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