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Minggu, 22 Desember 2013

Order Letter and Complaint Letter

Order Letter

An Order letter is a business letter which is prepared to give the order of products and some other things from one company to another company. The required products and demanding services will be written in this order letter. The product quantity, quality, prices, delivery date and other necessary information about this order written in this letter. This every business company writes this letter according to the orderings need and reservations.

An order letter is usually written when a company purchases or buys  or order goods or services from another party. Here is an Order Letter you  might need  when  you order goods and materials.  Do not forget to clearly state the exact name of the merchandise, the price, and the amount of payment being sent. 

example letter :
Personal Purchase Order Sample
 154 Green Avenue
Newyork, USA
January 5, 2010

Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021

Dear Ms. Hutchinson :

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post : 
1 copy Emmet and Mullen,
High School Algebra @ $7.50 $ 7.50
25 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 226.25
I am enclosing a money order for 226.25. If there are additional charges, please let me know.
Please mail the books to the address given above.

Very truly yours,


Brandon Michael
(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks) 

Company Purchase Order Sample
Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134

July 9, 2013
Purchase Order

Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234


Attention : Miss Kim Jackson



Dear Miss Jackson :

Please accept this purchase order for the following :
 No.            
 Product
 Quantity
 Unit Price
 Total
 1
 Single Brush Polisher Colombia 400
 4
 $ 3,000
 $ 12,000
 2
 Extractor SX 144
 4
 $ 2,000
 $  8,000



 Total
 $ 20,000

We require shipment by August 17, 2013 to :

PT Pama
No. 1 Jl. Cileungsi,
 Bogor, Indonesia

Post Code 40156

Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.


Sincerely,


Dede Prana
Purchasing Manager


Complaint Letter

Letters of complaint usually include the following stages:
1.     Background
This section describes the situation; e.g.
§  I am writing to inform you that the goods we ordered from your company have not been supplied correctly.
§  I attended your exhibition Sound Systems 2013 at the Fortune Hotel (22-25 January) and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems.
§  I am a shareholder of Sunshine Bank and I am very concerned regarding recent newspaper reports on the financial situation of the bank. Your company is listed as the auditor in the latest annual report of the bank, so I am writing to you to ask for an explanation of the following issues.
§  I am writing to inform you of my dissatisfaction with the food and drinks at the 'European Restaurant' on 18 January this year.
§  On 13 December 2013 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.
§  Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.
§  You sent us an invoice for $10,532, but did not deduct our usual 10% discount.
§  We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book. 
  Effect:
§  This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.
§  Even after spending several wasted hours trying to register in this way, the computer would not accept my application.
§  I am therefore returning the invoice to you for correction.
§  This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.
§  I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.
§  Could I please ask you to look into these matters.
§  Please send us a corrected invoice for $9,479
§  I enclose a copy of the book with the errors highlighted. Please re-print the book and send it to us by next Friday.
 
4.     Warning (optional)
§  Otherwise, we may have to look elsewhere for our supplies.
§  I'm afraid that if these conditions are not met, we may be forced to take legal action.
§  If the outstanding fees are not paid by Monday, 30 December 2013, you will incur a 10% late payment fee.
  
§  I look forward to receiving your explanation of these matters.
§  I look forward to receiving your payment.
§  I look forward to hearing from you shortly.

Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
Content
    • The content should contain enough details so that the receiver does not have to write back requesting more.
    • Legal action is not normally threatened in the first letter of complaint, unless the situation is very serious.
Fortune Goods
317 Orchard Road
Singapore
20 December 2013

Attn: Mr David Choi
Sales Manager
Everlong Batteries
171 Choi Hung Road
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

On 13 December 2013 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely

     
J. Wong

J. Wong
Purchasing Officer


Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
20 December 2013
The Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon
Dear Sir/Madam
I attended your exhibition Sound Systems 2013 at the Fortune Hotel from 10 - 13 December and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems. I explain each of the problems below.
Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable. Even after spending several wasted hours trying to register in this way, the computer would not accept my application. I eventually succeeded in registering by faxing you.
Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly the venue was better suited to a medium-sized business conference than to a large exhibition open by registration to the public. The lack of space led to serious overcrowding in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one or two occasions I was also seriously concerned about the physical safety of attendees.
The final point I want to make concerns product information. It is very enjoyable to see and test a range of excellent sound systems, but it is also important to be able to take away leaflets on interesting products, so that more research can be done before deciding which system to buy. However, by the time I attended the exhibition all the leaflets had been taken.
Could I please ask you to look into these matters - not only on my behalf but also on behalf of other attendees, and in fact on behalf of your company, too.
I look forward to hearing from you.
Yours faithfully
Michael Leung
Michael Leung




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