Otherwise known as an order letter, a letter of order is a
document that confirms the details of a purchase of goods or services from one
party to another. It usually includes more information about what you are
ordering, like quantity, model number, or color, the payment terms, and the
matter in which the products are to be shipped. When the recipient receives
this letter, they will process the order and send the merchandise.
Starting to Write
1. Politely thank the buyer or client for their custom.
2. Briefly outline the details of the transaction, such as
the item model name, color etc, the name of the buyer or client, their address
if relevant, and the medium of payment. This is essentially a summary of the
order to reassure the recipient that everything is going smoothly.
3. Provide contact information so the recipient can get in
touch if there’s a problem.
Example of Order Letter
Mancini Kitchen Equipment
Troy D. Mancini
4220
Straford Park
Harold, KY 41635
Harold, KY 41635
Dear Mr. Mancini,
We would like to purchase twenty two (22) individual stand
mixers (Model #43423), all in the color red.
We would like you to charge this purchase to the preexisting
account that we have with you, business account #543234.
We hope to receive this order no later than Friday, November
11th, 2009. Attached to this letter please find our preferred shipping method
and receiving address.
Please confirm that you received this order by calling us at
232-231-4563 anytime during business hours, Monday to Friday.
Thank you for your cooperation
Keller Kitchen Co.
COMPLAINING LETTER
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.
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.
Example of Complaint Letter
To,
Mr. Eric John, Good wood suppliers, LA,
Respected sir,
With all respect I would like to bring it to your knowledge
that I had order 5 wooden cabinets from your company last week, I have
got my order but I would like to bring it to your knowledge that 3 of
them were damaged, the locked were broken and are not fixed properly. I was
expecting a perfect delivery but somehow it was not what I expected. I would
like you to change them on urgent basis as I have to fix them in the house, looking
for your response. Thanks.
From,
Ana Merchant,
LA.
Example (2)
PT. Binaman Sejahtera 22
Jl. Bumi Raya
Semarang 20002
Jawa Tengah
November, 9th 2016
CV Indah Permata
Jl. Muara Karang
Jayapura 220001
Irian Jaya
Dear Sir,
Thank you for bringing our attention to Order No. 34P. We
apologize for the damage that your item received during transit. We are sending
you a replacement within 14 days. It should arrive no later than 1st December
2016.
Included in this envelope is a return label. Please attach it
to the original packaging and send the damaged product and all of its
accessories back to our facilities. No postage is required. Please return the
incorrect item within 7 days.
Thank you for your feedback and again, we apologize for the
error.
Sincerely,
PT. Binaman Sejahtera Manager
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