1.
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.
Definition of Order
Letter
An “Order” is an
expense for the person placing the order and an income for the one getting it.
But this is not all. The company that bags the order has to fulfill lot of
commitments to ensure that it has a satisfied customer, which can be an
individual or another company. Timely delivery of the order, quality of
delivery and after sale service – are all part and parcel of getting an order.
An
Order Letter is the one that is written by the person/company placing the
request of purchase from another company. This letter comes into action only
when a detailed study of the desired product has been done in the market and
based on promised service, quality and price of the product, a decision for a
purchase has been made.
An
Order Letter should be drafted very carefully as it needs to pen down all the
terms and conditions of the purchase for the benefit of both involved parties.
It should have details such as product specifications, quantities, price agreed
upon, delivery date, late delivery clauses, etc. It should be addressed to the
person responsible for the execution of the order with a copy to the head of
department. Since it is totally an official letter it should be typed.
Example of Order
Letter
Dewi Shinta co.
Kelapa Dua Street No. 56
Depok
Kelapa Dua Street No. 56
Depok
November 19, 2016
Yosi Co.
Sudirman Street
1996
Jakarta
Subject
: Order for Clothing
Dear Madam,
Thank you for your
catalogue and the price list. We are glad to place our first order with you for
the following items:
1. 200
pcs Dry Solid Tee
@220.000 = Rp 44.000.000,-
2. 200
pcs Off Shoulder Crew t-shirt @260.000 = Rp 52.000.000,-
+
Total Amount
Rp
96.000.000,-
We did cash payment
2 days after goods are received. Our hope is the goods are sent after we sent
the order letter.
Thank you for your
attention.
Your truly,
Dewi Shinta co.
Dewi Shinta
Purchase Manager
Purchase Manager
Complaining Letter
Definition
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.
Causes of Drafting
Complaint Letter or, Sources of Mistakes giving rise to Complaints. 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
56 Disgruntled
Street
Somewhere Unhappy
1AM MAD
Somewhere Unhappy
1AM MAD
Customer Service
Manager
That Awful Company
Somewhere Awful
UR BAD
That Awful Company
Somewhere Awful
UR BAD
June 15, 2016
Dear Sir/Madam,
I am writing today
to complain of the poor service I received from your company on June 12, 2016.
I was visited by a representative of That Awful Company, Mr. Madman, at my home
on that day.
Mr. Madman was one
hour late for his appointment and offered nothing by way of apology when he
arrived at noon. Your representative did not remove his muddy shoes upon
entering my house, and consequently left a trail of dirt in the hallway. Mr.
Madman then proceeded to present a range of products to me that I had specifically
told his assistant by telephone I was not interested in. I repeatedly tried to
ask your representative about the products that were of interest to me, but he
refused to deal with my questions. We ended our meeting after 25 minutes
without either of us having accomplished anything.
I am most annoyed
that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to
show up. My impression of That Awful Company has been tarnished, and I am now
concerned about how my existing business is being managed by your firm.
Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I
have had to engage the services, and incur the expense, of a professional
carpet cleaner.
I trust this is not
the way That Awful Company wishes to conduct business with valued customers—I
have been with you since the company was founded and have never encountered
such treatment before. I would welcome the opportunity to discuss matters
further and to learn of how you propose to prevent a similar situation from
recurring. I look forward to hearing from you.
Yours faithfully,
V. Angry
Example
of Replay Letter from PT. Binaman Sejahtera 22 Jln. Bumi Raya, Semarang 20003
Jawa Tengah to CV Indah Pertmata 75 Jl. Muara Kerang, Jaya Pura 20001 Irian
Jaya
CV
Indah Permata
75
Jl Muara Karang, Jayapura 22001
Irian
Jaya
Dear
Madam,
We
would like to thank you for informing us that the goods No. 34P that we have
sent to you have some problems. While we can not give you an explanation now,
we can promise you that we are looking into the matter and will write to you
again shortly.
It
is unusual for these types of error to arise, and all of the goods are in
trouble, but the problem has now been dealt with. The reason for the troubles
in these units you complained about was due to fault of manufacturing processes
in production. We will replace your entire order and have it shipped the
within 14 days. There is no cost to you since this was an error on our part.
We
are really sorry for this unpleasant situation. Thank you very much.
Yours
sincerely
PT.
Binaman Sejahtera
Sumber :
