A Routine Reply Letter (I)

Target Audiences
There are dozens of kinds of letters that
can be classified into the request genre.
Dozens of kinds of initiators of requests
make the same kinds of target audiences.
Suppliers
Government agencies
customers

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Types of Responses
In terms of media and channel selection,
the response can be a phone call, or a
short message over you cell phone, or any
other new electronic format, or a written
letter.
Within the writing category there are these
formats in terms of length and complexity:
The form letter
Acknowledgment notes
Standard letters

Form Letter
Responding to identical requests can be tedious,
expensive and time-consuming.
Create a main document with the basic text that
is the same in every document.
Insert codes or merge fields at each point where
information will vary, e.g. for the customers
name.
Integrate the main document with the recipients
database.
Be wise to minimize the variable information
within the body of your message to keep the
merging operation as simple as possible

Dear ***
Your letter inquiring about (subject of
inquiry) was brought to my attention.
Enclosed please find the latest catalog
and price of (subject of inquiry).
Were look forward to your trial order.
Sincerely,

Dear ***
Your letter inquiring about (subject of inquiry) was
brought to my attention.
While we manufacture a vast assortment of (products) ,
none of our models fit the description which you provided.
We have never manufactured (subject of inquiry).

You may wish to direct an inquiry to the following

distributor, whose firm has been in existence for many
years and who may have the answer you are seeking:
____(name of firm)____
____(address)_________
____(city,state,zip)__
I am sorry that I am unable to be of more assistance to
you. Best of luck!
Yours truly,

Acknowledging Note
An Acknowledging tells a sender that you
have received his/her request, but may not
tell him/her whether a positive or negative
response will be granted.
An acknowledging note is usually used to
inform the request sender that his/her
request cannot be filled right away. A
routine response effects Please wait.
The main purpose is to maintain goodwill,
gaining some time for you.

Standard Letter
The usual letter written to answer any of
the requests.
Positive; neutral; negative

Steps in Composing
Although routine letters deliver straightforward
facts, they dont have to sound and look dull or
mechanical. At least 3 characteristics distinguish
good business letters:
Clear content.
Short sentences and paragraphs; transitional expressions;
active-voice verbs

A tone of good will( a positive feeling the reader has

toward an individual or agency)
With emphasis on you attitude and reader benefits

Correct Form.
Appropriate letter formats send silent but positive message.

Suggested Key to exercise 6.1

Generally, a routine reply letter has 3
focuses:
Complying with requests for information or
action
Letters responding to requests may open with
a subject line to identify the topic immediately.

Arranging Information Logically.

When answering a group of questions or providing
considerable data, arrange the information
logically and make it readable.
Providing a good opportunity to promote your
business.

Ending with cordial close

Suggested Key to exercises

Dear Sirs,
Thank you for your inquiry dated March 3 and
your interest in our Microwave Ovens.
At your request, we are sending you a free copy
of brochure by airmail. It will reach you within a
week. We hope that you will like our products
and send us your trial order soon.

Faithfully,

Reference Version 1
Dear Sirs,
Thank you for your interest in our company.

In reply to your inquiry of June 12, enclosed

please find the brochure giving the details you
asked for.
Should you have any questions, please feel free
to write or call. We await with keen interest your
trial order.
Yours sincerely,

Dear Sirs:
Thank you for your letter dated May 26th, in which you
expressed your interest in our products. Enclosed is a
brochure concerning the information you requested.
Hopefully, it may offer you a better understanding of our
products and services.

Knowing that yours is a big company in canned foods

business, we are looking forward to establishing business
relationship with you.
By separate mail, we are sending you some samples. We
feel confident that you may find that the goods are
excellent in quality and reasonable in price.
Should you have further questions, please feel free to
inform us.
Yours truly,