Quotations

Answer to a Letter of Complaint

A Letter of Complaint

Reminder Letter

Carsons Inc.

Bay Avenue

San Francisco July 23, 20_

Dear Mr. Carsons:

According to our records payment of our invoice No.15823 sent to you in April has not been made yet.

As specified on all our estimates and invoices, our terms of business are 30 days net. Your invoice has now been outstanding for 90 days. In case of unsettled debt of this duration it is our company policy to take legal action.

We would naturally prefer not to have to go so far. Would you please send us a check by return? In case you have lost or mislaid the original I am enclosing a copy of our invoice.

We look forward to receiving your payment by return.

Yours sincerely,

Pierre Lacoste

Credit Controller

Men's Clothes Dealers Ltd.

142 South Road

Sheffield S20 4HL

England

18th April 2001

Ref: Our Order #144 of 21st March, 2001

Dear Sirs,

Thank you for your delivery of men's silk shirts, which we ordered on 21st March, 2001. At the same time we would like to draw your attention to the following.

After examination of the shirts we discovered some manufacturing defects:

— there are oil stains on 12 shirts;

— the colour of buttons of 5 shirts does not match the colour of these shirts;

— one shirt is in a different style,

We are returning defective shirts by separate mail, carriage forward, and would ask you to replace them by shirts in the colours and sizes specified below:

Size Colour Quantity

15 white 9

17 white 1

14 blue 6

16 blue 2

We would appreciate a prompt reply.

Yours faithfully,

Vladimyr Smurov

Export-Import Manager

Vysteria Ltd.

P.O.Box 82

Kiev 253206

Ukraine

21^st April 2001

Ref: Order #144 of 21st March 2001

Dear Sirs,

Your letter of 18th April 2001 was duly noted. The shirts youreturned us are indeed defective. We have to admit that these defects were overlooked by our controller and offer apologies for the oversight.

We are sending you new shirts as a replacement this week by air, carriage paid, and would ask you to confirm their receipt by email.

If any other problems arise, please do not hesitate to contact us in the shortest possible time.

Yours faithfully,

Jack Brown

Claims Department

A quotation is a promise to supply goods on the terms stated. The prospective buyer is under no obligation to buy the goods for which a quotation is requested, and suppliers will not normally risk their reputations by quoting for goods they cannot or do not intend to supply. A satisfactory quotation will include the following:

• an expression of thanks for the enquiry

• details of prices, discounts and terms of payment

• clear indication of what the prices cover

• an undertaking regarding date of delivery

• the period for which the quotation is valid

• an expression of hope that the quotation will be accepted.

Request for quotations for printing paper

(a) Request

This request complies with the requirements of a satisfactory letter of enquiry.

• It states clearly and concisely what is required.

• It explains what the paper is for, and thus helps the supplier to quote for paper of the right quality

• It states the quantity required which is important because of the effect of quantity upon price

• It states when delivery is required - an important condition in any contract for the purchase of goods.

• It states what the price is to cover - in this case 'delivery at our works'.

Dear Sir

We will soon be requiring 200 reams of good quality white poster paper suitable for auction bills and poster work generally. We require paper which will retain its white appearance after pasting on walls and hoarding.

Please let us have some samples and a quotation including delivery at our works within 4 weeks of our order.

Yours faithfully…

(b) Quotation

The supplier's reply should be sent promptly and it should be equally businesslike ensuring that all the points from the enquiry are answered.

Dear Mr Keenan,

Thank you for your enquiry of yesterday. As requested, we enclose samples of different qualities of paper suitable for poster work.

We are pleased to quote as follows:

Al quality Printing Paper white £2 21 per kg

A2 quality Printing Paper white £2 15 per kg

A3 quality Printing Paper white £2 10 per kg

These prices include delivery at your works.

All these papers are of good quality and quite suitable for poster work.We guarantee that they will not discolour when pasted.

We can promise delivery within one week from receiving your order, and hope you will find both samples and prices satisfactory.

Yours sincerely…

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