Question

business letter - order,complaint& enquiry

Answer 1

Types of business letters

 

1. Enquiry letter

The letter written by a buyer to the seller asking for the information about goods to be purchased is called enquiry letter. It is written to enquire about the quality, price of goods, discount offered, terms of payment and so on.

 

The letter which is written by seller to the buyer giving the information about goods to be sold is called reply to enquiry letter. It is written to give the information about quality, price of goods, discount offered, terms of payment and so on.

 

Example of enquiry letter and its reply About typewriter

Garfield secretarial

Kathmandu

 

Baneshwor, Kathmandu

May 16, 2013

 

Reference:

CONFIDENTIAL

M/S ABC press and machineries

Kathmandu

 

Dear sir/madam,

 

Subject: for purchase of Nepali and English typewriter

 

We are one of the leading secretarial training institute of Kathmandu and we are planning to extend our services to the fullest. We have heard about your clean services since a very long time and we want to have purchase deals with you. Your market value and goodwill have lured us to extend our business dealings. We expect to have the best services from your side too. We are interested in purchasing Nepali and English typewriter four of them each. We would be glad to know about your offer, payment system, delivery period and post sale services.

 

Respectfully yours,

Garfield secretarial

Sales manager

c

 

Reply to the enquiry letter

 

ABC press and machineries

Kathmandu

 

 

Baneshwor, Kathmandu

May 18, 2013

 

Reference:

CONFIDENTIAL

M/S Garfield secretarial

Staff manager

Kathmandu

 

Dear sir/madam,

We thank you for your enquiry of May 16, 2013 regarding Nepali and English typewriter.

We have pleasure in informing you about the product type we have as following

 

 

model

 

Prices in rs.
English
15 inch                      18 inch

 

Prices in rs.
Nepali
15 inch                    18 inch

 Remington16000         19000      18000                       29000Helga13000         15000      12000                        13000 Brother15000         18000      13000                        18000 

 

 

 

 

Delivery period for 2 months

Payment: after delivery of good [cash payment or cheque].

Post sale service: 1 year free servicing with 2 year warranty on each machine

 

We hope you will find above term good and will accept it

Thanking you

 

Yours faithfully,

M/S ABC press and machineries

Sales manager

Kathmandu

2. Letter of order: 

The letter which is written by the buyer to the seller to place the order for goods is called order letter. It is contract between buyer and seller for the goods to be purchased while placing the order of the goods. The seller however must give and buyer must have pre determined information about quality, price of goods, discount offered, terms of payment and so on.

 

Example of letter of order

 

Garfield secretarial

New Baneshwor, Kathmandu

 

Baneshwor, Kathmandu

May 20, 2013

 

Ref no:

M/ S ABC press and machineries

Kathmandu, Nepal

 

Dear sir/madam

We thank you for letter along with price list and quotation dated May 18, 2013. The terms and conditions given in your letter are acceptable. So we want to extend our business. We would like to have the supply of following machines through transport co. and we will forward the document of payment through Janata bank located in Baneshwor.

 

Orders list

modelsEnglish

pcs

Nepali

pcs

Remington53Helda64Brother78

 

Please confirm this order and informing us the dispatch date. This payment will be made only after receipt of goods.

 

 

Thanking you,

 

Yours faithfully,

Garfield secretarial

Sales manager

c
Complaint letter

The letter which is written by the buyer and the seller making complaint against the goods delivered is called complaint letter. The letter is written if the goods received are of inferior quality, high price and late delivery. Complaint should not be made unnecessarily without making sure that the facts found are right.

 

Example of complaint letter

 

Garfield secretarial

New Baneshwor, Kathmandu

 

Baneshwor, Kathmandu

May 20, 2013

 

Ref no:

M/ S ABC press and machineries

Kathmandu, Nepal

 

Dear sir/madam

The goods that we ordered for were received timely but we noticed little damage on some of the typewriters on the time of delivery. 1 English typewriter of Brother was partly broken and 2 Nepali typewriters from Helda did not work properly since the time of installation. We want them to be replaced as soon as possible and we don’t want any trouble here after. If they won’t be replaced soon then we would like to have our payment of each typewriter mentioned above to be repaid back. We hope for your better response.

 

 

Thanking you,

 

Yours faithfully,

Garfield secretarial

Sales manager

c