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,