Letters making inquiries, giving quotations or orders, should above all things be explicit. The utmost care should be exercised in writing them, as they are the means by which a piece of business is started rightly or wrongly, and any laxity at this stage may well cause a very great deal of trouble and confusion later on. The following are general hints which will apply to all three kinds of letters.
1. Tabulate the list of items. This facilitates handling and checking.
2. Give adequate particulars of quantities, quality, shape, style, size, methods of packing, etc. Where possible, send specifications, quantities, plans, sketches, or samples. Orders should always be independent of one another. Do not say "same as last order"—be specific. If it be necessary to identify an item by reference to goods already supplied, give the date and number of the previous order, and refer to the particular item.
3. In making quotations some firms employ special forms which are numbered for purposes of reference, and a copy kept for the file. These forms are often sent out accompanied by a courteous letter soliciting the order.
4. Besides the exact description of the goods to be supplied or the work to be done, the quotation should show terms of payment and despatch. The total amount to be charged is usually written in words as well as figures if the amount is large.
5. When ordering on a quotation it is usual to give quantities, time limit, and instructions for forwarding, but to refer to the number and date of the quotation for the rest.
6. If orders are made from catalogues, price lists, samples, advertisements, sketches, plans, etc., exact references should be made, as any error would mean returning the goods and reordering.
7. In the case of a first order, state how payment is to be made and give reference as to financial stability.
8. If a remittance accompanies the order, state its form and amount; and then see that it does accompany the order.
9. Give adequate instructions for forwarding, and see that the name and address to which the goods are to be sent are clear and exact.
10. Most firms nowadays give their orders on special forms as in the case of quotations. This is always advisable. If any additional explanations are necessary they can be put in an accompanying letter, but the essential details should go on the order itself.
The receipt of an order should be promptly acknowledged, or an unfavorable impression will be given to the customer. The acknowledgement should courteously thank the correspondent and should give:
1. The number and date of the order.
2. The date by which it is hoped the goods will be forwarded.
3. Any additional necessary information.
1. Tabulate the list of items. This facilitates handling and checking.
2. Give adequate particulars of quantities, quality, shape, style, size, methods of packing, etc. Where possible, send specifications, quantities, plans, sketches, or samples. Orders should always be independent of one another. Do not say "same as last order"—be specific. If it be necessary to identify an item by reference to goods already supplied, give the date and number of the previous order, and refer to the particular item.
3. In making quotations some firms employ special forms which are numbered for purposes of reference, and a copy kept for the file. These forms are often sent out accompanied by a courteous letter soliciting the order.
4. Besides the exact description of the goods to be supplied or the work to be done, the quotation should show terms of payment and despatch. The total amount to be charged is usually written in words as well as figures if the amount is large.
5. When ordering on a quotation it is usual to give quantities, time limit, and instructions for forwarding, but to refer to the number and date of the quotation for the rest.
6. If orders are made from catalogues, price lists, samples, advertisements, sketches, plans, etc., exact references should be made, as any error would mean returning the goods and reordering.
7. In the case of a first order, state how payment is to be made and give reference as to financial stability.
8. If a remittance accompanies the order, state its form and amount; and then see that it does accompany the order.
9. Give adequate instructions for forwarding, and see that the name and address to which the goods are to be sent are clear and exact.
10. Most firms nowadays give their orders on special forms as in the case of quotations. This is always advisable. If any additional explanations are necessary they can be put in an accompanying letter, but the essential details should go on the order itself.
The receipt of an order should be promptly acknowledged, or an unfavorable impression will be given to the customer. The acknowledgement should courteously thank the correspondent and should give:
1. The number and date of the order.
2. The date by which it is hoped the goods will be forwarded.
3. Any additional necessary information.
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