Writing Formal Letters: Should I Use "I" or "We" When Addressing Clients?

Whenever I am writing any official letter in the office to our Head Office or to our Corporate Clients, I mention on whose behalf I am writing that letter. Most of the time, I use "I had a discussion" or "I suggest." Therefore, I would like your suggestions on whether using "I" or "we" is more appropriate. If you need any more information, please let me know, and I will gladly share it. I am looking forward to your kind views on this.

Thank you very much.

Addressing Customer Concerns with BBM & BCM Machines

We kindly inform you that our customer, [Name Redacted], is having a less than satisfactory experience with our supplied BBM & BCM. This has now become a very sensitive issue to handle. We are losing customers left and right because of these machines.

Since you are well aware that [Name Redacted] is a key customer in the Gujarat region, our business relations as well as personal level relations are now spoiled because of these defective machines. We are not in favor of replacing these machines and thus, we are losing such valuable customers along with others.

We wish to hear from you at the soonest possible so that we do not lose this customer as it is not affordable for us.

Regards,

Clarification on Pronoun Usage in Official Letters

Thank you very much for your feedback. I have mentioned in the letter above where you can understand that this letter is sent to HO on behalf of the Director, so I am confused about whether I can use "I" or "we."

Sometimes I feel "we" is quite okay as it's on behalf of management, but the director himself is writing the letter, so I am getting confused again.

It would be of great help if you could update me on the same.

Thank you once again and sorry for the late reply on the thread, especially since it was started by me seeking help. I hope you will forgive me this time and provide your valuable input on the matter.

Regards,
Vrushali

Mr. Divekar has given you some good inputs on the subject. Since your director is writing on behalf of the company, using "WE" is acceptable in my view. I have taken the liberty of drafting the inter-office communication again based on my understanding of the facts as shared by you in your draft IOM.

Importance of Specifying Complaints

It is essential that the gist of the complaints be specified in the communication and the facts about customer complaints shared to enable the recipients to understand the seriousness of the issue.

Hope the draft enables you to craft a suitable IOM.

Regards

Dear Sirs, Thank you so much for your valuable inputs. I do understand that I am lacking in English, and the result of the same is reflected in my writing too. I learned in a vernacular medium, so that might be the reason. However, I have started reading more business communication in the last few days, so I am hoping that I will improve my English vocabulary. This improvement will allow me to be more specific and use the proper words in appropriate places.

The drafts that you shared are so perfect that they convey exactly what we wished to express. I am happy that I opened the thread, saw the first reply, and posted my drafts; this has really helped me understand where exactly I am lacking.

I will keep posting about the problems I am facing while communicating so that I can improve myself with such valuable inputs from seniors.

Thank you once again.

Regards, Vrushali