REPLIES
ACKNOWLEDGEMENT • Is to thank the recipient for a merchandise, money, or information that was sent form them. • It must be sent as quickly as possible, after receiving the material. But no more than one or two days after. • Address the letter to an specific person.
Justin Bieber Khaos 629 Seventh Avenue San Francisco, California 94120 March 22, 2012 Gus Andrea Quality Industries 1870 Magnolia Boulevard Detroit, Michigan 48233 Dear Mr. Andrea: Thank you for your confidence in our company, and the business in Quality machines for the next three years. We received your contract and it will be placed in a safe for any doubts. We suspect you will be hearing from us some time soon, so that you can affirm the service you expected from us. Sincerely yours, Jennifer Castaneda
FOLLOW-UP • Is to provide further information and show interest after an interview. • Remind readers of an upcoming meeting or other important event. • Send it promptly, not more than two days. • Indicate that you are willing to provide additional information or references.
Gus Andrea Quality Industries 1870 Magnolia Boulevard Detroit, Michigan 48233
April 13, 2012 Justin Bieber Khaos 629 Seventh Avenue San Francisco, California 94120
Dear Mr. Bieber: We sent you the contract two weeks ago and we have not heard from you about it. We would like to know when will the services start and how much time will it take because we need to get everything organized. We hope to hear form you soon about the services. Yours truly, Gus Andrea President
CONFIRMATION • Is written to customers to reassert the deal that was signed before or maybe to conform a person’s invitation for an event. • Helps to clarify or maybe alter certain details that have been mentioned in the agreement.
FULSON CONTRACTORS, INC. 4444 Western Avenue Boulder, Colorado 80301
March 27, 2012 Justin Michaels 622 Garth Street Boulder, Colorado 80321 Dear Mr. Michaels: I am sending you this letter to confirm the luncheon we planned at Traltoria di Marco, in the corner of Tenth Street and Western Avenue on April Six at 1 pm. I am looking forward to seeing you and define the situation of the company, and other topics that I want to share with you. Sincerely yours, Mandy Carson
STOPGAP • It lets the customer know that the inquiry will not be ignored and it will be responded as soon as possible. • They are answered promptly.
Jennifer Simpson 6425 West Fork Rd. Cincinnati, OH 45247 USA April 30, 2012 Maxime Sportswear , Manufacturing C.O., Inc. 842 Seventh Avenue New York, NY 10018 Dear Sir:
Because of a factory strike, your request of one set of sheets and pillowcases has been held up, but the negotiation is progressing. We are expecting a settlement really soon, and be able to ship the order to you.
Sincerely, Jennifer Simpson
ORDER ACKNOWLEDGMENT • Welcomes the new customer and encourages further business. • It lets the customer know how we are going to work with the order. • Mentions the date of the order, the invoice number, and the method of shipment.
WALMART 2019 Logan Street Paramus, New Jersey 70622 April 11, 2012 BDRM Bedding Store 529 Eaton Avenue Bethlehem, Pennsylvania 18115 Dear Bieber: We are pleased to receive your order of March 31, and would like to welcome you as a new customer at Walmart. Your order of bed supplies will be shipped in two separate consignments. The first consignment will be shipped on April 15, and the second one approximately on April 30, because the sheets are in stock. It will be sent by air express. We are sure you will appreciate to receive your purchase without further delay. Mr. Bieber, your delivery will be in New York in the first two weeks. Cordially yours, Jennifer Simpson
INQUIRY REPLY • Indicates interest in our company. • Thanks the reader, acknowledging the interest in our company. • Ends by offering further assistance.
Hampshire School Etiquette 1528 SE 3rd Avenue Portland, OR 7884-4432 April 20, 2012 Cindy Jones 1234 NE Hancock Drive Woodinville, NA 98072 Dear Mr. Jones: Thank you for your interest in the school. We cannot supply you with he information you requested, because of an overwhelming response, so for the next four weeks a seminar for “Etiquette for Teens� will be available on Saturdays. We are enclosing you a brochure of the classes description and an enrollment form. We hope this program will be a benefit for you. Truly yours, Jennifer Castaneda
REFERRALS • 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.
Lawson linen Company P.O. BOX 762 Bloomfield, New Jersey 07003
April 30, 2012 Marianne Rollins 444 Ross Avenue Caldwell, New Jersey 07006 Dear Mrs. Rollins: Thank you for your letter. Your request for information of the wholesale prices can best be answered by one of our dealers.
I am, therefore, referring your letter to Mr. James Wang. I am sure he will be in touch with you as soon as possible. Very truly yours, Jennifer Simpson
REMITTANCE • Explains what the enclosed check is for. • It contains information regarding the order that is needed for the proper crediting of the account. • Mentions the account number, the invoice number, and the amount of the check.
Quality Industries 1876 Magnolia Boulevard Detroit, Michigan 48233 April 10, 2012 Justin Michaels 622 Garth Street Boulevard, Colorado 80321 Dear Mr. Michaels: The enclosed check No. 4090-2C for $350.00 is the first payment of the contract No. 011-213. Please credit it in my account No. 4950-2013. Yours truly,
Gus Andrea
REFUSAL • Is to say NO in a polite way when granting a favor, awarding a contract, hiring an applicant, or making any decision. • When saying NO, you should NEVER say the word NO. • It has to be positive. • Keep the letter Open-Ended.
Pacific Growth Property L. P. 2785 Kimberley, Melbourne Australia April 25, 2012 Arthur Edwards Horizon Technologies Inc. 325 Bedford Highway Nashua, NH 03051 Dear Mr. Arthur: Thank you for your interest and the recent request of our Bar-Code scanning equipment. We are honored that you trust in our company. We must tell you that we will not be able to give you the 25 percent volume discount, because it was already applied in the purchase of the Bar-Code scanning equipment. We hope you understand this inconvenient and we would like to help you in any other opportunities. Sincerely yours, Jennifer Bieber Sales Manager