1.Confirmation
of an order
Sample Confirmation of The Receipt of Order Letter
Getting to write a good receipt order confirmation
letter
Once you have ordered goods from a particular store
you will probably receive a confirmation letter n your orders. So this goes out
to those companies starting business and looking for the best tips on writing a
receipt of ordere letter to confirm goods ordered by your customer. While you
will have to keep in consideration the following tips as stated below.
· Formal
– The letter to be written is formal, so it should be in a serious tone. It
should a direct tone while writing to the consumer.
· Dates
– While writing the confirmation letter you should inform the recipient the
dates you will be delivering there goods that they ordered form you.
· Record
– Show a reccord of the items bought that is the quantitiy and also the total
price of the good ordered. Before writing the records, ensure first that you
have informed the customer that you have received the payments on the goods.
· Short
and Precise – Be brief as you jot down the letter and make sure to go straight
to the point and not to write logn unnecessary stories.
Example:
Mrs. Wendy Jhonson
Physical address: Nairobi, Kenya
P.O.BOX 62000-00200, Nairobi
5 May 2009.
Subject Letter of Confirming receipt of order.
To Win,
Dear Mrs. Winy,
This is a letter o confirm that you received the
ordered for the following good that you purchased.
Item Purchased.
2. 32’
Television
3. 5
Piece carpet
4. Dish
washer
5. Dining
table
6. Matress
And we also write to inform you that we received the
payments of the good which is total it KsHs 250.000 in form of a cheque on the
5 of June.
The items above will be deliveried within this week to
where you had specified. Along with the delieveried attached documents
necessary document will be attached with each item purchased.
Thank you for doing business with us. If there is any
issue or you require clarification please contact us.
Sincerely,
John Peter
2. A letter of apology
Here are examples of
an apology where you did not err:
I just learned from
Tom that the rescheduling of our annual meeting affected your vacation
plans. We have four new products launching next year, and these will be
presented at the meeting. I’m sure the scheduling was a disappointment for you,
but I know the information will be very useful for you, and we need your
expertise in the field next year.
I am sorry the
reconstruction requires your department to share printing and copying resources
for the next two months. It will cause delays for you during construction, so
please accommodate this in your planning. Once the construction is complete,
we’ll have 40% capacity increase, so the inconvenience is well worth it.
Here is an example of
an apology where there is a need to admit liability:
Dear Suki:
I am sorry I missed your meeting this morning. I know I was scheduled to provide the staffing costs of your proposal, and I’m sorry I let you down.
I am sorry I missed your meeting this morning. I know I was scheduled to provide the staffing costs of your proposal, and I’m sorry I let you down.
As I mentioned when I
called, my babysitter was ill and could not work, and my husband is out of
town. I had to wait until my sister could arrive to babysit before I could
leave for work.
I have emailed my
staffing cost analysis to everyone in the meeting, and explained my absence and
how this data supports your proposal. If there is anything else I can do to
make up for my absence at your proposal, please let me know.
Please accept my apology.
Tamara
We all want to avoid
unpleasant situations, but sending a note indicates you take the liability
seriously, and are truly sorry. It conveys a sincerity that a simple phone call
does not.
When you overstep, and
say things you regret:
Dear Ashok:
I am sorry I overreacted yesterday to the news of my project team’s restructuring. I apologize for making inappropriate assumptions about your decision.
I am sorry I overreacted yesterday to the news of my project team’s restructuring. I apologize for making inappropriate assumptions about your decision.
I realize since we
talked that I depend on Caroline’s participation, and don’t want to lose her
enthusiasm and expertise on my team. You are correct that she is ready for
larger company projects.
I regret my comments,
and you have my promise to fully support the team restructure. Please accept my
apology.
Sincerely,
Kara
I’ve heard executives
say they never want to document any errors in writing, but I disagree. Instead,
this documents Kara’s realization and apology, in addition to enhancing her
business relationship with Ashok.
Some Guidelines:
· Overtly state you
are sorry. “I apologize.” “I’m sorry.” “I regret.”
· Ask the reader to
accept your apology.
· Summarize what
happened, to reflect your understanding.
· Offer remedies, if
this is needed.
· Address only the
apology in your note. Keep it to this one subject.
· Don’t infer your
reader was also to blame. Not: “I only wish you had been more clear my
attendance was needed.” Address only your own actions.
· Don’t blame anyone
else. Not: “My team leader was unclear with his instructions, so I thought I
was to present next week, not this week.”
· Don’t globalize the
issue. Apologize for this situation, at this time. Not: “I’m sorry I was late,
but you rarely start meetings on time. I thought I would arrive before the
meeting started.”
· Most importantly,
don’t use the common “sorry, but” formula. It’s insincere and makes you look
angry. Not: “I’m sorry I overreacted, but you were not clear about your
instructions.”
3. An Insurance claim
Sample Letter for an
Insurance Claim
Mrs. Wendy Jhonson
Physical address: Nairobi, Kenya
P.O.BOX 62000-00200, Nairobi
5 May 2009.
To Insurace Departement
Dear Dir,
This is regarding the insurance claim for my car, My
policy number is 9981234***
The Details of the accident are as given below:
I parked my vehicle in the parking area at my office.
Unfortunately a delivery truck tried to park between two cars and hit my car
from behind. The body form behind got smashed.
When I realized I immediately contacted your customer
care and gave the details. I chechked all my insurance papers and realized that
I am eligible for a claim of . . . . . . . Your Company sent a representative
and field the report and they told that they will call me soon.
Regarding the insurance and will get the feedback from
the company at the earliest, I would like to bring your notice that I didn’t
get any correspondence from the company yet in spite of my reminders for last
ten days.
Kindly look it and expecting a positive response at
the earliest.
Thanking you.
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