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
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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