Types of letters

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Types of letters

Adjustment letter

An adjustment letter means a letter which is written for responding against a complaint letter.An adjustment letter may have three possible actions

A CREDIT - The customer receives a credit for the same amount.

A REPLACEMENT - The customer receives the same item.

A REFUND - the customer receives his money back.

Acknowlengment

This letter helps in culminating something that is initiated by someone.

Express your cordial desire to serve him in the best possible manner.

We appreciate the opportunity to serve you again

Make clear how and when the order will be sent.

Your order will be shipped

Thank the customer for his order.

Thank you for your payment of, thank you for your order of

Refusal letter

Sometimes we are forced to refuse an order because we do not carry the merchandise, it is sold out or discontinued, or for some other reason

Always soften this negative attitude by using courtesy. A refusal should never be used with a blunt answer.

Thank the customer for his order. > Be courteous. > Specify the reason why you cannot fill the order. > Offer something to make up for the refusal. > Show your desire to be of service.

Quotation letter

A letter of quotation is any letter written in reference to the price of a service or product.

This could range from a customer or client requesting or accepting a quote.

These letters should be concise and very specific to avoid confusions.

Because money is likely to be exchanged it is important for both parties to be clear about the service or product.

Complaint letter

Letters of complaint should make special emphasis on courtesy. The claim must be clearly set forth, considering the following

Complaint letters are an effective way of expressing your dissatisfaction with a product or service.

Tell exactly what is wrong. Give dates, invoice numbers and other definite information. Tell what adjustment is wanted. Be always courteous.

Order letter

An Order Letter should be addressed to the person responsible for 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.

An order letter orders merchandise by mail, and are used by individuals or small businesses. An order letter usually consists of three paragraphs:

Subtopic

Third. you include the method of payment, delivery date, and shipping instructions.

Second paragraph you write your order.

First. you state that you wish to make an order