INSTITUTO GUATEMALTECO AMERICANO

COMMERCIAL ENGLISH

5TH SECRETARIAL B

EIMY ELENA RAMOS ESPAÑA 213 - 17

DIANA GABRIELA SOLIS FRANCO 213 - 20

Some companies use form letters for

certain types of replies, a reply is a

good sales opportunity. It is not

necessary to be brief and a reply

must be prompt. There are some kinds

of replies.

Acknowledgments: Should be

written when you receive merchandise

or information. Courtesy letting your

reader know that his communication

has reached its destination. It can

also serve as a thank you note.

BEST WISHES

41 Malden Lane

New York, New York 10002

March 21, 2012

Mr. Gus Andrea

Quality Industries

1876 Magnolia Boulevard

Detroit, Michigan 48233

Dear Mr. Andrea:

Thank you for the signed contract to service all Quality’s office machines for the next three years. This is an important contract for us.

The signed contract will be placed in a safe immediately, and I suspect you’ll be hearing from us again soon.

Cordially yours,

Diana Solis

Human Resources

Ramos E.

Follow-ups: After a decision of a

meeting you send a follow up letter to

establish a written record of the

transaction.

Quality Industries

1876 Magnolia Boulevard

Detroit, Michigan 48233

March 23,2012

Best Wishes, Inc.

41 Maiden Lane

New York, New York 10002

Dear Ms. Ramos:

Two days ago you told us that you receive the signed contract of the service and that you placed it in a safe immediately.

We would like to know when the service is going to start, the time, and the plan you have for the service.

We look forward to hear from you soon.

Sincerely yours,

Gus Andrea

Eimy R.

Confirmations: It is used in hotels

and travel agencies. Confirmations

are frequently made by telephone, a

form letter or postcard effectively

transmits information when the type of

business requires large number of

confirmations.

FULSON CONTRACTORS, Inc.,

4444 Western Avenue

Boulder, Colorado 80301

April 12,2012

Mr. Justin Michaels

622 Garth Street

Boulder, Colorado 80321

Dear Mr. Michaels:

This letter will confirm the lunch date, with Nancy Carson which will take place at Trattoria di Marco, at the Corner of Tenth Street and Western Avenue, on April 7 at 1 p.m.

If you don’t have how to arrive, we offer to transport you to the place by taxi.

Sincerely,

Nancy Carson

Architect

Ramos E.

Remittances: Include the bill or a

portion of the bill in a check. This

letter contains any information

regarding your order to credit your

account. Include your account number,

the invoice number, and the amount of

the check.

Quality Industries

1876 Magnolia Boulevard

Detroit, Michigan 48233

April 12, 2012

BEST WISHES

41 Marden Lane

New York, New York 10002

Dear Sir or Madam:

The enclosed check No. 1234567895 for $2,500.00 is in payment of the service of Quality’s office machines for the next three years. Please credit my account (No. 666-555-E).

Sincerely,

Gus Andrea

Sales Manager

Ramos E.

Order Acknowledgments: Some companies respond by an invoice, and some use printed acknowledgments. It helps to establish goodwill by reassuring the customer that the order has been received. It should contain specific information. Let the customer know how the order is being handled by. Express appreciation for the order and assure the customer that it will be filled.

Wall mart

2019 Logan Street

Paramus, New Jersey 70622

April 11, 2012

BDRM Bedding Store

259 Easton Avenue

Bethlehem, Pennsylvania 18115

Dear Sir:

Thank you for your recent order of March 31, 2012. We are delighted to have you as a new client.

The first consignment will be shipped on April 15 and the second will be shipped when the Twin and Queen Microfiber sheet are in stock, approximately on April 30.

The partial shipment will be sent by Air Express and the payment would be charge on delivery for $ 200.00.

Sincerely,

Eimy Ramos

Sales Representative

Stopgap Letters: They let your customer know that the inquiry will not be ignored and that it will be responded to as soon as possible. It can also be helpful if you immediate supervisor is out of town. You can assure your reader that his letter will be given to your employer as soon as he returns. You should be careful NOT to commit your employer to any action, nor should you explain his absence.

Lawsen Linen Company

P.O. Box 762

Bloomfield, New Jersey 07006

April 17, 2012

Mrs. Marianne Rollins

444 Ross Avenue Caldwell

New Jersey 07006

Dear Mrs. Rollins:

We are acknowledging your inquiry of April 15, for the set of Floral Mist queen-size sheets and pillowcases.

Unfortunately, because of a factory strike, all orders have been held up, but we assure that negotiations are progressing and settlement is expected soon. We will be shipping your order as soon as everything is arranged.

Yours truly,

Diana Solis

Reservation

Inquiry replies: Indicates interest in

your company and an inquirer is a

potential customer. Should not

increase that interest but also inspire

the inquirer to action. Should begin

by thanking the reader,

acknowledging the interest in your

company and end by offering further

assistance but ONLY if you actually

want additional inquiries from this

person.

Hampshire School of Etiquette

1528 SE 3rd. Avenue Portland

OR 78821-4432

April 25, 2012

Mrs. Cindy Jones

1234 NE Hancock Drive

Woodinville, WA 98072

Dear Mrs. Jones:

Thank you for your interest in our school.

Because of an overwhelming response to next month’s weekly classes, a special seminar for “Etiquette for tweens” will be available on Saturday afternoons for the next four weeks.

We are sending you a brochure of the class description and an enrollment form for you convenience. Also we assure you that life skills benefits of this special program will give you confidence and poise in everyday and formal situations.

We look forward to hear from you after you had a chance to look over the materials we sent.

Sincerely yours,

Eimy Ramos

Sales Department

Referrals: When you receive

inquiries that can be best answered

by another person. The

correspondent must be directed

elsewhere. A letter of referral

acknowledges receipt of the inquiry

and explains why and to whom it is

being referred.

BEST WISHES

4069 Lexington Avenue

New York NY 10077

April 25, 2012

Maxine Sportswear Manufacturing Co., INC.

842 Seventh Avenue

New York, NY 10018

Dear Sir or Madam:

We receive your letter in which you requested information on wholesale prices and on sportswear.

Your request of information can be best answered by one of your dealers, Mr. James Wong.

We assure you that he will be in touch with you soon.

Sincerely Yours,

Eimy Ramos

Human Resource

Refusals: The key; however is to say

“no” gracefully. Maintaining goodwill

is extremely important. When saying

“no”, you should never actually use

the word “no”. Your letter should be

as positive as you can make it. No

matter what the request, your reader

deserves an explanation of your

refusal. Your reason should be based

on facts. NEVER make the reader

himself the reason for your refusal.

Horizon Technologies, Inc.,

325 Bedford Highway

Nashua, NH 03051

April 25, 2012

Mr. Arthur Edwards

Pacific Growth Properties L.P.

2785 Kimberly

Melbourne, Australia

Dear Mr. Edwards:

Thank you for your recent request for the bar-code scanning equipment upgrading. We are processing it in all of your stores.

You have been negotiating the purchase of this equipment and requested a 25 percent volume discount, unfortunately, we cannot give you a 25 percent, but we can give you a 15 percent.

Sincerely yours,

Eimy Ramos

Representative