Pictionary
-Request Letters -Injuries -Orders -Replies -Order Acknowledgments -Delayed Delivery -Partial Shipment
Colegio El Sagrado Coraz贸n de Jes煤s Ma. Ximena Letona Gir贸n 5th Secretarial Bilingual Key # 4
Index
Request Letters …………………………………………………………………….3 Injuries & Orders……………………………………………………………………4 Replies……………………………………………………………………………….5 Order Acknowledgment…………………………………………………………….6 Delayed Delivery & Partial Shipment………..……………………………………7 Pictionary…………………………………………………………………………….8 Injury Example……………………………………………………………………...10 Injury Example #2………………………………………………………………….11 Order Letter Example……………………………………………………………...12 Order Acknowledgment Example……………………………...…………………13 Delayed Delivery Example………………………………………………………...14 Partial Shipment Example…………………………………………………………15 Attention Letter Format……………………………………………………………..16
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Request Letters
It is used for the need for information or special favor, services, or products in the business. Reasons to write a request letter:
To obtain information of prices or technical data. To receive printed matter. To receive sample products. To order merchandise. To engage services To make reservations. To seek special favors.
They have to be tact and courtesy, and should be:
Specific and brief Be reasonable Provide complete, accurate information. They are divided into: Inquiries orders
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Injuries It must be easy to answer. They offer the reader no immediate reward or advantage. Express your inquiry. Decide what you want before your write. It needs to include specific questions worded to obtain specific answers. Mention the reason for the inquiry and let the reader know WHEN you intend to buy. Always:
List specific facts you want. Enclose a self-addressed, stamped envelope. Suggest a way in which you can reciprocate.
Orders Use for ordering merchandise or service. The letter must include COMPLETE, ACCURATE INFORMATION because incomplete orders results in delayed deliveries, and incorrect information results in the shipping of the wrong merchandise. It should include:
The name of the item being ordered. The item´s number (catalog, style number, model number, etc.) Quantity Description Unit, and total price. Applicable discounts or sales tax. Method of payment Say when and where you want the product. Authorized signature Method of shipment.
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Replies A reply is a good sales opportunity; carefully worded letter can lead to both profits and goodwill. A request is similar to a reply. It has to be specific and complete and a reply must be both HELPFUL and SALES ORIENTED. These are:
Acknowledgements Follow-ups Confirmations Remittances Order acknowledgments Stopgap letters Inquiry replies Referrals Refusals
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Order Acknowledgments The confirmation of an order helps to establish goodwill by reassuring the customer that the order has been received. The initial order SHOULD be acknowledged; it welcomes the new customer and encourages further business and unusually large order. It should have specific information. The order is being handled by:
1. Explaining the date and method of shipment
2. Mentioning the date of the order.
4. Including the order or invoice number.
3. Acknowled ging the method of payment.
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Delayed Delivery When an order cannot be filled promptly, the customer deserves an explanation. It need to explain that the delay is unavoidable; express that you understand the customer’s disappointment and regret the inconvenience. The letter must avoid a negative tone.
Partial Shipment The customer must be informed that some of the items have been back ordered. Also when you write a partial shipment letter you should make an attempt to “resell� the merchandise.
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Word
Applicable
Closure
Discount
fiscal
Definition
Example
Relevant
The new production the company offers us was applicable.
State of being concluded
At the end of the month is the closure of the inventory.
Reduction from the regular price
After Christmas the mayor of the companies make a discount on many products.
Financial
One important factor in business is to have a fiscal control.
Picture
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Motivate
Move to action
Some companies try to motivate their employees with some benefits like gifts or money.
Potential
Possible
Some people have a big potential to get up a company that is not to big at all.
Recipient
One who receives
It’s important to know who will be the recipient of the documents, with it we can communicate with her or she in case of any problem.
A device for showing wind direction
In our farm company we put a new weather vane, it helps us to control the wind and control the product.
Weather vane
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Am-Lux Company, Inc. 529 Eaton Avenue Bethlehem, Pennsylvania 18115
January 30, 2014
Ms. Louisa Sanchez High Commission 705 Tenth Avenue New York, New York
10077
Dear Ms. Sanchez:
Two days ago, I read an interesting article in your magazine, entitled “From Lead to Deal: Ten over Looked Steps to Closure” written by you. I would appreciate it if you authorize me to make a few copies of your article. As a sales supervisor at the Am-Lux Company Inc. my job also is to help the salespeople of the company, so I think that giving this article to the employers will benefit them by helping them to improve in their profession development and also in their life. Therefore, I would like to know if you let me make twenty-five copies only for the ones I supervise. If you give me your permission, let me know it this week so I can make the copies and give them to my staff. Moreover I would like to subscribe to the magazine membership, it would be a pleasure to receive it and read more of your interesting articles.
Sincerely yours,
Ximena Letona Sales Manager Girón R.
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32 Avenida 20-31, zone 5 Guatemala, Guatemala 01005 January 29, 2014
Pet & Us 27 calle 01-25, zone 16 Guatemala, Guatemala
01016
Dear Madam or Sir:
Recently, I have decided to purchase a new dog for my son. As his birthday is in one month, I would appreciate it if you could send me information or recommend which breed would be the best for us.
My son is going to turn five years old. He is a very active kid, he loves to play in the park, run a lot and take care of animals. Our family is made up of my husband, my daughter of ten years, my son and I, and we are an active and close family. Therefore, we need another member in our family.
I will appreciate it if you could send me information about the breed that best suits our family, so that we can talk and decide about purchasing it at your store in the near future.
Sincerely yours,
Ximena Letona
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34 avenida A 28-26, zone 5 Guatemala, Guatemala 01005 February 12, 2014
BELCORP 1ÂŞ. Calle 8-20, zone 9 Guatemala, Guatemala
01009
Dear Sir or Madam: I had seen your L-Bell catalog, series C-2 of the second season. Many products caught my attention, but I would like to order the following ones:
Amount 1 1 2 1 Total
Code 23119 41123 00107 11754
Item Reve Sensuelle 50ml. Aretes largos 5cm. Amplifiant 35oz. Lilas Vivant 15oz.
Unit Price
Q 99.00
Total Price Q269.00 Q164.00 Q198.00 Q189.00 Q820.00
I would appreciate it if you send me these products on February 26. The prices have already the sold out cost. I will send you a check, with the amount of Q820, the next week to sold out the bill.
Sincerely yours,
Ximena Letona
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Kinbote Products, Inc. 200 Southeast Fourth Street Miami, Florida 3313
February 27, 2014
Mr. Ellen Minsky Gold’s Specialty Shops 3636 West Grace Street Tampa, Florida 33607
Dear
Mr.
Minsky:
Yesterday we received your letter dated February 25 in which you ordered two dozen exercise suit style L-29 of specific colors and sizes. We will send it to your shop address by airline express. The consignment will be shipped March 1, expected to arrive in Tampa March 3. You may contact the Airline Express (853-775-3271), for further details. We will not make any additional charge for the shipping, only the final cost of the suit that is $840 into your account No. 882GSS. We hope to hear about you soon. Sincerely yours,
Ximena Letona Sales Purchasing
Rosales S.
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Lawsen Linen Company P.O. BOX 762 Bloomfield, New Jersey 07003
March 5, 2014
Mrs. Marianne Rollins 444 Ross Avenue Caldwell, New Jersey 07006 Dear Mrs. Rollins:
Thank you for your order of a set of Floral Mist queen-size sheets and pillowcases. Unfortunately we inform you that all orders have been held up, because of a factory strike.
Nevertheless, negotiations are progressing and a settlement is expected soon, so you had been added to our mailing list to receive your order as soon we come up again.
While this happen, we would appreciate it if you understand our situation, and wait for our unique products to go to you as soon as we have it ready for you.
Sincerely yours,
Ximena Letona Sales Department Morรกn L.
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Laico Products 34 Green Street Miami, Florida 45382
March 6, 2014
Mr. John Smith 1066 Third Avenue New York, New York 10081 Dear Mr. Smith: Thank you for your order, no. 45-7. We appreciate your preference in our company.
Your 37 Revlon lipsticks, code 458-51 have been shipped by Air Express and should arrive at your ware house in a few days.
We are sorry to inform you that we had a problem with the transportation of our L’Oreal supplier, therefore, your 12 L’Oreal beauty sets (code 332-1) will be sent as soon as possible. While your L’Oreal goods arrive to you, we will send you some Revlon sets for free, for you to apologize our delay.
Ximena Letona Manager Fuentes D.
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American Production Company 7th Gold Street Miami, Florida 78876
January 22, 2014
Maximun Appliances, Inc. Yemmy Avenue Miami, Florida 78989 ATTENTION: MRS. ANNE FARELL Gentlemen and Ladies: ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------. ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------.
Sincerely yours,
Ximena Letona Manager Lorena P.
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