replies letters
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A reply is often a good sales opportunity. A
request is similar to a reply. It should be
specific and complete. A reply must be helpful
and sales oriented, and must be prompt.
• Are courtesy and should be written when you receive a merchandise,
material money or information.
• If the letter of acknowledgment is delayed the it should begin with on
apology for the delay.
• An acknowledgment can also serve as a thank-you note.
PHRASES
• Thank you for your kind letter of March 15.
• Thank you for contacting us.
• In reply to your request …
• Thank you for your letter regarding …
• We will contact you within two weeks or by this date
• You will find enclosed our most recent catalogue and price list.
• We have pleasure in enclosing a detailed quotation.
• We can make you a firm offer of …
Office Manager Inc.
1704 North, Broadway
Richmond, Virginia 23261
March 21,2012
Mr. Gus Andrea
Assistant Buyer
Quality Industries
1876 Magnolia Boulevard
Detroit Michigan 48233
Dear Mr. Andrea:
We receive your contract in March 15 to serve all the Quality‘s office
machine for the next three years. We are pleased to give you the best
service in town.
If you require further information feel free to contact me and I hope that
we keep our good business relationship.
Sincerely,
Delfi Soto
Assistant Buyer
Serve as opportunity for additional contact
Provide further information and show continued interest after an interview.
This letter is always to continue a conversati
on or a negotiation
even to know more about a company or
product, as a show of interest
Phrases:•We would like to offer you
•We would like to remind you
•We would like to thank you for
•We thank you for your enquiry
•Please find our offer as below
Dear Mr. Smith,
We at the Knight Company, had a great meeting with your team. We
believe in our continued success as we help each other taking leaps towards
growth and development. Together, we aim to serve the customers better.
With this, we would like to remind you regarding our company’s activity.
The Knights Company is holding a three-day sale which would start on
Friday. It would be five days from now to the big day. Furthermore, the
Knights Company have exciting promos and special discounts up to 40% on
selected items, most are correlated to the products we are endorsing to
you. In addition, we have a showroom for our new arrival of the latest
printing technology that we believe is worth of your time.
In case of queries, please do feel free to ask questions from us. We
welcome any comments and suggestions because we would like to establish
a more satisfying service to make our customers happy. We hope a long
term relationship with your business.
God Bless and Thank you very much!
Truly Yours,
As the name says is to confirm something to someone, any letter
that is written to affirm the details or conditions that have been
previously agreed upon is also considered to be a confirmation
letter.
This kind of letter you can send it after receive an invitation or
when you want to make an reservation in any hotel
which is actually some kind of arrangement
Dear Mr. Doyle
I am here referring to the telephonic
conversation we had yesterday. This letter is
to confirm that the meeting with you will be
held on April 15, where we would be
discussing our project of marketing. I will also
like to ensure that the meeting will be held
Palace Hotel at 9:00 a. m. Please contact
me, if you want to make any change in this.
Thank you for your time and I am looking
forward to the meeting with you. I am certain
that this meeting will prove fruitful to our
goals.
Sincerely,
This letter should contain any information regarding your
order that is needed for the proper crediting of your
account: include your account number, and the amount of
the check.
A remittance letter is letter which normally accompanies a
payment, such as a check
•We thank you for
your consignment
•The enclosed check
for…
Dear Sir,
We thank you for your consignment of garden furniture on the 15th September 2001,
the goods have been received in good condition.
We enclose a check for EUR €1000 (EUR
One Thousand Only), in full settlement
of account towards supply of goods as per your invoice number 82615.
Please acknowledge the receipt of the above mentioned Check and credit us with the amount.Thanking you in advance.
Sincerely yours,
The success of any business solely depends on the customer
satisfaction of their goods and services. If the products and
services of any company are of superior order, the organization
will attract greater number of buyers and enjoys higher customer
base. The performance and goodwill of the company or business
also depends on efficient and prompt service to their customers
and clients.The initial order from a new costumer SHOULD be
acknowledged. This acknowledgement welcomes the new
customer and encourages further business. This letter should
contain specific information
PHRASES•We are pleased to have received your order…
•We are in receipt your order of
•Thank you for your order of
1. Mentioning the date of
the order.
2. Including the order or
invoice number.
3. Explaining the date and
method of shipment.
4. Acknowledging the
method of payment.
5. Explain the date and the
method of shipment.
Mr. James Smith
BDRM Bedding Store
529 Eaton Avenue
Bethlehem, Pennsylvania 18115
Dear Mr. Smith
We would like to take this opportunity to thank you for your order or March 31, 2012 and
to say welcome as a new costumer in our company.
Your order No. 32345
50 Beatyreat Euro Square Pillows
75 Classic Reversible 3-piece Bedding Comforter sets.
30 Timberland Quit Sheets
20 Twin Microfiber Sheets Sets
25 Queen Microfiber Sheets Sets
The merchandise will be shipped in two separate consignments. The first consignment will
be shipped on April 5th and the second one will be shipped with the twin and the queen
Microfiber Sheets sets in stock on April 30.
We hope that you will appreciate our service.
Sincerely,
When a thorough response to an
incoming letter must be delayed,
receipt of the letter must be
acknowledge. These
acknowledgement letter are called
STOPGAP LETTERS.
This letter informs your customer that
you need time to process the request.
Necessary information or materials,
for example, may not be immediately
available
Credit applications and insurance
claims, for instance, take time to be
processed. They are often answered
promptly with a stopgap
acknowledgment.
•In reply to your letter of...
•In accordance/compliance with your
request...
•I regret to inform you that...
•We are pleased you that...
•We are pleased to confirm...
•It is with considerable regret that...
•With reference to your letter of...
•We find it necessary to inform you...
•Will you please note that...
•In accordance with our agreement...
•Contrary to our agreement...
•We apologize for our delay regarding
your order...
Dear Dr. Anderson:
Your request to come and give us a demonstration on
health care for all our employees came to our office
this afternoon.
Appreciate the interested on your part, but his visit will
be postponed to next week because most of our
workers are on vacation and hope to return later this
month.
We will be notifying the exact day and time to have
him.
Sincerely,
All the inquiries should be answered, even those that
for some reasons, can not be given a complete
response. An inquiry show interest in your company
The inquiry replay should not only increase that
interest, but also inspire your inquire to action
An inquiry reply should by thanking the reader,
acknowledging the interest in your company and
end by offering further assistance.
PHRASES
•Thank you for your enquiry regarding
•We certainly appreciate your interest in...
• Thank you for your interest in..
Dear Mrs. Klein
We certainly appreciate your interest in Maxine Sportswear. Nevertheless, i
am afraid i cannot supply you with the information you request.
Because we do not sell our garments directly to the consumer, we try to keep
our wholesale prices between ourselves and our dealers. Its is our way of
meriting both the loyalty and good faith of those with whom we do business.
Clearly, divulging our whole sale prices to a customer would be a violation
of a trust.
However, I have enclosed for your reference a list of your dealers in the
Bronx and Manhattan. A number of these dealers sell Maxine Sportswear at
discount.
Very truly yours,
A referral letter is to hand over for
consideration, reconsideration, or
decision inquiries that can be best
answered by another person.
It acknowledges receipt of the
inquiry and explains why and to
whom it is being referred.
This kind of letter is to refer to
another person in charge if you
don`t have the information the that
person need
Dear Mrs. Jones:
In reply to your last letter asking me for opinion about Mr. Cindy Smith, she was in our employ for two years, during which time we found her work and character most satisfactory. However, she was not under my supervision.
I am referring your letter to Mr. Tony Ross, who was his immediate supervisor. He will get in touch with you soon.
Yours truly,
The refusal letters, are those ones that
are to say «NO» in a polite way.
•When saying «no», you should never
actually use the word «NO».
1. You have not been selected for the position, at this time. We encourage you to apply for positions, for which you qualify, with the(name of the company) in the future.
2. Thank you for taking the time to come…3. I am delighted to have received the offer to…4. I wish you and the company, all the best for the
future….5. I respectfully request you to look for another
person…6. I will not be able to do….7. It was a pleasure to receive an opportunity to
visit your company and discuss the career possibilities, but…
Dear Smith,
I am delighted to have received the offer to join
as a Sales Manager in your company. Although I
found the position very challenging, I will not be
able to accept the offer because I have already
accepted a similar position in another company.
It was a pleasure to receive an opportunity to visit
your company and discuss the career possibilities. I
wish you and the company, all the best for the
future.
Sincerely,
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