Business_Correspondence_Layouts module 2.pptx

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1. Business Correspondence Layouts

2. Business Enquiries Definition: Formal requests for information about products or services. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Introduction - Details of the Request - Closing - Complimentary Close - Signature

3. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Mr. John Smith Sales Manager XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Enquiry About Product Specifications Dear Mr. Smith, We are interested in your range of office furniture and would like to know more about the specifications and pricing... Yours sincerely, Jane Doe Procurement Officer

4. Offers and Quotations Definition: Proposals to provide goods or services at specified terms. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Introduction - Details of the Offer/Quotation - Validity - Closing - Complimentary Close - Signature

5. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Ms. Emily Johnson Operations Manager DEF Inc. 789 Enterprise Ave, Industry City, IC 11223 Subject: Offer for Supply of Office Furniture Dear Ms. Johnson, Following your enquiry dated June 25, we are pleased to offer the following office furniture... Yours faithfully, John Doe Sales Director

6. Orders Definition: Formal requests for the supply of goods or services. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Order Details - Payment Terms - Special Instructions - Complimentary Close - Signature

7. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Mr. Mark Lee Sales Executive XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Order for Office Supplies Dear Mr. Lee, Please find below the details of our order for office supplies... Yours sincerely, Jane Doe Procurement Officer

8. Executions of Orders Definition: Communicating the process of fulfilling customer orders. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Order Confirmation - Execution Details - Contact Information - Complimentary Close - Signature

9. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Ms. Laura Carter Office Manager DEF Inc. 789 Enterprise Ave, Industry City, IC 11223 Subject: Update on Order #12345 Execution Dear Ms. Carter, We are pleased to confirm that your order #12345 has been processed and is scheduled for dispatch... Yours truly, John Doe Operations Manager

10. Cancellation of Orders Definition: Formally revoking a previously placed order. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Reference - Reason - Request - Complimentary Close - Signature

11. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Mr. Robert Davis Sales Manager XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Cancellation of Order #54321 Dear Mr. Davis, Due to unforeseen circumstances, we regret to inform you that we must cancel order #54321... We apologize for any inconvenience caused. Yours sincerely, Jane Doe Procurement Officer

12. Claims Definition: Formal requests for compensation due to discrepancies or damages. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Introduction - Claim Details - Compensation - Complimentary Close - Signature

13. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Ms. Sarah Walker Customer Service Manager XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Claim for Damaged Goods Dear Ms. Walker, We regret to inform you that the goods received under order #67890 were damaged... We anticipate a prompt resolution. Yours faithfully, John Doe Quality Assurance Manager

14. Adjustments and Settlements of Accounts Definition: Resolving discrepancies and finalizing account balances. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Reference - Adjustment Details - Settlement - Complimentary Close - Signature

15. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Mr. Steven Thompson Accounts Receivable DEF Inc. 789 Enterprise Ave, Industry City, IC 11223 Subject: Adjustment of Account #7890 Dear Mr. Thompson, After reviewing our records, we have found discrepancies in account #7890... Please confirm receipt of this adjustment. Yours sincerely, Jane Doe Chief Accountant

16. Letters of Complaints Definition: Formal expressions of dissatisfaction regarding products or services. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Introduction - Details - Request - Complimentary Close - Signature

17. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Ms. Rachel Anderson Customer Relations Manager XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Complaint About Defective Product Dear Ms. Anderson, We are writing to express our dissatisfaction with the recent delivery of office chairs under order #45678... We hope for a prompt resolution. Yours faithfully, John Doe Office Manager

18. Collection Letters Definition: Requests for payment of outstanding dues. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Introduction - Payment Details - Request - Complimentary Close - Signature

19. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Mr. Carlos Martinez Accounts Payable DEF Inc. 789 Enterprise Ave, Industry City, IC 11223 Subject: Reminder: Outstanding Payment Dear Mr. Martinez, This is a reminder that payment for invoice #98765 is overdue... We anticipate your prompt payment. Yours sincerely, Jane Doe Accounts Receivable Manager

20. Status Enquiries Definition: Requests for updates on transactions or processes. Layout: - Letterhead - Date - Inside Address - Subject Line - Salutation - Body: - Reference - Status Request - Complimentary Close - Signature

21. Example: ABC Corp. 123 Business Rd, Business City, BC 12345 July 1, 2024 Ms. Linda Robinson Customer Service Representative XYZ Ltd. 456 Commerce St, Trade Town, TT 67890 Subject: Status Enquiry on Order #6543 Dear Ms. Robinson, We are writing to request an update on the status of order #6543 placed on June 15... We look forward to your prompt response. Yours sincerely, John Doe Sales Manager