Telex, telephone, telegraph
Sales letter.
Sales letters are used to introduce products or services to consumers. Let's be honest: Sales letters are often just thrown away because so many people receive sales letter - also known as spam. In order to get noticed, it's important to quickly address something important that your prospective client may need.
Here are some key phrases that will help you catch the reader's attention and present your product quickly.
Useful Key Phrases:
Are you having trouble ...
This is why it is important to have ...
At X, we have the skills and experience to ...
May we stop by and offer you a FREE estimate of how much it would cost to ...
If so, give us a call at X and set up and appointment with one of your friendly operators.
Begin the letter with something will catch the reader's attention immediately. For example, many sales letters often ask readers to consider a "pain point" - a problem that a person needs solved, and then introduce a product that will provide the solution. It's important to quickly move to your sales pitch in your sales letter as most readers will understand that your sales letter is a form of advertising. Sales letters also often include an offer to encourage customers to try the product. It's important that these offers are clear and provide a useful service to the reader. Finally, it's becoming increasingly important to provide a brochure along with your sales letter providing details about your product.
Finally, sales letters tend to use formal letter structures and are rather impersonal because they are sent to more than one person.
Example:
Document Makers
2398 Red Street
Salem, MA 34588
March 10, 2001
Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
Dear Mr. Smith:
Are you having trouble getting your important documents formatted correctly? If you are like most business owners, you have trouble finding the time to economically produce good-looking documents. This is why it is important to have a specialist take care of your most important documents.
At Documents Makers, we have the skills and experience to come in and help you make the best possible impression. May we stop by and offer you a FREE estimate of how much it would cost to get your documents looking great? If so, give us a call at and set up and appointment with one of your friendly operators.
Sincerely,
(signature here)
Richard Brown
President
RB/sp
Enquiry letter.
We write an inquiry letter to ask for more information concerning a product, service or other information about a product or service. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision. Inquiries are also written to ask for business contact information to develop new business.
Important things to Remember:
The Start: Dear Sir or Madam
To Whom It May Concern - (very formal as you do not know the person to whom you are writing)
Giving Reference: With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...
Requesting a Catalog, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ...
Requesting Further Information: I would also like to know ...
Could you tell me whether ...
Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)
An Example of Letter:
Kenneth Beare
2520 Visita Avenue
Olympia, WA 98501
Jackson Brothers
3487 23rd Street
New York, NY 12009
September 12, 2000
With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalog. I would also like to know if it is possible to make purchases online.
Yours faithfully
(Signature)
Kenneth Beare
Administrative Director
English Learners & Company
Offer letter.
Business offer letter are formally written to present your business proposal or offer to a potential client or company. It acts as an introductory letter for your subsequent conversation, and thus plays an important role in breaking the ice. A business proposal letter can be made more impressive, if it includes details which an entrepreneur would be interested in.
Most commonly, the letter should include attention grabbing information, which very obviously is profit maximization, or in other words, cost reduction. If your proposal has any of the two features, it will certainly incite the potential customer or client, to consider your proposal.
You can make the offer even more impressive, if supported by well justified arguments calibrated in figures of income and loss. Given below are business offer letter examples, which you can refer to, in drafting a striking letter for business offer.
A business offer letter can be written to both, an existing client or a new client. Depending upon whom you are writing, your letter should be suitably modified. This is because, for a new customer, you will need to give additional information such as your company profile and its reliability etc.
Example:
Dean Katherine,
Sales Associates,
156 Stephenson Road,
Orleans, Florida
21 April, 2010
Dear Mr. David
This letter states that we at our company are coming up with a new line of products. With this new range, we are willing to offer you the opportunity to take up the duty to popularize the sales. This is a very challenging job and considering the job profile, we expect you to go well with this job.
The product is yet to be launched in the market. This is when the real task of sales strategies should be planned well. Prior the launch, it becomes important to note down the market conditions and plan it from there on. The required hype can be built in amongst the people through different means of advertisement. You have to decide the means to market the product and also by which the sales will increase. The means of advertisement could be through newspaper, hoardings etc.
Yours truly,
Maria Mathews
24. Letter of Acknowledgement/Confirmation.
Letters of acknowledgement show the receipt of various items. The purpose of letters of acknowledgement is to provide proof that you have received specific documents, or a specific type of request. Letters of acknowledgment are often used for anything involved in a legal process.
Useful Key Phrases:
I hereby acknowledge the receipt of the following documents...
I am acknowledging receipt of...
It will be brought to his attention immediately upon his return.
If I may be of any assistance..., please do not hesitate to call.
Example Letters:
Acknowledgment Of Receipt
[date] ACKNOWLEDGMENT OF RECEIPT
I hereby acknowledge the receipt of the following documents from the firm of [firm] :
____________________________
[Signature of Client]
Acknowledgment Of Letter
Dear ______
Because ______ is out of the office for the next two weeks I am acknowledging receipt of your letter dated May 20, 2____. It will be brought to his attention immediately upon his return.
If I may be of any assistance during Mr. Jones' absence, please do not hesitate to call.
Yours Sincerely,
________
Refusal of order
Meaning of order refusal letter: When seller writes a letter to the customer expressing his inability to supply the ordered goods, it is known as order refusal letter. Although sellers expect more and more orders from customers, they may not entertain all the orders placed by customers. In some cases, sellers reject orders. In that situation, they need to write order refusal letter. Thus, order refusal letter informs the customer that the seller could not grant his order.
There may have various reasons for refusal of an order. Some of these causes are as follows:
§ If the ordered items are not available to the seller
§ If the seller has not sufficient stock of the ordered items
§ If there is legal restriction on delivering goods to that specified location
§ If the seller is in doubt about the financial credibility of the customers
§ If the customer includes any condition in the order letter that was not discussed and settled earlier
§ If the seller is dissatisfied with the previous dealings of the customer
§ If the seller has changed the nature of his business
§ If the seller has no credit sales policy, but the customer proposed to by on credit
Ex
I wish I could but I cannot!
When _____ (firm's name) set up the ____ (year) price schedule in the ____ (season), we tried to keep the prices on each item as low as possible. We also set up a discount based on the quantity purchases. We explained to our customers that these pricing schedules were based equitably on maximum value. So you can see, if we charged your shipment less, we would have to charge someone else's shipment more. And that would be unfair to our other customers!
I know that you will understand our one-price policy. This is, obviously, the only fair way that we can operate. It is a policy that assures all our customers the maximum value for every dollar that they spend.
Sincerely,
(name)
Withdrawal of Order
Reminder letter
Reminder letter in the first place should indicate that the recipient had forgotten to make an important act. Most often the reminder letter is used as a reminder of the missed payment
When writing a reminder letter you must tread a careful line. You cannot be sure your client is deliberately frustrating you, he may really have forgotten. So you have to maintain a delicate balance between positively stating your request and still retaining the recipient's goodwill.
This is especially true for the first reminder letter concerning an unpaid invoice. So begin your reminder letter in simple form: just let client know about the forgotten event. Include all the relevant details.
To maintain the client's goodwill immediately presume that this was an honest mistake and make sure the client understands that this letter is only a gentle reminder Confirm your belief that this is the case and that you look forward to receiving the payment in the next few day.
If this is not the first reminder letter, try to prove to the client that you are serious. Use strict legal language. It's important that the words "Notice Before Legal Action" are as large as possible, it won't be ignored and you will be paid.
Ex
Dear [NAME],
Our records indicate that payment on your account is overdue in the amount of [amount].
If the amount has already been paid, please disregard this notice. If you have not yet mailed your payment, please make out your check and place it in the enclosed envelope while this reminder is has your full attention.
Thank you in advance for your anticipated cooperation in this matter.
Yours sincerely,
[YOUR NAME]
Letter of Complaint
An official letter of complaint about a superior should be formatted in formal business letter style. An employee pointing out an area of dissatisfaction may worry that such a letter may create negative repercussions to his/her career. Nonetheless, writing and sending such a letter when it is appropriate serves as official documentation of a genuine complaint.
It is usually given only after initial discussion with the person occupying the higher position has failed. The letter of complaint for a superior must be short, factual, courteous and professional, and may be coursed to the head of the Human Resources and Administration Department.
A letter of complaint for a superior must state the details of the complaint but should stick to the facts and avoid being emotional. The main reasons of complaint in business correspondents are:
1 short delivery, short-shipment
2 substandard, wrong goods
3 device and delivery
4 misdirection or overset in address
5 damage of goods
6 manufacture defects
Ex
2. Dear Sir or Madam:
We have been receiving many complaints from our customers about your ____ (item). They have not been satisfactory and, therefore, we have had to refund the purchase price on many of them.
The trouble seems to be with the last shipment. The ______ (item) before seemed sufficient and we did not have any complaints from our customers.
Please check to see if there was an error in making these ___ (item). We would also like to suggest that you check to see if they are being packed with enough protection for shipping.
We have ___ (amount left) left and we would like to have you send us a replacement shipment. We will wait for instructions from you before returning this, these (item).
Sincerely,
(name)
Letter of Apology
Even if you complaint, you should be polite. In the letter of apology seller should apologies describes the situation, promise a prompt solution and take argent majors. In businesses, errors in transactions are unavoidable. Sometimes it may be caused by your employees. But sometimes, you may have committed the mistake. Instead of focusing on the error that was done, better concentrate on measures that you can do to remedy the issue. There are points that you have to consider when you explain an error you have made.
Write as you talk but be considerate and sincere with your tone.
The letter should not be lengthy yet brief and concise.
Make sure you include all the needed information. Explain why the error occurred.
Accept your mistake and take responsibility for it.
Assure your customers that the incident will never happen again.
And lastly, proofread your letter before you hand them to the customers.
Ex. Dear Ms. Burke,
We would like to thank you for informing us about the error on your credit card. We would like to express our sincerest apology for the accidental duplication of the service charge on your account.
We extend our gratitude for bringing this matter to our attention. This will help us in providing you better service in the future. We are looking forward to serving you again. Rest assured that this error will not happen again. To make up for this error, we are offering you a VIP privilege card which contains discounts for our premium products and services. Our aim is to regain your confidence and trust.
If you have any other concerns that you would like to address, please feel free to contact me at 333-883-0893. We are more than willing to help you with your concerns. Thank you very much and have a nice day.
Sincerely,