🙌Business Correspondence Letter
How do I write a correspondence letter? In the everyday process of running a business, business correspondence 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 office correspondence letters need to be written to deal with them. Over 100 Free business correspondence examples and office correspondence letters samples available here.
Why Are Writing Skills Important in Commercial Correspondence?
Invoices, statements, receipts, credit notes, checks and other ready-made forms are used extensively when dealing with routine things. Besides this, particulars concerning goods, payments etc. 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. Even though many of the 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. Among all, a badly written letter can make a bad situation worse and bring about the deterioration of business, among other things.
Letters to Vendors and Suppliers
This chapter contains examples of letters that are commonly written to vendors and suppliers. The occasion for writing these letters varies from something as simple as placing orders to issues that must be carefully handled,
such as complaints about salespeople or products. The letters here serve as models for professionals to use in their own dealings with vendors and suppliers.
Business Correspondence Sample 1 – Letter Placing Order
Sample letter placing order was written to place a simple order with a company. The letter writer clearly spells out what he wants to order, listing the product name, quantity, and total cost. He also indicates that he is enclosing a check for the order, and instructs the letter reader about where to ship his order.
Your Name
Company Name
Street Address
City, ST ZIP Code
Date
Recipient Name
Title
Organization Name
Street Address
City, ST ZIP Code
Dear Recipient Name:
Please send me the following books advertised in your Fall 20X7 catalog:
5 copies of The Commercial Loan $245.00
6 copies of Banking Dictionary 294.00
3 copies of Bank Seller’s Directory 105.00
Total 644.00
Less 10% discount on 10 books or more 64.40
Amount due $579.60
I have enclosed a company check for $579.60. Please send the order to me at: Big Bank Company, 186-A Grampian Road, Gloucester, New Jersey 43456.
Thank you for your assistance.
Sincerely,
Your Name
Letters Complimenting Vendors
A letter like this does a lot to build goodwill with the sales representative and with the vendor.
This type of complimentary letter goes a long way toward building goodwill and a solid relationship with the vendor. It also helps the vendor since it will give him something to show to others who might be interested in using his services.
Business Correspondence Sample 2 – Letter Complimenting Vendors
Your Name
Company Name
Street Address
City, ST ZIP Code
Date
Recipient Name
Title
Organization Name
Street Address
City, ST ZIP Code
Dear Recipient Name:
Now that we’ve got our product—the Sun shield Sport Glasses—rolling off the production lines, I thought it appropriate to write you a note. Everyone in the company from the chairman of the board on down is extremely excited about the product. Your design of our packaging is above and beyond anything we
ever expected.
I think we can credit Omram Design Studios’ communication design approach with the success. Rather than designing a pretty box, your team created an ‘‘environment’’ for our product that truly communicates how special we feel
the product and company behind it are.
The environment is being translated directly into a success at the wholesale and retail levels. When we started the project, Boonton Optical Company, Inc., was fairly new in the sun glass business. We did approximately $120,000 worth of business in sunglasses last year. Currently this year, after only three months of selling, we have actual sales of more than $500,000, and expect to hit $1.5 million before the year is over.
Since the product line, sales force, and advertising have remained the same, it looks like the packaging is communicating the right message to the retail trade.
Once again, thanks for a great effort. We are anxious to begin work on the next project. We like the way Omram Design Studios communicates Boonton Optical’s products to the trade and the public.
Sincerely,
Your Name
Business Correspondence Format
The sample letters that follow in this chapter cover a wide range of letters relating to the running of a business.
Letter requesting better terms
Letter acknowledgement of claim
Letter acknowledgement of receiving order from customer for a cordless telephone and a receive amplifier
Letter acknowledging receipt of an order
Letter agreeing to open account
Letter asking a dealer to send a representative
Letter asking for quotation – 1
Letter asking for a quotation -2
Letter asking for an estimate – 1
Letter asking for an estimate – 2
Letter asking road transport company to re-book parcel
Letter asking the head office to send an advice
Letter asking the railway authorities to cancel railway receipt
Business proposal letter
Letter from buyers insist cancellation of order through delay in delivery
Letter from buyers seek to cancel order due to adequate stocks
Letter Informing cancelling order because of lateness in delivery
Letter to customer regarding warranty service policy
Letter to customer offering warranty extension
Letter to customer denying warranty repair because expired
Letter requesting early payment discount
Letter making second request for early payment discount
Letter offering discount for early payment on invoices
Letter announcing suspension of early payment discount
Letter acknowledge the return of goods for credit
Apology letter for damaged goods with partial credit issued
Letter offering credit to customer for delay in shipping
Letter Enquiring through recommendations
Letter enquiring about non receipt of goods
Letter enquiry about books on sale or return basis
Essential business letter to staff members during covid 19 crisis
Follow up letter as the order is incomplete
General essential business sample letter
Letter giving a quotation – 1
Letter giving a quotation – 2
Letter giving an estimate -1
Letter giving an estimate – 2
Letter informing customer of delay in executing order
Letter informing customer of discontinuation of old line of goods and introducing new line
Letter informing customer of inability to execute order
Letter informing retailer about goods on special offer
Letter informing supplier of missing goods
Letter from an individual customer enquiring about kitchen installation
Letter from the railway regarding payment of claim
Letter of enquiry about carpets
Letter of enquiry about trade terms
Letter placing an order
Letter regretting delay in supply to customer
Letter requesting for catalogue and price list for electrical equipment
Letter requesting quotation for crockery
Letter with mail-order – ordering goods
Letter after mail-order – returning unsatisfactory goods
Letter after mail-order – sending refund
Letter after mail-order – sending replacement goods
Letter offering alternative goods to customer
Letter open an account with a company
Letter order for a cordless telephone and a receive amplifier
Letter order for a watch from an individual customer
Letter order for hosiery
Letter order for pocket transmitters
Letter of ordering goods
Letter of ordering goods at old prices
Letter querying transport company about missing goods
Letter of re-booking of goods
Letter of reordering goods
Letter reply from supplier agree to cancel order
Letter reply from supplier refuses to cancel order
Letter reply to the ordering goods at old prices
Letter reply to enquiries through recommendations
Letter reply to enquiry about trade terms regarding fiber glass furniture
Letter reply to request for advice
Letter reply to order for hosiery
Letter reply to request for catalogues and price lists
Letter reply to requests for sample for floor coverings
Letter reply to the letter requesting for catalogue and price list for electrical equipment
Letter reply to the order for a watch from an individual customer
Letter request for a catalogue
Letter request for advice
Letter request for catalogues and price lists
Letter request for open delivery of goods
Letter requesting for samples of specimens
Letter requesting railway authorities for exemption of wharfage
Letter requesting railway authorities to verify an indemnity note
Letter requesting to send goods care through courier
Letter requests for samples for floor coverings
Letter returning offered goods
Letter returning unsolicited article
Letter returning unsolicited goods
Letter returning wrong goods
Sample essential worker letter for foodstuff companies
Letter asking a supplier to send a representative
Letter sending an unsolicited article to a magazine
Letter sending catalogue and terms
Letter sending goods and informing of temporary non availability of certain goods
Letter sending goods on special offer
Letter sending samples of specimens
Letter submitting a claim for goods
Letter of inquiry for franchise