ETI 301ETI 301

Business Correspondence-IIBusiness Correspondence-II

Neslihan Kansu-YetkinerNeslihan Kansu-Yetkiner

Negative Responses to Order Letters-Replies from sellers

-We will be unable to accept any more orders for this item

-Since supplies of raw materials are becoming hard to provide and we have no alternative but to decline your order.

We have a waiting list for these items and can not give guarantee of delivery before summer.

It would not be possible for us to produce economically the small quantitiy you ordered.

Thank you very much for the order of …., but to our regret we are unable to accept your order at the price requested.

Since the prices have tended to rise rather than fall, our profit margin is not suitable for any discount or any concession. For this reason, we can fulfill your order if you could confirm…

We are really sorry not to be more helpful, but hope that you will understand our position/situation.

We hope that you will understand the circumstances and which force us to decline your order and that we will do a business with you again in the near future.

Dear Mr. Peter,

Thank you for your order dated 9 Feb 2xxx. Enclosed herewith is our invoice.

However, we are unable to supply the "Dragon brand Fragrant Rice" as you requested for we are also out of stock with regards the item. The manufacturer informed us there is a delay from the source in Thailand. We will send the item to you as soon as we receive them, probably at the beginning of next month.

Thank you.

Yours sincerely,

Suggesting an alternative-1

Dear Mr. Tim,

Thank you for your order dated 1 Feb 2xxx. Enclosed herewith is our invoice.However we cannot supply the "Dragon brand Fragrant Rice" as the item is being discontinued and our manufacturer has a new line called "Lily brand Fragrant Rice" that come in 4kg packs. The new line is of the same quality as the old one. The manufacturer said they believe that the smaller 4kg packs will sell better than the 5kg pack. This item is included in our invoice and I hope you find it satisfactory.

Thank you.

Yours sincerely,

Suggesting an alternative-2

Dear Mr. Frankie,

We received your order for 6 sets of the Hivoltage Portable CD Player Model 500GX. We regret to inform you that the model is temporary out of stock as demand has far outstripped supply. Our supplier in Japan has informed us that it will take another 6 months before they can send a new shipment.However, may we offer an alternative item that seems to have the potential of being a best-seller as well. This is the Trusound Portable CD Machine Model ZXS10. This retails for USD348 and is the latest on the portable CD range. Terms are as usual.

Thank you.

Yours sincerely,

Letter of ComplainLetter of Complain

Cancellation of orders -We inform that we accept 24th Dec 2010 as

deadline for delivery. Otherwise, we must cancel this order.

In our letter of order dated 2nd April 2010 we informed you the deadline of delivery. But it passed 10 days after the delivery. Therefore, our order is hereby cancelled.

Since you did not meet our deadline of delivery which we sat our letter dated ……,we must inform you that we will not accept the good ordered.

In case of delivery of faulty,wrong In case of delivery of faulty,wrong and/or damaged, low quality goodsand/or damaged, low quality goods

The goods delivered are not up to sample.The goods delivered are not up to sample.

The colour of the goods we received is not the same as sample.The colour of the goods we received is not the same as sample.

You have short-shipped this consignment by 250 kg.You have short-shipped this consignment by 250 kg.

There is a difference between the goods in the container and your There is a difference between the goods in the container and your invoice.invoice.

Ex.1

Dear Mr. Steward,

We received the goods you sent us via lorry transport (d/o 12345) yesterday. When we checked the goods, we found that you have sent us some wrong goods.

If you would check our order (No.1234), we had asked for 3 dozen cans of A1 Tomato paste. Instead you sent us 3 dozen bottles of A1Tomato sauce.

We have ample stock of Tomato sauce but urgently need the Tomato paste. So we are returning the Tomato sauce to you. Could you send us the Tomato paste as soon as possible? Please give us a c/n for the wrong goods.

Thank you.

Yours sincerely,

Ex.2Ex.2

Dear Mr. Sean,

We wish to cancel our order for assorted Christmas items (order no.4567 dated 30 Oct 2xxx). As Christmas is already over, it would be pointless for you to send them.

I understand that your delivery boys found it hard to cope with the increased work load. But now that you have acquired 3 new vans, I hope that your delivery service will improve and we will not encounter late delivery anymore.

Thank you.

Yours sincerely,

To be continued