Business correspondence

🙌Business 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.

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.

More Business Letter Samples