Business to business messages
Business letter 1 (see appendix A-1)
Purpose
This letter has been written to inform potential customers about a new customer incentive program that the departmental store is planning to initiate. According to this program the customers will be given discounts with respect to their purchased amount. The major reason behind such incentive schemes is to raise the sales revenue and attract more people towards the business. The departmental store also aims to maintain a long term customer relationship through this scheme.
Sender
The sender of this letter is the WJ departmental stores marketing or promotional head.
Receiver
Mr. Frank lagan is the receiver of this letter. He is probably a regular customer of the departmental store.
Message
The message tells the potential customer about the new discounting plan that the store has planned. It tells about the required amount of purchases required to gain the benefits of discounting. As it is a good news message it attracts the customer to purchase from the specific store.
Conclusion
The message was delivered through post therefore it might have taken time for the customer to know about the offer. Although the text of the letter attracted the customer to shop but the departmental store promotional departmental head should have been shown more excitement and warmth to entertain the customer. The advertising such as the logo, title were also not decided so it might give a negative impression to the receiver (Boovee Thill, 2009).
Business letter 2 (see appendix A-2)
Purpose
The aim of the sender is to complain about the defected items that were purchased and to get a replacement instead. This letter can be regarded as a bad news message as it presents a negative image of the company and can be harmful for the companys image in its clients mind
Sender
The letter has been sent by the customer complain manager (Emily smith) of DG super mart who is responsible for and customers complains.
Receiver
The letter has been written to the supply manager (jean Paul) of KR toys.
Message
The message is about the defected and damaged product bought by the super mart. Such messages that come directly from the potential business clients are a vital source to judge a companys good will and image in the market. It can be judged from this particular message that companys reputation is at stake in the senders mind. Immediate steps must be taken to satisfy the client and create long term business relationships.
Business letter 3 see appendix A-3
Purpose
This letter is mainly written to inform the potential client about the increase in prices of the product that is delivered to them.
Sender
The letter has been sent by the finance manager (Harry Clinton) of Dickson Company who manufactures leather products such as shoes, bags etc.
Receiver
Mr. Allen, the sales manger of shoe-house shop is the receiver pf this letter.
Message
The letter is a type of bad news message. It is a notification letter that tells the shoe outlet manager about the increase in purchasing prices of their product. The sender should have been more tactful about the issue. The announcement of price increase should have been buffered in between compliments and the long term relations between both the businesses.
To maintain good relations with our business clients, bad news such as the one in this letter should be announced personally. Further, the sender should have provided more information, statistical facts and figures to convince the receiver to purchase good on increased prices. Instead of interacting through
Letter, the new pricing policy should have been announced in a meeting (Murphy, Herbert Hildebrandt 2007).
Business message to create work relationship
Mr. Steven Boggs,
Business Director,
XYZ Company,
1448 Elm Street,
Frankfort, KY 47001-2233,
AUTOTEXTLIST Dear Mr. Boggs,
As the head of the project development department of our company, I would like to put forward a Business proposal that will surely be of your interest. We have been operating in the same geographical areas for the past several years but didnt get a chance to work together, but now our company is planning to bring some changes in the marketing strategies of our new project and considers you to be a suitable match for outsourcing the marketing our new product range. Our survey of the marketing agencies has shown that your company has the required experience to attract our target market.
This project is basically an initial step towards diversification. Our company plans to diversify from our usual range of dairy products to fresh fruit juices. The financial budget and other legalities have been dealt through and production process will start by the mid of May 2010.
I am not at the liberty to discuss further financial details about this project due to security reasons, but the report on this project will be delivered to you on request. Your positive response will be highly appreciated.
Looking forward to hear soon from you.
Sincerely, Francis Eagan,
Managing director,
ABC Company
Unfavorable business message
Francis Eagan,
Managing director,
ABC Company,
2344, palm street
Frankfort, KY 47001-2233,
Dear Mr. Eagan,
On behalf of my company, I congratulate you on initiating this unique project for your company. The concept of diversifying from dairy products to fruit juices is certainly interesting. It was a pleasure to receive your business proposal.
Our company sincerely appreciated your offer for catering the marketing department of new range of your products. However, it will not be feasible for our company to take on this project at the moment.
Your product launch timings collide with our other potential assignments and it will be impossible for us to do justice with your products. Further, your payment structure of lump sum amount is not what our company usually demands from our clients. We receive our payments according to the royalty share decided through legal transactions.
We hope to work with your company on some other project soon. Sincerely,
Steve Boggs,
Business Director,
XYZ Company.
(Appendix A-1)
Mr. Jean Paul.
Supply manager,
KR Toys,
3444 Elm Drive Wichita, KS 66500
Dear Mr. Jones,
This letter is to inform you of a problem we had with the recent stock that we purchased from your company. The karaoke machines purchased on 20th April, 2009 had some defected items. Many of our customers returned the product with complains.
The customers have complained about the poor quality of sound, easy break down and no words on the screen.
As you may guess, the sales and our stores reputation are at stake now. I am returning the defected items to you for your expert inspection and request you to recheck your stock before delivery. The payment of the defected items will be cut from your bills.
We expect to receive the replaced items soon.
Thank you very much for your time.
Sincerely,
Emily smith
Customer complain manager
DG super mart
(Appendix A-2)
Dear Mr. Frank lagan
As a valued customer of (name of company), we couldnt wait to bring you the good news. This letter is to announce the incorporation of our new customer incentive program (CIP).
Well, maybe we havent thought of a great logo for it yet, but if you read on I think youll agree that no matter what we call it, its super Starting on June 1st, a record of your account with our store will be maintained on a cumulative basis for period of one year. Once your purchases have reached 500, you will be automatically entitled to a 5 discounting any order placed, including orders for sale items. When your orders have reached the 1,000 mark, your discount will increase to 10. A 1,500 accumulation of orders will entitle you to a 15 discount and once you have reached 2,000 you will receive 20 off all merchandise orders. We think its a great idea and hope that you agree.
Wont you send us a purchase order today to get you started on your way If you think of a good name for us to tag onto this new discount program, please let us know
Regards,
XYZ Company
(Appendix A-3)
Mr. Allen,
Sales manager,
Shoe-house shop,
Dear Allen,
Due to the increase in raw material costs we must unfortunately raise the cost of our merchandise to you. To maintain the same high quality of our shoes we have to raise the cost of our products. We have avoided raising our prices for as long as possible, but we can no longer prolong the inevitable.
We have enclosed our new price list for your review which goes into effect on (date) Any orders placed between now and (date of increase) will be honored at the lower prices.We wish to thank you for your valued account and know that you will understand the necessity for this price increase.
Thank you,
Harry Clinton,
Finance manager,
Dickson co.
(Anonymous, n.d.).
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