Replies
What are different categories of replaies
1. Acknowledgments
2. Follow-ups
3. Confirmations
4 . Remittances
5. Order acknowledgments
6. Stopgap letters
7. inquiry replies
8. Referrals
9. Refusals
Why we use a reply ?
a reply is often a fertile sales opportunity, and a personal, carefully worded
letter can reap both profits and goodwill.
Description of Replies
 reply should be specific and complete.
 However, a reply need not be brief.
 On the other hand, it is essential that a reply be prompt.
In striving for a you approach, this promptness may even be pointed out to the
reader
Acknowledgment
What are Acknowledgments?
It is letter written as a courtesy when you receive, material , money, or
information .
letting your reader know that his mailing or shipment has reached its
destination.
When the matter received was not an order an acknowledgment can also
serve as a thank-you note.
Follow-Up
What is the reason for written Follow-Up letter ?
After a decision or agreement has been made, either at a meeting or in
conversation, it is wise to send a follow-up letter to establish a written
record of the transaction.
Confirmation
Why are Confirmations letter written ?
Confirmations letter are written to confirm an appointment or reception of
gods or services .
confirmations are routine for such businesses as hotels and travel
agencies, other businesses may also require them. Doctors for example,
and repair services can avoid wasted time by contacting patients and
customers a day or so in advance of scheduled appointments..
Such confirmations are frequently made by telephone or e-mail, but a
form letter or postcard also effectively transmits clear, correct, and
complete information
Remittances
What should a remittances include ?
1. Account number
2. Invoice / bill number
3. Amount of the check
Order Acknowledgments
Why is Order Acknowledgments used ?
Order Acknowledgments are used confirming an order helps to establish
goodwill by reassuring the customer that the order has been received.
First orders should be acknowledged in order to welcome the new
customer and encourage further business
, an unusually large order by a regular customer deserves a note of
appreciation.
Specific information in order acknowledgment:
any order acknowledgment, whatever the circumstances, should contain
specific information. It should let the customer know exactly what is
being done about the order by :
1.mentioning the date of the order;
2. Including the order or invoice number;
3. Explaining the date and method of shipmen;/ shipping.
4. Explaining the method of payment.
An acknowledgment is often an opportunity for a sales. First of all,
if a salesperson was involved in the order, his or her name should appear
somewhere in the letter. But beyond this, a letter may also include a
description of the merchandise/ gods to reaffirm the wisdom of the
customer's purchase. Other related products may also be mentioned to
spark the customer's interest and future orders.
Because orders cannot always be filled promptly and smoothly, situations
arise in which a businessperson will send more than a mere
acknowledgment
letter must neither place any blame nor express impatience. Indeed, the
customer's own impatience must be allayed with a positive, friendly tone.
the customer is entitled to an explanation. Assurance should be given that
the delay is unavoidable and that everything is being done to speed
delivery.
It should express that you understand the customer's disappointment and
regret the inconvenience.
the letter must avoid a negative tone and not only stress that the
merchandise is worth waiting for, but also assume that the customer is
willing to wait.
When a partial shipment can be made, the customer must be informed
that certain items have been back ordered.
Inquiry replies
Why are Inquiry Replies so important ?
An Inquiry Replies an indicates interest in your company and a potential
customer.
An inquiry reply should begin by thanking the reader, acknowledging the
interest in your company. it should end by offering further assistance- but
only if you actually want additional inquiries from this person
The substance of an inquiry reply is usually information. You should
include not only the specific facts your correspondent requested, but any
others that may be of help.
If you cannot provide all the relevant data right away, you should promise
it.
If the information requested cannot be provide at all, if it is confidential,
you should explain this in your letter
You must be careful. However, to word your explanation tactfully and
resist the impulse to accuse your reader of trying to gather information to
which he/ she is not entitled.
Sometimes a request for information about a company's products or
services may be answered with a brochure or catalog. Such materials,
though, must always be accompanied by personalized cover letter..