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Business Letter

Application for a Job as a Sales Executive

Dear Sir,

I read your advertisement for Sales Executives in the ‘New Straits Times’ recently.

I have just left school on completing Form 5 and am now looking for a job in the sales line. This line is of particular interest to me for I love travelling and meeting people. Although I have ho experience in selling. I am very willing to learn. I had been active in school and thus have no problem interacting with people at all levels.

I certainly would appreciate it very much if you could give me an opportunity to be a Sales Executive in your company. I am confident of doing a good job in it.

Thank You. I await your reply.

Yours faithfully,

(J. Krishnan)

Engaging an employee

Your Ref:

Our Ref: SJE/I/DK

J. Krishnan                                                                          6th   August………….

12, Block C Worker’s Quarters King Estate 71220 Rantau Negeri Sembilan.

Dear Mr. Krishnan,

We received your letter dated 2nd August 2019 applying for a job as Sales Executive. Could you come to our office here in Kuala Lumpur for an interview on 15th August 1990 at 10 a.m?

We look forward to meeting you.

Yours sincerely,

Employee interview process selection schedule

J. Krishnan

17th August

12, Block C Worker’s Quarters , City Name

Dear Mr. Krishnan,

We like to inform you that your application for a job as a Sales Executive in our company is successful. We would be glad if you could start work immediately. Please ask for Mr. Chin when you report for work.

As agreed at the interview, your basic salary will be $ a

month, plus commission and travelling allowance. As the work requires you to be outside the office most of the time, you have very flexible working hours, but we require you to report back to office by 5 p.m. everyday.

After a trial period of three months, assuming you prove to

be satisfactory, you will be placed on our permanent staff, which
entitles you to medical benefits and an annual leave of 21 days.

7″       ” We look forward to seeing you soon.

Yours sincerely,

From an employee to an employer, excusing the former’s absence on compassionate grounds.

V. Maria

7, Street name, City name

Mr K.T. Sung                                                      4th Sept         

Sun, ail & Co.

28, Street name. City name

 

I regret to inform you that I shall not be able to come to the office all next week. My father passed away suddenly last night in Taiping and I had to rush up here with my husband. My mother is very shocked and I shall have to stay here to make arrangements for the funeral. I apologise for any inconvenience that my absence may cause. I shall be back as soon as I look after matters here.

Yours sincerely,

From an employee, giving formal notice.

[Adress]

The Manager                                                     18th May______

Company name.

[Address]

 

I regret to inform you that I shall be leaving the company at the end of this month. I have been offered the job of Area Sales Manager by Chip Electronics. It will be an advance in my career and I can hardly let this opportunity slip by.

As you know I have enjoyed my work here at Comfort’s and I shall be leaving a marvellous set of a colleagues. Still I have to go but I hope we can maintain our good relationship.

Thank you very much for teaching me so many things.

Yours sincerely,

Rejecting a job offer.

[Address]
Ms Sharon Liew
[Company Address]
20th August.
Dear Madam,
I received your offer of employment dated 17th August |f 1990 but I regret to inform you that I cannot take up the offer.
Though I would dearly start working with your company, a s^ery difficult problem has cropped up in my family that requires me to move house to Alor Star. My”father has just been offered a better job there and he is adamant that I go there with the family. He wants me to get a job there! iS) ^
So I apologise for any inconvenience caused to you all.
Thank You. * “A
Yours faithfully,

Dismissing an employee.

(Company Letterhead)

15th March _______

Dear Mr Lee,

Despite our warning letter to you last month, there seems to be no’improvement whatsoever on your part. Thus, on behalf of the company, I have to inform you that your services are no longer required after this month. If you wish, you may leave immediately and your wages due will be made up to the end of the month.

Yours faithfully,

Personnel Manager

Requesting payment of account

(Company Letterhead)

Ref: (number)

The Finance Manager                                                               1 April———-

(Address of Debtor)

Dear Sir,

I wish to direct your attention to our a/c for the previous months for the total of $2279.50, which is due. I shall be glad to have a cheque at your earliest convenience.

Yours faithfully,

(V.Muniandy)

Finance Manager.

Account Overdue

Dear Sir,

I wrote to you on 1 April concerning our a/c (invoices no. 4937,4950 & 5011) for the total of $2279.50. Till now I have had no reply from you. Could you look into this matter immediately and send me a cheque as soon as possible?

Thank You.

Yours faithfully,

Acknowledging receipt of a cheque

(Company Letterhead)

Ref: (number)

The Finance Manager                                                         1st  August

(Address of Debtor)

Dear Sir,

We acknowledge the receipt of your cheque for $2279.50 in settlement of your a/c to 31st July. Enclosed with this letter is our receipt.                                                                                             ‘

Yours faithfully,

(Norain Md ) Clerk.

Encl. (1)

To wholesaler, asking for a catalogue, discount rates etc

(Company Letterhead)

Your Reft Our Ref: (number)

The Manager                                                                         173.

(Wholesaler’s Address)

Sir,

I have been operating this mini-supermarket for close to 5 years now. I get my supplies from various wholesalers. I have come to notice that you stock many things that I require in my supermarket Our mutual acquaintance. Mr George of Rama Supermarket suggested I could get some things from you. So could you send me a catalogue of your goods, discount rates and method of payment? Possibly you could send a representative over to talk things over with me.

I hope tahear from you soon.

Thank You.

Yours faithfully,

(L.C. Tan) Proprietor

Transaction between entrepreneur

(Company Letterhead)

Your Ref: (number)

Our Ref: (number)

The Proprietor                                                                              21.3……………

(Retailer’s Address)

Dear Mr Tan,

Thank you for your letter dated 17.3 Mr George did

mention your supermarket to me a couple of times. We shall be glad to do business with you.

I enclose, with this letter, a catalogue of our goods available. The discount rates are:

121/2% for cash,

10% at one month credit

Cheques are acceptable as payment.

Our representative Mr Lee shall be calling on you soon and you could place your order with him. He will be pleased to discuss any matter you may have.

I trust this marks the beginning of a long and profitable connection between us.

Thank You.

Yours sincerely,

(M.T. Sim) Marketing Manager.

Ends. (1)

From retailer to wholesaler, placing an order.

(Company Letterhead)

Your Ref:

Our Ref: (number)

The Marketing Manager                                                              30.3.

(Wholesaler’s Address)

Dear Sir,

Order For Goods

I like to place an order for various items. Enclosed is a list of the items.

Could you please invoice me for these items at one month’s credit? I shall send you a p/d cheque immediately on receipt of the items.

Your prompt attention is much appreciated.

Yours faithfully,

(LCTan)

Proprietor.

Ends. (1)

From wholesaler to retailer, filling an order and apolo¬gising for non-availability of ah item.

(Company Letterhead)

Your Ref. (number)

Our Ref (number)

Mr L.C. Tan                                                                           2nd  April___ ……

Proprietor (Retailer’s Address)

Dear Mr Tan,

Together with this letter are the items you ordered. However one item, “Mamy’s Instant Noodles” is not presently available. We will supply it as soon as it becomes available. Please check correctness of items and send us a cheque as promised. Thank You.

Yours sincerely,

(M.T. Sim) Marketing Manager

Ends (1) Invoice

From retailer to wholesaler, pointing out error in invoice and sending corrected payment

(Company Letterhead)

Your Ref: (number)

Our Ref: (number)

The Marketing Manager                                                                 4.4._____

(Wholesaler’s Address)

Dear Sir,

I like to bring your attention of your invoice no. 2527 (photostat copy enclosed) for the items you sent me recently. Your invoice shows 5 dozens Dairy Condensed Milk whereas on checking the item only 4 dozens were delivered. I have informed your van -driver about this and he has duly endorsed the error on the invoice. Please check with him for confirmation.

So I enclose a p/d cheque for the corrected total of $3572.27 as payment for the items.

Also please rectify the above error in your a/c.

Yours faithfully,

(L.C. Tan) Proprietor

Ends. (2)

From bookseller to publisher, returning defective books and requesting for improvement and a credit note.

(Company Letterhead)

Your Reft Our Ref: (number)

The Manager                                                                            8 Nov

(Publisher’s Address)

Sir,

Defective Books

Some of the books that you sent to me over the past few months were found to be defective. The defects range from missing pages to misprints. I have enclosed a list together with the defective books that I am returning to you.

Actually the defects were discovered by my customers who duly returned the books to me. I had to put up with some unwanted remarks and in some cases threatened with legal action. Could you make improvements to your books? I, and I’m sure you too, do not want our business- to be jeopardized on account of defective products.

Please send me a credit note for the returned books.

Yours faithfully,

(A.S. Kass) Manager.

To wholesaler, asking for more discount

(Company Letterhead)

Your Ref:

Our Ret (number)

Mr K.G Lim                                                                         12th Nov

Manager

(Wholesaler’s Address)

Dear Mr Lim,

I am sure you are aware of my company’s prompt payments for the goods you supply us. From the beginning of next year we shall be expanding our store and thus shall require a greater volume of supplies. We estimate we probably shall register at least a 50% increase in sales. We hope you will continue to give us your prompt and efficient attention. As our orders will be more, could we ask you for more discount, say 5% or so. Our payments will be just as prompt.

We hope our request will be treated favourably. Thank

You.

Yours sincerely,

(K. Mut) Manager.

To retailer, granting more discount

(Company Letterhead)

Your Ref: (number)

Our Ref: (number)

Mr. K. Muthusamy                                                                 25th    Nov….

Manager

(Retailer’s Address)

Dear Mr Muthusamy,

Increase In Discount

With reference to your letter dated 12th Nov ……—.—, I

have met with my associates and we have decided to grant you a further discount of 21/2%. Thus the total discount we are going to give you is 121/2%, effective as from 1st Jan next year.

We are delighted to hear your business is doing well and we look forward to increased dealings between us.

Congratulations and thank you.

Yours sincerely,

(K.C Lim) Manager

To supplier, complaining about quality of goods received.

(Company Letterhead)

Your Ref:

Our Ref: (number)

Order no: 650 dated 20th Feb.—

The Manager                                                                    3rd     March_____

(Supplier’s Address)

Dear Sir,

We wish to draw your attention to our order no. 650 dated

20th Feb for several items of canned food. Your van

delivered the above items late yesterday evening for which our storekeeper received as ‘Received – contents unchecked’.

Early this morning when the boxes were opened, we found that many cans were dented and we cannot accept them. We enclose a detailed list of the damaged items.

Could you send someone over to check our complaint or should we return the damaged items to you in exchange for undamaged ones? We would appreciate prompt action on your part Thank You.

Yours faithfully,

(Mohd Mohd Nor) Manager

Encl. (1)

26. Answering a complaint about quality of goods

                            (Company Letterhead)

Your Ref: (number)

Our Ref: (number)

The Manager                                                                        5th  March

(Customer’s Address)

Dear Sir,

We apologise if some of the goods we supplied you were damaged. Our representative En. Anuar shall call on you in a day or so to examine the said goods. We have instructed him to exchange any damaged items.

Yours faithfully,

(Benny Yan) Sales Manager.

Enclosing New Price List

(Company Letterhead)

12th June

 

••••••••••••

 

Dear Customer,

New Price List

Owing to the rising cost of raw materials and production

 

involved in an accident on the way to your customer. The lorry overturned after colliding with another lorry. Fortunately no one was injured. However your goods (2 bundles) and several others could not be found. Someone must have pinched , them in the confusion after the accident

We have reported the matter to the police and will have to await the outcome of their investigation. We apologise to any embarrassment or inconvenience. We will keep you informed on the matter.

 

Yours faithfully,

(B.C Tan) Manager.

 

Announcing a change in personnel.

(Company Letterhead) ______  20th Dec

Change in Personnel

We wish to inform you that our Marketing Manager, Mr Kenneth Teh, will be retiring in January next year. He has given us impeccable service over the years, as we are sure you would agree. It is with some sadness that he has to leave but ail we can say to Mr Teh is‘Thank You!’

Our new Marketing Manager as from 1st January next year will be Mr T. Sundram. As you know he had been serving you for many years as Sales Executive. This will be a promotion for him. We hope he would serve you even better in his new capacity.

Happy New Year!

Hie Management.

Announcing Opening of New Premises

Mohamad & Sons is proud to announce to opening of our new premises right in the heart of PJ’s New Town. We stock canned goods, vegetables, frozen food and everything you may need. So come pay us a visit at 40A Jalan 52/80, the newest supermarket in town. There are free gifts to be given out Also special discounts are offered for many items. Come and be pleasantly surprised!

Thank you.

Announcing change of address

(Company Name & Address)

CHANGE OF AQDRESS

We are pleased to inform our customers that we will be moving to our new premises at (New Address) beginning (date).

Announcing resignation

This is to announce that Mr (name), NRIC no. (number) is no longer in our employment as from (date) and is therefore not authorized to conduct any business transaction on our behalf.

(Company Name and Address)

Announcing change of telephone number(s).

(Company Name & Address)

CHANGE OF TELEPHONE NUMBERS Please be informed that our new telephone number(s) is (are) [New number(s)]

Thank you.