[Date]

[Addressee]

Dear [Name]:

After checking with all of our other stores in the area, it is 
with regret to inform you that we have been unable to locate 
another [item requested] for you. 

If you would like us to place a special order, we 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 us at your convenience at 
[telephone]. 

On behalf of [name of firm], I would like to thank you for 
shopping at our store.  If there is any way that we can be 
of further assistance to you, please let us know. 

Very truly yours,