1. Order letter
A letter of order is a document that confirms the details of a
purchase of goods or services from one party to another. It usually includes
more information about what you are ordering, like quantity, model number, or
color, the payment terms, and the matter in which the products are to be
shipped. When the recipient receives this letter, they will process the order
and send the merchandise.
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.
Example of Order Letter
SUMMIT CORPORATION
111 Empire Boulevard
Virginia, Bekasi Utara
November 19, 2016
Lamoodie Co.
Sudirman Street 1996
Jakarta
Subject :
Order for T-shirt
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:
1. 250 pcs Colourful Tassel Earrings @100.000
= Rp 25.000.000,-
2. 200 pcs Balancy Black Earings
@150.000 = Rp 30.000.000,-
3. 200 pcs Tortoquise Earings @125.000
= Rp 25.000.000,- +
Total
Amount Rp
80.000.000,-
We did cash payment 2 days after goods are received. Our hope is the goods
are sent after we sent the order letter.
Thank you for your attention.
Your truly,
SUMMIT CORPORATION
Dicky Putra Sadewa
Purchase Manager
2. COMPLAINT LETTER
Complaint letter definition can be
described in many ways. A complaint letter is the part of written
communication. In general word complaint letter means a letter which is written
to submit a complaint to the authority. And it is generally done when other way
of complaint are failure like phone, email etc.
Definition of Complaint Letter
A Complaint letter is a
letter from the buyer containing claims for compensation to the seller because
of damage to goods, goods lost in transit, quality does not comply with an
order that could be detrimental to the buyer. In this case, the buyer
should include a good reason about the complaint. If the claim is proven, then
the buyer is entitled to receive replacement of goods or
reimbursement. However, if damage to the goods was caused by the buyer
himself then he is not entitled to claim losses to the seller. On the
other hand, the seller must examine the charges against him by investigating
the causes of this complaint. Is it really the fault of the seller, the
carelessness of the packing, delivery of goods or the buyer? Thus, he can
contact the party who made a mistake. If the fault is caused by the seller, he
has to accept these demands. When the fault of the sender or transport, then
the seller may request accountability from them. Similarly, if the fault
comes from the buyer.
A good complaint letter consists of 4 parts :
- Opening Information : We hereby inform you that we have received our order on time.
- Problem : However, after we check it, it turns out there is some stuff that does not comply with our orders and some others were damaged.
- Request : We hope that you can check them out and replace the damaged stuff as soon as possible.
- Closing : We look forward to hearing from you shortly.
Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to
Complaints
The following are usual causes for which a complaint letter is drafted:
Problem with the delivered goods: If the goods that are
delivered are :
- Under weight,
- Obsolete,
- Defective,
- Incomplete,
- Not according to buyer’s specification such as color, brand, size etc.
- Wrong or poor quality; then buyer can make a claim to the seller for the mistake.
Pricing: If there is any mistake in preparing the invoice of the shipped
goods, then such letter is written.
Packing: Faulty or poor packing of the goods causes damage to the goods which
can be claimed to the seller.
Transport: Goods are supposed to be shipped according to convenience of the
buyer. But if wrong carrier is used it may call for writing such letter.
Terms & Condition: If the terms and condition of
business are violated by the seller then such a letter is placed.
Faulty Insurance: If insurance coverage is not made
properly according to instruction of the buyer, then there may be claim through
complaint letter.
Example of Complaint Letter
SUMMIT CORPORATION
111 Empire Boulevard
Virginia, Bekasi Utara
Ref : 10 P
November 24, 2016
Lamoodie Co.
Sudirman Street 1996
Jakarta
Subject
: Complaint about the damage of the goods
Dear Madam,
Through this letter we inform you that our order have been received
on November 20, 2016. However, after we checked the products you sent
us, there are 250 pcs Colourful Tassel Earrings, 200 pcs Balancy Black Earings,
200 pcs Tortoquise Earings damaged. Perhaps this is because in the packaging of
the product is less good.
We hope in the future, we would not receive any more 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.
Your truly,
SUMMIT CORPORATION
Dicky Putra Sadewa
Purchase Manager
Write a complaint letter
Lamoodie Co.
Sudirman Street 1996
Jakarta
December 01, 2016
SUMMIT CORPORATION
111 Empire Boulevard
Virginia, Bekasi Utara
Subject
: Complaint about the damage of the goods
Dear Madam,
We have received your letter No. 10 P dated November 24, 2016 on the
complaint of the product. For that incident we apologize profusely.
After we check out, it is true there is damage to the products that we
send. This happens because our employees are less cautious in the packaging of
the product.. We will replace the defective product within 14 days. And we
promise that this mistake will not happen again in the future.
Thank you for your understanding.
Your truly,
Lamoodie Co.
Diasya H
Manager
Reference:
17.55 |
Category:
Ekonomi
|
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