LETTER SAMPLE FOR B.COM SEM-II

Sample Letters & Examples

A. INQUIRY LETTER, 

B. COMPLAINT LETTER, 

C. ADJUSTMENT LETTER

A. INQUIRY LETTER, 

1 .INQUIRY LETTER  (EXAMPLE-1)

From,

____________

____________

____________

Date: _________ (date on which the letter is written)

To,

____________

____________

____________

Subject: Business Inquiry Letter

Dear _________ (name of the receiver),

We would like to buy a lot of ___(product). We would like to see your company catalogue which has details of all the products that you manufacture. We will go through it and see if any products meet our requirement.

We have a huge requirement, and we hope that you will be able to meet our demands. We are in search of ____(your requirement). We would also like to know if you make a custom-made product as per the requirement within a stipulated time.

In case we like your designs and products we would like to place an order, and we would work out the pricing in person. We could send one of our representatives from our end to oversee the products and finalize the price.

We shall discuss the further matter after you send the catalogue. In a case of any queries, feel free to contact me.

Yours sincerely,

____________

(Name and signature)

 

2 .INQUIRY LETTER  (EXAMPLE-2)

 From,

Rhett Butler,

Pearson Litt Firm,

Mystic Falls.

Date: 11 March 2017

To,

Ashley Wilkes,

KASH Furniture,

Mystic Falls.

Subject: Business Enquiry Letter

Dear Mr Wilkes,

We have recently opened our new office in Mystic Falls, and we would like to buy a lot of wooden furniture which includes tables, chairs, and desks. We would like to see your company catalogue which has details of all the furniture that you manufacture. We will go through it and see if any products meet our requirement.

We have a huge requirement, and we hope that you will be able to meet our demands. We are in search of modern, compact and sturdy furniture for our office. We would also like to know that if you make furniture on demand or if you could design new furniture for our office as per the requirement within a stipulated time.

In case we like your designs and products we would like to place an order, and we would work out the pricing in person. We could send one of our representatives from our end to oversee the products and finalize the price.

We shall discuss the further matter after you send the catalogue. In the case of any queries, feel free to contact me.

Thanking you.

Yours truly,

Rhett Butler

3 .INQUIRY LETTER  (EXAMPLE-3)

Email Format

 

To: name@email.com

From: name@email.com

Subject: Business Inquiry Letter

Dear _________ (name of the receiver),

We would like to buy a lot of ___(product). We would like to see your company catalogue which has details of all the products that you manufacture. We will go through it and see if any products meet our requirement.

We have a huge requirement, and we hope that you will be able to meet our demands. We are in search of ____(your requirement). We would also like to know if you make a custom-made product as per the requirement within a stipulated time.

In case we like your designs and products we would like to place an order, and we would work out the pricing in person. We could send one of our representatives from our end to oversee the products and finalize the price.

We shall discuss the further matter after you send the catalogue. In a case of any queries, feel free to contact me.

Yours sincerely,

____________

(Name)

REPLY OF INQUIRY

1 .INQUIRY REPLY LETTER (EXAMPLE-1)

Business inquiry response sample

Finally, here we have a short inquiry response sample. This email is a response to the inquiry email sample earlier.

You can use this sample to figure out how to reply to an inquiry email properly:

Subject: Re: M Company | Product inquiry: Frozen mango puree

Dear Ms. Vu,

First of all, we would like to express our thanks for your interest in our frozen mango puree product.

Regarding your inquiry, we are happy to provide you our Frozen mango puree product brochure and our Wholesale price list. Please note that the brochure included all the information you asked for. Both items are attached at the end of this email.

In addition to the items above, we have also enclosed a Frozen mango puree catalog (presenting different types of mango available) and our Logistics guidelines for this product. We believe that this will be of help to you.

We hope our response has satisfied your request. Should there be any questions, please feel free to contact us. We look forward to hearing from you.

Yours sincerely,

Mia Nguyen.

Sales Department | A Company.

2 .INQUIRY REPLY LETTER  (EXAMPLE-2)

15 Jun 2012

Mr. Tom Lee
Manager
ADDRESS

 

Dear Mr. Lee,

Thank you for your enquiry about our newly developed range of fire safety and prevention products. I have enclosed our most recent catalogue, and you will find that we have quite a comprehensive inventory, including our most recently released range of construction related products.

We offer our existing customers a 10% discount on all orders of products from our new range of construction related products. We would be happy to extend this offer to you if you register an account with us before June 30, 2012, and additionally as a new customer you will receive a further 5% discount on your total order.

I hope you will find the information I have provided useful. I would be happy to have one of our account managers contact you with a view to establishing an account with us, or if you have any further questions about our products or services, you may call me directly on 2255 4423 ext 001. Thank you for considering Newfangled Safety Equipment Co. as your safety product provider, we look forward to doing business with you.

Sincerely,

 

EXAMPLE OF INQUIRY WITH  REPLY

 

FAHRI CLOTHES & CO

ADDRESS

Dear Sirs,

 

We are a boutique located in Bekasi , and we were interested in your distro cloud shirt medium size product. Therefore, we will appreciate it if you can send us a very detailed explanation of the product complete with your catalogues, price list, term, sample of design, and payment.

We would also to know if you are offering any trade discounts. If you can quote us your

favorable prices, we would like to place our order as soon as possible.

We are looking foward to hearing from you.soon.

Yours faithfully,

FAHRI CLOTHES &CO

Ahmad Fahri

 

Purchase Manager

 

REPLY OF INQUIRY LETTER

 

Distro cloud Corporation

ADDRESS

 

Dear Mr Ahmad Fahri

,

We thanks you for your inquiry about our Distro cloud shirts product.

We are enclosing our catalogue together with prices and terms, for your review and are confident that this catalogue will provide many of

the answers you have inquired.

We are also pleased to inform you that we will allow you a 10% discount on order of 60 pieces.

We hope you will find our prices and terms satisfactory and expecting your order as soon as possible.

If there is additional information you would like to know regarding our products, please do not hesitate to contact us. We will be most happy to be of assistance.

 

Yours faithfully,

For Distro cloud Corporation

Ismail Marzuki

Sales Manager

B. COMPLAINT LETTER, 

Sample Consumer Complaint Letter

1). EXAMPLE-1

[Your Address]
[Your City, State, Zip Code]

[Date]

[Name of Contact Person]
[Title]
[Company Name]
[Street Address]
[City, State, Zip Code]

 

Dear [Contact Person]: 

 

On [date], I bought [or had repaired] a [name of the product with the serial or model number or service performed]. I made this purchase at [location, date, and other important details of the transaction].

Unfortunately, your product has not performed well [or the service was inadequate] because [state the problem].

To resolve the problem, I would appreciate your [state the specific action you want]. Enclosed are copies [copies, not originals] of my records [receipts, guarantees, warranties, cancelled checks, contracts, model and serial numbers, and any other documents] concerning this purchase/repair.

I look forward to your reply and a resolution to my problem. I will wait [set a time limit] before seeking third-party assistance. Please contact me at the above address or by phone [home or office numbers with area codes].

Sincerely,

[Your Name]
[Account Number]

 

2). EXAMPLE-2

Your name
Address
Phone number

Company official
Company name
Company address

Date

Dear (title) ____:

I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction).

I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company's position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. I may be contacted at the above address and phone number.

Sincerely,

(your signature)

(Type or print your name)

CC: (local consumer group) (appropriate government agencies)

ATT: (attach and list documentation of your complaint, if any)

3). EXAMPLE-3

Sample complaint email

From: My Name and email (myname@myemailprovider.net
Subject: (short description of your complaint
Date: Most email programs enter this field automatically
To: (enter the email address of the person you are contacting)
CC: (local consumer group) (appropriate government agencies)

Dear (title) ____:

I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction).

I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).

When I first learned of this problem, I contacted ____ (name of the person, date of the call) at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because ____ (the reason you feel the company has an obligation to you). I would like a written statement explaining your company’s position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within ____ days I will file complaints with the appropriate consumer agencies and consider my legal alternatives.

I am attaching copies of my receipt or ___________ (other proof of payment or documentation of complaint).

You may reply to me at this email or call me at (phone number).

Sincerely,

(your full name)

4). EXAMPLE-4

An Example Complaint Letter

56 Disgruntled Street
Somewhere Unhappy
1AM MAD

Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD

June 15, 2020 

To Whom It May Concern,

I am writing today to complain of the poor service I received from your company on June 12, 2020. I was visited by a representative of That Awful Company, Mr. Madman, at my home on that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show up. My impression of That Awful Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued customers—I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a similar situation from recurring. I look forward to hearing from you.

Yours faithfully,

 C. ADJUSTMENT LETTER

Adjustment letter sample 1

Bangladesh Textiles Mills Ltd. Narayangong, Dhaka 10th Feb. 04 Marketing Manager Bexi-Clothes Corner South Plaza, Dhaka-1215. Ref: Your letter dated 5th Feb. 04. Dear Sir, We thank you .for your letter of 5th Feb. 04 along with/ sample of cloth for examination. The report that we have received just today shows that the consignment forwarded to you was the wrong one full of defective clothes. It was a mistake because of our despatch section and we regret this mistake which has caused you both embarrassment and inconvenience. We have already sent the replacement by passenger train. You can be sure of the quality of cloth now sent. You can, of course, return the clothes to us and debit our account for the loss caused to you. We again regret the inconvenience to you and assure you that such mistakes will be avoided in the future. Yours faithfully M. Ashraf Sales Manager Bangladesh Textile Mills Ltd.

Adjustment letter example 2

Emporium Tea Ltd. Golf Club Road, Tongi, Gazipur 25th July, 04, Manger State Tea Corner 25, Dhanmondi, Dhaka-1211 Ref: Your letter dated July 21, 2015 Dear Sir, We have received your letter of complaint dated July 21, 04 regarding the shortage of quantity. It is probably the first time that we get such complaints from a customer regarding the shortage of quantity. Whereas you are our valued customer, we cannot deny any human error made by our dispatch workers. As a large concern in the country, we have to deal with large quantities each day and therefore a sudden error is possible. We, therefore, are dispatching the shortage quantity as per your order. We expect your co-ordination as before. With thanks. Yours faithfully Salam Ahmed Sales Manager Emporium Tea Ltd.

 

Adjustment letter template 3

LIGHTING WORLD LTD Tongi, Gazipur 10th March, 04 Sales Manager TRANS-WORLD LIGHTING Mohakhali C/A, Dhaka-1212 Ref: Reply to your letter dated 5th March 2015 Dear Sir, We feel extremely sorry to hear that 100 cartoons of Tube lights received by you in a 4amaged condition. Our dispatch section has a pre-packing inspection which allows the packing of goods maintaining satisfactory quality. Damage, such as in your case, occurs very rarely when the packages are roughly handled in transit. As the contract involves the replacement of damaged goods we are ensuring the supply of 100 cartoons of Tube lights with more extra packaging. Will you kindly sign the enclosed “Damage Report” So that we can submit our claim to the Insurance Company? The attached Business Reply Envelope is for your convenience in returning the report. Our authorized representative will collect the damaged goods before 15th March, 04. Please confirm the arrival of the goods. Yours faithfully MANAGER

 

Adjustment letter format 4

Rankon Electronics Bijoy Sharani, Dhaka-1000 September 22, 04 Sales Manager Vision Corner Electron Plaza Dhaka Ref: Your letter dated September 20, 2004 Dear Sir, We regret that you had to take the trouble of writing to us. Your letter of Sept. 20, 04 must-have crossed with our letter No: 4k-21 of Sept. advising you of the dispatch of goods. Due to power failure in the factory, the production was held up for six (6) days. With a large number of orders -on hand, we were under serious pressure and therefore we had to work extra hours as soon as the power supply started. In those days we were too busy to fit the problem that the communication chain between factory and administrative building was badly hampered. As a result, communication with customers also faced serious problems. We are extremely sorry about this delay and hope you will realize that it was only due to circumstances beyond our control. We expect that you will receive the goods as ordered within September 25, 04. Yours Faithfully Khurshid Alam General Manager, Sales Rankon Electronics

 

OTHER ADJUSTMENT LETTERS

1). EXAMPLE-1

Marketing Manger
Bexi-Clothes Corner
South Plaza,
Dhaka-1215.

Ref: Your complaint regarding [product]

Dear Sir,

We thank you for your letter of [Date] along with/ sample of cloth for examination.

The report that we have received just today shows that the consignment forwarded to you was the wrong one full of defective clothes. It was a mistake because of our dispatch section and we regret this mistake which has caused you both embarrassment and inconvenience. We have already sent the replacement by passenger train. You can be sure of the quality of cloth now sent.

You can, of course, return the clothes to us and debit our account for the loss caused to you. We again regret the inconvenience to you and assure you that such mistakes will be avoided in future.

Yours faithfully

 

XYXZ
Sales Manager

 

2). EXAMPLE-2

Ref: Complaint to replace the products

Dear Sir,

We feel extremely sorry to hear that 100 cartoons of Tube lights received by you in a damaged condition. Our dispatch section has a pre-packing inspection which allows the packing of goods maintaining satisfactory quality. Damage, such as in your case, occurs very rarely when the packages are roughly handled in transit.

As the contract involves replacement of damaged goods we are ensuring the supply of 100 cartoons of Tube lights with more extra packaging. Will you kindly sign the enclosed “Damage Report” So that we can submit our claim to Insurance Company? The attached Business Reply Envelope is for your convenience in returning the report. Our authorized representative will collect the damaged goods before [Date]. Please confirm the arrival of goods.

Yours faithfully,

 

3). EXAMPLE-3

 

ADDRESS

 

Ref – Complaint dated 15th January 2018

 

Dear Richard

 

This is in reference to your complaint dated 15th January 2018. We are very sorry that a broken bicycle had been delivered to your address. We take these things very sincerely and can sympathize with you for the inconvenience caused to you due to us.

 

In the meantime, we would like to replace your bicycle with a brand new bicycle of the same brand with no shipping costs to you. Our delivery boy will come and collect the defective product and deliver the brand new bicycle. Also, we would like to gift you a $100 gift card which can be used in any store, for the inconvenience caused to you due to us. We hope that you will continue shopping with us.

 

Thanking You 

Yours sincerely

4). EXAMPLE-4

 

Joe Mendes

PFA – $100 Gift Voucher, it can be used anywhere.

Mr. John Nash
Customer Service Manager
Head Office of Rio Supermarket
Manulo Street
Nottingham, UK

May 17, 2013

Mr. Paul Popon
10 Friedsburg Street
Nottingham, UK

Dear Mr. Popon,

We have received your recent letter dated May 15, 20XX concerning the services in the Rio Supermarket. Thank you for writing and giving us an opportunity to look into this matter. It is important to us to know of issues that arise with our customers, as we want to ensure full customer satisfaction, especially with a long-time client such as yourself.

Mrs. Revera, whose actions are the basis of your complaint, has been a store manager at the Rio Supermarket for three years. For all the years she has worked, there has been no adverse incidents connected with her behavior. We will converse with her and test her for professional suitability. In the meanwhile, I would like to assure you of our interest and concern. We are always anxious to be informed of situations that could adversely affect good relations with our customers.

According to the information at the office center that made the delivery of cooled chicken to our stores, the quality of the consignment was proved by the quality experts at the place of production. All the papers and certificates were filled correctly. We made an investigation at the store where you bought the spoiled product, which showed the appropriate storage of cooled products, including cooled chickens. We are sure that a bad-quality product was delivered by our supplier. We filed a concern with the company and are waiting for a solution. For the past week, we had no concerns about spoiled cooled chickens, so it may be an individual case.

We realize that this is a substantial problem, and apologize for the situation that has evolved. We would like to send you a $100 gift card to purchase any product around the United Kingdom. Please accept our apology for this spoiled product. We promise that we will improve our supplying system with reliable suppliers to avoid this problem from happening in the future.

Sincerely,
(signature)
Mr. John Nash
Customer Service Manager

 

OTHER BUSINESS LETTERS

1). ORDER CANCELLATION LETTER SAMPLE 

2). QUOTATION LETTER SAMPLE

1). ORDER CANCELLATION LETTER SAMPLE 

1). EXAMPLE-1

XFORD LIBRARY
(Publisher & Book Sellers) 15/3, Bangla Bazar, Dhaka
Phone: 9412394-6

1st July 2004

Manager
Central Book Corner
23, Newmarket, Dhaka

Sub: Cancellation of Order No. A/27/2/04 dated 20.06.03

Dear Sir,

We hope that you are in receipt of our order No. A/27/04 dated 20.06.03 for 200 copies of M. A. Kalam’s Iktsic Accounting, but we are surprised to notice your silence in the execution of the order within the stipulated time of July 10, 2004.

We, therefore, have no other option but to cancel our order for your failure to execute the order in time as time was of prime importance in this respect.

We now request you to kindly treat our order canceled. With thanks,

Yours faithfully,

2). EXAMPLE-2

Aslam Ahmed

Sales Manager,

Telecommunication LtD

Electra Trading Concern

North-South Plaza

Banani, Dhaka

Phone: 953718, 953817

 

September 1, 04

Sales Manager

Proton Electronics

Airport Road, Dhaka

Ref: Cancellation of Order No; 01/33/04 dated 15.08.04

Dear Sir,

We hope that you have received our order No. 01/33/04 dated 1.07.04 for the supply of thirty (30) Sony Television to be supplied to us on or before 30.08.04.

We regret to inform you that you have neither executed the order within the agreed date nor inform us of your inability to execute the order. We have to suffer much for the no delivery of Sony Television within the time.

We have, therefore, decided to cancel the order for your failure to execute the order in time as time was of prime importance in this respect.

We, therefore, request you to kindly treat our order as canceled. Please note that we shall refuse the goods, if delivered, because of the cancellation of the order.

With thanks,

Yours faithfully,

Sales Manager,

Electra Trading Concern

2). QUOTATION LETTER SAMPLE

Example-1

Helpline communication
2nd line road, Bijoy Nagar, Dhaka-1100

1st August, 04

Sales Manager
Tele-Communication Ltd.
25, Gulshan, Dhaka-1212

Ref; An inquiry for the price of Mobile sets

Dear Sir,

Would you kindly give us detailed information about the “Nokia 2100” mobile sets recently advertised by you in the “Daily Star.” we are impressed by the description of the respective mobile set as advertised by you and expected to purchase if terms and conditions are found to be suitable. Our annual requirement of such a set is around twenty-five thousand (25,000) pieces.

As we handle a lot of mobile sets each year, we hope and trust you will quote the most favorable prices and terms.

Yours faithfully

M. A. Karim
Purchase Manager,
Helpline Communication

Reply to the prior inquiry i.e. providing Quotation.

Telecommunication Ltd.

25, Gulshan Dhaka-1212

 10th August, 04

Manager

Purchase Division

HelpLine Communication

2nd Line Road, Bijoynagar

Dhaka-1100 

Ref: Terms and Quotations for Nokia “2100”

Dear Sir 

Thank you for your inquiry of 1st August, 04. We are glad to enclose the following quotations of “Nokia-2100”. 

Set Model Battery Price per unit Warranty

Nokia 2100 Hungry 5,000 1 Year

Nokia 2100 China 5,000 1 Year

Nokia 2100 Malaysia 5,000 1 Year

Nokia 2100 Hungry 5,000 1 Yea 

Our normal trade discount is 15% for ten (10) days and 5% extra if the order is made for more than 5,000 pieces at a time. We do supply to our customers’ door through our own care.

Our Mobile is originally imported with intact packing and we provide a guarantee for our mobile set for three (3) years. 

If you need any further details to meet your customer�s requirements, you should feel free to write to us.

Yours faithfully

Example-2

HelpLine Communication 2nd Line road, Bijoy Nagar, Dhaka-1100 15th August, 04 Sales Manager Tele-Communication Ltd. 25, Gulshan, Dhaka-1212 Ref; Asking for favorable terms. Dear Sir, Thanks for your letter of 10th August, 04 along with quotations and terms. We are ready to accept the quotations as you provided but the terms of trade as you mentioned are still more than the other valued competitors offering in the market. It would be competitive and justifiable if you allow us a 20% Trade Discount for fifteen (15) days. As we will order more than 5000 pieces at a time, you could be able to enjoy a better return on the basis of the terms we mentioned above. We need a “Nokia 2100” on an urgent basis and hence we look forward to getting a prompt reply from you. Yours faithfully M.A. Karim Purchase Manager, HelpLine Communication

Quotation Letter Template

Reply to the prior letter 

Tele-Communication Ltd 25, Gulshan, Dhaka-1212 25th Aug 2004 Manager Purchase Division HelpLine Communication 2nd line Road, Bijoynagar Dhaka-1100 Ref: Reply to the letter dated 15th August 2004 Dear sir, Many thanks for the letter of 1st August 2004. We really appreciate your interest in our merchandise “NOKIA 2100” and your expectation to order for them. May we point out to you that our terms and conditions that were offered are the most competitive ones in the current market scenario. Our product is up to the mark and can ensure a better and quality service than others. The so-called terms and conditions for trade offered by us made in such a way that it will leave us only a slight margin of profit. However, we shall be pleased to allow you the 20% trade discount for fifteen (15) days if you can raise your order to 10,000 pieces at a time. We are waiting for your confirmation and hope that we can keep our commitment to providing quality goods on time. Yours faithfully Aslam Ahmed Sales manager, Telecommunication Ltd.

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