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A Customer Reference Letter is a crucial business document used in South African commercial practice to provide formal validation of a business relationship and customer credibility. The document is typically requested when a customer needs to demonstrate their business reliability to third parties, such as during tender processes, loan applications, or new business partner evaluations. It includes essential information about the duration and nature of the business relationship, payment history, project performance, and overall business conduct. The letter must comply with South African legislation, including the Protection of Personal Information Act (POPIA) and the Consumer Protection Act, while providing accurate and verifiable information. Companies often maintain standardized templates for Customer Reference Letters to ensure consistency and legal compliance while meeting various business requirements.

1. Letterhead and Date: Company letterhead including full contact details and current date

2. Recipient Details: Full name and address of the recipient or 'To Whom It May Concern' if recipient unknown

3. Introduction: Writer's position, company details, and purpose of the letter

4. Relationship Context: Duration and nature of business relationship with the customer

5. Services/Products Description: Specific details about products or services provided

6. Performance Feedback: Specific feedback about the customer's conduct, payment history, and relationship quality

7. Closing Statement: Strong recommendation statement and willingness for future business

8. Contact Information: Writer's full contact details for verification purposes

9. Signature Block: Official signature, name, title, and company stamp if required