Category Archives: Business Letters

Letter to Client for Delay in Delivery

Sample letter to extend the delivery period from the client or customer. Sample letter to client for delay in delivery of order for some time or days due to any reason or unusual circumstances.

Letter to Client for Delay in Delivery

To
Mr. Charlie Austin
Managing Director
Gourmet Furnishers
London, UK

Sir, I am writing this letter to inform you that there has been a slight delay in the delivery of your order. The shipment that we were supposed to receive yesterday has not arrived yet. The wood stock that you ordered has stalled and we are doing our very best to make sure that you receive it as soon as possible. We value our clients more than anything and we are very sorry for this inconvenience. We are optimistic that this issue will be resolved by tomorrow. We guarantee that this will not happen again in the future. Thank you for your kind gesture.

Mr. James Bay

Marketing Sales
K&C Wood Suppliers
London, UK.

Letter for Delay in Delivery of Material

To,
The management team, Khan Industries, Lahore

Respected sir,

With due respect I would like to bring it to your knowledge that the order you have place from our company is almost ready to deliver, but due to some technical issues we are not able to deliver it on the mentioned date. We are trying to fix the problem as soon as possible; we understand your need and accept the fault from our end. We request to extend the delivery date. we will try to deliver as soon we will fix the problem. Your cooperation will be highly appreciated. Thanks.

Regards,

Mahmood and Sons Company,

Apology Letter to Client for Delay in Delivery

To,
Mr. Mark Sam

Respected sir,

We are sorry for the inconvenience you have faced because of the late delivery of your goods. We were having some trouble in our backend which caused this blunder. We always try to give our best to our valued customers and we will make sure that it will not happen next time. We appreciate your patience and cooperation. Thanks

Regards

Team management

Rate Increase Letter for Services

Sample letter to clients informing them about increase in rates for your products and services due to taxes, price hikes etc. Sample rate increase letter to clients, customers, employees.

Sample Rate Increase Letter for Service

To

The Mr. Edward

New York

Dear Mr. Edward

This is Peter from River Water & Co, and I am writing to inform you about an increase in our service charges. I am sure you would be aware of new taxes being announced by government on all consumer products, including water. We have been consistently supplying water to our valuable customers at same old rate, and we hardly got any complaints against our services. Our staff efficiently delivered pure water door to door. Now we are unable to continue with same rates, so we are revising them from $15 to $25. Most of our customers feel comfortable with this change, and we expect same from you. You can contact us anytime as our call center is open 24/7. Looking forward to your response.

Best Regards,

David Shawn

Manager

Rate Increase Letter for Services

The Manager

AIN ENGG. Pvt. Ltd.

Zurikh

Subject: RATE INCREASE LETTER FOR THE SERVICES

Respected Concern,

This letter is to notify you about the revised cost of the fire safety system maintenance cost shall be increased by 20 USD per cylinder (including transportation and refilling) effective from tomorrow 27th April. We regret this increase in the cost but it was unavoidable due to the start of new financial year.

Services In charge

Li Ping

Vigor Safety Services

Sample rate increase letter to clients, customers, employees
Sample rate increase letter to clients, customers, employees

Letter of Rate Increase for Service

Mr. Alex Steward

Head of Business Development

Dear Sir,

I am hoping that you are enjoying good health and I am praying for the same.

It is to bring into your attention that our parent Firm has revised fee / rate structure recently due to inflationary trends observed in the global economy.

In consideration to the said revision, we are planning to revise our fee for being agreed with you for the professional services in relation to audit.  Our proposed fee for the financial year ending on June 30, XXXX shall be $ XXXX.

You are hereby requested to please provide us your concurrence on the aforementioned revision. We shall be really obliged for your favor. We are looking forward to continue professional business relationships with your organization.

Thanking you and with profound regards.

Very truly yours,

Alan Taylor

Partner

Audit & Assurance

Request Letter for Income Tax Certificate from Bank

Sample letter to bank manager asking for income tax certificate for audit purposes for your clients, business accounts, company accounts etc.

Request Letter for Income Tax Certificate from Bank

To

Sunny Side Hospital

CA, USA

Sir, this is Mr. Charlie from Income Tax Bureau and we have received the orders to process an audit at your respectable hospital. For that purposes, a team of 5 personnel will be visiting your hospital by tomorrow morning and we would like to see all your journals and books over the last 3 years. However, I would like to see your income tax certificate as well. We have emailed your accounts head all the respected data that we require. We wish to not cause any kind of disturbance. Thank you in advance for your time and patience.

Mr Charlie Brooks

Income Tax Officer

Request Letter for Income Tax Certificate from Bank

Respected Branch Manager,

My name is Johon Carl and I have an account in your bank since 2011. As your bank has the whole detail of my business as well as all of its history, so I request you to issue an income tax certificate to me. The charges can be deducted by my account. It would be great the certificate is issued within this month.

Sincerely,

Johon Carl

Request Letter for Income Tax Certificate from Bank
Request Letter for Income Tax Certificate from Bank

Request Letter for Income Tax Certificate from Bank

 

To,

The Manager Operations,

Bank of California,

California.

Respected Sir,

This is respectfully stated that I have been maintaining my company account with your bank since more than 7 years.

I have just recently applied for a tax rebate where the Government wants me to enclose my tax payment records with the application.

As all my business transactions were processed through your bank, please provide me a Certificate on the same subject and enable me to proceed further with my application.

My account number is 434343479 with the title AAA Tours Handlers where I’m the sole operator of my company account.

Your quick response in this regard will be highly appreciated.

Thanks.

Fahad Al-Kabeer,

Final Payment Letter to Contractor

Sample letter to contractor for informing him about making the final payment and settlements at the time of finishing or ending the contract.

Final Payment Letter to Contractor

The Olay Constructions,
Mall of Sidney
Australia

Dear Concern,

This letter is to inform you about the dispatch of your payment against the construction project you completed last month dated 28-04-2016 for this company. The transaction for the amount of 30,000 USD has been made to M/S Olay Accounts at Sidney bank. Reference no for verification is 50CXDS. Kindly acknowledge us aback for the payment confirmation in reply to this official letter.

Thanks and Best Regards

Finance Manager

Virtual Travels AUS

Final Payment Email Letter to Vendor

To
Mr. Brad
Eden Housing Ltd
London, U.K

Dear Mr. Brad,

This is reference to my contract with you for the construction of my house in London. I have paid the final amount as per contract after the completion of construction. Now there are no dues to be paid, and in the end I want to thank you for your professional services and completing this project in time. Looking at your services, I will surely recommend you to my friends whenever required. Good luck to you for your future projects.

Best Regards,

Bob Hopkins

Final Payment Letter to Contractor

To
Mr. Adam Jarrah
HES Constructions
Miami, USA

Sir, I am writing this letter with a very happy heart as I am very pleased with the work you have done in constructing my new house. I gave you the order of constructing my house exactly a year ago and I’m surprised as well as amazed with the brilliant work you and your team has done in such a short span of time.

As per contract, I have already made all the payments on time and with this letter, I have transferred the final payment to your bank account as well. I wish to work with you in future as well and I wish you and your company success. Thank you for the excellent services you have provided us.

Yours sincerely,

Robert William
391, Miami
USA

Final Payment Letter to Contractor
Final Payment Letter to Contractor

Paid in Full Letter to Contractor

To,
Mr. Jeff Peter,
Contractor

Dear Sir,

I have been trying to reach you out but could not find you anyway. You are well aware of our contract which is about to end but its last payment was due on us. I have consulted with our accountant which has cleared your account with us. The final payment after calculating is what I have attached with this letter. The copy of detailed payment history is also attached with this. If there will be any confusion even now you are most welcome to reach me anytime.

It was a good experience working with you.

Thank you!

Regards,

Merlin,
CEO SM NY.

Request Letter for Full & Final Payment

The Managing Director,
London fire service
May 17,

Dear Sir,

With reference to the subject cited above, it is submitted that our company has completed the assigned task of fixing tiles in head office building. The concerned station in-charge has also issued satisfactory report of the completed work.

Therefore, you are requested to please process the bill of full payment at your earliest.

With thanks.

XYZ

Sample Letter Reminder Deadline

How to write a letter to boss reminding him of deadline for production order by the clients or customers. You can use friendly language to inform your boss to remind or recall of deadline for the project or production order.

Sample Email Reminder Deadline

To,
Production Manager,
XYZ Company

Subject: Remainder of production deadline from AZ distributors

Dear Sir,

I am bringing this matter to your attention that we are 2 weeks behind our production target of batch 34-AG16 which was due on 20th march, 1994. The delay is a result of devastated fire last week in our warehouse resulting in the damage of 70% of the Raw material. The next shipment of the raw material is expected to arrive next week which will result in further 3 week delay in production.

AZ distributors are our main buyers and we can’t afford to lose such an important client, so it is requested that kindly permit me to buy the raw material from the local market to overcome this shortage.

Respectfully yours,

Assistant Production Manager
M.Abubakar

Letter to Boss Reminding Him of Deadline

Polite and gentle reminder email to boss sample is below

To,
Mr. Smith, Manager nestle corporate department, UAE,

Sir,

It IS TO INFORM YOU SIR THAT THE TASK YOU HAVE MARKED FOR THIS MONTH ARE NEAR TO ITS DEALINE.

YOUR ARE LEFT WITH THE FOLLOWING TASKS TO BE FINISH BY THIS MONTH

1 Submitting the proposal for women’s day project

2 Meeting with the media team

3 Preparation of the next month board meeting

4 submitting the tender.

Sir I have made a rough schedule for your appointments please go through it. I have also prepared the sample for the tasks mentioned above.

From,

Julia Ann

Letter Reminder Deadline to Student

To,
Dear applicants,

We would like to remind you about the fee submission date of new session that is 5th of April, 2017. We encourage the early submission of fee to avoid any sort of inconvenience. No late fee submission will be accepted and chance will be given to the next student. You can submit the fee only on college accounts office. No external bank submissions will be accepted. Thanks

Regards,

Accounts office, Kingston College

Letter for Decrease in Sales or Low Sales

Acknowledgement letter to company for decrease in sales due to high prices and high competition with explanation of market situation. We are losing sale due to high rate of our products. Compare others company.

Letter for Low Sales

To

The CEO,
P&G PHQ.

Subject: Identification of problem causing the decline in sales.

Dear Sir,

I have been asked to visit the provincial headquarters of the company to investigate and identify the lead causes that are behind the decline of sales in the previous six months in this geographic division of the company. During my investigation following points came to attention that are of critical nature and need immediate attention:

The Company is dealing in a large number of products which are very different in nature. The sales force is also not divided into product line wise. The company is not able to spend enough on R&D which is vital for survival in sheer competition in the market due to very large number of products.

The company is unable to allocate the resources to all the products thus the large number of products are obsoleting.

The Company needs to shut down more than 40 % of the product lines so that the products we are best at get the proper attention. The continuous change in the market requires consistent improvements in our products to survive the competition.

I am requesting you to allow me to assemble a team to develop a strategy to help us revive again as the market leader.

Respectfully yours,

Market Research Officer

Abubakar

Sample Business Proposal for Courier Services

Sample proposal format for courier services for clients, businesses, companies and firms to whom to want to offer your services. You can also use this letter for offering transportation services.

Proposal Letter for Courier Services

Subject: – Business Proposal for Courier & Logistic Service
Dear Sir,
This is with reference to discussion with Mr. Alex regarding courier/logistic services from OCS. I like to share company profile which would help us to increase our business relationship.
OCS (Pvt.) Ltd has been acquired by Muller & Phipps, serving in the sub-continent since, 1912 and contributing in the Distribution and Logistics business on the large scale with a yearly turnover of around 700 billion. Unilever, Samsung, Getz Pharma & Huawei are our major clients with the top Pharmaceutical Companies available in the Country. Having worked successfully in the courier and logistics industry for 27 years, OCS has amassed unrivaled operational experience and expertise. Following are some of the key strengths that make us such a viable partner for our diverse and valued corporate clients:
-  Worldwide direct network of 240 offices in over 100 countries
-  1500 locations served in Pakistan
-  250 Express Centers nationwide
-  10 major hubs in Pakistan
-  125,000+ pickups and deliveries per day
-  Dedicated team of over 1,800 employees
-  Extensive 1500 vehicle fleet
-  Over 1,145 couriers
-  Modern barcode and web tracking
-  Virtual private network
-  24-hour UAN 111-202-202
OCS takes pride in offering unique and customized solutions for any customer. Through a vast range of services that includes the efficient conveyance of express courier packages, secure transport of heavy freight, personalized gift delivery and many more, OCS offers its clients unrivaled diversity, reliability and expedience:
-  International Delivery Service
-  Domestic Delivery Service
-  OCS Road & Rail
-  Expressions – Premium Gift Delivery
-  Hand-Carry Service for Valuables
-  Overnight Express
-  Same Day Express
-  Sunday/Holiday/Time-Bound Service
-  Logistic Management Services

Please do not hesitate to contact me directly for further queries.
Warm regards,
Ather Hafeez
KEY ACCOUNTS MANAGER,
OCS
Proposed Rates
Express Service
Weight Slabs Within City Same Zone Different Zone
0 to 0.5KG     14                 30                   45
0.5 to 1KG      30                50                   80
Each Additional KG 30    50                  80

Fixed Fuel Charges 15% in addition to above mentioned rates.
GST as per law.
Rs.100/- hand carry charges for flyer shipment
Rs.20/- per flyer.

Letter to Supplier for Not Responding

Sample letter to supplier for not responding to your emails, letters, decisions, placed orders etc etc or not working as per commitment. Letter for no response from the supplier with warning of cancellation of agreements/contracts.

Complaint Letter to Company for not Responding

To,

The management, Home net, NY

Respected sir,

With due respect, I would like to inform you that I have sent a complaint letter to your company for a poor a network connection. Sir I am a student and I have to do my work online and for that I need a good connection but from last week your company is not responding to my request and not even receiving my phone calls, sir business do not run this way. I request you to process my request otherwise I will switch my connection, please take action as soon as possible. Thanks.

From,

  1. Mike John, NY

Complaint Letter to Supplier for No Response

Dear Sir,

With reference to our last meeting held at your office on 21, September, 2015. It is to remind you that no action has been taken in this regard from your side. Keeping in view the points of meeting and the priorities discussed it was our primary task to have the required material at site as quickly as possibly you can deliver the material. It has been 3 days since that meeting but no response has been observed from your side in this regard. This is of high priority that material is needed at site in 2 days. We cannot compromise on the due date of completion of work by delaying the material delivery. So it is highly recommended that the action may be taken immediately to resolve this problem at the site. We need your positive response in this matter and timely action is mandatory.

Looking forward to a quick response from your side.

Thanking you and regards,

Kanza Khan

Warning Letter to Supplier for No Response

Dear Manager Production,

I am Zahir Shah, a permanent & loyal distributor of your company for the last 10 years. I have been purchasing your company medicines on regular basis. I have marketed them well and made up a good reputation in my territory.

For the last 2 weeks, I have not been getting supply on time. I make calls several times to your office, but I don’t get any satisfactory answer from your side. In fact, the company doesn’t behave professionally. By this letter, I want to bring into your kind information, if supply of goods is not made better from your side, I will simply close the business with you. So please look into this matter.

I look forward for positive relationships with your company.

Regards,

Zahir Shah

(Distributor-Natural Medicine)