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Dear Sirs:

We have pleasure in notifying you that your credit was confirmed by our bank yesterday, 19th November. We have had the 1900 ‘Swinger’ dresses collected today for transport by British Airways to Chicago on 25th November.

Enclosed is our invoice for the goods in question plus the extra charges for air freight, packing list to facilitate customs clearance at your end, certificate of origin, air waybill and insurance policy.

Hoping that this initial order will lead to further business, we are

Yours faithfully

F.T.Burke

Export department

The first  thing  to be done before writing such a letter is to examine carefully whether the partners account is  valid or not.  So in the first paragraph we come across phrase "your credit was confirmed by our bank yesterday".  Air shipment for "Swinger" dresses is also mentioned here.

The next paragraph deals with  the  documents  which  are necessary while   importing   goods:  Invoice  packing  lists, certificate of origin, air waybill and insurance policy. As it is the  initial  order  by  MATTHEWS  &  WILSON,  the  GRANT & CLARKSON hopes to encourage them to place further  orders,  so their last phrase sounds very polite.

Example 5

No matter  how  efficient  a  business  firm tries  to be, mistakes will happen.  There might be a misunderstanding about the goods   to  be  supplied;  sometimes  the  consignment  is dispatched too late or delays are caused in transit; defect is discovered when  the equipment is put into operation and so on.

Therefore a letter with the complaint expressed is sent.

MATTHEWS & WILSON

Ladies' Clothing

421 Michigan Avenue

Chicago, III.60602                      November 22, 1996

GRANT &CLARKSON

148 Mortimer Street

London W1C 37D

Gentlemen:

Thank you for your delivery of ‘Swinger’ dresses which were ordered on November 4. However we wish to draw your attention to two matters.

Of the red dresses supplied one lot of 100(size 12) included clothes of a lighter red than the other sizes. Since we deliver a collection of various sizes to each store, it would be obvious to customers that the clothes are dissimilar. In addition the red belt supplied does not match these dresses. We are returning two of these by separate mail, and would ask you to replace the whole lot by 100 dresses size 12 in the correct colour.

As far as your charges for air freight are concerned, we agree to pay the extra costs which you invoiced. However your costs for packing and insurance must have been lower for air cargo, and we request you to take this fact into consideration and to make an adjustment to the invoice amount. Would you please send us a rectified invoice, reduced accordingly.

We look forward to your dealing with these questions without delay.

Very truly yours.

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