Auto Writing : Business Letters

Dear Mr. X,

Last week I mentioned to you that I am being promoted to vice president at Gleechie Medical Equipment Supply Company. Taking over my territory as your sales representative will be Felicia Mamet. Felicia has been with Gleechie for four years in our Indiana office.

Felicia and I will be in your area on May 25 and 26. We would like to take some time on one of those two evenings to take you and Mark McIntyre to dinner and a baseball game. I’m hoping that this will give both of you the chance to get to know Felicia.

Larry, Felicia is my handpicked replacement. I know she will give Boonton Medical Center the attention it deserves. I have little doubt that you will be pleased with my choice.

I look forward to hearing from you to confirm our meeting.

Best regards,

X

(It was written by a salesperson to an existing customer informing him that the salesperson is being promoted and will be replaced by a new salesperson. The current salesperson comes right to the point in announcing her promotion and replacement.)

Dear Sirs

In connection with a consignment of .. .,
CIF . . ., on board m.v. . . ., we are forwarding
the enclosed documents:

– bill of lading,

– insurance policy,

– duplicate invoice,

– certificate of origin,

– certificate of loading,

– certificate of analysis.

We would request you to release the
documents listed to the consignee on
payment in cash of our Invoice No. .. .
for a total amount of . . .

Please credit this sum to our account with
yourselves after deducting your charges.

We thank you in advance for your assistance.

Yours faithfully

Dear Sirs

The sales agreement concluded between
our supplier, . .. (firm) and our company
for the delivery of . . . CIF . . . to the value
of . .. provides for payment by irrevocable
documentary credit, payable at sight.

We would be most grateful if you would
debit our account with the opening of
an irrevocable letter of credit in favour of
our supplier for the amount in question
in local currency. It is to be payable subject
to presentation of the following documents:

– original commercial invoice and three
copies thereof
– complete set of clean, on-board bills of
lading
– insurance policy or certificate covering
the usual transport risks
– certificate of origin.

The credit to be valid until . . . Part-shipments
not permitted.
At our suppliers’ request, (the) . .. Bank
in . . . will act as the advising bank.

We trust we will be receiving your reply in
the near future.

Yours faithfully

Dear Sirs

As we are planning to import substantial
quantities of foodstuffs from your country
we would be most grateful if you would
let us know whether you might be prepared
to grant us an unsecured credit
facility of up to . . . until the end of the
current year.

You will no doubt recall that our company
availed itself of your bank’s services
for import business (to the value) of . . .
some years ago. Should you, however,
require additional references, we would
request you to contact the Chamber of
Commerce and Industry in .. .

We hope that you will be able to comply
with our request and, if so, let us have
details of your terms.

Yours faithfully

Dear Sir or Madam

We are pleased to announce that, as
from . . ., our long-serving and able
colleague, Mr (Ms) . .. has been appointed
as a director of our company. He (she) is
now in charge of the . . . and . . . (e.g.
Purchasing, Sales, Personnel, etc.)
Departments.

We very much hope that the good
relationship our companies enjoy will
be further strengthened by this move.

Yours faithfully

Dear Sir or Madam

We wish to inform you that our partner of
many years standing, Mr (Ms) …, is retiring
from the firm for reasons of health.

His (Her) shareholdings have been divided
equally among the other partners.

The management of the firm is, however,
in no way affected by this move and we
trust that our existing business ties will
continue to flourish to the mutual advantage
of our two companies.

Yours faithfully

Dear Sir or Madam

On … the decision was taken by the
Management of this company to implement
the introduction of new software
which in future will considerably simplify
our business procedures.

For this reason all company departments
will be equipped with this software in the
course of the next few weeks. We therefore
respectfully ask you to accept our
apologies for any delays in the sending of
invoices and other documentation.

Should you have any queries in this respect,
please contact Mr/Ms .. .

In addition, our call centre can always be
contacted on .. . at any time.

We feel sure that the changeover will in
no way affect our good business relations
and will do everything in our power to
reduce any interruptions to our normal
business procedures to a minimum.

After the changeover has been completed
we will be able to serve you faster and
more smoothly than before.

Yours faithfully

Purchase of securities

Dear Sirs

We would be grateful if you would
purchase the following securities at
the best rates available (cheapest price)
on the . .. Stock Exchange, debiting our
account accordingly.

Shares: . . .

Government bonds: .. .

Investment trusts: . . .

Debentures: .. .

Please keep these securities in our portfolio
with you at our expense.

We await your confirmation that our
instructions have been carried out.

Yours faithfully

Selling securities

Dear Sirs

Please sell the following shares, kept
in our name in our portfolio with you,
at the most favourable rate (best rate)
available: . . .

As the market for these securities has
been bullish for the last few days we trust
you will obtain a good rate.

Please credit our account with the proceeds
of the sale.

We await your confirmation that our
instructions have been carried out.

Yours faithfully