Auto Writing : Business Letters

Supplier requests understanding for his predicament

Dear Sir or Madam

We refer to your letter of . . ., in which you
extend the deadline to . . .

As you will probably have read in the
press, there was a . . .-day strike by
workers in our industry, which delayed
our entire production. For this reason
we were unable to deliver by the date
agreed.

We are now doing our utmost to catch
up lost working hours and make delivery
by the new deadline.

We would ask you to appreciate that this
delay is due to no fault of our own.

Yours faithfully

Looking into a complaint

Dear Sir or Madam

We were most sorry to learn that the
goods supplied to you were not to your
satisfaction as several items proved to
be faulty.

We have instructed our representative in
your area, Mr . . ., to call on you without
delay and note the faults. We will be
contacting you again as soon as we have
received his report.

We would be grateful if you would give
us a few days to do this and remain

Yours faithfully

 
Complaint is rejected

A

Dear Sir or Madam

We are unable to accept your complaint
regarding the quality of the goods manufactured
by us. Having re-examined them
carefully we have come to the conclusion
that they are in complete conformity with
the sample you provided us with when
placing your order.

We would ask you to re-consider your
grounds for complaint.

Yours faithfully

B

Dear Sir or Madam

We are taking the precaution of informing
you in advance by e-mail that the work
performed by your company as per our
instructions of . . . has not been carried
out satisfactorily.

You will be receiving a comprehensive list
of the malfunctions noted after the machinery
was serviced by your technicians
in the course of the next few days.

Payment cannot be made until this matter
has been settled.

Yours faithfully

Delay in delivery

A

Dear Sir or Madam

According to our Sales Agreement dated
. . . the goods ordered were supposed to
reach us by . . . at the latest.

Unfortunately we have not received any
goods from you to date. We have not
received your advice of despatch, either.

As we need the goods urgently, we are
extending the delivery deadline to . . .
Should this deadline not be kept, we
will be obliged to cancel our order.

Yours faithfully
B

Dear Sir or Madam

We are obliged to inform you that we
will no longer be purchasing the goods
ordered.

This is because we note with surprise that
you have failed to keep to the new and
quite reasonable deadline set in our letter
of . .. We have therefore been compelled
to stock up elsewhere. We enclose a bill
for the extra expenses incurred and
would request you to remit this sum forthwith.

Yours faithfully

Delay in payment

Dear Sir or Madam

In accordance with your order of . . .,
arrangements were made on .. . for
the goods to be delivered to you by
the freight forwarding agency . . .

Our terms of payment stipulated that
the invoice was to be settled within . . .
days of receipt of the goods. We note
that your account has unfortunately not
been settled to date.

We therefore urgently request you to remit
us the sum of . . . by return and await
your confirmation that payment has been
made.

Yours faithfully

Complaint about defective goods

Dear Sir or Madam

We took delivery of your consignment
on . .. Upon examining it we discovered
that . .. items were missing. We assume
this is due to an error on the part of your
despatch department.

Please send on the missing items
immediately without additional freight
charges.

Yours faithfully

Notification that production has begun

Dear Sir or Madam

With reference to your order dated . . .
for . . . to be delivered FOB . . ., we are
pleased to inform you as agreed that we
have now started production of article
no. . . . The goods will in all probability be
ready on .. .

You will then be notified immediately.
Should you have any special requirements
as regards despatch, please let us know
in good time.

Yours faithfully

Advice of despatch

Dear Sir or Madam

We are pleased to inform you that the
goods, as per your order No. .. . of . . .,
were despatched to you today.

The . . . freight forwarding agency is
transporting the goods by lorry, free . . .

We trust you will be satisfied with the
goods supplied and look forward to
receiving further orders.

Yours faithfully

Invoicing

Dear Sir or Madam

The goods ordered were despatched to
you today.

Enclosed you will find our invoice for the
entire consignment.

We look forward to receiving further
orders from you.

Yours faithfully
Confirmation of receipt of goods

Dear Sir or Madam

The consignment of goods, as per your
advice of . . ., arrived here today.

The goods were examined immediately
and we are pleased to confirm that our
order has been executed in accordance
with our wishes.

Yours faithfully

Dear Sir or Madam

Thank you for your order for . . .

We are unfortunately not in a position to
execute your order by the date stated, as
our entire production is sold out for the
next . .. months.

Please let us know whether we should
enter your order for . . . (month)

We regret not being able to help you for
the time being.

Yours faithfully

Dear Sir or Madam

We are pleased to confirm receipt of your
order of . . . for . . .

The articles ordered will be delivered to
you punctually. The goods will be despatched
in accordance with the terms set
out in our offer dated . . .

We are certain that our merchandise will
sell readily.

Yours faithfully

A
Dear Sir or Madam

We refer to your offer of . . . and wish to
place the following order with you:

. . . units at . . . (price) type as per your
brochure and the samples supplied.

Delivery to be completed by .. ., carriage
paid. Packing in crates (. . .) at no extra
charge.

Payment will be made immediately after
receipt/examination of the goods.
Please confirm this order.

Yours faithfully

B

Dear Sir or Madam

On the basis of your offer of . .., we wish
you to supply us with . . . Delivery to be
made CFR .. . by . .. Payment will be
made on arrival of the goods with . . .%
early payment discount.

According to our agreement, if the
packaging material is returned within .. .
weeks, …% of the amount charged will
be credited to us.

Please send us a brief confirmation of
this order. As long as the goods arrive in
perfect condition you may expect regular
orders from us.

Yours faithfully

C

Dear Sir or Madam

Thank you for your e-mail dated … On
the basis of your General Terms of Sale
we wish to order the following articles:

. . . units at . . . (price) each
Total: . . .

Delivery: C.O.D. to the above address

Payment: 30 days net

Yours faithfully