Offer to Special Order Merchandise Not in Stock. When you get a request for an item that is out of stock at your location as well as all other
nearby branches, you may consider offering your customer another option – to place a special order.
Make sure you are clear regarding the time frame in which they should expect to receive their item, should the take you up on this offer.
Then provide your contact information so they are able to reach you if they want to set up their special order.
Consider throwing in some additional promotional material when you send this letter to prompt them to visit your store again in the future!
After checking with all of our other stores in the area, I regret to inform you that I have been unable to locate another [item requested] for you.
If you would like me to place a special order, I would be most happy to do so. Normally, it takes between four to six weeks to receive merchandise ordered in this manner. If this is your desire, please call me at your convenience at [telephone and extension].
On behalf of [name of firm] I would like to thank you for shopping at our store and if there is any way that we can be of further assistance to you, please let us know.