A reply is often a good sales opportunity. A request is similar to a reply. It should be specific and complete. A reply must be helpful and sales oriented, and must be prompt.
• Are courtesy and should be written when you receive a merchandise, material money or information. • If the letter of acknowledgment is delayed the it should begin with on apology for the delay. • An acknowledgment can also serve as a thank-you note. PHRASES • Thank you for your kind letter of March 15. • Thank you for contacting us. • In reply to your request … • Thank you for your letter regarding … • We will contact you within two weeks or by this date • You will find enclosed our most recent catalogue and price list. • We have pleasure in enclosing a detailed quotation. • We can make you a firm offer of …
Office Manager Inc. 1704 North, Broadway Richmond, Virginia 23261 March 21,2012 Mr. Gus Andrea Assistant Buyer Quality Industries 1876 Magnolia Boulevard Detroit Michigan 48233 Dear Mr. Andrea: We receive your contract in March 15 to serve all the Quality‘s office machine for the next three years. We are pleased to give you the best service in town. If you require further information feel free to contact me and I hope that we keep our good business relationship. Sincerely,
Delfi Soto Assistant Buyer
Serve as opportunity for additional contact Provide further information and show continued interest after an interview.
This letter is always to continue a conversati on or a negotiation even to know more about a company or product, as a show of interest
Phrases: •We would like to offer you •We would like to remind you •We would like to thank you for •We thank you for your enquiry •Please find our offer as below
Dear Mr. Smith,
We at the Knight Company, had a great meeting with your team. We believe in our continued success as we help each other taking leaps towards growth and development. Together, we aim to serve the customers better. With this, we would like to remind you regarding our company’s activity. The Knights Company is holding a three-day sale which would start on Friday. It would be five days from now to the big day. Furthermore, the Knights Company have exciting promos and special discounts up to 40% on selected items, most are correlated to the products we are endorsing to you. In addition, we have a showroom for our new arrival of the latest printing technology that we believe is worth of your time. In case of queries, please do feel free to ask questions from us. We welcome any comments and suggestions because we would like to establish a more satisfying service to make our customers happy. We hope a long term relationship with your business. God Bless and Thank you very much!
Truly Yours,
As the name says is to confirm something to someone, any letter that is written to affirm the details or conditions that have been previously agreed upon is also considered to be a confirmation letter.
This kind of letter you can send it after receive an invitation or when you want to make an reservation in any hotel which is actually some kind of arrangement
Dear Mr. Doyle
I am here referring to the telephonic conversation we had yesterday. This letter is to confirm that the meeting with you will be held on April 15, where we would be discussing our project of marketing. I will also like to ensure that the meeting will be held Palace Hotel at 9:00 a. m. Please contact me, if you want to make any change in this. Thank you for your time and I am looking forward to the meeting with you. I am certain that this meeting will prove fruitful to our goals. Sincerely,
•We thank you for your consignment
•The enclosed check for…
This letter should contain any information regarding your order that is needed for the proper crediting of your account: include your account number, and the amount of the check. A remittance letter is letter which normally accompanies a payment, such as a check
Dear Sir, We thank you for your consignment of garden furniture on the 15th September 2001, the goods have been received in good condition. We enclose a check for EUR â‚Ź1000 (EUR One Thousand Only), in full settlement of account towards supply of goods as per your invoice number 82615. Please acknowledge the receipt of the above mentioned Check and credit us with the amount. Thanking you in advance. Sincerely yours,
1. Mentioning the date of the order. 2. Including the order or invoice number. 3. Explaining the date and method of shipment. 4. Acknowledging the method of payment. 5. Explain the date and the method of shipment.
The success of any business solely depends on the customer satisfaction of their goods and services. If the products and services of any company are of superior order, the organization will attract greater number of buyers and enjoys higher customer base. The performance and goodwill of the company or business also depends on efficient and prompt service to their customers and clients. The initial order from a new costumer SHOULD be acknowledged. This acknowledgement welcomes the new customer and encourages further business. This letter should contain specific information
PHRASES •We are pleased to have received your order… •We are in receipt your order of •Thank you for your order of
Mr. James Smith BDRM Bedding Store 529 Eaton Avenue Bethlehem, Pennsylvania 18115 Dear Mr. Smith We would like to take this opportunity to thank you for your order or March 31, 2012 and to say welcome as a new costumer in our company. Your order No. 32345 50 Beatyreat Euro Square Pillows 75 Classic Reversible 3-piece Bedding Comforter sets. 30 Timberland Quit Sheets 20 Twin Microfiber Sheets Sets 25 Queen Microfiber Sheets Sets The merchandise will be shipped in two separate consignments. The first consignment will be shipped on April 5th and the second one will be shipped with the twin and the queen Microfiber Sheets sets in stock on April 30. We hope that you will appreciate our service. Sincerely,
Credit applications and insurance claims, for instance, take time to be processed. They are often answered promptly with a stopgap acknowledgment.
When a thorough response to an incoming letter must be delayed, receipt of the letter must be acknowledge. These acknowledgement letter are called STOPGAP LETTERS.
This letter informs your customer that you need time to process the request. Necessary information or materials, for example, may not be immediately available
•In reply to your letter of... •In accordance/compliance with your request... •I regret to inform you that... •We are pleased you that... •We are pleased to confirm... •It is with considerable regret that... •With reference to your letter of... •We find it necessary to inform you... •Will you please note that... •In accordance with our agreement... •Contrary to our agreement... •We apologize for our delay regarding your order...
Dear Dr. Anderson: Your request to come and give us a demonstration on health care for all our employees came to our office this afternoon. Appreciate the interested on your part, but his visit will be postponed to next week because most of our workers are on vacation and hope to return later this month. We will be notifying the exact day and time to have him. Sincerely,
All the inquiries should be answered, even those that for some reasons, can not be given a complete response. An inquiry show interest in your company The inquiry replay should not only increase that interest, but also inspire your inquire to action
An inquiry reply should by thanking the reader, acknowledging the interest in your company and end by offering further assistance.
PHRASES •Thank you for your enquiry regarding •We certainly appreciate your interest in... • Thank you for your interest in..
Dear Mrs. Klein
We certainly appreciate your interest in Maxine Sportswear. Nevertheless, i am afraid i cannot supply you with the information you request. Because we do not sell our garments directly to the consumer, we try to keep our wholesale prices between ourselves and our dealers. Its is our way of meriting both the loyalty and good faith of those with whom we do business. Clearly, divulging our whole sale prices to a customer would be a violation of a trust. However, I have enclosed for your reference a list of your dealers in the Bronx and Manhattan. A number of these dealers sell Maxine Sportswear at discount.
Very truly yours,
A referral letter is to hand over for consideration, reconsideration, or decision inquiries that can be best answered by another person. It acknowledges receipt of the inquiry and explains why and to whom it is being referred.
This kind of letter is to refer to another person in charge if you don`t have the information the that person need
Dear Mrs. Jones: In reply to your last letter asking me for opinion about Mr. Cindy Smith, she was in our employ for two years, during which time we found her work and character most satisfactory. However, she was not under my supervision. I am referring your letter to Mr. Tony Ross, who was his immediate supervisor. He will get in touch with you soon. Yours truly,
The refusal letters, are those ones that are to say «NO» in a polite way. •When saying «no», you should never actually use the word «NO». 1. You have not been selected for the position, at this time. We encourage you to apply for positions, for which you qualify, with the(name of the company) in the future. 2. Thank you for taking the time to come… 3. I am delighted to have received the offer to… 4. I wish you and the company, all the best for the future…. 5. I respectfully request you to look for another person… 6. I will not be able to do…. 7. It was a pleasure to receive an opportunity to visit your company and discuss the career possibilities, but…
Dear Smith, I am delighted to have received the offer to join as a Sales Manager in your company. Although I found the position very challenging, I will not be able to accept the offer because I have already accepted a similar position in another company. It was a pleasure to receive an opportunity to visit your company and discuss the career possibilities. I wish you and the company, all the best for the future. Sincerely,