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.)

Favorable reference

Dear Sir or Madam

We confirm receipt of your enquiry as
regards . .. Our experience with this company
has been positive and we are able
to recommend it highly. It is soundly run
and most competent in its field of business.
We have had no cause for complaint
up to now.

We hope this information has been of
assistance to you.

Yours faithfully

Non-committal reference

A
Dear Sir or Madam

We have received your letter of . . . requesting
information about .. . (firm).

We are unfortunately unable to comply
with your request as we have not had any
dealings with . . . (firm) for some years
now.

We are sorry that we are not able to offer
you any more assistance in this matter.

Yours faithfully

B
Dear Sir or Madam

Thank you for your letter of . . .

We are unfortunately not in a position to
comply with your request for a reference
on this firm, as the volume of our business
with it is too small.

We feel it would be best for you to approach
another firm or bank in this matter.

Yours faithfully

Negative reference

Dear Sir or Madam

In reply to your enquiry regarding . .. we
regret to inform you that our experience
with this firm has not been favourable.
The management has proved to be highly
unreliable. We broke off business
relations with the firm for this reason two
months ago.

As this information is not intended for any
third party we would ask you to treat it in
the strictest confidence.

Yours faithfully

Reference cannot be provided

Dear Sir or Madam

. . . (name of company)
This company is unknown to us and we
are thus not in a position to provide you
with the information you request.

We regret that we are unable to assist
you.

Yours faithfully

From a business partner

Dear Sir or Madam

Thank you for the order you have placed
with us.

As we have had no business dealings
with you to date we would respectfully request
you to supply us with references.

We trust you will appreciate that we must
make this request.

Yours faithfully

From a third party

Dear Sir or Madam

. . . (firm) are planning to place a substantial
order with us.

We understand that you have had dealings
with this company for some years
now and would be most grateful if you
would provide us with a brief report on
its reputation and creditworthiness.

We can assure you that your answer
will be treated with the utmost discretion
and we, for our part, will be pleased to
reciprocate the favour.

Yours faithfully