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
STRAWBERRY CO. LTD
Margonda Street 1911
Depok
November 19, 2016
Lamoodie Co.
Sudirman Street 1996
Jakarta
Subject
: Order for Jewelry
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,
STRAWBERRY CO. LTD
Meli Mahmuda
Purchase Manager
2. COMPLAINT LETTER
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
STRAWBERRY CO. LTD
Margonda Street 1911
Depok
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,
STRAWBERRY CO. LTD
Meli Mahmuda
Purchase Manager
Write a complaint
letter
Lamoodie Co.
Sudirman Street 1996
Jakarta
December 01, 2016
STRAWBERRY CO. LTD
Margonda Street 1911
Depok
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:
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