Example 1: Letter for response to request for inventory information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cheryl:

In response to your question about our stock of personal organizers, we have 15,655 units at our Fairfield warehouse.

If you anticipate needing more than these units in the coming months, please let me know by Friday. I can have more brought in from Sarasota.

Regards,

Example 2: Customer inquiry response letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Salizar:

Thank you for your inquiry about our glazed red brick inventory. Presently we have 10 palettes of 400 bricks each in stock.

We do not have many on hand because they occupy a great deal of space in our warehouse. However, if a specific order calls for more, we can usually obtain them within three weeks.

Sincerely,

Example 3: Letter in response of inquiry

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Treetorn:

I received your message about the stock of V-chips. Our inventory shows 259 V-chips in stock as of the fourth of May.

We are scheduled to deliver 100 chips to you on May 21. If you would like to bump up the date of the delivery, please let me know.

Sincerely,

Example 1: Example of response letter for customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Allyson:

Thank you for your interest in our gravel prices.

As of January 16 our prices for gravel are the following:

Grade Price Per Ton

Fine $210.99

Medium $185.99

Coarse $170.99

Orders over 7 tons receive a 5 percent bulk-rate discount.

Please be aware that our prices often fluctuate as mining, processing, and transportation costs change. You should request a price update before making purchases, either by calling Bruce Coglin at 555-3711 or e-mailing us at sandandgravel@unionsuppliers.com.

Sincerely,

Example 2: Letter for response to request for quotation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sen:

In response to your letter, Universal Cleaning Service’s rates are $.04 per square foot of office space, plus $.05 for every square foot of glass.

Universal Cleaning Service is the only office cleaning business in the tri-county area that does not charge by the hour. We make it easier for you to figure a fixed cost for cleaning into your budget.

If you would like to arrange an appointment where we can take measurements of your office and give an exact price, please call me. Thank you for your interest.

Sincerely,

Example 3: Response to inquires letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Mueller:

Thank you for inquiring about our advertising rates. You will find that the Lakewood Herald’s advertising rates are the most reasonable in Nashua:

Size and Color Daily Rate

1.5’’ x 3’’ b & w $16.00
(business card size)

1.5’’ x 3’’ color $19.00

4’’ x 4’’ b & w $25.00

4’’ x 4’’ color $30.00

12’’ x 13.5’’ b & w $150.00
(full page)

12’’ x 13.5 ‘‘ color $175.00

Every seventh day we run your ad is free. Our in-house graphic designers would be happy to create your eye-catching advertisement for a reasonable fee.

Please call us if you have any other questions or would like to place an ad.

Sincerely,

Example 1: Credit policy letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Spader:

Thank you for your interest in our services.

In order to be considered for credit, please complete the enclosed credit application. The following information is required:

1. Type of business
2. Address and phone number of business
3. Owner’s name
4. Three names and addresses of trade references
5. Names, addresses, and account numbers of bank reference
6. A financial statement

We also require applicants to sign a statement authorizing a credit inquiry. Again, thank you for your interest.

Sincerely,

Example 2: Letter of response examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Rebhorn:

In response to your question about our credit policy, we require interested persons to fill out a credit application. The application asks for the following information:

1. Address, telephone number, and whether you rent or own

2. Length of time at that address

3. Previous address

4. Social Security number

5. Employer, employer’s address, job title, and name of supervisor

6. Number of dependents and marital status

7. Make and year of car

8. Outstanding obligations

9. Other income

10. Names and addresses of two personal references

11. Names, addresses, and account numbers of two credit references

Applications are available in our Customer Service Department. We usually make credit decisions within one week.

Sincerely,

Example 3: Response letter to customer inquiry

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ames:

I received your inquiry about references required on our credit application. We appreciate your interest in our services.

Our application requests two types of references: bank and trade. Bank references must include the names, account numbers, and addresses of the banks where you hold accounts. Trade references must include the names and addresses of three companies with which you do business. We encourage applicants to include trade references with which they have at least a three-year business relationship.

If you would like to apply for credit, please complete and return the enclosed application. We hope we can serve you in the future.

Sincerely,

Example 1: Sample letters for responding location available

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Cenin:

In response to your inquiry, the Leander Treatment Plant is our only site in Texas with grade 7 plastic recycling capabilities.

The Leander Plant is located on 2200 F.M. 610, six miles east of interstate 35 in Leander.

They accept drop-offs at the north loading dock between 9:00 a.m. and 2:00 p.m. Mondays and Wednesdays.

Sincerely,

Example 2: Responding letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Luna:

Thank you for your interest in Sheffield Hotels. We have three hotels in the Cleveland-area:

11100 Shaker Square
Shaker Heights, OH 44932 (216)555-8260

415 Center St.
Euclid, OH 44714 (216)555-9755

64662 Hopkins Ave.
Berea, OH 44411 (216)555-1229

The Berea location is a short shuttle-ride from the airport. We also run free shuttles to our Shaker Heights and Euclid hotels, picking-up every half-hour outside of baggage claim F.

Enjoy your stay in Cleveland. We look forward to serving you.

Sincerely,

Example 3: Offer letter response

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Cherchi:

To answer your request for our local computer repair stores, the closest computer repair service to your business is at 6615 King Memorial Rd. in Kirtland. David Nelson handles new accounts there, and he can be reached at 555-1100, ext. 5292.

If you need more involved maintenance, the technicians at our 7312 Hartford Rd. store in Mentor specialize in mainframe repairs. Sarah Jackson, at 555-4753, ext. 7853, is our customer service director there.

Call either Sarah or David. They would be happy to discuss your business’ computer maintenance needs.

Sincerely,