How to create order letter/inquiry letter
Hello All! What’s up? Today I’m going to post about
Order Letter and Inquiry letter start from how to create order letter and
inquiry letter until the example of it . I will give you an explanation about
order letter and inquiry letter as well.
Letter of Order a.k.a Order letter is a document
that confirms details of a purchase of goods or services from one party to
another. It usually includes information about what you are ordering, like
quantity, model number, or color, the payment terms, and so on. When the
receipt receives this letter, they will process the order and send the
merchandise.
Inquiry Letter, on the other hand, is a letter
that’s written for collecting information about job seekers, prices, products,
and services before awarding jobs, granting credit, making contacts and giving
promotions are known as letter of inquiry. This letter is written to a third
party seeking information about either job or company that wishes to make
business relationship.
How to create Order letter and Inquiry Letter
A. How to
create order letter
1.
Politely thank the buyer or client for their costum.
2.
Briefly outline the details of the transaction, such as the item model
name, color etc, the name of the buyer or client, their address if relevant,
and medium of payment. This is essentially a summary of the order to reassure
the receipent that everything is going smoothly.
3.
Provide contact information so the receipent can get in touch if there’s
problem.
Letter Of Order Example:
Devzul Kitchen Equipment
Devi Zulfa. A
4220 Straford Park
Harold, KY 41635
Dear Mrs. Devizulfa,
We would like to purchase twenty two (22) individual
stand mixers (Model #43423), all in the color red.
We would like you to charge this purchase to the
preexisting account that we have with you, business account #543234.
We hope to receive this order no later than Friday,
November 11th, 2009. Attached to this letter please find our preferred shipping
method and receiving address.
Please confirm that you received this order by
calling us at 232-231-4563 anytime during business hours, Monday to Friday.
Thank you for your cooperation
Keller Kitchen Co
B. How to create Inquiry Letter
1. Be
courteous. Remember, by making the request you are imposing on the reader’s
time and/or resources.
2. Don’t
send an inquiry letter for information you could easily find out by other
means, such as with a quick search on the internet.
3. Your letter can be fairly short, but it should
be long enough to adequately explain what it is that you are inquiring about
and what you want the reader to do in response to your letter.
4. Generally, give at least a couple of weeks for
the person, company, or organization to respond to your inquiry before you send
a follow-up letter or make a follow-up phone call.
5. If appropriate, you may want to mention that
you will keep confidential any information provided. (This may increase the
likelihood that the reader will respond to your inquiry.)
6. Make it as easy as possible for the person to
respond to your request. This might mean offering to pay for any needed
photocopies or mailing costs, or perhaps including a self-addressed, stamped
envelope; necessary forms, questionnaires, or other documents; and so forth.
7. Make sure to include contact information so
that the person can easily get in touch with you if necessary, such as your
cell or home phone number or e-mail address.
8. When the person responds to your inquiry, it
is a good idea to send a quick note of thanks expressing your appreciation and
telling how the information helped (or can help) you. If appropriate, you may
want to offer to return the favor in the future.
How to respond to an inquiry letter:
1) Specifically
indicate the inquiry that was made, as you understand it.
2) Express
your appreciation for the person’s interest.
3) If
possible, personally respond to the inquiry. You might want to include with
your response letter any brochures, catalogs, reports, or other helpful
information available.
4) If
appropriate, clearly describe any action you feel the person should take and
the reason(s) for such a recommendation. (However, you may want to use caution
because of any possible liability you might incur for offering such advice.)
5) If
you cannot personally answer the person’s question, let him/her know that you
have contacted the person who can and that he/she will shortly be in touch with
the reader. If this is not possible, express your regret for being unable to
help the reader, and try to find out for him/her the contact information for
someone who can help.
6) If
appropriate, you might want to include additional information about your
organization, the products or services you sell, or the subject matter of the
inquiry, beyond the scope of the original inquiry.
7) Close
by saying that you would be happy to help the reader in the future if he/she
needs further assistance or by wishing him/her well in his/her endeavor or
project, etc.
Inquiry Letter Tips:
1. Begin your
letter by stating who you are and giving your status or position (such as
student, researcher, interested consumer, etc.), and tell how you found out
about the individual or entity that you are writing to.
2. Clearly state
what it is that you are inquiring about and what you would like the recipient
of your letter to do. Make your inquiry as specific as possible.
3. You might want
to briefly explain the purpose of your letter or what you hope to accomplish.
Such an explanation may prompt the recipient of your letter to act more
quickly.
4. If appropriate,
consider mentioning the letter recipient’s qualifications for responding to
your inquiry (this may prompt him/her to act when he/she might otherwise be
hesitant to do so). For example, you could explain that you are writing to the
reader because she is a leader in her field and the accepted authority on the
subject you are interested in.
5. Include the date
by which you need the information, services, etc., that you are requesting, and
indicate that you await the reader’s response.
6. Thank the person
for his/her time.
E xample of Inquiry Letter
Jl. Raya bogor km.30
Jakarta timur, DKI Jakarta, 13520
December 24, 2016
Mr. syaiful hidayat
Internship Coordinator Associated Bank
Jl. Akses UI Kelapa Dua
Depok, Jawa Barat
Dear Mr. syaiful:
During the Fall Job and Internship Fair at the University of Gunadarma– Depok, I had the opportunity to visit withRizka Alvine, your College Recruiting Manager. She suggested that I contact you directly to receive moreinformation about your summer internship program.
Through a course on financial institutions, I was exposed to many aspects of commercial banking. This represents acareer opportunity that would allow me to combine my interest in finance and my strong interpersonal skills which Ihave developed through my various work experiences and campus activities. To compliment my academics andpresent work experience, I would hope to participate in an internship during the summer of 2016.
I would appreciate any information that you could forward to me about your summer internship program. If youhave any questions, I can be reached at (081) 883-121211. I look forward to receiving the information andspeaking with you soon. Thank you for your time and consideration.
Sincerely,
Devi Zulfa Angrini
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