Business Correspondence and Product Description Examples

Posted on Feb 9, 2025 in Administration and Management

Email Requesting a Quote

Dear Mr. Carter,

Our company is looking for reliable suppliers of office equipment. We would be grateful if you could send us a quote for the items listed below:

  • 1 color photocopier
  • 2 black-and-white photocopiers
  • 3 shredders
  • 4 boxes of printer paper
  • 25 packets of large writing pads

Our payment terms are 30 days after the delivery date. In general, we are interested in express deliveries. Please note that the delivery date must be no later than Wednesday, May 2nd.

Regards,

Daniella Ellis,
Head of Administration

Email Providing a Quote

Dear Ms. Ellis,

Thank you for your recent request regarding prices for office equipment. Our prices are as follows:

  • 1 color photocopier
  • 1 black-and-white photocopier
  • 2 projectors
  • 10 boxes of printer paper
  • 25 packets of large writing pads – 25€

As a new customer, we are offering you a discount of 10% on these prices. The goods will be sent to your offices by express delivery, as requested. The payment terms outlined in your request for a quote are acceptable to us. If you confirm your order within the next 48 hours, we will be able to send the goods on Monday, April 30th. We look forward to doing business with you.

Sincerely,

Paul Carter

Email Dealing with Shipping Arrangements

Dear Mrs. Tyler,

As you know, your company has arranged the shipping of one container from Harwich to Singapore for our company. According to shipping documents, the container was sent on June 7th on the vessel Valiant. The estimated time of arrival in the port of discharge was July 19th. However, it is now July 22nd, and our clients have not received the container. The shipping of this container is part of a very important contract for our company, and we could lose a lot of business as a result of this delay. Please look into the problem immediately to ensure there is no further delay. Looking forward to hearing from you soon.

Thanking you in advance,

Tim Gilbert,
Head of Shipping,
Whizz Electronics

Email Requesting a Meeting

Dear all,

I would like to schedule a meeting to discuss our end-of-year report. I would like to hold the meeting in the conference room on Wednesday, August 17th, from 2:00 PM to 4:00 PM. Make sure to come well-prepared with all the relevant data on your projects. I hope the time is convenient for you all. Please confirm your participation or let me know if there are any problems.

Regards,

Millie Gordons,
Director of Finance

Itinerary for a Trip to Rome

Hi Penny,

Here are the final details of your trip to Rome. You have a reservation in business class for both your outbound and inbound flights. Your flight, Sorrento Airways #MNM27475, leaves on Monday, June 4th at 9:30 AM. Its time of arrival is 1:00 PM. An executive suite has been booked for you at the Hotel Pizza for three nights. While you are there, Donatella will look after you, and she has arranged meetings with all our key clients. Your return flight, Sorrento Airways #HJHV4576, returns on Thursday, June 7th, leaving Rome at 4:00 PM. We have arranged for a taxi to pick you up at your hotel at 1:00 PM. You’ll land in London at 5:30 PM. Please check the tickets, hotel voucher, and timetable of meetings attached. If there are any problems, don’t hesitate to contact me.

Bon voyage,

Jack

Letter of Complaint

Dear Mr. McGregor,

I am writing with regard to our order of spare parts for our engines (invoice #HHJKJ66). This order was delivered to our factory yesterday. Unfortunately, all the items are faulty. They are 8mm too long and cannot fit into the engines. This has caused us great inconvenience, and we may lose a lot of money as a result. Please send us a new order immediately. Furthermore, I feel that you should offer us some form of compensation for this inconvenience. I look forward to hearing from you.

Thank you,

Daisy Warner,
Head Engineer

Product Description: Elegant Purse

This elegant purse is one of our most popular products for women. It is made of leather and comes in a variety of colors: brown, black, red, or cream. It has three separate sections: one to hold banknotes, another to hold credit cards, and a third, which has a zip, to hold coins. It is a large purse, but it fits easily into a normal-sized handbag. The purse comes with a three-year guarantee.