#11. ORDERS
1. Confirmation
of an order
Sample
Confirmation of The Receipt of Order Letter
Getting to write a
good receipt order confirmation letter
Once you have
ordered goods from a particular store you will probably receive a confirmation
letter n your orders. So this goes out to those companies starting business and
looking for the best tips on writing a receipt of ordere letter to confirm
goods ordered by your customer. While you will have to keep in consideration
the following tips as stated below.
· Formal
– The letter to be written is formal, so it should be in a serious tone. It
should a direct tone while writing to the consumer.
· Dates
– While writing the confirmation letter you should inform the recipient the
dates you will be delivering there goods that they ordered form you.
· Record
– Show a reccord of the items bought that is the quantitiy and also the total
price of the good ordered. Before writing the records, ensure first that you
have informed the customer that you have received the payments on the goods.
· Short
and Precise – Be brief as you jot down the letter and make sure to go straight
to the point and not to write logn unnecessary stories.
Example:
Mrs. Wendy Jhonson
Physical address:
Nairobi, Kenya
P.O.BOX 62000-00200,
Nairobi
5 May 2009.
Subject Letter of
Confirming receipt of order.
To Win,
Dear Mrs. Winy,
This is a letter o
confirm that you received the ordered for the following good that you purchased.
Item Purchased.
2. 32’
Television
3. 5
Piece carpet
4. Dish
washer
5. Dining
table
6. Matress
And we also write
to inform you that we received the payments of the good which is total it KsHs
250.000 in form of a cheque on the 5 of June.
The items above
will be deliveried within this week to where you had specified. Along with the
delieveried attached documents necessary document will be attached with each
item purchased.
Thank you for doing
business with us. If there is any issue or you require clarification please
contact us.
Sincerely,
John Peter
2. A letter of
apology
Here are examples of an apology where you did not err:
I just learned
from Tom that the rescheduling of our annual meeting affected your vacation
plans. We have four new products launching next year, and these will be
presented at the meeting. I’m sure the scheduling was a disappointment for you,
but I know the information will be very useful for you, and we need your
expertise in the field next year.
I am sorry the
reconstruction requires your department to share printing and copying resources
for the next two months. It will cause delays for you during construction, so
please accommodate this in your planning. Once the construction is complete,
we’ll have 40% capacity increase, so the inconvenience is well worth it.
Here is an example of an apology where there is a need
to admit liability:
Dear Suki:
I am sorry I missed your meeting this morning. I know I was scheduled to provide the staffing costs of your proposal, and I’m sorry I let you down.
I am sorry I missed your meeting this morning. I know I was scheduled to provide the staffing costs of your proposal, and I’m sorry I let you down.
As I mentioned
when I called, my babysitter was ill and could not work, and my husband is out
of town. I had to wait until my sister could arrive to babysit before I could
leave for work.
I have emailed
my staffing cost analysis to everyone in the meeting, and explained my absence
and how this data supports your proposal. If there is anything else I can do to
make up for my absence at your proposal, please let me know.
Please accept my
apology.
Tamara
We all want to
avoid unpleasant situations, but sending a note indicates you take the
liability seriously, and are truly sorry. It conveys a sincerity that a simple
phone call does not.
When you overstep, and say things you regret:
Dear Ashok:
I am sorry I overreacted yesterday to the news of my project team’s restructuring. I apologize for making inappropriate assumptions about your decision.
I am sorry I overreacted yesterday to the news of my project team’s restructuring. I apologize for making inappropriate assumptions about your decision.
I realize since
we talked that I depend on Caroline’s participation, and don’t want to lose her
enthusiasm and expertise on my team. You are correct that she is ready for
larger company projects.
I regret my
comments, and you have my promise to fully support the team restructure. Please
accept my apology.
Sincerely,
Kara
I’ve heard
executives say they never want to document any errors in writing, but I
disagree. Instead, this documents Kara’s realization and apology, in addition
to enhancing her business relationship with Ashok.
Some Guidelines:
· Overtly
state you are sorry. “I apologize.” “I’m sorry.” “I regret.”
· Ask
the reader to accept your apology.
· Summarize
what happened, to reflect your understanding.
· Offer
remedies, if this is needed.
· Address
only the apology in your note. Keep it to this one subject.
· Don’t
infer your reader was also to blame. Not: “I only wish you had been more clear
my attendance was needed.” Address only your own actions.
· Don’t
blame anyone else. Not: “My team leader was unclear with his instructions, so I
thought I was to present next week, not this week.”
· Don’t
globalize the issue. Apologize for this situation, at this time. Not: “I’m
sorry I was late, but you rarely start meetings on time. I thought I would
arrive before the meeting started.”
· Most
importantly, don’t use the common “sorry, but” formula. It’s insincere and
makes you look angry. Not: “I’m sorry I overreacted, but you were not clear
about your instructions.”
3. An Insurance
claim
Sample Letter
for an Insurance Claim
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