How Should I Respond to a Memo About a Customer's Missing Stock Statement?

Dear Sir,

I have received a memorandum from my higher authority regarding the non-submission of the stock statement from our customer in the cash credit account. I have been continuously following up with the customer; however, the customer has failed to submit the stock statement. I need to respond to my higher authority regarding the memo. Please advise me on how to reply in the correct format and paragraphs so that I can respond promptly.

Thank you for your cooperation.

With regards,
Vishal

Dear Vishal, Though there was no gap in efforts, there appears to be a gap in communication. Just because you did not receive a stock statement from the customer, you cannot remain uncommunicative with your senior authorities. You could have intimated your follow-up to seniors through weekly/monthly statements or through a separate mail. Since you have not communicated anything to your seniors, it is perceived by them that you did not do anything.

When your efforts did not yield results, you could have kept your manager informed. When the manager also fails, the situation merits escalation to still more senior authorities.

Now coming to the solution. In your reply, write about your follow-up. If you have written the mails, then write about it also. If you had kept your seniors informed, then write about it also. Write the reply in chronological sequence.

Thanks,

Dinesh Divekar