Auto Writing : Business Letters

Confirmation of receipt

Dear Sir or Madam

Many thanks for your offer for . .. dated
. .., which we immediately passed on to
our Technical Section for examination.

We would be grateful if you could give us
a few days for this and will be contacting
you as soon as possible.

Yours faithfully

Negative response

Dear Sir or Madam

Thank you for your offer of . . . It unfortunately
does not meet our expectations as
the prices are considerably higher than
those of other comparable articles offered
by your competitors.

We regret that we are unable to give you
a more favourable reply.

Yours faithfully

Positive response

Dear Sir or Madam

On the basis of your offer and at the
prices and terms of payment stated, we
wish to order the services listed on order
form no. . . . attached.

Please refer to the order form for the
delivery dates.

Yours faithfully

Different model

Dear Sir or Madam

We regret to inform you that we do not
produce the model you require.

The brochure enclosed contains details
of our range of products. We would be
pleased if some of the goods described
proved suitable for your sales programme.

We look forward to hearing from you and
remain.

Yours faithfully

Difference in quality

Dear Sir or Madam

We read your enquiry of .. . with great
interest but are sorry to inform you that
we do not produce the goods you require
in the quality requested.

For your information we are sending you
some samples of the quality of goods we
can offer and would request you to ascertain
whether they meet your requirements.

Should you only be able to include the
quality you request in your sales programme
we would be able to supply you
with this in approx. . . . months’ time.

We need to know exactly what quantity is
required before we can quote you a price.
As soon as we have this information we
will be able to make you an offer.

We look forward to hearing from you.

Yours faithfully

Company does not supply goods on approval

Dear Sir or Madam

We regret to inform you that we do not
supply goods on approval.

As our products have acquired an excellent
reputation in many countries we trust
you will understand our policy.

We are, however, interested in exporting
to your country and would like to accommodate
you by granting an introductory
discount of . . .% on the first consignments.

Please let us know if we can come to an
agreement on this basis. We look forward
to hearing from you.

Yours faithfully

Qualified offer

Dear Sir or Madam

In reply to your enquiry of . . . we regret to
inform you that we are unable to supply
the quantity of goods you require.

We are, however, in a position to make a
part-delivery of . . . within the next . . .
days.

Please let us know by return whether this
would be of help to you.

Yours faithfully

A

Dear Sir or Madam

Thank you for your enquiry of .. . Enclosed
you will find a sample of the goods requested,
for which we are able to quote
you as follows:

Plastic . . . in lots of . . .
Minimum order: . . . units
Delivery: freight paid to border
Packing: no charge
Payment: by irrevocable letter of credit

We would be very pleased to receive
your order, which, you may rest assured,
will be executed promptly.

Yours faithfully

B

Dear Sir or Madam

We are pleased to supply you with a
collection of the samples as requested
and also enclose our price list.

We would welcome the opportunity of
supplying you with our products and
would be pleased to receive a trial order
to enable us to demonstrate our efficiency.
You may be certain that any orders
received will be executed carefully.

A prompt reply would be very much appreciated.

Yours faithfully 

C

Dear Sir or Madam

Many thanks for your enquiry dated .. .
We enclose a detailed brochure on the
range of services you enquire about, including
particulars of our terms and
prices.

Mr/Ms .. . (tel. . . ., e-mail . . .) will be
pleased to supply you with any further
details you may require.

Please visit our website at www.. . if you
require more information.

Yours faithfully

Rejection

A

Dear Sir or Madam
Many thanks for your letter of . . . and the
interest expressed in our products.

However, in order for us to keep our competitive
edge, it has proved necessary
to streamline our range. We therefore no
longer manufacture the article you mention.

As far as we know, the only firm still making
it in the EU is . . . in . . .

We would nevertheless like to take this
opportunity to give you an overall impression
of the goods we now manufacture
and enclose an illustrated brochure.
Should you be interested in a similar
article, we will be pleased to send you
a detailed offer with delivery periods,
prices, terms of payment, etc.

Yours faithfully

B

Dear Sir or Madam

In response to your enquiry of . . ., we regret
to inform you that as our order books
are full for the next . .. months, we are
unable to make you an offer. We are also
unfortunately not able to expand our
capacity in the short term.

We trust you will understand our position.
Yours faithfully

C

Dear Sir or Madam

Many thanks for your enquiry dated .. .
We regret to inform you, however, that we
ourselves are not exporters, only supplying
goods for the . . . market.

All the goods we produce are exported
by . .. We have passed your order on to
them and requested them to make you
an offer as requested. You will be hearing
from them in the near future.

Yours faithfully

D

Dear Sir or Madam

Many thanks for your enquiry dated .. .

We are, however, unfortunately not in a
position to make you a direct offer.

For many years now we have been represented
by …, with whom we have a
contractual agreement. We are therefore
unable to make any deliveries to your
sales territory directly.

Please therefore contact . . . quoting this
letter.

Yours faithfully