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DEFINITION OF BUSINESS LETTER

A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.

In general, the definition and understanding of business letter is a letter that is used by a person, institution organizations or institutions that deliver business messages in writing to the other party using certain media whether it be sending a letter via postal, faksmilie, telephone or via the internet.

The following are the types of business letters

1. Apology letter

Apology letter is a letter that is used to apologize for the wrongs that have been done. This type of letter should be written to the humble or with all humility to admit mistakes that have been done. Using subtle and honest language that comes from the heart .

2.      Confirmation Letter

Confirmation letter also known as the "letters of receipt" or "acknowledgment letter". Letters of this kind are largely formal and brief. We can use the confirmation letter to confirm as meeting schedules, accommodation and transportation are booked, letters or documents have been received .

3.      Inquiry Letter

Inquiry letter or letter of demand in general is a letter used to request information about the goods or services are offered in more detail. But actually inquiry letter is not always associated with requests for information, can also request regarding a job or other.

4.      Sales letter

Sales letter used to introduce new products to clients and costumer - new costumer. It is important to mention the problems of clients and then provide a solution to the product being sold.

5.      Purchase Order Letter

A businessman sometimes have to make note of this kind particularly when ordering goods in large quantities. You certainly do not want to stuff your order is not in accordance with the delivery time and specification that has been determined.

6.      Letter of Complaint

The complaint letter is one letter like used in a business relationship . Explain your complaint with bullets and sequential politely . By writing a polite least can reduce your anger when writing a letter of this type.

7.      Cover Letter

Letters of this kind are very well known at all among job seekers. Usually a job application letter containing an introduction, a bit of the content of our CV, and received a positive attitude when working in a company that we are applying.

8.      Notification of Error

In writing a business letter informing readers that a mistake on the document has been corrected, we should send a copy of the document is wrong. If it is necessary to offer one additional copy of the document is to be sent.

9.      Resignation Letter

Official letter of resignation must be wise. Avoid to write things that would ruin your good relationship with the recipients. Give a good reason why you can no longer work in place now.

PURCHASE ORDER LETTER

A Purchase Order Letter is a document that confirms to the seller that the customer in a specified time frame requires a particular quantity of the product . Nowadays one company to the other confirming the order , the which is Generally a bulk order , writes Purchase Order Letters or it is written by an individual to a company again in the case of placing a bulk order.

               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.

This type of letter should be written carefully because it contains requirements that purchases must be beneficial to both parties. In addition, the letter should be no product specifications, quantity, price is agreed, delivery dates, etc. Should be addressed to the person or party responsible for handling orders with a copy of a letter addressed to the heads of departments. Because of this official letter, should still be typed.

DOS AND DON’T’S OF PURCHASE ORDER LETTER

A Purchase Order Letter should be written as soon as the decision for the purchase has been made.
The company with whom the order is being placed should be given enough time to execute the order.
The letter should clearly indicate the product code or item number, the size and the quantities being ordered.
The date when the Purchase Order Letter is being generated is very important because that identifies when the order was placed.
If the order is being placed by a company then it usually should be in a Purchase Order format.
The Purchase Order Letter should also indicate the date by when the order is expected to be executed or delivered.
The mode of delivery of the material should also be identified in the letter.
The letter should also carry the mode of payment by which the payment will be made.
If any advance has already been paid against the order, it must be mentioned in the Purchase Order Letter.
The address where the order has to be delivered should be very clearly mentioned in the letter along with any landmarks, if any, to locate the address.
The Purchase Order Letter should give the details of the costing of the price including taxes, etc so that there is no confusion while making the payment.
The name of the company or dealer with which the order is being placed should be clearly written on the letter to avoid any miscommunication of details.

PERSONAL PURCHASE ORDER SAMPLE

154 Green Avenue
New York, USA
January 5, 2010

Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021

Dear Ms. Hutchinson :

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post :

1 copy Emmet and Mullen,
High School Algebra @ $7.50 $ 7.50
25 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 226.25
I am enclosing a money order for 226.25. If there are additional charges, please let me know.
Please mail the books to the address given above.

Very truly yours,

Brandon Michael
(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks)

COMPANY PURCHASE ORDER SAMPLE

Seven Siblings Limited

17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134

July 9, 2013

Purchase Order

Toko Englet

11 Main Street

San Fransisco, USA

ZIP CODE 91234

Attention : Miss Kim Jackson

Dear Miss Jackson :
Please accept this purchase order for the following :

No.	Product	Quantity	Unit Price	Total
1	Single Brush Polisher Colombia 400	4	$ 3,000	$ 12,000
2	Extractor SX 144	4	$ 2,000	$ 8,000
			Total	$ 20,000

We require shipment by August 17, 2013 to :

PT Pama
No. 1 Jl. Cileungsi,
Bogor, Indonesia
Post Code 40156

Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.

Sincerely,

Dede Prana
Purchasing Manager

PURCHASE ORDER TEMPLATE / FORMAT

Company : ................................................................

Address : ................................................................

.. .............................................................

Phone : ................................................................

Website : .................................................................

Email : .................................................................

PURCHASE ORDER

Supplier      : ..........................................................................................
PO Date : ..........................................................................................
Terms          : ..........................................................................................
Currency      : ..........................................................................................
Created by : ..........................................................................................