Letter # 1: Request for quotation – Asking for price of items your organization wants to buy.
In this example, we are asking for quotation from arihant publications about PSA books.
ABC School,
BE-1111111, hari nagar
New Delhi
5th November, 2014
Manager,
Arihant Publishers,
UP – 12321
Dear Sir/Ma’am,
Sub: RFQ for purchasing PSA books
On behalf of ABC school, I wish to purchase 400 copies each of class 9 and 11 PSA books published in the year 2014.
I want to enquire about the cost of these books. Please send your proposal
with best price and sample copies.
Awaiting quick response from your esteemed publishing group.
Regards,
Mukul
(Librarian)
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Letter # 2: placing order – once we have the price and have shortlisted the vendor, we are placing the order in the letter.
ABC School,
BE-211adsf
Hari nagar,
25th November, 2014
The publishing House,
MDH Group,
New Delhi
Sub: Placing order for PSA books
Dear sir/madam,
Thank you for sending the quotation and sample copies of the books promptly.
Kindly send the following books at the above address through transport with proper
cash bill.
1. PSA sample paper – 120 nos.
2. PSA class 9 guide – 200 nos.
3. PSA class 11 guide – 200 nos.
All the items/books should be in good condition, well bound and packed properly. Any damage to these items during transportation will be your responsibility. The items should reach the school in 10 days after the receipt of the letter; otherwise the order shall stand cancelled.
Hoping to have a long business relationship with you.
Thanking you
Mukul
(librarian)
Letter # 3 : cancelling the order – in this template we are cancelling the order due to some reason.
letter format is same except body of the letter(given below)
Dear Ms/Mr. ____________
This is with regard to the cancellation of orders placed by us to your publishing company in the order no 23/23 (order no.) dated 25/10/2014 (date of placing orders).
We request you to kindly cancel all the orders and delivery of books as mentioned in the said document. We will like to bring to your notice that due to delay in the delivery of the books, we may not require the items provided by you, hence we are forced to cancel all the orders in this regard.
Kindly contact us in any case of settlement pertaining to the orders and delivery of items. We hope that any issue, if at all will be settled by mutual consent.
Any further communication in this regard may be directly mentioned and forwarded to me or the principal of the school.