Awkward message

[Melmoto]

Hi.

I have been asked to write a letter to be sent out to 'customers' on a database. It is for a database cleanse and we are asking people to check we have their correct details and to fill in a form with updated details. I want to start the letter as politely as possible but without droning on too much and the letter end up in the bin.

Please can someone suggest how I might be polite and concise with my request.

Many thanks in anticipation.

Melmoto

 

[Anglika]

A suggestion:

Presumably the letter will be personally addressed:

Dear Mr/Ms [or whatever honorific is relevant] XXXXX,

Our database has become crowded and we need to make space on it. Therefore we are asking everyone registered on it to confirm that they still wish to hear from us. In order to do this, please complete the attached form and e-mail back to us.

We hope you do wish to stay with us, but quite understand if you would now like to be removed from the database.

With best wishes,

Yours sincerely,

name
position
other relevant inf.