Senin, 14 November 2016

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ORDER AND COMPLANING LETTER

ORDER LETTER

1.       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.

2.       Example of Complaining Letter

 Tangerang, November 11th, 2016

      Manager,
      Sales Division
      Ladies Fancy Fashion
      09 River Street
       Jakarta
       LadiesFashion@mail.com
      Sub: Order for Fashion

       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:

SL. No:  Description        Quantity        Unit price           Total Amount
    1         Dress Chic           10 pcs          Rp 500.000        Rp 5.000.000
    2         Flower Tunic       15 pcs           Rp 250.000        Rp 2.500.000
    3        Culottes Pants      10 pcs           Rp 300.000        Rp 3.000.000    

Wish you will send the goods of our request immediately, these items should be sent before November 15th,2016. We will pay the goods 2 days after the goods arrive and proof of the payment we will  give to you by email.

 Sincerely,


Prien Novita Ayu C
Purchase Manager,
Sparkle Fasion


COMPLAINING LETTER

1.       Definition of 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.



2.       Example of Complaining Letter

a.      Complaint about delay of the goods

South Jakarta, September 6th, 2016

TOKO BAJU BAGUS
Mangga Manis street, Number 12, South Jakarta

Subject: Complaint about delay of the goods
Letter number 13/AB-CD/EFGH/I/2016

To
Marketing Manager
KONVEKSI CAHAYA
Durian street, Number 02, Batam

Dear Sir,

Through this letter, we inform you that our order has not arrived yet. In your letter number 13/AB-CD/EFGH/I/2016 dated August 20th, 2016, our orders will be arrive within a week. It is already over a week but our order has not arrived.

The delay has major impact for our company because our customers are waiting for their orders too. Please make sure that this kind of delay wouldn’t happen again in the future. If it is happen again, our company will look for another business partner and cut off our cooperation.

Thank you for your concern.

Sincerely,
TOKO BAJU BAGUS


b.      Complain about the damage of the goods

Tangerang, November 15th , 2016

Manager,
Sales Division
Ladies Fancy Fashion
09 River Street
Jakarta
LadiesFashion@mail.com

Number: 11/AB-CD/EFGH/II/2016

Dear Madam,

Through this letter we inform you that our order had arrived on time. However, after we checked the products you sent us, there are some damages of some dresses and pants.

The damages are:

3 pcs of Maxi dress are torn
2 pcs Culottes Pants zipper aren’t working

For the evidence, we will send you back the damage products to be re-check by your company.

We hope in the future, we would not receive anymore damaged products like this. If this thing happen again, we are sorry that we will cut off our cooperation contract.

Thank you for your concern. We will wait for you reply.

Regards,

Prien Novita Ayu
Purchase Manager,
Sparkle Fasion





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