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:
Vanza Kitchen Equipment
Vania Raiza
4220 Straford Park
Harold, KY 41635
Dear Mrs. Vaniaraiza,
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,
Vania Raiza
Source:
Vania Raiza
Email: vaniaraiza@gmail.com
Mobile: 083804602625
Mr Allan Moyle
John Smith and Associates
Phone: XX XXXX XXXX
Email:
enquiries@johnsmithandassociates.com.au
23 April 2015
RE: Application
for Trainee Administrative Assistant position
Dear Mr. Moyle,
As a young and motivated
individual I am extremely interested in submitting an application for the
advertised Trainee Administrative Assistant position with John Smith and
Associates.
In November 2014 I completed
my VCE studies and also obtained a Certificate II in Business Administration.
This has given me a range of practical capabilities that will meet the needs of
this role.
While completing my VCE
studies I worked part-time as a Customer Service Assistant for KSmart. My
responsibilities in this role included providing face-to-face customer service
and assisting on the floor with stock movements and visual merchandising. This
position has given me key employability skills while also allowing me to
experience working in a professional and fast-paced work environment.
With regard to my ability to
meet the specific requirements of this job:
· Customer
Service: Worked for four years in a face-to-face customer service
environment providing customer service at registers, lay-by counter and on the
retail floor.
· Reception
duties: Responsibilities at KSmart included answering incoming phone
calls and assisting customers with phone-based enquiries.
· General
Administration: Certificate II in Business Administration has provided
training in the use of skills including filing, data processing, records
management and written communication.
My teachers and employers have
commended me for my high level of interpersonal skills and naturally engaging
personality. My motivations include learning new things and the challenge of
meeting key objectives. My current and previous managers can be contacted to
provide more information about my ability to meet the needs of this job.
I understand that you will
receive a large number of applications for this role. I do, however, believe
that my motivation, commitment and pre-existing skills will allow me to fit
into your work environment and immediately start supporting the needs of your
organisation.
I would appreciate the
opportunity to meet with you to discuss my application at an interview. I have
enclosed a copy of my resume for your consideration. I can be contacted at all
times on the details provided above.
Thanking you in advance for
your time,
Vania Raiza
