 LAYOUT:

a) Name of writer
Mr. Brown/ Ms. Sunny
b) Address of writer
64 East 39th Street
Mahattan
New York
USA
c) Date
28 November 2018
d) Receiver’s Address
National Paints Co. Ltd
20, Tongi, Gajipur
e) Subject of letter
Oder letter/ Confirm letter
f) Salutation
Dear Mr/Ms.
g) Complimentary Close
Your sincerely/ faithfully
h) Signature

MAKING AN ORDER (CUSTOMER)

 Open:
- Thank you for your recent email, and we accept your quotation.
- Our completed order form is attached and we have instructed our bank to
open a letter of credit.
- Thank you for sending us your catalogue and current price list with your
special offer.
- Thank you for your quotation and the price list. We are glad to place our
order with your company for the following items.
 Close:
- Please acknowledge receipt of this order.
  ORDER LETTERS
st
1 September 2012
Manager,
Sales Division
National Paints Co. Ltd
20, Tongi, Gajipur.
Sub: Order for various paints.
Dear Sir,
Thank you for sending us your quotation and price list. We are glad/ would
like to place our order with your company for the following items:
+ (product name/ product code/color/characteristics/quantity)
+....
We would appreciate it if you could....( package them carefully/ deliver them
on time without delay/ deliver them by the deadline of July 5). In addition,
Furthermore, Please send (attach) all commercial photos/ legal documents/
financial documents via my email/ along with goods.
We shall arrange/ settle payment within ten (10) working days after receiving
your products according to the terms in the contract./ The payment will be
completed as soon as we have received your products. We are afraid that we
have the right to reject the goods if any of them are sent late.
I am looking forward to your prompt/ early reply( at your convenience)/
receiving your reply as soon as possible.
  CONFIRM LETTERS:
We thank you for your order on September 1, 2012, for various paints/ With
reference to (in reply to) your letter, dated July 2012, ordering supply of mini
fans, I am writing this letter to confirm your order as follows: (list ordered
items)
Your order is in process of execution and it will be dispatched / delivered on
8th September, by our Motor van./ by Sailbaba Delivery Ltd and the products
will reach to you in time for your Janmashtami sales/ upcoming fashion event
on May 2.
We have taken special care for the quality and packing of the paints and we
hope that you will find them highly satisfactory./ These dresses are of
superior quality for men and women of certain class who have dressing
sense. The designs are innovative and fitting trendy. I assure that these
products will please all tastes/ interests of strictest customers./ satisfy all of
your customers’ needs.
We have enclosed the invoice No. 6324 and offered 15% trade discount. I
would appreciate it if you could settle your payment by July 3. For any delay,
your company will subject to compensation fee of 10% total amount.
We thank you again for your kind order of the paints and we hope that you
will extend your similar co-operation in future./ We assure you of our best
attention to your orders in future.
In case of any further assistance or request, please feel free to write to us./
please do not hesitate to contact us. We are always willing to serve you to
the best of your satisfaction.
 BUSINESS INVITATIONN LETTER
We are impressed by your academic/ scientific accomplishments/
achievements in the field of TESOL. Specifically, we are interested in your talk
about/ your expertise in how to arouse students’ motivation/ in the intuitive
da Vinci robot.
We cordinally invite you to Kyoto University as our Visiting Professor in July of
2006. Our faculty and residents are very excited about the possibility of
hearing your perspective on robotics and prostate cancer, particularlywith
regards to your nerve-sparing and potency preserving technique.
The conference will take place on 2nd of May at our headquarter
Venue: 220 Nguyen Thi Minh Khai Street, Ward 2, District 1
Time:
We enthusiastically welcome you to Kyoto, Japan.
With our warmest regards.
Sincerely,
(signature)
Osamu Ogawa M.D Ph.D
Professor and Chairman,
Department of Urology, Kyoto University Graduate School of Medicine
***

We are impressed by your academic/ scientific accomplishments/

achievements in the field of TESOL. Specifically, we are interested in your talk
about/ your expertise in how to arouse students’ motivation/ in the intuitive
da Vinci robot.
Next week we are going to organize a conference.
On behalf of the organizing committee, I am pleased to invite you as an
advisory board member and Keynole Speaker for the upcoming conference to
deliver your speech and to support our event.
The conference will take place on 2nd of May at our headquarter
Venue: 220 Nguyen Thi Minh Khai Street, Ward 2, District 1
Time: 7.00am-17.00pm
The timetable is as follows:
10:00 : arrival
10:30 : How to arouse students’ motivation (shared by..)
11:00 : buffet
12:00 : closing
The Conference is the leading International conference in the fields of
TESOL. It aims to bring together famous teachers and students at college to
share their precious experience in teaching and learning English. The
conference will focus on Healthcare and pharma with the following
profession areas: Innovators, Teachers ans students will have opportunity to
exchange ideas about innovative teaching methods in modern time and
collaborate to build up curriculum during the conference.
It is our honor and pleasure to invite you as an advisory board member.
Please consider this letter as a formal invitation letter. We hope that you
will be able to join us for the confere and we look forward at your talk. I
would appreciate it if you could confirm this invitation letter promptly at
your convenience.
Please do not hesitate to contact me if you require any additional
information and support from our side.

I have received your invitation to witness the inauguration of your new

business (Company Address). I am very honored to/ It is my privilege/
pleasure to ....MAIN SPEAKER at your investments seminar and for the
remainder of the conference. (RECEIPT OF INVITATION)

I am very pleased to confirm that I will be attending the foresaid event/

(CONFIRMATION)

It is my honor to be invited by you and will always be grateful for this

wonderful gesture./ I am grateful for the opportunity to make the
contribution to the success of such a meaningful conference. (THANKS)

I am honored by your request, and will do my best/ MAKE EVERY EFFORT to

ensure that the conference will be a great/ big success. (PROMISE)

I assure you that you will always have my support and if there is anything I
can do to assist you further, please do not hesitate to contact me and I will
 make sure that there are no stones left unturned to make this conference
successful. (EXPECTATION)

Thanks again for this honorable invitation/ consideration.

COMPLAINT LETTER
 Content:
1/ Main subject of the letter: Lamentation
2/ Key points: Problems description
3/ Additional details: Detailed problems
4/ Additional invented details
5/ Opening sentence :” I wish to register a strong complaint about my recent
flight”
6/ Closing Sentence: “ I hope you will give serious consideration to my
request”
 Style and Tone:
1/Writer/ addressee relationship:
2/ Purpose of letter: To express dissatisfaction and request compensation
3/ Tone:
- Positive
- Honest and straightforward
-Maintain a firm but respectful tone, and avoid aggressive accusing language

HOW TO RESPOND THE COMPLAINT LETTER LOGICALLY?

1/ Heading( name, address of writer and addressee, the date)

EX:
- Company name
- Number and street
- City/ Town
- Country
- The data
- Addressee
- Job title
- The company name of addressee
 - Number and street
- Country
2/ Body:
- Thank you for your letter of ....regarding/ concerning/ in connection with....
- I refer to your letter of .....about/ relating to...
- Thank you for your letter alerting us to the problem you have been having
with....
 Next,
- We must apologize for....
- We sincerely apologize for....
- Please accept our apologies for.....
- I would like to apologize for the error made by our company in....
- I sincerely apologize for any inconvenience these issues may have caused you.
 After that,
- Show that your company has researched that problem
- As a result of our investigation, we found that
- Show the cause of the fact
- The error was caused by...../ was due to....
- Apparently, the problem was the result of.../ resulted from...
- The cause of/ reason for the mistake was..
 Consequence,
- As a result....
- This led to....
- Consequently...
The commitment and solution
 The commitment: We assure you that this will not happen again.
 Solution:
- We have modified/ changed our....
- We have implemented a system to....
- To prevent re-occurrences we have set up a verification procedure.
The final thing
- As a gesture of our regret, we are prepared to.... we are willing to.../ we
would like to.....
- To show goodwill, we will...
- We have dispatched the new/replaced items by express courier. They should
arrive by (dd/mm/yyyy)
- To show our goodwill, we would like to offer you a (50%) discount on your
next order with us.
********

I am writing this letter to express my dissatisfaction with the product of your

company. (REASON)

On [date], I bought[or had repaired] a [name of the product with the serial
or model number or service performed]. I made this purchase at[location,
date, and other important details of the transaction]. (SITUATION)

Unfortunately, your product has not performed well [or the service was
inadequate] because [state the problem]. (PROBLEM)

To solve the problem, I would appreciate your [state the specific action you
want]. I enclose the copies [copies, not originals] of my records [receipts,
guarantees, warranties, cancelled checks, contracts, model and serial
numbers, and any other documents] concerning this purchase/repair.
(EXPECTATION/SOLUTION)

I look forward to your reply and a resolution to my problem. I will wait [set a
time limit] before seeking third-party assistance. Please contact me at the
above address or by phone [ home or office numbers]. (CLOSING)

Sincerely,
 REPLY COMPLAINT LETTER
 Body:
- Thank you for your letter of... regarding/ concerning/ in connection with....
- I refer to your letter of...about/ relating to...
- Thank you for your letter alerting us to the problem you have been having
with...
 Next:
- We must apologize for...
- We sincerely apologize for...
- Please accept our apologies for...
- I would like to apologize for the error made by our company in...
- I sincerely apologize for any inconvenience these issues may have caused you.
 After that:
- Show that your company has reached that problem
- As a result of our investigation, we found that
- Show the cause of the fact
- The error was caused by.../was due to...
- Apparently, the problem was the result of.../ resulted from....
- The cause of/ reason for the mistake was....
 Consequence:
- As a result...
- This led to...
- Consequently....
The commitment and solution
 The commitment: we assure you that this will not happen again
 Solution:
- We have modified/ changed our...
- We have implemented a system to...
- To prevent re-occurences we have set up a verification procedure.
The final thing
- As a gesture of our regret, we are prepared to.../ we are willing to.../ we
would like to....
- To show goodwill, we will...
 - We have dispatched the new/replaced items by express courier. They should
arrive by (dd/mm/yyyy).
- To show our goodwill, we would like to offer you a (5%) discount on your next
order with us.
- We will send our staff to check and repair your equipment without fees.
CLOSING
Expressing the desire to get feedback or cooperate in the future.
- We look forward to receiving your further orders, and assure you that they
will be filled correctly/ promptly.
- We look forward to your continued custom, and to serving you again.
 Closing:
- If they are a new cusotmer:
+ Faithfully yours,
+ Sincerely yours,
- With intimate customer:
+ Best wishes,
+ Regards,
+ Best regards,
- Signature
Thank you for your letter alerting us to the problem you have been having
with...(Reason)

I would like to express my sincere (deepest) apology/ apologize for the

inconvenience caused ( apology).

As a result of our investigation, we found that the problem was caused by

our system. On that day you order for 250 Scottish caps, we have updated a
new system version for better partners service (Explanation).

Consequently, you have a missing order which leads to the loss of your sales.
However, we will dispatch the items you ordered by express courier. They
should arrive by Wednesday, 20 March 2019 (consequence).

To prevent re-occurences, we have boosted and set up a new verification

procedure fast and safety. We assure you that this will not happen again.
(solution).

To show goodwill and compensate for this inconvenience, we would like to

offer you a 5% discount on your next order with us. (compensation)
We look forward to the pleasure of serving you again in the future. (closing)

I am writing to ask whether it would be possible/ CONVENIENT for you to

provide a reference for me. (reason)
As you know, I worked as an Assistant Manager for you between August 1,
2013 and September 1,2017, during which time I maintained a perfect
attendance record and earned high scores on my performance evaluations.
(background/ situation).
If you would be able to attest to my qualifications for employment and to the
skills I attained during my tenure at ABC Company, I would sincerely
appreciate it. (request)
I am in the process of seeking employment as an Assistant Manager and a
positive reference from you would enhance my prospects of achieving my
career goals; I need to have my list of references ready to submit by June 1,
2018. (purpose)
Please let me know if there is any information I can provide regarding my
experience to assist you in giving me a reference, I’ve attached my resume for
your review. I can be reached at jsmith@abcd.com or (111) 111-1111.
(expectation/ willingness for help).
Thank you for your consideration.