Business correspondence

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.

1. Request for a catalogue
2. Sending catalogue and terms
3. Open an account with a company
4. Agreeing to open account
5. Sending an unsolicited article to a magazine
6. Returning unsolicited article
7. Asking for quotation 1
8. Giving a quotation 1
9. Asking for a quotation 2
10. Giving a quotation 2
11. Asking for an estimate 1
12. Giving an estimate 1
13. Asking for an estimate 2
14. Giving an estimate 2
15. Complaining of unsatisfactory job
16. Requesting for samples of specimens
17. Sending samples of specimens
18. Ordering goods
19. Sending goods and informing of temporary non-availability of certain goods
20. Informing customer of discontinuation of old line of goods and introducing new line
21. Offering alternative goods to customers
22. Mail order-ordering goods
23. Mail order-returning unsatisfactory goods
24. Mail order-sending replacement goods
25. Mail order-sending refund
26. Asking a dealer to send a representative
27. Sending a representative
28. Reordering goods
29. Informing retailer about goods on special offer
30. Sending goods on special offer
31. Returning offered goods
32. Acknowledging receipt of an order
33. Informing customer of delay in executing order
34. Informing customer of inability to execute order
35. Returning wrong goods
36. Returning unsolicited goods
37. Enquiring about non-receipt of goods
38. Informing supplier of missing goods
39. Cancelling order because of lateness in delivery
40. Querying transport company about missing goods
41. Requesting to send goods care through courier
42. Order for hosiery
43. Reply letter to order for hosiery
44. Order for pocket transmitters
45. Ordering goods at old prices
46. Reply letter to ordering goods at old prices
47. Asking the railway authorities to cancel railway receipt
48. Re-booking of goods
49. Request for open delivery of goods
50. Requesting railway authorities for exemption of wharfage
51. Requesting railway authorities to verify an indemnity note
52. Submitting a claim for goods
53. Acknowledgment of claim
54. Letter from railway regarding payment of claim
55. Asking road transport company to re-book parcel
56. Asking the head office to send an advice
57. Request for catalogues and price lists
58. Reply to request for catalogues and price lists
59. Request for advice
60. Reply to letter request for advice
61. Enquiries through recommendations
62. Reply to enquiries through recommendations
63. Request for sample for floor coverings
64. Reply to request for sample for floor coverings
65. Buyers seek to cancel order due to adequate stocks
66. Reply from supplier agree to cancel order
67. Reply from supplier refuses to cancel order
68. Buyers insist cancellation of order through delay in delivery
69. Letter of enquiry about trade terms
70. Reply to letter of enquiry about trade terms regarding fibre glass furniture
71. Letter requesting for catalogue and price list for electrical equipment
72. Reply To The Letter Requesting For Catalogue And Price list For Electrical Equipment
73. Letter from an individual customer enquiring about kitchen installation
74. Letter of enquiry about carpets
75. Letter requesting quotation for crockery
76. A buyer’s letter requesting better terms
77. Enquiry about books on sale or return basis
78. Order for a cordless telephone and a receive amplifier
79. Acknowledgement of receiving order from customer for a cordless telephone and a receive amplifier
80. Order for a watch from an individual customer
81. Reply to the order for a watch from an individual customer
82. Letter placing an order
83. Letter regretting delay in supply to customer
84. Follow up letter as the order is incomplete

 

 

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