|
In the everyday process of running a
business, letters are required to deal with matters of ordering and
sending goods, giving quotations and estimates, informing customers of
changes in price, making enquiries, etc. There are seemingly hundreds
of things that can crop up and letters need to be written to deal with
them.
Invoices, statements, receipts, credit notes, checks and other
ready-made forms are used extensively when dealing with routine things.
Particulars concerning goods, payments etc. merely need to be filled
in. However, mistakes can be made in the filling of forms, goods can be
damaged in in transit, checks can be bounce and other unexpected things
can happened. These are normal day-to-day occurrences. Many of these
problems can be quickly settled in person or via the telephone.
Nevertheless letters are still needed for the sake of formality, to
correct mistakes or to make things clearer. Thus effective letters are
of paramount importance. A badly written letter can make a bad
situation worse and bring about the deterioration of business, among
other things.
The sample letters that follow in this chapter cover a wide range of
letters relating to the running of a business.
Request for a catalogue
Sending catalogue and terms
Open an account with a
company
Agreeing to open account
Sending an
unsolicited article to a magazine
Returning unsolicited
article
Asking for quotation 1
Giving
a quotation 1
Asking for a quotation 2
Giving
a quotation 2
Asking for an estimate 1
Giving
an estimate 1
Asking for an estimate 2
Giving
an estimate 2
Complaining of
unsatisfactory job
Requesting for
samples of specimens
Sending samples of specimens
Ordering
goods
Sending goods and informing of temporary non-availability of certain
goods
Informing customer of discontinuation of old line of goods and
introducing new line
Offering
alternative goods to customers
Mail order-ordering goods
Mail
order-returning unsatisfactory goods
Mail order-sending
replacement goods
Mail order-sending refund
Asking a dealer
to send a representative
Sending a representative
Reordering
goods
Informing
retailer about goods on special offer
Sending goods on special
offer
Returning offered goods
Acknowledging receipt
of an order
Informing
customer of delay in executing order
Informing customer of inability to execute order
Returning wrong goods
Returning unsolicited goods
Enquiring about
non-receipt of goods
Informing supplier of
missing goods
Canceling order because of lateness in delivery
Querying
transport company about missing goods
Requesting
to send goods care through courier
Order for
hosiery
Reply letter to order
for hosiery
Order for pocket
transmitters
Ordering goods at old prices
Reply letter
to ordering goods at old prices
Asking the railway authorities to cancel railway receipt
Re-booking of goods
Request for open
delivery of goods
Requesting railway authorities for exemption of wharfage
Requesting railway authorities to verify an indemnity note
Submitting a claim for goods
Acknowledgment of claim
Letter
from railway regarding payment of claim
Asking
road transport company to re-book parcel
Asking the head
office to send an advice
|