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Instituto Guatemalteco Americano Proyect of Commercial English and Computation.

Jesica Paola García Batres María Celeste Morales Juárez 5º. Secretariat Classroom: 214 1


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Acknowledgments Follow-ups Confirmations Remittances Order acknowledgments Stopgap letter Inquiry reply Refusals Referrals 2


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An Acknowledgment Letter is when we acknowledge for merchandise, money, contracts or anything that we receive also this letter has to be polite because we are acknowledging and if we are courtesy in the future we can obtain better relationships. This letter has to be send promptly preferably as soon as the document is received but no more than two or three days after receipt. OPENING PHRASES:     

Thank you for your kind letter of March 15. Thank you for contacting us. In reply to your request … Thank you for your letter regarding … We will contact you within two weeks or by this date

CLOSING LINES: 

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If you require any further information, feel free to contact me. Please advise as necessary. We look forward to a successful working relationship in the future. Should you need any further information, please do not hesitate to contact me.


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Business MG. Company 6th Street 40-10 Zone 3 www.business.com.gt Telephone: 24340903 Guatemala, Guatemala

March 22, 2012

Mr. Gus Andrea Quality Industries 1876 Magnolia Boulevard Petroit, Michigan 48233 Dear Mr. Andrea Thank you for sending us the signed contract. We are very glad for that and for the future business. We assure you that in the next three years, we are going to give to your company’s the best services. We know that your contract is in the secure place. Sincerely yours,

Jesica Garc{ia Manager

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We should send a follow up letter to establish a written record of an agreement that has already been discussed, either in a meeting or conversation. These letters are those who continue with the process of something that has already begun. It's a good idea to send a follow up letter when you perform a secondary meeting or talked to any agreement that is recorded on paper.

PHRASES:  I would like to snow when the service will start…  I would like to determinate the status of the contract….  We are pleased that you will be participating in the…

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Quality Industries 1876 Mongolia Boulevard Detroit, Michigan 98233

April 12, 2012

Mrs. Celeste Morales Business MG. Company 6th. Street 40-10 Zone 3 Guatemala, Guatemala Dear Mrs. Morales: On February 3, 2012 we sent you a contract and we want to know the status of service all of Quality’s office machines for the next three years. We would like to know if you are going to continue with our plans because we haven’t heard anything about your company. We also need to know when will the service star and how much time will the service take to organize our schedule. We expect to hear from you as soon as possible. Sincerely yours,

Gus Andrea Manager

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Is written to acknowledge and confirm detail. For example when we want any merchandise or any reservation in hotels or when we want anything we have to send a letter with details for a better service. This letter has to be polite and has to be sending promptly because we have to confirm the things that we want and advice to the other company that we want their services.

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Fulson Contractors, Inc‌ 444 Western Avenue Boulder, Colorado 80301 March 27, 2012

Mr. Justin Michaels 622 Garth Street Boulder, Coronado 80321 Dear Mr. Michaels: This letter will confirm you, our lunch to talk about the future business of your company. The lunch will be held at Trattoria di Marco, at the corner of tenth Street and Western Avenue, on April 7 at 1 p.m. Sincerely yours,

Nancy Carson Architect

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A document sent by a customer, which is often a financial institution or other type of firm, to a creditor or supplier along with a payment to briefly explain what the payment is for so that the customer's account will be credited properly. Do not include extra information that may confuse an accounts receivable clerk. It has to include:  Account number  Invoice number  Amount of the check

PHRASES  We have enclosed a check for...  The enclose check for...

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Quality Industries 1876 Mongolia Boulevard Detroit, Michigan 98233

April 12, 2012

Mrs. Jessica Garcia Business MG Company 6th Street 40-10 Zone 3 Guatemala, Guatemala Dear Mrs. Garcia The enclosed check No. 4513 for $5,500.00 is in payment of contract number 1593 that corresponds to the first payment. Please credit my account No. 23121708-MG. Sincerely yours,

Gus Andrea Sales Manager

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This letters are when we answer the letters that we receive with an order. Also this letter has to be sending promptly. We thank too for the order or merchandise that they want from our company and as a final we offer our services for the next order.

THIS LETTER SHOULD    

Mentioning the date of the order. Including the order or invoice number. Explaining the date and method of shipment. Acknowledging the method of payment.

A sales order acknowledgement should1. thank the customer for his/her order 2. recap the contents of the order 3. give any relevant delivery details

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Walmart 2019 Logan Street Paramus, New Jersey 70622

April 12, 2012 Mrs. Jesica GarcĂ­a BDRM Bedding Store 529 Eaton Avenue Bethlehem, Pennsylvania 18115 Dear Mrs. Garcia: We are pleased to have received your order of March 31, 2012 and would like to welcome as a new customer of Walmart. Your order (No. 156312) for 50 Beautyreat Euro Square Pillows, 75 classic Reversible. 3- piece Bedding Comforter Sets, 30 timberland Quit Sets, 20 Twin Microfiber Sheet Sets. Will be shipped in two separate consignments. The first consignment will be shipped on April 15 and the second one will be shipped approximately on April 30 when the Twin and Queen Microfiber sheet sets are in stock. The price of the freight is around $525.00 and the payment can be by check or credit card, please advise. We hope that this order can be for your service. Ms. Celeste Morales, your sales representative, will be in Guatemala next week. She will show you a catalogue and samples. Cordially yours,

Roberto Aguilar Customer Relations Karla G.

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This letter is when the company need time for send the merchandise or anything. For example when we receive an order but we cannot provide the information or merchandise we have to tell to our customers the reason why we cannot give them the information or merchandise that they want. PHRASES    

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Request to meet with… In reply to your inquiry…. We refer to your letter… We should like to inform you that your request it is been processing We find it necessary to inform you about the delay of your order…


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Lowsen Linen Company P.O. Box 762 Bloomfield, New Jersey 7003

April 17, 2012 Mrs. Marianne Rollins 444 Toss Avenue Caldwell, New Jersey 07006 Dear Mrs. Rollins: We are acknowledging your order No. 1223 for one set of Floral Mist queen-size sheets and pillow cases. Because of a strike that our factory has, all orders have been held up. We assure you that when you company begins to work we will send you the order as soon as possible. Cordially yours, Mauricio Morales. 14


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The purpose of an inquiry reply is to give Information. All questions must be answered correctly and accurately, that we cannot provide inadequate information to someone whom we began to distrust by the kind of question that makes us. This type of letter should acknowledge the customer for the interest in the company and its products. Also must offer help and provide the best attention. If you cannot provide this information immediately, we promise that you will respond as soon as possible. If the information is confidential should tell but in a proper way. Sometimes a request for information may be answered by sending a brochure or catalog.

PHRASES:  Thank you for your interest in our company.  Thank you for your request for information about the…  We certainly appreciate your interest in our company.

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Hampshire school of etiquette 1528 Se 3erd Avenue Portland, OR 788221-4432

April 19, 2012 Mrs. Cindy Jones 1234 NE Hancock Drive Woodivile, WA 98072 Dear Mrs. Cindy Jones: Thank you for your interest in our school of “Etiquette”. Unfortunately, we do not have any available space because our courses had an overwhelming response. However there will be available a special seminar called “Etiquette for Tweens” on Saturday afternoons for the next four weeks. We are enclosing a brochure of the class description. We assure you that life skills benefits of our special program will give your daughter confidence and poise in everyday and formal situations. We hope to hear from you as soon as you read the material. Sincerely,

Jesica Garcia General Assitance

Attachment: 1

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The objective of a refusal letter is to say "no" to either an invitation, offers or requests. It notifies the reader of this decision and provides the reason why it is being declined.

Your refusal should begin with a genuine appreciation for the opportunity that was offered. Include a simple "thank you" as you begin your letter. Courtesy never goes out of style and your reader will appreciate your attention in that regard.

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Hampshire school of etiquette 1528 Se 3erd Avenue Portland, OR 788221-4432

April 25, 2012

Mr. Arthor Edwards Pacific Growth Properties C.P. 2785 Kimberly Melbourne, Australia Dear Sir or Madam: We have received your letter in which you asked for a 25 percent discount in the purchase to upgrade the bar-code scanning equipment in all your stores. Unfortunately, we are not allowed to give the percentage that you request because the price we gave you is the lowest price we can provide you in this moment. Cordially yours,

Jesica Garcia Genral Assitance

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These letters are those that we send when we cannot provide any service to persons requesting it, we refer you to another department where if they can provide you the information or what requests, either refer you to another company that if owns the service requested. It acknowledges receipt of the inquiry and explains why and to whom it is being referred.

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Business MG. Company 6th Street 40-10 Zone 3 www.business.com.gt Telephone: 24340903 Guatemala, Guatemala

April 23, 2012

Mrs. Jesica Garcia Maxine Sportswear Manufacturing Co. Inc. 842 Seventh Avenue New York 10018 Dear Mrs. Garcia: Thank you for your letter in reply to your request our boss is in a trip so we cannot provide you this information. We are therefore referring your letter to Mr. James Wong at the 4069 Lexington Avenue, New York, Ny 10077. We assure you that he will be in touch with you soon. Sincerely yours,

Celeste Morales, Sales Representative

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Proyecto integrado"Computación e Ingles Comercial"