Tunaltay

Challenging an Order

Example 1

Date

Addressee
Address
City, State Zip

Dear Mrs. Hoffman:

The shipment we received from you today was not what we expected.

According to our records, Allen Palmer placed an order with Christine Knapp for 100 4 inch brass hinges, item no. 674568, and 40-5 inch steel hinges, item no. 457834 on October 18. However, the shipment we received contains 400-4 inch brass hinges.

Clearly, there’s been a mix-up. Our accounting department will hold the invoice until we receive a new shipment and a corrected invoice.

Enclosed is a copy of our invoice no. 900348 and a copy of our order records. Once we get your authorization for shipping charges we will return your shipment by Eagle Package Express.

Thank you for helping us clear this up.

Sincerely,


Example 2


Date

Addressee
Address
City, State Zip

Dear Mr. Logan:

There seems to be a mistake with the eggs you delivered to our kitchen on Friday. Our records show we ordered a gross of grade A eggs on April 11. The gross of eggs we received under order number 872-038983 on the 14th were grade B.

We are grateful for your good service and understand that mix-ups can happen. Your prompt attention to this matter would be appreciated. We are concerned that we cannot afford the cooler space to store the grade B eggs beyond Thursday.

We will pay our invoice as soon as we receive the grade A eggs. Please arrange a pick-up time with Gerald McAndrews, our stock supervisor. He can be reached at 555-2885, ext. 385.

Thank you for your prompt attention to this matter.

Sincerely,


Challenging Prices

Example 3


Date

Addressee
Address
City, State Zip

Dear Ms. Mason:

Thank you for delivering our spring order so promptly.

In looking over your invoice, we noticed a discrepancy between the price you quoted us over the phone and the price on our invoice.

The original quote was $3.20 per unit, for a cost of $3200.00 for 1000 units. Minus the bulk order discount of 5 percent, the quoted price was $3,040.00 total. It appears our invoice price did not subtract a bulk order discount, thus the price is $3,200.00.

Could you review our invoice, and let us know what the correct price is? We will hold payment until we hear from you.

We chose your company because, based on your quote, we believed you could give us the lowest price. We understand that accounting errors occasionally happen. We hope we can resolve this matter in a timely fashion and move ahead with our business relationship.

Sincerely,


Example 4


Date

Addressee
Address
City, State Zip

Dear Mr. Richardson:

Could you take another look at our January statement, order number 73892? We understood that our price would be $6.99 per gallon of detergent #19965-29. Our statement charges $309.60 for 40 gallons of detergent at $7.74 per gallon.

We suspect that this is one of those billing errors that happens to every business occasionally. Once our accounting department receives a revised statement, we will be happy to proceed with payment.

We appreciate your services and hope we can settle this confusion without delay.

Sincerely,

Complaint

Example 5


Date

Addressee
Address
City, State Zip

Dear Mrs. Griffin:

We are becoming increasingly concerned about the inconsistent quality of your carburetor parts.

As you know, your prices are higher than most of your competitors. However, we felt that our zero defects contract saved us more than enough in inspection and faulty parts costs to make up the difference. That has not been the case for the last three months. In your March shipment we found 56 faulty units, in April 75, and in May we had no choice but to return your shipment after 14 percent of the units failed inspection.

I don’t want further problems to threaten the relationship our companies have fostered over the last three years. The reliable parts you provided in the past are vital to maintaining the reputation of our carburetors.

Please contact me to discuss your plan for how we might solve this problem.

Sincerely,

Example 6


Date

Addressee
Address
City, State Zip

Dear Mr. Vjeras:

I want to express my dissatisfaction with your internet service over the past month. We rely on 24-hour internet access to process orders our customers make from our web site. Since we switched to your service, we have experienced frequent problems logging on and numerous cut offs while downloading orders. What was once a minor administrative task has turned into a daily technical struggle.

Currently, we pay $264.00 per month for 33 internet accounts for our employees. We would like to stay with World Link, but we cannot continue to pay such rates for unreliable service.

Please let me know what you can do to rectify the situation.

Sincerely,

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