Nama : DINA DWI SANTIA
NPM : 23214134
1. Order Letter
NPM : 23214134
1. Order Letter
An “Order”
is an expense for the person placing the order and an income for the one
getting it. But this is not all. The company that bags the order has to fulfill
lot of commitments to ensure that it has a satisfied customer, which can be an individual
or another company. Timely delivery of the order, quality of delivery and after
sale service – are all part and parcel of getting an order.
An Order
Letter is the one that is written by the person/company placing the request of
purchase from another company. This letter comes into action only when a
detailed study of the desired product has been done in the market and based on
promised service, quality and price of the product, a decision for a purchase
has been made.
An Order
Letter should be drafted very carefully as it needs to pen down all the terms
and conditions of the purchase for the benefit of both involved parties. It
should have details such as product specifications, quantities, price agreed
upon, delivery date, late delivery clauses, etc. It should be addressed to the
person responsible for the execution of the order with a copy to the head of
department. Since it is totally an official letter it should be typed.
DOS AND
DON’T’S OF ORDER LETTER
·
An Order Letter should be addressed to the person
responsible for executing the order
·
It should include all the terms and conditions agreed
upon by both involved parties
·
Since it is purely an official letter it should be
typed out
·
There is no need to use too many adjectives in the
letter since it is purely for an order being placed
·
The letter should have all relevant details related to
the order, for example, quantity, price and other terms and conditions
SAMPLE
ORDER LETTER
Name of the
person to whom order is being placed
Name and
address of the organization
Name of the
person placing the order
Name and
address of the organization
Date:
Subject:
Order for 100 copies of Mastering Mathematics
Dear Sir or
Madam,
As per our
discussions on __________ (date of meeting) we are pleased to place an order for
100 copies of Mastering Mathematics book by _________ (writer) for Class VII
for the ICSE Board on the following terms and conditions:
1.
The cost of each book will be Rs.________ (inclusive
of all taxes)
2.
Payment terms will be a post-dated cheque for 50% advance
with order. This cheque will be cleared on the day of the deliver. The balance
payment of 50% 7 days after delivery and after random inspection
3.
Delivery will be done within 7 days from the order
date
4.
Delivery will be done at ________________ (address of
organization)
5.
If the order is not delivered as per the above terms
and conditions, the order stands cancelled
Please find
enclosed chequenumber ________ dated ________ for Rs.________ towards advance
for the order.
Hoping to
have a long business relationship with you.
Best
regards,
(Name of
signing authority)
Definition
of Order Confirmation Letter and 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.
Subject Matter of Order Confirmation
Letter
According to L. Gartside, the following five
(5) matters should be included by a seller in an order confirmation letter.
1. A
nice compliment for receiving the order
2. Pleasure
and gratitude for favorable order
3. Assurance
for prompt and attentive effort towards execution of the order
4. To
raise attention for other catchy products.
5. Desire
for future order.
Babenroth & Parkhurst have given emphasis on the
following two points to be included in an order confirmation letter:
1. Thanking
the buyer for giving order.
2. Repetition
of order to avoid confusion.
Furthermore the following matters are also mentioned in such
letter:
1. Shipment
date of goods
2. Transportation
and packing
3. Payment
system.
Definition of Order Letter
The quotations are the ‘offer’ made by the
seller and the order through a letter is the ‘acceptance’ of the offer. This
offer is the link which establishes a legal relation between the seller and the
buyer and therefore buyer can purchases and seller can sell goods or services.
Simply, a letter of order is an instruction from a buyer to a” seller to supply
goods or services.
In broad, sense, an order letter is a letter
which carries messages to the seller requesting him to send the specified goods
on stated terms and conditions agreed upon previously.
Such a letter includes product related
information like quantity, value, date of shipment, terms of sale, payment
system and other^ While drafting an order letter, the buyer must make order in
a clear, complete and accurate way so that it may be correctly understood and
promptly executed by the seller or producer.
Order Letter Sample and Order Confirmation Letter Sample
Order letter
is written to a company for official product or service requirement. It has
great number of use in every type of business. So we provide here some order
letter sample as well as order confirmation letter sample with execution
letter sample.
Color World
wish to place an order with National Paints Co. Ltd. for various paints.
Prepare an order using imaginary terms and conditions. (Letter of order)
Order Letter
Sample
Color World
15; New Market, Dhaka-1200
1st
September 2012
Manager,
Sales Division National Paints Co. Ltd. 20, Tongi,Gajipur.
Sub: Order
for various paints.
Dear Sir,
Thank you
for your quotation and the price list. We are glad to place our first order
with you for the following items:
Since the above goods are required immediately as
our stock is about to exhaust very soon. We request you to send the goods
through your “Motor” van as the carriage inward is supposed to be borne by
you.
We shall arrange payment within ten (10) days to
comply with 5/10, Net 30 terms. Please send all commercial and financial
documents along, with goods. We reserve the right to reject the goods if
received late.
Yours
faithfully,
Mohammed
Tareq
Purchase Manager, Color world |
Reply to letter No. 1 (Order Confirmation Letter)
Order Confirmation Letter Sample
National paints Cch Ltd
20, Tongi, Gajipur
6th Sept,
2012
Purchase
Manager
Color world 15, New Market, Dhaka-1200
Sub:
Confirmation of Letter dated September l, 2012.
Dear Sir.
We thank
you for your order No. p-3-7 dated September l, 2012 for various paints. The
order is in process of execution and it will be dispatched on 8th September,
by our Motor van.. We have taken special care for the quality and packing of
the paints and we hope that you will find them highly satisfactory.
We thank
you again for your kind offer of the paints and hope that you -will extend
your similar co-operation in future.
With best
regards
Yours
faithfully
A K Rahman
Sales Manager National paints co. Ltd |
Reply to letter No. 1 (Order Execution Letter)
Order Execution Letter Sample
National Paints Co. Ltd.
20, Tongi, Gajipur
8th September
2012
Purchase
Manager
Color world 15, New Market, Dhaka-1200
Sub:
Execution of order No; P/3/7
Dear Sir,
We have
the pleasure to state that we have dispatched your ordered paints by our
Motor van today as per your specification given in the letter dated September
1, 2012
From the
Invoice enclosed, you will find that amount due to us Tk. 70,000 (seventy
Thousand only) and terms of our contract remain as 5/10, Net 30.
We thank
you for this order and hope it will meet your satisfaction. We assure you of
our best services and co-operation at all times.
With best
regards
Yours
faithfully
A.K Rahman
Sales Manager National paints co Ltd.
Enclosure:
(1)
Invoice No: BSE/32/04
|
Reply to
Order Letter Sample
Reply to letter no: 4 (Letter for Execution of an
Order)
Star Trading co. Ltd
Station Road, Chittagong
10th
March, 2012
Purchase
Manager
EYE VIEW ELECTRONICS 12, Bijoy Sharani, Tejgaon, Dhaka
Sub:
Execution of Order dated March 1st 04
Dear sir,
We are pleased to inform you that we have dispatched
your Ordered 500 TV sets as per your specification. Those TV sets have been
manufactured with best technology and delivered through Karnaphuli express
Train having special packaging. We hope our product will meet your
satisfaction.
As the credit terms are 2/20, net 40, we will
appreciate proper remittance from you. For your convenience, we have sent
Invoice and Railway Receipt (RR) through standard chartered Bank, station
Road Branch, Chittagong. You can receive’ such documents from Standard
Chartered Bank, Head office, Dhaka
We thank you for this order and hope to be
benefited with your further order-in consideration of the quality of our
product, please confirm the arrival of goods sharply.
We assure
you of our best services and co- operation at all times.
Yours
faithfully,
Probir Roy
Sales Manager Star Trading co Ltd |
Order cancellation letter sample
You
placed an order but not yet received. Cancel the order for unusual delay.
OXFORD LIBRARY
(Publisher & Book Sellers) 15/3, Bangla bazar, Dhaka Phone: 9412394-6
1st July, 2004
Manger
Central Book Corner 23, Newmarket, Dhaka
Sub:
Cancellation of Order No. A/27/2/04 dated 20.06.03
Dear Sir,
We hope that you are in receipt of bur order No. A/27/04 dated 20.06.03
for 200 copies of M. A. Kalam’s Iktsic Accounting, but we are surprised to
notice your silence in the execution of the order within the stipulated time
of July 10, 2004.
We therefore, have no other option but to cancel our order for your
failure to execute the order in time as time was of prime importance in this
respect.
We now request
you to kindly treat our order canceled. With thanks,
Yours
faithfully,
Prabir Roy
Manager, Oxford Library |
Order cancellation letter example
Draft a suitable letter canceling the order you have placed
with your supplier because of his unusual delay in the delivery of goods.
ELectra Trading Concern
North-South Plaza Banani, Dhaka Phone: 953718, 953817
September
1, 04
Sales Manager
Proton Electronics Airport Road, Dhaka
Ref:
Cancellation of Order No; 01/33/04 dated 15.08.04
Dear Sir,
We hope that you have received our order No. 01/33/04 dated 1.07.04 for
supply of thirty (30) Sony Television to be supplied to us on or before
30.08.04.
We regret to inform you that you have neither executed the order within
the agreed date nor inform us your inability to execute the order. We have to
suffer much for the no delivery of the Sony Television within the time.
We have therefore, decided to cancel the order for your failure to
execute the order in time as time was of prime importance in this respect.
We, therefore, request you to kindly treat our order as canceled.
Please note that we shall refuse the goods, if delivered, because of
cancellation of the order.
With thanks,
Yours
faithfully,
Riaz Mohammad
Sales Manager, Electra Trading Concern |
Order
Refusal Letter Sample
If the seller refuses to supply the goods according to order
placed by the buyer, he (seller) forwards a letter to notify the refusal which
is known as order refusal letter. To clear the matter more effective we provide
some order refusal letter sample.
There are many reasons for refusal such as:
1. If
the conditioned order is not acceptable to the seller
2. If
the stock is inadequate.
3. If
there is any possibility of price rise in near future.
4. If
the buyer is undesirable to the “seller
5. If
the seller has doubt on the transaction behavior of buyer.
The language of such letter must be courteous enough to
refuse the buyer. There should be positive approach so that goodwill is not
hampered.
Order Refusal Letter Sample -1
You have received an order for 1000 boxes of certain dry
fruits at Tk. 2,000 per dozen boxes. But You cannot sell below Tk. 2,500 per dozen
boxes, write, a reply to refuse the order giving proper reasons.
LOOP Food Corner
Bashundhara Main Gate, Bashundhara, Dhaka
2nd March, 04
Purchase Manager
Bread Hut 15, Gulshan, Dhaka
Sub:
Refusal of order No: 2/36-A/50
Dear Sir,
Many thanks for
your order No: 2/36-A/50 of Feb. 22, 04 for 1000 boxes containing dry fruits
of famous brand ‘Quicker’. Your interest in
such goods supplied by us is
a source of great encouragement to us. However, we
are very sorry, that we cannot accept your order at Tk. 2,000 per dozen boxes
as our price is Tk. 2,500 per dozen boxes being competitive and lower in the
market.
As you know’,
such price left us with a very thin margin of profit and we always think for
the Satisfaction of our customers. This, therefore, does not allow us to
reduce prices any more. We shall be glad to fill up your order if you will
confirm us your order within seven (7) days at Tk; 2,500 per dozen boxes.
Yours
faithfully,
MR. RAFIQUE
Sales Manager Food corner |
Order Refusal Letter Sample -2
You have received an order for 2,000 packets of Apple Juice
to be supplied within two weeks. But you are not in a position to supply within
such time. Reply your customer by refusing the order. (Order Refusal Letter)
Beverage Hill Co. Ltd.
Gajipur Main Road, Gajipur
10th March,04
Manager Proctor Food Ltd. 20, Dhanmondi, Dhaka-1417.
Sub:
Refusal of Order NoKV31/04
Dear Sir,
We thank for
your order No: 0/31/04 dated March 1, 04 for 2,000 packets of Apple Juice @
Tk. 100 per packet on or before March 20, 04.
But we regret to
inform you that we are unable to supply you the goods within the time
specified because our stock of apple Juice has been exhausted and the
replenishment of stock will take at least one (1) month time.
Under these
circumstances we can supply you the goods only if you extend the time of
supply by one month.
Yours faithfully
MR. RAFIQUE
Sales service Manager, Beverage Hill co. Ltd. |
2.
Complaining Latter in business latter
A letter
of complaint, or complaint letter, is normally written to deal with a problem
situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed
to rectify the situation. The complaint letter formalizes a problem situation
by putting it into writing and is usually the last resort to try to get a situation
resolved.
EFFECTIVE COMPLAINT LETTERS SHOULD BE:
·
Concise - can be understood quickly.
·
Authoritative - are well written and
professionally presented
·
Factual - enable the reader to see
immediately the relevant details, dates, requirements
·
Constructive - with positive statements,
suggesting positive actions - encourage action and quicker decisions.
·
Friendly - with a considerate, cooperative
and complimentary tone because the reader responds positively to the writer and
wants to help
Sample of a
Complaint Letter
Have a look
at a sample of complaint letter. Click here to see it.
·
What is the matter the client is complaining about?
·
Does the letter begin and end politely?
·
Is it concise and factual?
Complaint letter definition can be described
in many ways. A complaint letter is the part of written communication. In
general word complaint letter means a letter which is written to submit a
complaint to the authority. And it is generally done when other way of
complaint are failure like phone, email etc. However here we provide complaint
letter definition in formal way.
Complaint Letter Definition
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.
On the above grounds, buyer can complaint but it must be in a
decent and polite way
Complaint Letter Sample 1
Goods were assured to be delivered within two (2) weeks of
placing the order. But you have not yet received the goods, write a letter to
your supplier, pointing out the delay and specifying a date by which you wish to
get the goods. (Delay in the Execution of the order)
VISION CORNER
Electron Plaza, Dhaka
September 20,
2004
General Manager
Sales Division Rankon Electronics Bijoy Sharbni, Dhaka-1100
Ref: Delay in
the Execution of the order.
Dear Sir,
On 25th August, 2004, we placed our order No: H-15 with you for ten
(10) Sony TV and five (5) national DVD Players. When your representative
visited us, he assured the delivery to be made within two weeks but we
haven’t yet received the goods.’
As the delivery has been delayed, we have lost our customers and caused
us a great financial loss as well as a loss of considerable goodwill to us.
Please promptly dispatch the goods ensuring that we receive them not
later than Monday, September 25, 04.
Yours faithfully
TV A. Taslim
Sales Manager VISION CORNER |
Complaint Letter example 2
Suppose you have received 1,000 Cartoons of Tube lights but
100 cartoons of them are damaged. Write a complaint letter to the supplier
stating the fact and ask for quick replacement. (Goods received in a damaged
condition)
TRANS-WORLD LIGHTING
Mohakhali C/A, Dhaka-1212
5th March, 04
Manager
Sales & Service Division LIGHTING WORLD LTD. Tongi, Gazipur,
Sub:
Complaint for Goods received in a damaged condition
Dear Sir,
Many thanks for your prompt delivery of the ordered Tube lights.
Unfortunately, on opening the cartoon, we found 100 cartoons of Tube lights
in a damaged condition. We are not sure whether the damage has been caused by
poor handling or wrong packing.
While placing the order, I clearly mentioned that we required these
goods quickly and to be handled ‘with care’ while delivery. Although we
received such goods in time but 100 cartoons damaged goods caused serious
problems to the need of our valued customers.
Please take back 100 cartoons damaged goods and provide replacement
before 15th Mach, 04 to enable us to satisfy our customers need.
We are looking forward to hear you with the said replacement.
Yours faithfully
M. Hafiz
Sales Manager Trans-World Lighting |
Complaint Letter template 3
Write a letter to your supplier pointing out the poor quality
of clothes sent by him, which has caused loss to you. Ask for the reimbursement
of the loss. (Inferior quality of goods supplied)
Bexi-Clothes Corner
Wholesale and Retail Cloth Merchants South Plaza/Dhaka-1215
5th February, 04
Sales Manager
BANGLADESH TEXTILE MILLS LTD. Narayangong, Dhaka.
Ref: Our
order No: 720 received as inferior.
Dear Sir,
Your recent shipment of cloth has put us in a difficult position.
Relying, as we did in the past on the high quality of clothes you
normally send us, we supplied the clothes to our customers. But we have
received various complaints regarding such clothes.
On an examination, we find that the cloth is too loosely woven and
tends to pull out of shape. We have enclosed a few pieces which will confirm
that their texture is definitely defective.
As we shall have to take back the cloth supplied to our customer, we
expect you to send us the right quality of cloth and make good the loss
suffered by us.
Yours faithfully
SHAKER KHAN
Marketing Manager Bexi-Clothes Corner |
Complaint Letter format 4
You have received goods which are short in quantity; write a
letter to your supplier stating the fact. (Complaint about shortage in.
quantity)
STATE TEA CORNER
Wholesaler of Finest Quality Tea 25, Dhanmondi, Dhaka-1211
21st July, 04
Sales manager
Emporium Tea Ltd. Golf club Road, Tongi, Gazipur.
Ref: Shortage
in quantity.
We thank you for executing our order No: 2/RT/15 dated July 1, 04. We
have received the consignment by road transport on 18.07.04.
But we regret to point out that the quantity received is 100 Kg short.
We add in this regard that quality of goods (Tea) has been up to our
expectation. We brought the matter to the notice of the transport agent while
taking delivery. We expect your needful action in this regard.
We, therefore, request you to kindly dispatch the short quantity or
take suitable adjustment from your invoice.
Yours faithfully
M. A. Karim
Manager, State Tea Corner |
Complaint Letter Sample 5
Write a letter to your insurance company informing an
accident and requesting for immediate action in respect of survey and
settlement of claim.
Norton Industries Ltd
Tongi, Gazipur Phone: 95216, 953224-7
August 1, 04
Manager
New Era Insurance Co. Motijheel, Dhaka
Sub: Destruction
of Insured goods and claims for damages there on against policy No 32102
Dear Sir,
We are very sorry to inform you that a fire took place in our godown in
the last night at about 11.30 p.m. for which goods valuing Tk. 1,00,000 (one
Lac Tk.) have been totally destroyed. We informed the local police and the
fire brigade immediately. But they could do nothing. Our electrical expert
reported that the fire took place due to disorder in the electrical circuit.
We, therefore, request you to kindly send a surveyor to investigate the
matter and arrange for settlement of the claims as soon as possible.
Thanking you in
advance.
Yours
faithfully,
Nasir Ahmed
Administrative Manager, Norton Industries Ltd. |
Customer Complaint Response Letter
How to write a Customer Complaint
Response Letter - Format & Template
Customer Complaint Response Letter
Format
Sample Wording and Etiquette
Letter Heading / Company logo
Tel. Details
Fax Details
Email Address
Date
Customer Address Details
Dear xxxx,
Second and Subsequent Paragraphs
Closing Paragraph
John Brown
First Sample Paragraph
I was most concerned to receive your letter dated _____________
regarding__________
Main Body Sample Paragraph
Respond to each issue raised in this part of your letter...
Show empathy - I appreciate how frustrating…
Create the correct lasting impression – the last thing you say, will be
the first thing the customer remembers
Sample Format & Layout
Sample Wording Etiquette
Sample Customer Complaint Response Letter
Format
Useful Expressions
- Thank you for your letter of …
regarding / concerning / in connection with …
- I refer to your letter of …
about / relating to …
- We must apologise for …
- We sincerely apologise for …
- Please accept our apologies
for …
- I would like to apologise for the
error made by our company in (verb+ing)
- We agree that the usual high
standards of our products / services were not met in this instance.
- Introductory phrase
- As a
result of our investigation, we found that... (Not: After our
investigation...)
- Causes
- The
error was caused by … / was due to …
- Apparently,
the problem was the result of … / resulted from …
- The
cause of / reason for the mistake was …
- Effects
- As a
result …
- This
led to …
- Consequently
…
- Solutions
- We
have modified / changed our ...
- We
have implemented a system to...
- To
prevent re-occurrences we have set up a verification procedure.
- Assurances
- We
assure you that this will not happen again.
- We are currently investigating
the cause of ...
- We will investigate the cause
of...
- As a gesture of our regret, we
are prepared to …/ we are willing to …/ we would like to …
- To show goodwill, we will …
- We have dispatched the new
items by express courier. They should arrive by Wednesday, 16
November 2016.
- To show our goodwill, we would
like to offer you a 5% discount on your next order with us.
- While we can understand your
frustration, ...
- We understand how
disappointing it can be when your expectations are not met.
- I regret to inform you that …
- I am afraid that …
- Unfortunately, I must point out
that …
- This is because the guarantee
period has expired.
- This is due to the fact that
the guarantee period has expired.
If a third party (another
person or organisation) is to blame, direct the complainer to that party
- We therefore suggest that you
contact...
- We look forward to receiving
your further orders, and assure you that they will be filled correctly /
promptly.
How to write a Customer Complaint
Response Letter - Format & Template
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Customer Complaint Response Letter
Format
|
Sample Wording and Etiquette
|
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Sample Format & Layout
|
Sample Wording Etiquette
|
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- Thank you for your letter of …
regarding / concerning / in connection with …
- I refer to your letter of …
about / relating to …
- We must apologise for …
- We sincerely apologise for …
- Please accept our apologies
for …
- I would like to apologise for the
error made by our company in (verb+ing)
- We agree that the usual high
standards of our products / services were not met in this instance.
- Introductory phrase
- As a
result of our investigation, we found that... (Not: After our
investigation...)
- Causes
- The
error was caused by … / was due to …
- Apparently,
the problem was the result of … / resulted from …
- The
cause of / reason for the mistake was …
- Effects
- As a
result …
- This
led to …
- Consequently
…
- Solutions
- We
have modified / changed our ...
- We
have implemented a system to...
- To
prevent re-occurrences we have set up a verification procedure.
- Assurances
- We
assure you that this will not happen again.
- We are currently investigating
the cause of ...
- We will investigate the cause
of...
- As a gesture of our regret, we
are prepared to …/ we are willing to …/ we would like to …
- To show goodwill, we will …
- We have dispatched the new
items by express courier. They should arrive by Wednesday, 16
November 2016.
- To show our goodwill, we would
like to offer you a 5% discount on your next order with us.
- While we can understand your
frustration, ...
- We understand how
disappointing it can be when your expectations are not met.
- I regret to inform you that …
- I am afraid that …
- Unfortunately, I must point out
that …
- This is because the guarantee
period has expired.
- This is due to the fact that
the guarantee period has expired.
- We therefore suggest that you
contact...
- We look forward to receiving
your further orders, and assure you that they will be filled correctly /
promptly.
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Sample Letter #1
Thank you
for your letter alerting us to the problem you have been having with our store
in Springfield. I am sorry you have been subjected to such a frustrating series
of events. We pride ourselves on responding to customers' concerns very
quickly, so what you have experienced is inexcusable.
I have spoken with our manager in
Springfield and have instructed him to give you a full refund plus 20% off your
next purchase. I extend my own apologies for the inconvenience this problem has
caused you. It is apparent that we need to train our holiday help more
thoroughly.
I wish you
an enjoyable holiday season.
Sample Letter #2
I certainly
understand your frustration at being sent the wrong order last week and realize
that you need some of your order immediately to satisfy demand. I hope the
merchandise we rushed to you on Monday arrived in time to get you past the
crisis.
Please
accept my sincere apologies. We will make every effort to see that this never happens
again. We appreciate your business and will do everything we can to serve your
needs.
Sample Letter #3
I agree that
John Doe's newest CD is a poor excuse for music; other critics say the same.
Still, you purchased the CD, opened the jewel box, and kept it for at least two
weeks; consequently, I am sorry, but I cannot give you the requested refund.
You might go to one of the used CD exchange stores in town and trade it for
something more to your liking. I value your business and I am sorry, but I cannot
exchange CD's simply because the music is bad.
Sample
1
Dear
Thank
you for your email.
Firstly
we would like to apologize for the inconvenience and disappointment that you experienced in dealing with our recently. We assure you that your complaint and
feedback will give the opportunity to remedy any problem that may exist and
help to improve our service further. We also note your feedback on availability of information regarding our products and services as well as the service levels.
In
order for us to escalate your feedback and complaint to the branch concerned,
we would appreciate if you could
provide us your .
Once
again, please accept our sincere
apologies and we look forward to serve you. Should you require any further
assistance, you are welcome to contact our .
Best
regards,
Sample
2
Dear
Ms
We refer to your complaint letter dated
and follow up by calling your handphone on the same day I received
the email from and
answered by your staff.
The
Bank has investigated to your complaint and would like to inform you that there
is a miscommunication between you and our staff.
We
would like to extend our apologies for the inconvenience caused and assure you
that we have taken the necessary steps to remedy the situations.
Should
you need any further clarification, please do not hesitate to contact us. Thank
you
Yours
sincerely
3.
Write a
latter from PT. Binama Sejahtera 22 Jln. Bumi Raya, Semarang 2002, Jawa Tengah
to CV. Indah Permata 75 Jln. Muara Karang, Jaya Pura 22001, Irian Jaya.
Apologize for the damaged goods delivered to their order No. 34P and state that
you will replace the damaged ones within 14 days.
PT. Binama Sejahtera
22 Jln. Bumi Raya, Semarang 2002
Jawa Tengah
Tel/Fax (022) 551 7214
7 Nov 2016
Mr Renal
Purchasing
Officer
CV. Indah
Permata
75 Jln.
Muara Karang, Jaya Pura 22001
Irian Jaya.
Dear Mr
Renal
Order No. 1418/L
Thank you for your letter of Friday, 4 November
2016 It has given us the opportunity to
put know the most unfortunate damage.
We Apologize that your recent shipment for the damaged
goods delivered to your order No. 34P of
supplies was defective. We understand your disappointment and apologize for any
inconvenience that this may have caused your organization.
In an effort to improve the overall quality of our
products and the way that they are being shipped, we have switched to a new
delivery company and new packaging. This effort should prevent damage to our
products and will expedite orders.
We will replace your entire order and have it
shipped the within 14 days.. There is no
cost to you since this was an error on our part.
We look forward to continuing serving your business
and hope that you will continue ordering products from us. If there is anything
else that we can do to reduce your inconvenience, please feel free to contact
us.
Yours
sincerely
Dina Dwi
Santia
Distributions
Manager
Encl:
- Order Form
No. 1418/L
Sumber :
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