Sample Letters Dealing with Orders, Quotations, References and Transport

Published on February 25th, 2012 by | Category: Management

1. Opening a new Account

DEAR SIR,

We thank you for your letter of the 1st inst., and have pleasure in enclosing our catalogues. We shall be happy to execute your orders on our usual terms—2.5% at one month) or 3 for prompt cash, and trust this may be the beginning of a long and mutually profitable connection between us.

Our Mr. Allen hopes to call upon you on the 12th inst., and your orders, passed to him or sent to us direct, will always have our immediate attention. Mr. Allen will also be pleased to discuss with you various suggestions in which we could help you in the way of window display, circularising, &c. We like to help our customers in every way possible and hope you will not hesitate to write to us whenever we can be of use.

Yours faithfully,

pp. Tun UNIVERSAL PRODUCE Co., LTD.,

H. MARSUALL.

2. Asking for References before opening a new Account

DEAR SIR,

We are obliged by your letter of the 4th and note you wish to open a credit Account with us. We shall be very happy to offer the usual facilities; but, as this is our first transaction with you, may we trouble you to send us the customary references, so as to put the matter in order? On hearing from you, we. will dispatch our full catalogue, and hope to be favoured with your orders.

Yours faithfully,

pp. Taa LONDON PRODUCE Co., LTD.,

H. MARSHALL

3. Making Inquiries about Customer who wishes to open Account

DEAR SIRS,

Mr. —, of —, has applied to credit account and given us your name. We shall take it as a very great favour if you would tell us, in strict confidence, anything you know of him and standing. We enclose stamped envelope.

Yours faithfully,

pp. TEE LoNDoN PRODUCE Co., LTD.,

H. MARSHALL.

4. Reply

DEAR SIRS,

In reply to your letter of the 8th, I may say that I have known Mr. — for many years and have a high opinion of his character, business ability, and integrity. I do not know what capital he has, but he is starting business under very favourable conditions, and I should certainly regard him as safe for reasonable credit.

Yours faithfully,

P. T. MALcOLM.

5. Granting special Terms to Retailer

DEAR SIR,

We have received your letter of the 10th inst., and regret to hear that you have not been able to dispose of our goods so quickly as you anticipated. Apparently you have made the mistake of overstocking, and, as we have no doubt the goods will sell if properly displayed, we have decided for this time to grant you special credit. We will allow the March Account to stand over to the end of June and allow the usual discount.

It must be clearly understood however that this is a special concession to you in the belief that you have made a mistake, and it cannot be repeated. In future we hope you will be able to order more closely to your requirements, as we do not like our customers to feel dissatisfied with our goods.

Yours faithfully,

pp. THE LONDON PRODUCE Co., LTD.,

H. MARSHALL.

6. From Wholesalers, answering Complaint of Delay

DEAR SIR,

We regret very much we have not been able to execute your order (No. L 481) as soon as we anticipated. We have had great difficulties in getting our usual supplies from the French shippers, but have now been advised that a large shipment should reach us in two days’ time. We have every confidence therefore of being able to dispatch the goods to you before the end of this week.

With sincere regret for the inconvenience caused you,

We are, Yours faithfully,

pp. P. H. Wu & Co.

T. M. Wmm.

7. From Wholesalers, answering Complaint of Quality

DEAR SIR,

We have received your letter of the 12th, and are at a loss to understand your complaint as to the quality of the linen supplied to you. This is a line we have sold constantly for years and have received no complaints from other customers. It is made in our own mills, and the source of the raw material has not been changed. We think therefore you must be under a misapprehension in thinking the quality is inferior to previous supplies. We are, however, sending our Mr. H. L. White to inspect the goods and will write you further when we have received his report.

Yours faithfully,

pp. L. PIGGOTT & SONS,

B.M.P.

8. From Wholesalers, answering Complaint, and refusing to accept Returned Goods

DEAR SIR,

We have received your letter of the znd and have investigated the complaints you make. We do not think they are justified. The variations in quality are no more than is usual, and indeed unavoidable, in this class of goods, and the terms of your order have been fully complied with.

We regret the slight delay in delivery, but cannot admit that this justifies your throwing the goods upon our hands.

We must therefore refuse to accept the goods if returned, and shall insist upon settlement in full in due course.

Yours faithfully,

pp. K. L. MOORE & SON,

P.T.L.

9. To Retailer, complaining of underselling Prices

DEAR SIR,

It has been brought to our notice that you are- selling our patent — at 9/3 each. We would call your attention to the fact that these are supplied on the express condition that they shall not be retailed at less than xo/6 and shall be glad to hear from you that you are willing to conform to our conditions, or we shall be regretfully compelled to refuse to supply you.

We would like to add that our condition is made solely in the interests of retailers.

Yours faithfully,

pp. TEE UToPIA Co., LTD.,

H. WRITE (Manager).

10. Acknowledging Request for Quotation

DEAR SIR,

We are very much obliged for your letter of the 28th, asking us to quote for —. As we wish to give you the very best price possible, we are going carefully into this and making special inquiries, and will write you fully in the course of a few days.

Yours faithfully,

pp. THE CROWN CONSTRUCTION Co., LTD.,

T. M. RwLEY

11. Asking for Quotation

DEAR SIRs,

We shall be glad to have your lowest price for supplying 5,000 booklets similar to the enclosed, twelve ball-tone blocks, 4in. by 3in., to be made from sketches supplied by us. We shall want delivery certain by July 10th.

Yours faithfully,

pp. H. ARNOLD & SONS,

P.L.S.

12. To a Railway Company, it missing Goods

The Goods Manager,

— Railway.

DEAR SIR,

Twenty crates have been invoiced from Messrs. & Co., of —, and sixteen only have been delivered.

I have taken the matter up with Messrs. — & Co., who inform me they delivered the twenty crates to the — Railway at —, and hold a receipt from the Company, signed H. A. Blake. I shall be glad therefore if you will make inquiries for the missing four crates.

Yours faithfully,

H. W. POWELL.

13. To a Railway Co., asking for special Rates

The Superintendent,

Goods Station, — Railway.

PEAR SIR,

We are tendering for a very large order, which will entail the carriage of from twenty to thirty tons of periodicals from these works to London each week. Dis patches would be made each night, and the goods must be collected from these works each evening about 4 o’clock  As we have to include cost of carriage in our tender, will you please let us know what is the lowest possible rate you can quote for this?

Yours faithfully,

pp. T ACME PRINTING Co.,

S. P. ALLEN.

14. Advising Shipping Agents of Dispatch of Goods

DEAR SIRS,

We have this day dispatched to you, per L.N.E.R, 20 crates for shipment, per S.S. Orlando, to Cape Town, consigned to A. L. White & Co. of that port. Please send bills of lading and statement of shipping charges to us direct. We are effecting insurance ourselves.

We append particulars of shipment.

Yours faithfully,

pp. MERVYN BROTHERS,

A. PALMER.

Particulars—

1— 5.         5 crates 200 pieces china . . value £100

6—14.       9 crates 320 pieces glassware . . value £220

15—20.    6 crates 100 pieces of alabaster figures . . value £100

15. Insuring Goods Shipped

DEAR SIRS,

Please let us have an insurance policy against all risks for £420 on 20 crates shipped per s.s. Orlando from Southampton to Cape Town, consigned to Messrs. A. L. White & Co. We append particulars.

Yours faithfully,

pp. MERVYN BROTHERS.

A. PALMER.

Particulars as above.

2 thoughts on “Sample Letters Dealing with Orders, Quotations, References and Transport

  1. GAJJAR

    Please send me leter Formate How to write Quotation Letter asking Transporter for sending
    our Material 5 M.Ton to 16.0 M.Ton in South India States

    Reply
  2. Jude Ogbonna Egwu

    Please send me a sample on how to acknowledge first,a quotation request mail or letter.before getting the quote for the client.
    Thanks.

    Reply

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