BUSINESS LETTER FOR RUNNING A BUSINESS

BUSINESS LETTER FOR RUNNING A BUSINESS
Invoices, statements, receipts, credit noted, cheques and other ready-made forms are used extensively when dealing with routine things. Particulars concerning goods, payments, etc, merely need to be filled in. however, mistakes can be made in the filling of forms, goods can be damaged in transit, cheques can bounce and other unexpected things can happen. These are normal day-to-day occurrences. Many of these problems can be quickly settled in person or via the telephone. Nevertheless letters are still needed for the sake of formality, to correct mistakes or to make things clearer. Thus effective letters are of paramount importance. A badly written letter can make a bad situation worse and bring about the deterioration of business, among other things.
The sample letters that follow in this chapter cover a wide range of letters relating to the running of a business, but they cannot possibly cover all matters it is up to you to improvise when totally new and unexpected situation arises.

Request for a Catalogue

MONA DISTRIBUTORS
Jalan Cikini
Jakarta Pusat
15 August 2008
The Manager
KPS Publications Co.
jl. Ahmad yani
Bandung

Dear Sir / Madam,

Request for Cataolgue

Please send me a copy of your latest catalogue and price list of your publication. I have seen of your titles on sale in Mumbai an I am sure there is a ready market for theme here
I am planning to expand my business and as a part of it I would like to order more quantities in future. So please let me know of your terms and discounts for retail sale.
Thank you.

Yours faithfully.


Mona
Proprietor


Sanding Catalogue and terms

KPS PUBLICATIONS CO.
Jl. Ahmad Yani
Bandung
Date : 15 May 2002

Dear Ms. Mona

Catalogue and Discount Terms

Thank you for your letter requesting for a catalogue and discount terms. We enclose our latest catalogue with this letter.
As we are doing business for the first time, it is our policy to offer the following terms for all our titles ( for purchases of 10 or more copies per title ):
35% discount for cash purchase.
25% discount on 60 days credit. Payment made before 30 days is entitled to a rebate of 5%.
Further discounts for purchases in bulk is negotiable. Any query can be directed to the Sales Manager, Mr. James Rupan.
We hope to hear from you soon.
Thank you.

Yours truly.
Andi
Sales Manager

Request for Opening an Account

REI PHARMACY
Jl. menteng
Jakarta

Date : 10 March 2008
Ref:
Mr. Eri
General Manager

Dear Mr. Andi

Opening an account
I am going to open my own pharmachy in Race Course soon and I would like to open an account with you.
As you might remember I used to work as a pharmachist for JB pharmachy in Bandung. Those days I ordered medicine and other pharamaceutical products from you, mostly via your representative Ms Jessica. Now I am starting out on my own and I need all the support from your side that I can get My shop is situated in a rapidly growing section of town and I expect a fairly high turnover of business. Ms. Jessica has already seen the premises and she is pleased with its location.
Could you let me know the best terms you can offer me? Perhaps, you might like to send someone to pay me a visit to make sure of things. My bankers are State Bank of India. M.G. Road Branch.
Thank you.
Yours truly,

Eri
Proprietor


Agreeing to Open Account

Jes chemichals trading co.

Ref: na 341/1P
Dated: 12 April 2008

Proprietor
Rina Pharmacy

Dear Mr. Eri

New Account

Congratulations on the opening your new pharmacy. We will be happy to be one of yor suppliers. Our terms are as usual: 10% discount at one month or 12,5% cash. Ms Patricia Chin will call on you soon with our latest catalogue. You can place your orders with her or fax them to us later. She will also be recommending some disply ideas to you. We have a new range of health foods that we like to be displayed prominently if space allows. Anyhow, let Ms Chin know of your plans and we shall see how may help.
Thank you.
Yours truly,

Jessica
General manager


Request for Sending an Unsolicited Article to a Magazine
Ahmad
jl. Lenteng agung
Jakarta

05 July 2008

The Editor
Young Work Magazine
Jl. Cimanuk
Garut

Dear Sir / Madam.

Article for Young Children
I have written an article suitable for children-for school-going children. I have enclosed a copy of the article with this letter. Perhaps, you might kindly have a look and see if you like to use it for your magazine.
I shall be happy to make changes or even rewrite the article if you find anything lacking with the present one. I hope to hear from you soon. I have included a stamped self-addressed envelope for your convenience.

Thank you.
Yours truly,
……………………
(Ahmad )

Returning Unsolicited Article

NEW WORK PUBLICATION
Jl. Cimanuk
Garut
28 July 2008
Mr. Ahmad
jl. Lenteng agung
Jakarta

Dear Ahmad,

We thank you much for your contribution, but we find that it is not suitable for our needs at the moment. So we are returning the copy of your article to you.
If I may add, you need to refine your writing technique before they can be seriously be considered for publication. It is our they can suggestion that definitely you can flourish a lot in this field if you practice regularly. What you need is lots of practice at writing.

Yours faithfully,

Hendar
Editor

( Addapted from Varshan Stery, HOW TO WRITE SUCCESSFUL BUSINESS LETTER, 2004. PAGE, 38-44)