken by customers or vendors regarding outstanding obligations.
    • Above all, as previously mentioned, a business closure letter is your opportunity to terminate your business relationships on a positive note.
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    What Should You Include in Your Going Out of Business Letter?

    Going Out of Business;Wikimedia Commons Since the main reasons for writing a going out of business letter are to both inform the recipient of the impending business closure and to hash out any pertinent details regarding the closing process, there is certain information that should be included in the letter irregardless of who the intended recipient is:

    • The anticipated date of closure
    • Any required actions that need to be taken, for example, that customers should come to claim their items left at the business and pay off any outstanding invoices.
    • Provide contact info so those with questions and comments know where they should be directed.

    Other, more specific examples of what to include in a going out of business letter are:

    • The details of any going out of business sales.
    • For vendors and other creditors, there should be a mention of how outstanding obligations will be fulfilled.
    • In cases where the business will be re-opening at a new location or under a different structure (for example, a franchise that becomes an independently owned business), then the new address and/or details should be included.
    • In some cases it may be appropriate to mention why the business is closing down.

    Image Credit: (Wikimedia Commons)

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    Sample Going Out of Business Letters

    It goes without saying that any letter announcing business closure will need to be tailored to fit the particular circumstances of the business as well as the intended recipient. You can use the sample going out of business letters presented here as a spring board for your own correspondence.

    Sample Business Closure Letter Announcing Going Out of Business Sale

    Date

    Retail Emporium

    123 Main Street

    Orange, MA 01214

    Mr. Johnson

    10 Fairview Way

    Orange, MA 01214

    Dear Mr. Johnson,

    As of December 1, 2010, the Retail Emporium will be going out of business. As a valued customer, we wanted to inform you in advance that we will be holding a going out of business sale starting November 1st. In an effort to clear out our inventory we will be offering unprecedented discounts on all of our popular items. It is an event not to be missed!

    We also wanted to take the time to thank you for being a loyal customer. If you have any questions or comments regarding our liquidation sale or the business closure, please feel free to contact us by phone (213) 435-8897 or via email: customerservice@retailemporium.com.

    Sincerely,

    Mr. Smith

    Store Manager

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    Two More Samples of Going Out if Business Letters

    Going Out of Business Wikimedia Commons The following example letters of business closure include a call for customer action and an announcement to a vendor.

    Sample Going Out of Business Letter for Customers

    Date

    ABC Cleaners

    1 Center Road

    Orange, MA 01214

    Mr. Cain

    12 Bird Lane

    Orange, MA 01214

    Dear Mr. Cain,

    This is to inform you that on December 1, 2010, ABC Cleaners will be going out of business. Prior to that date you will need to come in and claim your belongings. Anything that is left on the premises after December 1st will be donated to charity. You should also make arrangements with us to cover you outstanding bill for $45.

    Thank you for being a loyal and valued customer. We appreciate your business. If you have any questions or comments, please feel free to contact us by phone (219) 402-8794 or via email: customerservice@abccleaners.com.

    Sincerely,

    Mr. Copperfeld

    Store Manager

    Sample Going Out of Business Letter to Vendors or Suppliers

    Date

    Acme Manufacturing

    Blueberry Lane

    Orange, MA 21345

    Mr. Bryant

    Accounts Manager

    Iron and Metal Works, Inc.

    Industrial Zone

    Fairview, MA 23679

    Dear Mr Bryant,

    This is to inform you that Acme Manufacturing will be going out of business on December 1, 2010. From this point on we will not be requesting any further shipments. We will contact you to make arrangements regarding our outstanding balance with Iron and Metal Works, Inc.

    We also want to thank you for all your exceptional service and quality products. If you have any questions or concerns regarding our closure, please feel free to contact us by phone (312) 489-4592 or via email: management@AcmeManufacturing.com.

    Sincerely,

    Mr. Coppersmith

    Store Manager

    Remember, if you use these sample going out of business letters, make sure to make any necessary changes to reflect your particular situation.

    Image Credit (Wikimedia Commons)