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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?
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
123 Main Street
Orange, MA 01214
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: firstname.lastname@example.org.
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Two More Samples of Going Out if Business Letters
Sample Going Out of Business Letter for Customers
1 Center Road
Orange, MA 01214
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: email@example.com.
Sample Going Out of Business Letter to Vendors or Suppliers
Orange, MA 21345
Iron and Metal Works, Inc.
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.
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)