ORDER LETTER
An
“Order” is an expense for the person placing the order and an income for the
one getting it. But this is not all. The company that bags the order has to
fulfill lot of commitments to ensure that it has a satisfied customer, which
can be an individual or another company. Timely delivery of the order, quality
of delivery and after sale service – are all part and parcel of getting an
order.
An Order Letter is the one that is
written by the person/company placing the request of purchase from another
company. This letter comes into action only when a detailed study of the
desired product has been done in the market and based on promised service,
quality and price of the product, a decision for a purchase has been made.
An Order Letter should be drafted
very carefully as it needs to pen down all the terms and conditions of the
purchase for the benefit of both involved parties. It should have details such
as product specifications, quantities, price agreed upon, delivery date, late
delivery clauses, etc. It should be addressed to the person responsible for the
execution of the order with a copy to the head of department. Since it is
totally an official letter it should be typed.
DOS
AND DON’T’S OF ORDER LETTER
- An
Order Letter should be addressed to the person responsible for executing
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
Example of Order Letter
BEAUTY & CO. LTD
Kuningan Street No. 2
JAKARTA
November 25, 2016
Unilever Indonesia
Sudirman Street Kav. 16 C
JAKARTA
Subject
: Order for Cream
Dear Madam,
Thank you for your catalogue and the
price list. We are glad to place our first order with you for the following
items:
1. 150
pcs Day Cream “CITRA” @100.000
= Rp 15.000.000
2. 200
pcs Night Cream “CITRA” @150.000 = Rp 30.000.000 +
Total
Amount Rp 45.000.000
We did cash payment 2 days after goods
are received. Our hope is the goods are sent after we sent the order letter.
Thank you for your attention.
Your truly,
BEAUTY & CO. LTD
Diyah
Wieny P.
Purchase Manager
Purchase Manager
COMPLAINT LETTER
Complaint letter
definition can be described in many ways. A complaint letter is the part of
written communication. In general word complaint letter means a letter which is
written to submit a complaint to the authority. And it is generally done when
other way of complaint are failure like phone, email etc.
Definition
of Complaint
Letter
A Complaint letter is a letter from the
buyer containing claims for compensation to the seller because of damage to
goods, goods lost in transit, quality does not comply with an order that
could be detrimental to the buyer. In this case, the buyer should include a
good reason about the complaint.
If the claim is proven, then the
buyer is entitled to receive replacement of goods or reimbursement. However, if damage to
the goods was caused by the buyer himself then he is not entitled to claim
losses to the seller. On the other hand, the seller
must examine the charges against him by investigating the causes of this complaint. Is it really the fault of
the seller, the carelessness of the packing, delivery of goods or the buyer? Thus, he can contact the party who made a mistake. If the fault is caused
by the seller, he has to accept these demands. When the fault of the sender or
transport, then the seller may request accountability from them. Similarly, if
the fault comes from the buyer.
A good complaint letter consists of 4 parts :
- Opening
Information : We hereby inform you that we have received our order on
time.
- Problem
: However, after we check it, it turns out there is some stuff that
does not comply with our orders and some others were damaged.
- Request
: We hope that you can check them out and replace the damaged stuff
as soon as possible.
- Closing
: We look forward to hearing from you shortly.
Causes of Drafting Complaint Letter or, Sources of Mistakes
giving rise to Complaints
The
following are usual causes for which a complaint letter is drafted:
1. Problem with the delivered goods: If the goods that are delivered
are :
- Under weight,
- Obsolete,
- Defective,
- Incomplete,
- Not according to buyer’s
specification such as color, brand, size etc.
- Wrong or poor quality; then buyer
can make a claim to the seller for the mistake.
2. Pricing: If there is any mistake in
preparing the invoice of the shipped goods, then such letter is written.
3. Packing: Faulty or poor packing of the goods
causes damage to the goods which can be claimed to the seller.
4. Transport: Goods are supposed to be shipped
according to convenience of the buyer. But if wrong carrier is used it may call
for writing such letter.
5. Terms & Condition: If the terms and condition of
business are violated by the seller then such a letter is placed.
6. Faulty Insurance: If insurance coverage is not made
properly according to instruction of the buyer, then there may be claim through
complaint letter.
Example of Complaint Letter
BEAUTY & CO. LTD
Kuningan Street No. 2
JAKARTA
Ref : 34 P
November 30, 2016
Unilever Indonesia
Sudirman Street Kav. 16 C
JAKARTA
Subject
: Complaint about the damage of the goods
Dear Madam,
Through this letter
we inform you that our order have been received on November 29, 2016. However,
after we checked the products you sent us, there are 10 pcs day
cream 15 pcs night creams
damaged. Perhaps this is because in the packaging of the product is less good.
We hope in the future, we would not receive anymore damaged
products like this. If this thing happen again, we are sorry that we will cut
off our cooperation contract.
Thank you for your concern. We will wait for you reply.
Your truly,
BEAUTY & CO. LTD
Diyah
Wieny P.
Purchase Manager
Write
a complaint letter
Unilever Indonesia
Sudirman Street Kav. 16 C
JAKARTA
December 1, 2016
BEAUTY & CO. LTD
Kuningan Street No. 2
JAKARTA
Subject
: Complaint about the damage of the goods
Dear Madam,
We have received your letter No. 34 P dated November 30, 2016
on the complaint of the product. For that incident we apologize profusely.
After we check out, it is true there is damage to the
products that we send. This happens because our employees are less cautious in
the packaging of the product.. We will replace the defective product within 14
days. And we promise that this mistake will not happen again in the future.
Thank you for your understanding.
Your truly,
Unilever Indonesia
Fadli
Rizqi A.
Manager
Reference:
