1. Order Letter
A letter that acknowledges the receipt of order from buyer is known to be order confirmation letter. It is a letter that tells the buyer (Sender) that the order has not been lost, misplaced or stolen and also indicates that proper steps are being taken to satisfy the buyer, sometimes if there is any delay for shipment according to order placed, the reason is also communicated to buyer through such letter.
Order confirmation letter must express the seller’s pleasure and gratitude must appreciate buyer’s interest in the goods and must be a medium of mentioning the favorable aspects of the goods, terms and other services. Such a draft will create a psychological value upon the goods and services to be shipped.
Acknowledgment through-such letter provides a legal acceptance of all the points mentioned in the order. Hence, the order must be read carefully before accepting and acknowledging it.
Example
July 9, 2013
Purchase Order
Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234
Attention : Miss Kim Jackson
Dear Miss Jackson :
Please accept this purchase order for the following :
No. Product Quantity Unit Price Total
1 Single Brush Polisher Colombia 400 4 $ 3,000 $ 12,000
2 Extractor SX 144 4 $ 2,000 $ 8,000
Total $ 20,000
We require shipment by August 17, 2013 to :
PT Pama
No. 1 Jl. Cileungsi,
Bogor, Indonesia
Post Code 40156
Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.
Sincerely,
Dede Prana
Purchasing Manager
Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134
July 9, 2013
Purchase Order
Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234
Attention : Miss Kim Jackson
Dear Miss Jackson :
Please accept this purchase order for the following :
No. Product Quantity Unit Price Total
1 Single Brush Polisher Colombia 400 4 $ 3,000 $ 12,000
2 Extractor SX 144 4 $ 2,000 $ 8,000
Total $ 20,000
We require shipment by August 17, 2013 to :
PT Pama
No. 1 Jl. Cileungsi,
Bogor, Indonesia
Post Code 40156
Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.
Sincerely,
Dede Prana
Purchasing Manager
2. Complaint Letter
A Complaint letter is a request for an adjustment. In other words, it is a letter that describes about the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.
In modern age, the chain of business is not limited within the boundary of country. As business is expanding, its complexities are also increasing. So, mistake or fault is not a strange matter in the arena of business. There may be wrong delivery of goods shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped. In the above cases, buyer is supposed to suffer financial loss and therefore he has every reason to complaint to the seller demanding compensation. Hence a letter is used to serve such purpose is called complaint letter.
To draft such a letter, buyer must have valid grounds to explain that he has suffered financial loss or otherwise there will be misunderstanding which may damage business relation buyer requires special care with the art of convincing the seller. Clarity and courtesy are the important factors to write a letter of complaint. The complaint should be made politely without showing any sign of anger.
Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints
The following are usual causes for which a complaint letter is drafted:
1. Problem with the delivered goods: If the goods that are delivered are :
· Under weight,
· Obsolete,
· Defective,
· Incomplete,
· Not according to buyer’s specification such as color, brand, size etc.
· Wrong or poor quality; then buyer can make a claim to the seller for the mistake.
2. Pricing: If there is any mistake in preparing the invoice of the shipped goods, then such letter is written.
3. Packing: Faulty or poor packing of the goods causes damage to the goods which can be claimed to the seller.
4. Transport: Goods are supposed to be shipped according to convenience of the buyer. But if wrong carrier is used it may call for writing such letter.
5. Terms & Condition: If the terms and condition of business are violated by the seller then such a letter is placed.
6. Faulty Insurance: If insurance coverage is not made properly according to instruction of the buyer, then there may be claim through complaint letter.
Example :
American Textile Ltd
555 Main Street
Springfield, OH 45321
(513) 683-8111
555 Main Street
Springfield, OH 45321
(513) 683-8111
September 29, 2010
Caribbean Textile, Inc
5220 West 22nd Street
Newyork, Y 10062
Dear Sir :
We hereby inform you that we have received the goods we ordered in a timely manner. However, after we checked, there were several items that are not in accordance with our orders and some others were damaged. This causes delays in delivery of goods to our customers so that they feel disappointed with the delay and switch to another company. This is totally unacceptable and could damage our reputation.
Therefore, we hope that you are willing to re-examine the item and immediately replaced the damaged goods. We do not want this incident to happen again to avoid disappointment to all parties in future.
We look forward to hearing from you as soon as possible.
Sincerely,
Paul Green
Purchasing Manager
3. EXAMPLE COMPLAINING LETTER
CV Indah Pertmata 75
Jl. Muara Kerang
Irian Jaya, Jaya Pura 20001
Dear Sir,
We are very sorry that the shipment of goods No. 34P that you received on Nov 11, 2016 was defective. We understand your disappointment and appreciate the inconvenience this must have caused your organization and the logistics problems that ensued.
There is no question that the product we shipped did not meet the very high standards our customers have come to expect and should continue to demand.
In our effort to improve the overall quality of our products, we used a new composite material for your order. We have since returned to the original recipe and can assure you that we are in the process of completing more thorough testing and development.
I can promise you that the highest quality standards will be met in the future because protecting our reputation for delivering the best product on the market is a key priority for us. Again, I apologize for our mistake and regret any inconvenience caused as a result.
We have already brought in additional staff to expedite the production of a replacement order and guarantee its delivery by the end of this week. We have also asked our shippers to pick up the defective product prior to delivery of the new shipment, in order to free up your warehouse space.
We look forward to continuing the mutually beneficial relationship that our two companies have shared over the last two years.
If there is anything else that we can do to minimize your inconvenience in regard to this matter, please don't hesitate to contact us.
Sincerely,
PT. Binaman
ssource :
hhttp://www.englet.com
e
