replies- diana solis
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Magazine of the reply lettersTRANSCRIPT
INSTITUTO GUATEMALTECO AMERICANO
COMMERCIAL ENGLISH
5TH SECRETARIAL B
EIMY ELENA RAMOS ESPAÑA 213 - 17
DIANA GABRIELA SOLIS FRANCO 213 - 20
Some companies use form letters for
certain types of replies, a reply is a
good sales opportunity. It is not
necessary to be brief and a reply
must be prompt. There are some kinds
of replies.
Acknowledgments: Should be
written when you receive merchandise
or information. Courtesy letting your
reader know that his communication
has reached its destination. It can
also serve as a thank you note.
BEST WISHES
41 Malden Lane
New York, New York 10002
March 21, 2012
Mr. Gus Andrea
Quality Industries
1876 Magnolia Boulevard
Detroit, Michigan 48233
Dear Mr. Andrea:
Thank you for the signed contract to service all Quality’s office machines for the next three years. This is an important contract for us.
The signed contract will be placed in a safe immediately, and I suspect you’ll be hearing from us again soon.
Cordially yours,
Diana Solis
Human Resources
Ramos E.
Follow-ups: After a decision of a
meeting you send a follow up letter to
establish a written record of the
transaction.
Quality Industries
1876 Magnolia Boulevard
Detroit, Michigan 48233
March 23,2012
Best Wishes, Inc.
41 Maiden Lane
New York, New York 10002
Dear Ms. Ramos:
Two days ago you told us that you receive the signed contract of the service and that you placed it in a safe immediately.
We would like to know when the service is going to start, the time, and the plan you have for the service.
We look forward to hear from you soon.
Sincerely yours,
Gus Andrea
Eimy R.
Confirmations: It is used in hotels
and travel agencies. Confirmations
are frequently made by telephone, a
form letter or postcard effectively
transmits information when the type of
business requires large number of
confirmations.
FULSON CONTRACTORS, Inc.,
4444 Western Avenue
Boulder, Colorado 80301
April 12,2012
Mr. Justin Michaels
622 Garth Street
Boulder, Colorado 80321
Dear Mr. Michaels:
This letter will confirm the lunch date, with Nancy Carson which will take place at Trattoria di Marco, at the Corner of Tenth Street and Western Avenue, on April 7 at 1 p.m.
If you don’t have how to arrive, we offer to transport you to the place by taxi.
Sincerely,
Nancy Carson
Architect
Ramos E.
Remittances: Include the bill or a
portion of the bill in a check. This
letter contains any information
regarding your order to credit your
account. Include your account number,
the invoice number, and the amount of
the check.
Quality Industries
1876 Magnolia Boulevard
Detroit, Michigan 48233
April 12, 2012
BEST WISHES
41 Marden Lane
New York, New York 10002
Dear Sir or Madam:
The enclosed check No. 1234567895 for $2,500.00 is in payment of the service of Quality’s office machines for the next three years. Please credit my account (No. 666-555-E).
Sincerely,
Gus Andrea
Sales Manager
Ramos E.
Order Acknowledgments: Some companies respond by an invoice, and some use printed acknowledgments. It helps to establish goodwill by reassuring the customer that the order has been received. It should contain specific information. Let the customer know how the order is being handled by. Express appreciation for the order and assure the customer that it will be filled.
Wall mart
2019 Logan Street
Paramus, New Jersey 70622
April 11, 2012
BDRM Bedding Store
259 Easton Avenue
Bethlehem, Pennsylvania 18115
Dear Sir:
Thank you for your recent order of March 31, 2012. We are delighted to have you as a new client.
The first consignment will be shipped on April 15 and the second will be shipped when the Twin and Queen Microfiber sheet are in stock, approximately on April 30.
The partial shipment will be sent by Air Express and the payment would be charge on delivery for $ 200.00.
Sincerely,
Eimy Ramos
Sales Representative
Stopgap Letters: They let your customer know that the inquiry will not be ignored and that it will be responded to as soon as possible. It can also be helpful if you immediate supervisor is out of town. You can assure your reader that his letter will be given to your employer as soon as he returns. You should be careful NOT to commit your employer to any action, nor should you explain his absence.
Lawsen Linen Company
P.O. Box 762
Bloomfield, New Jersey 07006
April 17, 2012
Mrs. Marianne Rollins
444 Ross Avenue Caldwell
New Jersey 07006
Dear Mrs. Rollins:
We are acknowledging your inquiry of April 15, for the set of Floral Mist queen-size sheets and pillowcases.
Unfortunately, because of a factory strike, all orders have been held up, but we assure that negotiations are progressing and settlement is expected soon. We will be shipping your order as soon as everything is arranged.
Yours truly,
Diana Solis
Reservation
Inquiry replies: Indicates interest in
your company and an inquirer is a
potential customer. Should not
increase that interest but also inspire
the inquirer to action. Should begin
by thanking the reader,
acknowledging the interest in your
company and end by offering further
assistance but ONLY if you actually
want additional inquiries from this
person.
Hampshire School of Etiquette
1528 SE 3rd. Avenue Portland
OR 78821-4432
April 25, 2012
Mrs. Cindy Jones
1234 NE Hancock Drive
Woodinville, WA 98072
Dear Mrs. Jones:
Thank you for your interest in our school.
Because of an overwhelming response to next month’s weekly classes, a special seminar for “Etiquette for tweens” will be available on Saturday afternoons for the next four weeks.
We are sending you a brochure of the class description and an enrollment form for you convenience. Also we assure you that life skills benefits of this special program will give you confidence and poise in everyday and formal situations.
We look forward to hear from you after you had a chance to look over the materials we sent.
Sincerely yours,
Eimy Ramos
Sales Department
Referrals: When you receive
inquiries that can be best answered
by another person. The
correspondent must be directed
elsewhere. A letter of referral
acknowledges receipt of the inquiry
and explains why and to whom it is
being referred.
BEST WISHES
4069 Lexington Avenue
New York NY 10077
April 25, 2012
Maxine Sportswear Manufacturing Co., INC.
842 Seventh Avenue
New York, NY 10018
Dear Sir or Madam:
We receive your letter in which you requested information on wholesale prices and on sportswear.
Your request of information can be best answered by one of your dealers, Mr. James Wong.
We assure you that he will be in touch with you soon.
Sincerely Yours,
Eimy Ramos
Human Resource
Refusals: The key; however is to say
“no” gracefully. Maintaining goodwill
is extremely important. When saying
“no”, you should never actually use
the word “no”. Your letter should be
as positive as you can make it. No
matter what the request, your reader
deserves an explanation of your
refusal. Your reason should be based
on facts. NEVER make the reader
himself the reason for your refusal.
Horizon Technologies, Inc.,
325 Bedford Highway
Nashua, NH 03051
April 25, 2012
Mr. Arthur Edwards
Pacific Growth Properties L.P.
2785 Kimberly
Melbourne, Australia
Dear Mr. Edwards:
Thank you for your recent request for the bar-code scanning equipment upgrading. We are processing it in all of your stores.
You have been negotiating the purchase of this equipment and requested a 25 percent volume discount, unfortunately, we cannot give you a 25 percent, but we can give you a 15 percent.
Sincerely yours,
Eimy Ramos
Representative