Such letters will be opened with a reference to the order, and should also be aimed at getting further business.
There may be a delay in delivery from complications such as a scarcity of raw materials, breakdown of machinery, power-cuts, labor strike, etc. In such a case, it is better to inform the customer of the problem and seek an extension of the delivery date with an apology for the unintentional delay. But even when the order is supplied in time and in accordance with the requirements, a covering letter helps to build good business relations.
1. A letter intimating execution of orders
To
……………………..
Date……….
Dear Sir,
We thank you for your order dated…………….. as per order form No………. for……………..
The goods were dispatched today by road by track no………. From the invoice enclosed you will note that the amount due to us is Rs………… We hope that the goods will arrive in excellent condition and their quality will induce you to give us further orders.
Thanking you once again,
Yours faithfully
………………………….
(Signature and Designation)
[Note: Both *dispatch and despatch are correct, vide—Advanced Learner’s Dictionary by Hornby.]
2. A letter for delay in execution of order
To
……………………..
Date……….
Dear Sir,
Thank you for your order No…….. dated……. for………… But we are sorry to inform you that we may not be able to supply them by the end of this month on account of sudden frequent power cuts in the factory. However, we hope to make the delivery in the first week of the next month as we are taking necessary steps to overcome the difficulty.
Thanking you once again,
Yours faithfully
…………………………
(Signature and Designation)
3. A letter acknowledging goods received
To
……………………..
Date……….
Dear Sir,
We are happy to receive goods as per our order no………. dated……… Please find enclosed herewith cheque No……… drawn on………… Bank for Rs……….. in full settlement of your invoice No…………. dated…………
Please send your acknowledgement in due course.
Thanking you,
Yours faithfully
…………………………
(Signature and Designation)