LETTER
OF ORDER AND RESERVATION
A.
Order Letter
1.
Definition
A letter of order is a document that
confirms the details of a purchase of goods or services from one party to
another. it usually includes more information about what you are ordering, like
quantity, model number, or color, the payment terms, and the matter in which
the products are to be shipped. when the recipient receives this letter, they
will process the order and send the merchandise.
2.
Principles
a.
Include your
name, address, zip code, daytime phone number, e-mail address, and method of payment. When buying from a
company in your home state, add sales tax to the total.
Include stated handling charges
and specify shipping directions or any special considerations.
b.
Indicate the date by which items must be delivered. You
can thus generally cancel the order without forfeit if
you don’t receive it in time;
the letter serves as an informal contract.
c.
To respond to orders received, use an all-purpose form
for problems. Begin with “Thank you for your order “Please
indicate size (quantity, style, color).” “We must
receive shipping and handling charges
before processing your order.”
3.
Avoid
Don’t include other business (request for new catalog, complaint about a
previous order, request for preferred-customer status) when ordering. It may
delay your shipment.
4. Tips on Writing
a.
When ordering, arrange your request so that it can be
deciphered at a glance. Type the information in columns or units of information, each on a
separate line. Use Arabic
numerals instead of writing them out; they are more quickly read.
b.
Don’t forget the niceties. In the nuts-and-bolts world of
ordering it’s easy to forget that real live people are
on the other end. Buyers close
their letters with, “Thank you for your prompt attention.” Suppliers always say, “Thank you for your order” and
indicate their readiness to be of service to the customer
and an appreciation of their business;
helpful, courteous responses serve as goodwill letters.
5.
Write Orders Letter When :
a.
acknowledging/confirming receipt of order/telephone
order/delivery date
b.
asking for additional information
c.
canceling/changing an order
d.
complaining about an order
e.
explaining
procedures/policy changes/overpayments
f.
inquiring about order/delivery date/how to return
merchandise
g.
instructing how to order/return goods
h.
making adjustments
i.
placing an order
j.
refusing/returning an unsatisfactory order
B. Reservation Letter
1. Definition
Reservation letter is written for making a
reservation in a hotel or a resort for leisure or business, cancellation of a
reservation or making a complaint about the reservation to name a few. Reservation letters are one of the most
common letters that everyone needs to draft at least once at some point of time
in their life.[1]
2.
Principles
a. Inform the reader of your reservation at the
very beginning of your letter.
b. Be specific about the details of the room,
item, or service that you are reserving. For example, if you are writing to
reserve a hotel room, indicate whether or not the room is smoking or
nonsmoking, how many people will be staying, the view that you prefer, the
number of beds, and how long you intend to stay. Ultimately, this will make the
establishment better prepared for you visit.
c. Other than providing the details of your
request,
d. Include information regarding how you plan to
make your payment. Most businesses will not process a reservation without
payment so ensure that this aspect is also covered with your letter so you
don’t waste any time.
e. Close the letter by leaving your contact
information and request for confirmation.[2]
BIBLIOGRAPHY
Maggio,Rosalie. 2009. How to Say it : Choice Words,
Phrases, Sentences and Paragraph for every Situation. Third Edition.
London: Prentice Hall Press.
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