ORDER AND COMPLAINT LETTER

ORDER LETTERS

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.

DOS AND DON’T’S OF ORDER LETTER

• An Order Letter should be addressed to the person responsible for executing the order
• It should include all the terms and conditions agreed upon by both involved parties
• Since it is purely an official letter it should be typed out
• There is no need to use too many adjectives in the letter since it is purely for an order being placed
• The letter should have all relevant details related to the order, for example, quantity, price and other terms and conditions

Letter of Order Sample:

Mancini Kitchen Equipment
Troy D. Mancini

4220 Straford Park
Harold, KY 41635

Dear Mr. Mancini,

We would like to purchase twenty two (22) individual stand mixers (Model #43423), all in the color red.

We would like you to charge this purchase to the preexisting account that we have with you, business account #543234.

We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter please find our preferred shipping method and receiving address.
Please confirm that you received this order by calling us at 232-231-4563 anytime during business hours, Monday to Friday.

Thank you for your cooperation

Keller Kitchen Co.

COMPLAINT LETTERS

A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the situation. The complaint letter formalizes a problem situation by putting it into writing and is usually the last resort to try to get a situation resolved. 

EFFECTIVE COMPLAINT LETTERS SHOULD BE:

• Concise - can be understood quickly.
• Authoritative - are well written and professionally presented
• Factual - enable the reader to see immediately the relevant details, dates, requirements
• Constructive - with positive statements, suggesting positive actions - encourage action and quicker decisions.
• Friendly - with a considerate, cooperative and complimentary tone because the reader responds positively to the writer and wants to help

Complaint Letter Example:

Jane Brown
123 Street

jane@brown.com.au

1 January 2013

Dear Manager

RE: COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15 DECEMBER 2012

I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on 30 December and I noticed this problem as soon as I unpacked it from the box.

The cabinet  is not of acceptable quality and does not match the sample cabinet I was shown in store. I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost.

I have attached a photocopy of my receipt as proof of purchase.

I would like to have this problem fixed quickly please. If I do not hear from you within 10 days, I will lodge a formal complaint with Consumer Affairs in my state.

You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss this matter further.

Yours sincerely,

Jane Brown

Enclosed: Copy of the receipt for television cabinet

WRITE A LETTER FROM PT. BINAMAN SEJAHTERA, 22 JLN. BUMI RAYA, SEMARANG 20002, JAWA TENGAH TO CV. INDAH PERMATA, 75 JLN. MUARA KARANG, JAYA PURA 22001, IRIAN JAYA.

CV Indah Permata

75 Jl Muara Karang, Jayapura 22001

Irian Jaya

Dear Madam,

Thank you for bringing our attention to Order No.34. We apologize for the damage that your item received during transit. We are sending you a replacement immediately. It should arrive no later than 11^th of November, 2016.

Included in this envelope is a return label. Please attach it to the original packaging and send the damaged product and all of its accessories back to our facilities. No postage is required. Please return the incorrect item within 14 days.

Thank you for your feedback and again, we apologize for the error.

Sincerely,

PT. Binaman Sejahtera

References :

http://howtowritealetter.net/letter-of-order.html

http://www.hkhk.edu.ee/letters/complaint_letters.html

https://www.apologyletters.net/Apology_Letter_for_Damaged_Goods.php

Inquiry Letter

Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information. Owing to this usage, the term may be considered exclusive to these setups alone. But that is not the case, to this effect the below definition offers a justified meaning.

Inquiry Letter Definition

 A document requesting information sent on behalf of an individual or an organisation for their own respective purposes, which can be mutually beneficial to the recipient and the sender.

The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S. and the latter one is more common in U.K. There are some other terms which represent the letters; these are Letter of Intent, Letter of Interest, Query letter, Prospecting Letter, 
Pre-proposal Letter and Concept Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an inquiry letter especially when the objective is same as that of letter for inquiry.
A letter of inquiry serves to facilitate business operations and satisfaction of the sender. Inquiry letters remove any misunderstanding and are time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged proposal.
On an individual’s basis, these letters are sent to companies that are willing to hire but haven't advertised job openings. It can also be a letter addressed to editor in-charge of a publication proposing certain literary work. It can be a letter from a student who is vying for a seat in a college or a business that provides an internship. So, the objective of an enquiry letter is same but its projections and audiences are different. Same goes for its method of delivery, it can be sent via paper mail or electronic mail.

How to Write an Inquiry Letter

Writing a letter of inquiry can become an easy task when you have some guiding material.

An enquiry letter may consist all or few of the below mentioned parts:

• Introduction
• Description
• Statement
• Methodology
• Final Summary

The inclusion or exclusion of certain components depends on the scope of your letter. Business letters will tend to have all mentioned while those on a smaller platform will include few. Not to forget that these letter are formal letters and will follow the rules pertaining to these. These rules refer to the common styles of writing a business letter, i.e. Full Block Style, Modified Block Style and others.

Types of inquiry letter

Based on purpose, there are two most common types of inquiry letters such as (1) personal status inquiry letter and (2) business status inquiry letter.

• Personal status inquiry letter: The letters that are written by prospective employers for obtaining information about job applicants are called personal status inquiry letter. Employers write this letter to obtain information relating to the applicant’s personal and family background, ability, skills, honesty, character, integrity, quality of performance, fitness for job etc. generally this letter is written to the referees mentioned by the concerned applicant. In response to this letter, the referees write a reply letter to the employer. This response letter may be favorable, unfavorable or neutral to the applicant.
• Business status inquiry letter: When a business enterprise writes letter to another business enterprise for collecting information about a prospective customer, it is known as business status inquiry letter. This letter is usually written for collecting information about financial capability, goodwill, nature of business dealings, honesty etc. of a business enterprise to determine whether to establish business transactions with it. Responses of this letter may be either favorable or unfavorable.

Example an Inquiry Letter

Inquiry :

Reply of Inquiry Letter :

 

Write an Inquiry Letter

K.B.C Enterprises

25, Khan Market,

New Delhi

14^th October 2016

Ref. No. KBCL/S/99/6754

M/s Videocon Electronics

5, Okhla Industrial Area Phas-1

U.P

India,

Dear Sir,

Reg. Catalogues, Price Lists and Terms payment of T.V Sets

Please send us a copy of your catalogue, price lists and terms payment of 21 inch and 29 inch Colour Televisions of “Videocon” brand and also copies of any descriptive leaflets that can be conveyed or passed on to the prospective clients.

We shall appreciate an early reply about the desired information.

Yours Faithfully,

For K.B.C ENTERPRISES

Ajeng Kurnia P.S

Purchase Manager

Nama : Ajeng Kurnia Puspita sari

Npm :20214654

Kelas : 3EB10

Sumber :

https://targetstudy.com/letters/inquiry-letter/inquiry-letter-examples.htm

http://thebusinesscommunication.com/what-is-inquiry-letter-types-of-inquiry-letter/

https://bagaskawarasan.wordpress.com/tag/definition-of-inquiry-letter/