COMPLAIN LETTER AND APPLICATION LETTER

A. Complain Letter

          A Complaint letter is a request for an adjustment. In other words, it is a letter that describes the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.

In the modern age, the chain of business is not limited within the boundary of the country. As business is expanding, its complexities are also increasing. So, mistake or fault is not a strange matter in the arena of business. There may be a wrong delivery of goods shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped. In the above cases, a buyer is supposed to suffer financial loss and therefore he has every reason to complain to the seller demanding compensation. Hence a letter is used to serve such purpose is called complaint letter.

          To draft such a letter, buyer must have valid grounds to explain that he has suffered financial loss or otherwise there will be misunderstanding which may damage business relation buyer requires special care with the art of convincing the seller. Clarity and courtesy are the important factors to write a letter of complaint. The complaint should be made politely without showing any sign of anger.

          The following are usual causes for which a complaint letter is drafted:

1. Problem with the delivered goods: If the goods that are delivered are :

a. Underweight,

b. Obsolete,

c. Defective,

d. Incomplete,

e. Not according to buyer’s specification such as color, brand, size etc.

f. Wrong or poor quality; then a buyer can make a claim to the seller for the mistake.

2.Pricing: If there is any mistake in preparing the invoice of the shipped goods, then such letter is written.

3. Packing: Faulty or poor packing of the goods causes damage to the goods which can be claimed by the seller.

4. Transport: Goods are supposed to be shipped according to the convenience of the buyer. But if the wrong carrier is used it may call for writing such letter.

5. Terms & Condition: If the terms and condition of business are violated by the seller then such a letter is placed.

6. Faulty Insurance: If insurance coverage is not made properly according to an instruction of the buyer, then there may be claim through complaint letter.

On the above grounds, a buyer can complain but it must be in a decent and polite way.

Example :

B. Application Letter

          A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.
A letter of application typically provides detailed information on why are you are qualified for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.
When writing an application letter you should include :
• First Paragraph: Why you are writing – mention the job you are applying for and where you found the listing.
• Middle Paragraph(s): What you have to offer the employer – mention why your skills and experience are a good fit for the job.
• Last Paragraph: Say thank you to the hiring manager for considering you and note how you will follow up.

Example:

QUESTIONS OF COMPLAINT LETTER:

1. What is complaint letter??
A Complaint letter is a request for an adjustment. In other words, it is a letter that describes the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.
2. How do I file a complaint against the service? By letter of complaint.
3. How to convince the company to the truth complaint?
a. Through evidence of transactions
b. Include purchase receipt
c. If the complaint, damage can include photographic evidence, and show the agreement

4. the cause for the complaint letter is ??

Problem with the delivered goods, Pricing, Packing, Transport, Terms & Condition, and Faulty Insurance

5. how to make a complaint letter that is good and correct?

The complaint letter should be made politely without showing any sign of anger.

QUESTIONS OF APPLICATION LETTER:

1. what is application letter??

A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.

2. What information should you have in your application letter that the employer must know ??

Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.

3. what's the contents in the second paragraph on the cover letter ??

What you have to offer the employer – mention why your skills and experience are a good fit for the job.

4. An application letter is also referred to ?
As CV or Curricullum Vitae or Job Application Letter or Cover letter
5. What is the purpose of the application letter??
The purpose of the cover letter is to introduce yourself to an organization, demonstrate your interest in the company or a specific vacancy, draw attention to your resume and motivate the reader to interview you. Often thisletter is the first contact you have with a prospective employer.

Reference:
http://www.businesscommunicationarticles.com/complaint-letter-definition/
https://aadanwde.wordpress.com/2012/11/15/definition-of-application-letter/amp/

INQUIRY LETTER AND ORDER LETTER

• Definition of Inquiry letter
A letter of request, also known as a letter or letters of interesting candidates, will be sent to the companies. Letter of request is a letter from a prospective buyer to the seller requesting information about the products offered. With the offer of the seller will potential buyers will know the price, and the sale and purchase, and a description of the goods or services to be purchased. This is the purpose of the prospective buyer a written request to the seller.
When a prospective buyer has to know the condition of the goods / services following the price and terms of sale and purchase, of course he did not need to ask for a quote from the seller. Letter of inquiry required in formal trade demand formal procedures in writing. Letter of inquiry is often an early stage of the business transactions. Through a letter of inquiry to ask a potential buyer or to request information about the goods or services to be purchased. In reaction, the seller explained the things he wanted to know the buyer, the buyer did finally order and business transactions as the top buying and selling process.
In the letter of demand for the goods usually offer prospective buyers ask:
1. Name and type of goods.
2. Special characteristics (specifications) of goods, namely, the type, size, quality, capacity and others.
3. Unit price.
4. Pieces.
5. Method of payment.
6. Means of delivery.
7. Ease that may be obtained by the buyer, such as guarantees and other.

In addition to the above mentioned potential buyers asking price lists and catalogs (if the items varied) and a technical description of the goods in the form of leaflets or brochures. For items that allow, prospective buyers can also request a sample of goods actually sent.
By letter of demand and supply of services, prospective buyers can ask:
1. The form of services that can be presented by the seller.
2. Equipment used by the seller as a support (if any).
3. Price.
4. Pieces.
5. Method of payment;

In demand service offerings, potential buyers can also request a price list (according to the level of services to be provided). Usually all been included in the prospectus which has been prepared by the company selling services. Inquiry should not only be submitted to one seller, but to some sellers. This step was taken so that the price list and the information collected will be compared with each other to determine which one best suit your desires and financial ability of prospective buyers.
Example of an iquiry letter:

Reply of Inquiry Letter :

The letter that is written by a potential buyer to the seller requesting him to deliver goods is known as order letter. By writing inquiry letters, buyers can collect necessary information about the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of goods and terms of sales satisfactory, he places an order to supply goods in his address. The seller delivers the good according to the buyer’s order.
In modern time, sellers supply printed orders forms to the customers and customers place orders by filling up those printed order blanks. In this case, the printed order sheet or blank is considered as the order letter.

• Definition of Order Letter
Through order letter, the potential buyers request the suppliers to deliver goods to them. In modern time, printed order blanks or purchase order forms supplied by the seller are typically used for placing orders. However, in absence of order blanks and purchase order forms, order letters are written. Such letters contain three major categories of information:
 Information about the items being ordered.
 Information relating to shipping.
 Information relating to payment.

1. Information about the items being ordered.
An order letter must contain full particulars of goods ordered. Such information include the followings:
a. Product name
b. Brand name
c. Quantity
d. Catalog number
e. Model number
f. Color
g. Size
h. Weight
i. Unit price

2. Information relating to shipping.
Shipping information is very important. In absence of shipping information, there can arise misunderstanding between buyer and seller. Shipping information may include the followings:
a. Desired receipt date.
b. Desired shipping location.
c. Mode of shipping (rail, road, or waterways).

3. Information relating to payment.
Mode of payment of prices for the ordered items must be clearly indicated. The seller will accept the order letter only when both of them come to a common ground relation to payment of price. Payment information include the following:
a. Mode of payment (cash, cheque, draft)
b. Payment data
The above stated factors are usually included in order letter. However, the buyer can include any other instruction or element if he thinks necessary.

Example of an order letter:

Question about Inquiry Letter:
1. What is an inquiry letter?
Letter of request is a letter from a prospective buyer to the seller requesting information about the products offered. With the offer of the seller will potential buyers will know the price, and the sale and purchase, and a description of the goods or services to be purchased.
2. What is the position of Mr. John Lennon?
Mr. John Lennon as a Sales Manager.
3. When was the letter typed?
The letter was typed at 25th June 2009
4. What did Mr. John Lennon ask for?
The details of their product together with sample, terms of payment and the price list.
5. How did Mr. John Lennon know the advertisement?
Mr. John Lennon saw their advertisement in the “Metal Worker” few days ago.

Question about Order Letter:
1. What is an order letter?
An order letter is letter from a prospective buyer to the seller whose contents ask for quote.
2. What items does the Dandy Manufacturing, inc want to order?
Tiny blue widget, Deluxe yellow widget and Super deluxe red widget.
3. How many items ordered by Dandy Manufacturing, inc?
The number of items ordered is 450 units.
4. What method of delivery does Dandy Manufacturing, inc want?
Dandy Manufacturing, inc would like that’s order to ship COD
5. What should be done Better Widget Makers, inc if unable to complete the order within 10 days?
If  Better Widget Makers, inc can’t complete the order within 10 days, they must notify Dandy Manufacturing, inc immediately.

Reference :
https://bagaskawarasan.wordpress.com/2012/11/11/inquiry-letter/
https://thebusinesscommunication.com/what-is-order-letter-factors-to-be-considered-in-writing-order-letter/