Letters
Order Acknowledgments It is a letter that can be sent to your customer confirming receipt of their ordered requesting any further information that may be required to proceed with their order. The initial order from a new customer SHOULD be acknowledged and an unusually large order by a regular customer deserves a note of appreciation.
Walmart 2019 Logan Street Paramus, New Jersey 10622
April 11, 2012
Mr. Ed Ortiz BDRM Bedding Store 529 Eaton Avenue Bethlehem, Pennsylvania 18115
Dear sir: We are pleased to have received your order of March 31 and would like to welcome you as a new customer of Walmart´s Store. Your order will be shipped in two separate consignments. The 50 Beautyreat Euro square pillows; 75 classic reversible 3-pieces Bedding comforter Sets, and the 30 Timberland Quit set will be shipped on April 15. We will complete your order with the 20 Twin Microfiber sheet set and the Queen Microfiber sheet sets approximately on April 30. The cost of the freight will be $200 and it will shipped by parcel post. If you need something else feel free to call us at 2224-1814.
Sincerely yours, Juan Perez President
Remittances
A document sent by a customer, which is often a financial institution or other type of firm, to a creditor or supplier along with a payment to briefly explain what the payment is for so that the customer's account will be credited properly. It should include your account number, the invoice number, and the amount of the check.
Gus Andrea Quality Industries 1876 Magnolia Boulevard Detroit, Michigan 48233
April 12, 2012
Mr. Robert Smith Jack’s Hardware Store 72 Elm Street Kennewbunk, Maire 06606 Dear Mr. Smith: The enclosed check No. 0015813 for $1,200.58 is in payment of the installment of the contract to service of Quality’s office machines.
Sincerely yours,
Gus Andrea President
Stopgap Letters Stopgap letters is used when a thorough response to an incoming letter must be delayed, receipt of the letter must be acknowledged. They let your customer know that the inquiry will not be ignored and that it will be responded to as soon possible.
Lawsen Linen Company P. O. Box 762 Bloomfield, New Jersey
April 20, 2012
Mrs. Marianne Rollins 444 Ross Avenue Coldwell, New Jersey 07006
Dear Mrs. Rollins: Thank you for your order for one set of Floral Mist queen-size sheets and pillowcases.
Unfortunately, your order is delayed because we have a strike in the factory and for this reason all orders have been held up. We assure you that negotiations are progressing and your order will be sent as soon as possible. Sincerely yours,
Rebecca Barrueto
Confirmations Confirmations are routine for such businesses as hotels and travel agencies, but other businesses may also need to send them. A form letter or postcard also effectively transmits clear, correct and complete information.
Fulson Contractors, Inc. 4444 Western Avenue Boulder, Colorado 80301
April 12, 2012
Mr. Justin Michaels 622 Garth Street Boulder, Colorado 80321
This letter is to confirm the lunch date which will take place at Trattoria di Marco, at the corner of Tenth Street and Western Avenue, on April 20 at 1 p.m. If you have any inconvenient please let me know so we can change the date.
Sincerely yours,
Nancy Carson Architect
Inquiry Replies An inquiry indicates interest in your company, and an inquirer is a potential customer. The inquiry reply should not only increase that interest, but also inspire the inquirer to action. The purpose of an inquiry reply is usually to give information. You should include not only the specific facts requested, but any others that may be of help.
The Hampshire School of Etiquette 1528 SE 3rd Avenue Tel. 78821-4432 Portland
April 22, 2012
Mrs. Cindy Jones 1234 NE Hancook Drive Woodinville WA 98072 Dear Mrs. Jones: I have received your letter of April 20 requesting information about next month’s weekly classes for young girls and we thank you for your interest in the school. We will not be able to offer you weekly classes next month. An alternative for you could be a special seminar called “Etiquette for Tweens” that will be available on Saturday afternoons for the next four weeks. We are enclosing a brochure in which all information that you need is included. We hope to receive your answer as soon as possible.
Sincerely yours,
Valery Gutierrez Manager
Follow-Ups Follow-up letters can be very important to help you accomplish what you want or need to. For one thing, follow-up letters show to the recipient of the letter your interest in a particular subject or position or your dedication to a responsibility or cause. Furthermore, when written correctly, followup letters can be effective tools in helping or ensuring that important tasks get done.
Quality Industries 1876 Magnolla Boulevard Detroit, Michigan 48233
March 26, 2012
Mr. Jake Smith Jack’s Hardware Store 72 Elm Street Kennebunk, Maine 06606
Dear Mr. Smith: In relation with the contract, we would like to know when are you going to start your services; How much time your team will take per day and which days does your team are coming to our company. We will be glad that you respond us as soon as possible.
Sincerely yours,
Gus Andrea.
Acknowledgmets
It is written when you receive merchandise, material, money, or information. Such a letter is a courtesy, letting your reader know that his communication has reached its destination. An acknowledgment can also serves as a thank-you note.
JACK’S HARDWARE STORE 72 Elm Street Kennebunk, Maine 06606
March 21, 2012
Mr. Gus Andrea Quality Industries 1876 Magnolla Boulevard Detroit, Michigan 48233 Dear Mr. Andrea: Thank you for sending us the signed contract to service offices machines on 20 March. We feel delighted to have you as a client for the next three years. We know the importance of the machines in your company and for that reason we assure you that we are going to take care in the process. The contract will be place in a safe immediately. If you have any doubt please let us know at (402) 5090-1111.
Sincerely yours,
Roberto Smith Director
Refusals There are many times when a businessperson must say “no”. When you saying no, you should never actually use the word “no”. Your letter should be as positive as you can make it. The actual refusal should be stated once and briefly. The rest of the letter should be reader-oriented and very friendly.
HORIZON TECHNOLOGIES INC. 325 Bedford Highway Nachua, NH 03051
April 25, 2012
Mr. Arthur Edwards Pacific Growth Properties 2. P. 2785 Kimberley Melbourne, Australia
Dear Mr. Edwards: We are delighted that you prefer bar-code scanning equipment our equipment. In relation to your inquiry of 25 percent volume discount on equipment. Unfortunately, we are not able to give you the discount that you want; however, we offer you 10 percent volume discount. If you have any doubt, please call us at 9090-1010.
Sincerely yours,
Martha Avila
Referrals A letter of referral acknowledges receipt of the inquiry and explains why and to whom it is being referred. Alternately, you may find it more efficient to tell the correspondent exactly where and to whom he should write.
ANOMSA, S. A. 4069 Lexington Avenue New York, NY 10077
April 25, 2012
Mr. Will Smith Maxine Sportswear Manufacturing Co. Inc. 842 Seventh Avenue New York, Ny 10048 Dear Mr. Smith: Thank you for acknowledge letter of March 15. Your request for information on wholesale prices on sportswear can be answered by one of my dealers. I am referring your letter to Mr. James Wong. He will, I am sure, be in touch with you soon.
Sincerely yours,
Martha Avila Manager
By Valery Gutierrez