ACollectionofPracticalBusinessEnglishLetterWritingSamples

Introduction

1.LettersofIntroduction(EstablishingBusinessRelations)

KeyConsiderations:

*Expressadesireforfuturecollaborationandinvitearesponse.

*Maintainapoliteandprofessionaltone.

UsefulExpressions:

*"Wearewritingtointroduceourselvesas..."

*"Wewouldbedelightedtoexplorethepossibilityof..."

*"Welookforwardtohearingfromyousoon."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName,orSir/Madamifnameunknown],

Sincerely,

[YourFullName]

[YourJobTitle]

2.LettersofInquiry

KeyConsiderations:

*Clearlystatethepurposeofyourinquiryatthebeginning.

*Bespecificabouttheinformationorproductsyouareinterestedin.

*Providesufficientcontexttohelptherecipientunderstandyourneeds.

*Politelyrequestapromptresponse.

UsefulExpressions:

*"Wearewritingtoinquireabout..."

*"Couldyoupleaseprovideuswithinformationregarding..."

*"Wewouldappreciateitifyoucouldletusknow..."

*"Weareinterestedinlearningmoreabout..."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName],

Specifically,wewouldliketoknowmoreabout:

1.Therangeof[products/services]youoffer,includinganynewarrivalsorspecialfeatures.

2.Yourcurrentpricingstructure,includinganybulkpurchasediscountsthatmayapply.

3.Leadtimesfordeliveryandyourstandardpaymentterms.

Thankyouforyourattentiontothismatter.Welookforwardtoreceivingyourdetailedreply.

Bestregards,

[YourFullName]

[YourJobTitle]

3.LettersofQuotation

KeyConsiderations:

*Respondpromptlytoaninquiry.

*Clearlyitemizeproducts/services,quantities,unitprices,andtotalamount.

*Specifytermsofpayment,delivery,andvalidityperiodofthequotation.

*Expresswillingnesstoprovidefurtherinformationorclarification.

UsefulExpressions:

*"Thankyouforyourinquirydated[date]regarding..."

*"Wearepleasedtoquoteyouasfollows:"

*"Theabovepricesarevaliduntil[date]."

*"Paymentterms:[e.g.,LetterofCredit,T/Tinadvance]."

*"Deliverytime:[e.g.,XXdaysafterreceiptoforder]."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName],

Thankyouforyourinquirydated[date]regardingour[product/service,e.g.,officefurniture].Weappreciateyourinterestinourofferings.

Wearepleasedtosubmitthefollowingquotationforyourconsideration:

ItemDescription|Quantity|UnitPrice(USD)|TotalPrice(USD)

-----------------------------|--------------|----------------------|-----------------------

[ProductAName]|[Quantity]|[Amount]|[Amount]

[ProductBName]|[Quantity]|[Amount]|[Amount]

[Service,ifapplicable]|[Details]|[Amount]|[Amount]

Subtotal|||[SubtotalAmount]

Shipping&Handling|||[Amount]

Total|||[TotalAmount]

TermsandConditions:

*Validity:Thisquotationisvalidforaperiodof[time,e.g.,thirtydays]fromthedatehereof.

*Payment:[e.g.,30%deposituponconfirmation,70%balancebeforeshipment;orIrrevocableLetterofCreditatsight]

*Delivery:[e.g.,ApproximatelyXXworkingdaysfromreceiptofconfirmedorderanddeposit]

*DeliveryPoint:[e.g.,FOBourwarehouse,CIFyourdesignatedport]

Wetrustthatourquotationmeetsyourrequirements.Shouldyouhaveanyquestionsorrequirefurtherclarification,pleasedonothesitatetocontactus.Wewouldbehappytodiscussanyaspectofthisproposalinmoredetail.

Welookforwardtothepossibilityofdoingbusinesswithyou.

Sincerely,

[YourFullName]

[YourJobTitle]

4.LettersofOrder

KeyConsiderations:

*Preciselyspecifyproduct/servicedetails,quantities,andagreedprices.

*Confirmdeliveryinstructionsandpaymentterms.

*Requestanorderconfirmation.

UsefulExpressions:

*"Withreferencetoyourquotationdated[date],wearepleasedtoplacethefollowingorder:"

*"PleasefindenclosedourpurchaseorderNo.[number]."

*"Kindlyconfirmreceiptofthisorderandadviseusoftheexpecteddeliverydate."

*"Wetrustthatthegoodswillbedeliveredinaccordancewiththeagreedspecifications."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName],

WithreferencetoyourquotationNo.[QuotationNumber]dated[Date],whichwefoundacceptable,wearepleasedtoplaceanorderforthefollowingitems:

ItemDescription|Quantity|UnitPrice(USD)|TotalPrice(USD)

-----------------------------|--------------|----------------------|-----------------------

[ProductAName]|[Quantity]|[Amount]|[Amount]

[ProductBName]|[Quantity]|[Amount]|[Amount]

Total|||[TotalAmount]

Pleasearrangefordeliverytothefollowingaddress:

[DeliveryAddress,includingcontactpersonandphonenumberifdifferentfrombilling]

Asagreed,paymentwillbemadeby[PaymentTerm,e.g.,LetterofCreditatsight,T/Twithin30daysofreceiptofgoods].PleasefindattachedourofficialPurchaseOrderNo.[PONumber]foryourrecords.

Kindlyconfirmreceiptofthisorderatyourearliestconvenienceandprovideuswithanestimateddeliverydate.Wewouldalsoappreciatebeingadvisedwhenthegoodsaredispatched.

Welookforwardtoreceivingtheordereditemsingoodconditionandwithinthestipulatedtimeframe.

Bestregards,

[YourFullName]

[YourJobTitle]

Encl:PurchaseOrderNo.[PONumber]

KeyConsiderations:

*Statetheproblemclearlyandconcisely.

*Providespecificdetails(ordernumber,date,product,etc.).

*Explaintheimpactoftheproblem(e.g.,financialloss,inconvenience).

*Maintainacalmandprofessionaltone,avoidingemotionallanguage.

UsefulExpressions:

*"Weregrettoinformyouthat...regardingourorderNo.[number]."

*"Uponinspection,wefoundthat[describetheproblem]."

*"Thishascausedus[e.g.,significantinconvenience,financialloss]."

*"Wethereforerequestthatyou[stateyourdesiredsolution]."

*"Wetrustyouwillhandlethismatterpromptlytooursatisfaction."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName],

WeregrettoinformyouofanissueconcerningourorderNo.[OrderNumber],placedon[OrderDate]for[briefdescriptionofgoods/services,e.g.,50unitsofProductXYZ].Thegoodswerereceivedon[ReceiptDate].

Uponcarefulinspection,wediscoveredthat[clearlydescribetheproblem,e.g.,10unitsweredamagedduringtransit,theitemsdonotconformtotheagreedspecifications,thedeliverywassignificantlydelayedbeyondthepromiseddate].Unfortunately,thishasresultedin[explaintheconsequence,e.g.,disruptiontoourproductionschedule,inabilitytofulfillourowncustomerorders,additionalcostsincurred].

Wehaveretainedthe[damagedgoods/defectiveitems]andcanprovidephotographsorotherevidenceifrequired.Acopyoftherelevantdeliverynoteisenclosedforyourreference.

Sincerely,

[YourFullName]

[YourJobTitle]

Encl:CopyofDeliveryNote

KeyConsiderations:

*Expressgenuineapologyfortheinconveniencecaused.

*Explainthecauseoftheproblem(ifappropriateandknown).

*Clearlystatetheactiontakenorproposedtorectifythesituation.

UsefulExpressions:

*"Thankyouforyourletterdated[date]regarding...Weapologizefortheinconveniencecaused."

*"Wedeeplyregretthatour[product/service]didnotmeetyourexpectations."

*"Wehaveinvestigatedthematterandfoundthat[briefexplanation,ifapplicable]."

*"Torectifythis,wewill[statetheaction,e.g.,sendareplacement,issuearefund]."

*"Weappreciateyourfeedbackandassureyouthatstepshavebeentakentopreventarecurrence."

SampleLetter:

[YourName]

[YourTitle]

[City,State,ZIPCode]

[EmailAddress]

[PhoneNumber]

[Date]

[Recipient'sName]

[Recipient'sTitle]

[City,State,ZIPCode]

Dear[Mr./Ms./Mrs.LastName],

Thankyouforyourletterdated[Date]regardingtheissuesyouencounteredwithOrderNo.[OrderNumber].Weweresorrytolearnoftheproblemsyouexperiencedandsincerelyapologizefortheinconveniencethishascausedyou.

Wetakecustomerfeedbackveryseriouslyandhaveimmediatelyinvestigatedthematter.[Ifknownandappropriate:Itappearsthatthedamageoccurredduringtransit,whichisregrettable./Wehaveidentifiedatemporarylapseinourqualitycontrolprocess.]

Wehavealsoreviewedour[packagingprocedures/qualitycontrolmeasures/deliveryarrangements]toensurethatsuchanincidentdoesnothappenagaininthefuture.

Wehighlyvalueyourbusinessandhopethatthispromptactionwillhelptorestoreyourconfidenceinourproductsandser