by emily on April 23, 2012
Your Invoice Is Incorrect
[Name, Company Name & Address here]
[Date]
Dear [name],
I have received the invoice # [invoice no.], dated [date].
I want to tell you that there is a mistake in this invoice.
– [State here the mistake in the invoice]. –
{For instance} – We ordered [quantity] of [product name] from you, and we received the same number of items. But, the invoice is incorrect, it shows [wrong quantity in invoice] items, we did not receive this number of items.
I have enclosed the copy of our purchase order and shipment receipt for your reference. You can clearly see the difference.So, please send me an updated invoice at your earliest convenience. We will make the payment when we receive the correct invoice.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Your Account Statement Is Incorrect
[Name, Company Name & Address here]
[Date]
Dear [name],
I am writing in regarding inaccurate account statement of my account with your company.
I received the statement on [date], stating that the total outstanding is $[amount].
Sorry to say, but I don’t agree with this statement sent by you.
As per my records-
Invoice/Payment AMOUNT
[State here invoice no. & payments made] [invoice amount]
—– ——- ——— ——–
—– ——- ——— ——–
—– ——- ——— ——–
—– ——- ——— ——–
I have enclosed the copies of all these invoices and checks sent to you. I request you to please check your records to find out where the discrepancy lies.
You can call me on – [no. here] for further information.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Wrong Items Shipped: Please Re-Ship
[Name, Company Name & Address here]
[Date]
Dear [name],
This is in reference to our order [order no.]. We ordered [product name, quantity] on [date]
We have received the shipment, and there are mistakes in the order. We ordered [product name with quantity], but, instead we have received [different product name]We did not order this product and, we don’t need this. So, we are returning this consignment, and want you to re-ship our order as soon as possible.Please send our order fast as it has been already delayed.We will be thankful to you if you could send the order by [date].You can contact me on – [no. here] for further information.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Wrong Items Shipped: Cancel Order
[Name, Company Name & Address here]
[Date]
Dear [name],
This is in reference to our latest order.
We received the shipment on [date], and found that you sent us the wrong items which we never ordered.We ordered [ordered item names], and we have received [received products names]. I have also enclosed a copy of our purchase order along with this letter. You can check your records.We did not get the products we ordered, and we do not want you to re-ship the order as it will consume more time. For this time, we will make arrangements from somewhere else.So, please cancel our order. We will return the consignment back in -3 days.Look forward to continued business in future.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Will Remit When Work Is Complete
[Name, Company Name & Address here]
[Date]
Dear [name],
We have received the invoice [invoice no.] on [date].
We would like to inform you that there is a lot of work pending.
{For instance} –
There are four machines yet to be installed at our factory. And, the other machines are missing important parts.So, we cannot pay you unless the remaining work is done by your firm. Once everything is done, we will gladly remit your payment.Thanks for your understanding.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Will Remit When Shipment Is Complete
[Name, Company Name & Address here]
[Date]
Dear [name],
I have just received the invoice [invoice no.] dated [date], sent by you.
I want to tell you that I have not received the [product name]. Apart from other goods, I also ordered for a [product name], but it is not in the shipment
Please send this item as soon as possible as I need it urgently, and the order is incomplete without this single item. I will make the payment when this order is complete.
Await the missing item.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 23, 2012
Unable To Do Business at This Moment, Possibility of Business In The Future
[Name, Company Name & Address here]
[Date]
Dear [name],
This is in reference to the proposal you sent us on [date].
I would like to say that it was really pleasing to get a business proposal from you. I thank you for offering your products/services to our company. I checked your website and found that you an interesting product line.
Although, we liked the information about your company and its products, presently we are not considering accept such a proposal.
– [State reasons]
However, we may do business together in the near future. You may contact us after a period of six months.
Thank you. Wish you the best in the future.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 21, 2012
Suggestion to Supplier –
[Name, Company Name & Address here]
[Date]
Dear [name],
Hope you and your business are doing well.
I am writing to express my concern over an important issue.
– [State the problem and your suggestions] –
{For instance} –
Recently, I ordered [product name] from your company, and I was told to expect the delivery by [date]. But, I didn’t get the delivery on the promised date. Later, when I asked your staff regarding this, they told me that in order to receive timely delivery; I should have placed the order two weeks in advance.Now, I want to tell you that I am a small businessman and, I cannot really tell you the quantity of products I would need in advance, it just depends on my orders.So, I have a better suggestion for this problem. I can come and pick up my order on my own from your store to make sure I get the goods in time.I hope you will not have any problem with this suggestion of mine. It will allow me deliver goods in time to my customers.Hope you will consider my request.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 21, 2012
Settlement Offer on Disputed Account Balance
[Name, Company Name & Address here]
[Date]
Dear [name],
This is in reference to our disputed account balance.
We would like to say that we can offer a conciliation resolution so that we can do business together.
The last invoice we received from you shows the balance as $[amount].
As you know, we have already disputed this amount due to these reasons:
[Mention reasons here] –
{For instance} –
We always paid in advance, but you did not offer us any discount as per our verbal agreement. If the discounted amount be added, it comes $[total of discount amount]. You should less this figure from the total amount.You also did not excused us from restocking charges, you charged an amount of $[amount] for returning goods, so this amount should be deducted too from the invoice.Now, we want to settle our account with a payment of $[amount] that is the correct sum according to our calculation.We are enclosing a check [check no.] in this amount; credit of this amount towards our account should clear all the dues.
Look forward to hear from you and, a continued business relationship in the future.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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by emily on April 21, 2012
Service Inquiry Request to Send Information
[Name, Company Name & Address here]
[Date]
Dear [name],
We are [Company name], a company based in [location], dealing in [business nature]
Presently, we are looking for a firm to – [state your requirements] –
We heard about your firm and want to hire your professional services for our business.
– [Describe services required in brief] –
So, I would really appreciate if you can send us the information regarding your charges, terms & conditions, and any other information you may deem necessary for our reference.
We request you to please send us the brochures and price lists to our company address. –
– [ address here] –
Thank you in advance, and look forward to receive the information soon.
Sincerely,
[Your name & Designation]
[Company name]
Encl: [Enclosures List here]
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