Business Letters

4.1 Letters for placing and acknowledging orders

Letters for placing and acknowledging orders should be brief, accurate, and to the point. In many cases, companies use printed prenumbered order forms. In turn, sellers also use printed acknowledgments.

When placing an order by letter or fax, the following details must be mentioned: name of the item being ordered, the item’s number (catalog number, model number, etc); quantity desired; description (quality, size, weight, material,models, patterns, or colors); packing, special markings, and shipping instructions; delivery date; documents (e.g. invoices, pro-forma invoices, customs documents, bill of lading, insurance); delivery address; method of shipment and confirmation of the terms of payment. If an arder is in response to an advertisement, you should mention the source (such as title and issue date of a magazine or newspaper).

The following letter would run into trouble:

Dear Sirs

Please send me one of your weather vanes which I saw advertised for $34.95. We have recently repainted our garage, and a weather vane would be a wonderful finishing touch.

My check is enclosed.

Sincerely

1. Acknowledge previous correspondence

Ex: Thank you for your letter of 3 April, quoting prices and delivery terms for....../enclosing your price lists and catalogues for.....

2. State your reactions to prices, discounts, samples, etc

Ex: We have examined the samples and are satisfied with their quality.

We think that the quoted terms are acceptable.

3. Place the order

Ex: We are ordering ...

We enclose our official order form, No. 141, for ......

4. Confirm terms of payment or suggest terms of payment

Ex: Our usual method of payment is by ... and we trust that this will be acceptable to you.

As agreed, payment is to be made by Documentary Credit.

5. Set deadline for delivery

Ex: Delivery before 5 May is a firm condition of this order

Letter 1

Date

Name/Title

Business/Organization

Address

City, State Zip Code

Dear Name:

We acknowledge receipt of your samples and quotation of October 3. Please find enclosed our order No. GW/RK 1193-DdeO, for 450 Martinex 100 percent cotton thermal blankets for twin- and full-size beds.

We would remind you that, as stipulated in our letter of August 29, the blankets must be delivered to our warehouse in Salt Lake City before October 15, because our special Winter Sales Week will start on Monday morning, October 27.