There are many different types of business letters that a person can write to achieve different things. The key to writing a letter that will achieve what you want is to know what type of letter you are writing. The different types of letters are: acknowledgement, adjustment, complaint, inquiry, order, and response letter.
This letter should be used in response to a written complaint against someone or something. The purpose of it is to inform the reader that actions are being taken against the wrong doing as well as it serves as a legal document acknowledging the complaint.
This letter is just to let the reader know that an error as been found and needs to be corrected as soon as possible. Once again, this letter is a legal document letting the reader know that something is being done to correct the problem.
This letter is meant to thank the reader for something they did for you in the office. It could simply be saying thanks for receiving something the reader sent or maybe thanking them for their help with something. This type of letter is not required in a business environment, but it is appreciated.
These letters are used to order material that is running low and will be needed soon. This type of letter is commonly known as a PO (purchase order). This letter is also a legal document showing a transaction between a business and a vendor.
It is a letter written in response to another letter received by someone. The objective of this type of letter is to fulfill the request made by the person you are writing this letter to. This letter is written as a request for a certain something or in response to a request made by someone. The object of this letter is to get the object or material requested in the letter.
Dear Mr. Stone: Many thanks for your offer of Apr. 5, Your delivery and payment terms suit us though we find your quoted prices a bit too high. We hope, however, that you will grant us a discount when we become your regular buyers. Now we would like to place an order with you for 5 machines. Please send your order acknowledgement by fax asap. Yours respectfully, V.N. Silin Manager
order purchase order sales order order number We thank you for your quotation dated... We are glad to inform you that your terms of delivery and payment are quite acceptable to us. Unfortunately your conditions are not acceptable to us. We find your quoted prices much higher than those of other companies who have made us similar offers.
We could place an order with you if you reduce your prices at least by 5 per cent. Please tell us if it's acceptable to you. We are placing an order for... We have decided to place a trial order with you for... Please acknowledge the receipt of our order and fax your invoice for prepayment. Your prompt execution of our order would be appreciated. We are looking forward to your confirmation of the order.
Dear Mr. Kapustin: Thank you very much for your first order of 04/12/01. We shall be only too pleased to supply you with 500 barrels of oil within 2 months after your prepayment. Please note that we shall ship the first batch as soon as we receive the copy of your payment order. We are quite sure that you'll be satisfied with the quality of our product and hope to have long lasting mutually beneficial business relations with you. With best regards, John Smith Technical Director
acknowledgement confirmation order acknowledgement Thank you for the order. We are thankful for your order of... for... We were so pleased to receive in today's mail your order for our equipment. We are pleased to have your first order for... pieces of... We confirm delivery of... in May. Please find our pro-forma enclosed. We are certain that a trial order will give you full satisfaction and we shall be very glad to hear from you.