ORDER
LETTER
Definition of Order Letter
An “Order” is an expense for the person placing the
order and an income for the one getting it. But this is not all. The company
that bags the order has to fulfill lot of commitments to ensure that it has a
satisfied customer, which can be an individual or another company. Timely
delivery of the order, quality of delivery and after sale service – are all
part and parcel of getting an order.
An
Order Letter is the one that is written by the person/company placing the
request of purchase from another company. This letter comes into action only
when a detailed study of the desired product has been done in the market and
based on promised service, quality and price of the product, a decision for a
purchase has been made.
An
Order Letter should be drafted very carefully as it needs to pen down all the
terms and conditions of the purchase for the benefit of both involved parties.
It should have details such as product specifications, quantities, price agreed
upon, delivery date, late delivery clauses, etc. It should be addressed to the
person responsible for the execution of the order with a copy to the head of
department. Since it is totally an official letter it should be typed.
DOS
AND DON’T’S OF ORDER LETTER
·
An Order Letter should be addressed
to the person responsible for executing the order
·
It should include all the terms and
conditions agreed upon by both involved parties
·
Since it is purely an official
letter it should be typed out
·
There is no need to use too many
adjectives in the letter since it is purely for an order being placed
·
The letter should have all relevant
details related to the order, for example, quantity, price and other terms and
conditions
Example
of Order Letter
MERCURE
& CO. LTD
Kuningan
Street No. 2
JAKARTA
November
25, 2016
Unilever
Indonesia
Sudirman
Street Kav. 16 C
JAKARTA
Subject
: Order for Cream
Dear
Madam,
Thank
you for your catalogue and the price list. We are glad to place our first order
with you for the following items:
1. 200 pcs Day Cream “CITRA” @100.000
= Rp 20.000.000
2. 250 pcs Night Cream “CITRA”
@150.000 = Rp
37.500.000 +
Total Amount
Rp 57.500.000
We
did cash payment 2 days after goods are received. Our hope is the goods are
sent after we sent the order letter.
Thank
you for your attention.
Your
truly,
MERCURE
& CO. LTD
Winda Larasati
Purchase Manager
Purchase Manager
COMPLAINT LETTER
Complaint
letter definition can be described in many ways. A complaint letter is the part
of written communication. In general word complaint letter means a letter which
is written to submit a complaint to the authority. And it is generally done
when other way of complaint are failure like phone, email etc.
Definition
of Complaint Letter
A Complaint letter is a letter from the buyer containing
claims for compensation to the seller because of damage to goods, goods lost in
transit, quality does not comply with an order that could be detrimental
to the buyer. In this case, the buyer should include a good reason about the
complaint. If the claim is proven, then the buyer is entitled to receive
replacement of goods or reimbursement. However,
if damage to the goods was caused by the buyer himself then he is not entitled
to claim losses to the seller. On the other hand, the seller must examine the charges
against him by investigating the causes of this complaint. Is it really
the fault of the seller, the carelessness of the packing, delivery of goods or
the buyer? Thus, he can contact the party who made a mistake. If the fault is
caused by the seller, he has to accept these demands. When the fault of the
sender or transport, then the seller may request accountability from them.
Similarly, if the fault comes from the buyer.
A
good complaint letter consists of 4 parts :
1.
Opening Information : We hereby
inform you that we have received our order on time.
2.
Problem : However, after we
check it, it turns out there is some stuff that does not comply with our orders
and some others were damaged.
3.
Request : We hope that you can
check them out and replace the damaged stuff as soon as possible.
4.
Closing : We look forward to
hearing from you shortly.
Causes
of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints
The
following are usual causes for which a complaint letter is drafted:
1. Problem with the delivered goods: If the goods that are delivered are :
·
Under weight,
·
Obsolete,
·
Defective,
·
Incomplete,
·
Not according to buyer’s
specification such as color, brand, size etc.
·
Wrong or poor quality; then buyer
can make a claim to the seller for the mistake.
2. Pricing: If
there is any mistake in preparing the invoice of the shipped goods, then such
letter is written.
3. Packing: Faulty
or poor packing of the goods causes damage to the goods which can be claimed to
the seller.
4. Transport: Goods
are supposed to be shipped according to convenience of the buyer. But if wrong
carrier is used it may call for writing such letter.
5. Terms & Condition: If
the terms and condition of business are violated by the seller then such a
letter is placed.
6. Faulty Insurance: If
insurance coverage is not made properly according to instruction of the buyer,
then there may be claim through complaint letter.
Example of Complaint Letter
MERCURE
& CO. LTD
Cempaka
Putih Street No. 2
JAKARTA
Ref
: 34 P
November
30, 2016
Unilever
Indonesia
Sudirman
Street Kav. 16 C
JAKARTA
Subject
: Complaint about the damage of the goods
Dear
Madam,
Through this letter we inform you that our order have been
received on November 29, 2016. However, after we checked the products you sent us,
there are 15 pcs day cream 11 pcs
night creams damaged. Perhaps this is because in the packaging of the product
is less good.
We hope in the future, we would not receive any more damaged
products like this. If this thing happen again, we are sorry that we will cut
off our cooperation contract.
Thank you for your concern. We will wait for you reply.
Your
truly,
MERCURE
& CO. LTD
Winda
Larasati.
Purchase
Manager
Write
a complaint letter
Unilever
Indonesia
Sudirman
Street Kav. 16 C
JAKARTA
December
1, 2016
MERCURE
& CO. LTD
Cempaka
Putih Street No. 2
JAKARTA
Subject
: Complaint about the damage of the goods
Dear
Madam,
We have received your letter No. 34 P dated November 30, 2016
on the complaint of the product. For that incident we apologize profusely.
After we check out, it is true there is damage to the
products that we send. This happens because our employees are less cautious in
the packaging of the product.. We will replace the defective product within 14
days. And we promise that this mistake will not happen again in the future.
Thank you for your understanding.
Your
truly,
Unilever
Indonesia
Omar
Daniel
Manager
Reference:
http://www.businesscommunicationarticles.com/complaint-letter-definition/
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