2008年9月30日星期二

English Study - Sample English Letter 9

Ticking off a supplier for not sticking to the order

CSO Limited

Mr. Lay Ray
Sales Manager
SAP Limited
22 Quarry Bay
Hong Kong

1 October 2008

Dear Mr Ray,

Our purchase order no. R123456
Thank you for your latest delivery, received today.

I would like to draw your attention a very important point, which has been missed with the processing of this order.

On the purchase order, it is stated that your delivery note must be marked for the attention of Thomas Jones and, more importantly, contain our purchase order number. This is vital to us when we are receiving hundreds of items a day.

As this is a new request from us, we shall not be delaying payment as stated on the order but please bear this arrangement in mind for future business.

I hope you will appreciate the necessity behind this instruction and I look forward to continuing our business relationship on a more organised not.

Yours sincerely,

Learning Path
Purchasing Manager
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learning path 說...

The tone of this curt letter is designed to bring the supplier sharply into line. You need to be a little careful to ensure you are not over-reacting to the situation. It would be appropriate for a supplier who had ignored similar requests in the past.

The last comment "I look forward to continuing our business relationship on a more organised note" is in danger of putting the reader's back up as it sounds like a personal attack - even if it it not intended that way. It could be repharsed as ' I trust our purchase order instructions will be rigidly adhered to in future', which apportions no blame but gets the same message across.

2008年9月30日 下午9:06

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