ORDER LETTER AND COMPLAINT LETTER
Order Letter
An order
letter is the one that is written by a company or the person concerned who are
supposed to place the request of purchase from another company. The letter is
written after doing careful research about the desired product or service. Order
letter examples will help you provide a clear picture as how these letters
should be.
Another term
you need to know in the order letters is the term, "Order" which is
an expense for the person placing the order and an income for the one getting
it. But this is not everything the company needs to know, in fact there are lot
of commitments that has to be ensured to satisfy the customer who can be an
individual or another company. The order letter comprises of the order, the
quality of the delivery and after sale service.
Order letter
should come into action only when a detailed study has been made of the desired
product which has been done in the market and based on this promised service,
price and quality, the decision is made for the purchase.
Before you
draft the letter, you have to make sure that it pens down all the terms and
conditions of the purchase for the benefit of both the involved parties. This
should have details about the product specification, the quantities and the
price agreed on. In addition to this it should also have the delivery date,
late delivery clauses. The letter should be addressed to the person responsible
who will carry out the execution of the order with the copy of the head of the
department.
Order Letter sample :
Jakarta, April 02, 2013
Quantum Komputer
5th Floor, Mangga Dua Mall
Blok D26, Jakarta
Dear Mr.
Richard Setyawan
I am interested
in the items contained in the Computer Magazines March 30 issue of the computer
magazine 2013.I want to order :
·
1 piece external hard drive with a capacity of 2 terabytes
·
1 internal hard drive with a capacity of 1 terabytes
·
2 piece external hard drive with a capacity 500 gigabytes
please be sent
to the address of Jl. Mampang Prapatan IV 34 A, Tegal Parang, South Jakarta.
for the payment I will immediately transfer into your account ..
Yours
sincerely,
Marjuan
Complaining Letter
A letter of complaint, or
complaint letter, is normally written to deal with a problem situation when
other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the
situation. The complaint letter formalizes a problem situation by putting it
into writing and is usually the last resort to try to get a situation resolved.
EFFECTIVE COMPLAINT LETTERS
SHOULD BE:
- Concise - can be
understood quickly.
- Authoritative - are well
written and professionally presented
- Factual - enable the
reader to see immediately the relevant details, dates, requirements
- Constructive - with positive
statements, suggesting positive actions - encourage action and quicker
decisions.
- Friendly - with a considerate, cooperative and
complimentary tone because the reader responds positively to the writer
and wants to help.
Complaining Letter sample :
September 15, 2011
Batik Trusmi
15 Kibuyut Trusmi Street
Kel. Kesenden, Kec. Kejaksan
Cirebon 45121
Dear Sir or Madam,
I have ordered 12 packs consist of 12 clothes of
new modeled Trusmi Batik on your Boutique which I ordered by phone on
September 11. I received the order on September 14. When I received those
packs of Batik, there was one packs missing. I only got 11 packs of 12 packs
that I ordered. To know whether there was one pack missing, you can check
the amount of Batik whcih left your Butique stock.
To resolve that problem, I would like you to
send me one pack of modeled Trusmi Batik like I ordered before. Or if the pack
of modeled Tursmi batik which I ordered had been ordered by somebody else, I
hope you give me back the money for the amount charge of the Tursmi Batik pack.
I have been your costumer for long time, and you
know it as well. This the first time I get the problem like this relate to your
service. If you need to contact me, you can call me at 08743258234.
Sincerely,
Sartono
Example of Replay Letter from PT. Binaman Sejahtera 22 Jln. Bumi Raya, Semarang
20003 Jawa Tengah to CV Indah Pertmata 75 Jl. Muara Kerang, Jaya Pura 20001
Irian Jaya
CV Indah Permata
75 Jl Muara Karang, Jayapura 22001
Irian Jaya
Dear Madam,
We would like to thank you for informing us that the
goods No. 34P that we have sent to you have some problems. While we can not
give you an explanation now, we can promise you that we are looking into the
matter and will write to you again shortly.
It is unusual for these types of error to arise, and
all of the goods are in trouble, but the problem has now been dealt with. The
reason for the troubles in these units you complained about was due to fault of
manufacturing processes in production. We will replace your entire order and
have it shipped the within 14 days.
There is no cost to you since this was an error on our part.
We are really sorry for this unpleasant situation.
Thank you very much.
Yours sincerely
PT. Binaman Sejahtera
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