ORDER AND COMPLAINT LETTER

ORDER LETTER

            A letter of order is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.

Definition of Order Letter

        An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.

         An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

         An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.

Example of Order Letter

AGNIA.CO

Kebun jeruk Street No. 80

JAKARTA BARAT

November 24, 2016

GIANT STORE

Karawaci Street Kav. Plaza Tangerang

Tangerang

Subject            : Order for Parfum

Dear Sir,

Thank you for your catalogue and the price list. We are glad to place our first order with you for the following items:

1.      200 pcs Casablanca male                                        @20.000 = Rp 4000.000

2.      200 pcs Casabanca Female                         @25.000 = Rp 5000.000 +

            Total Amount                                                           Rp 9.000.000

We did cash payment 3 days after goods are received. Our hope is the goods are sent after we sent the order letter.

Thank you for your attention.

Your truly,

AGNIA.CO

Fikri Abdillah

Purchase Manager

Complaint Letter

Complaint letter definition can be described in many ways. A complaint letter is the part of written communication. In general word complaint letter means a letter which is written to submit a complaint to the authority. And it is generally done when other way of complaint are failure like phone, email etc.

Definition of Complaint Letter

         A Complaint letter   is a letter from the buyer containing claims for compensation to the seller because of damage to goods, goods lost in transit, quality does not comply with an order that  could be detrimental to the buyer. In this case, the buyer should include a good reason about the complaint. If the claim is proven, then the buyer is entitled to receive replacement of goods or reimbursement. However, if damage to the goods was caused by the buyer himself then he is not entitled to claim losses to the seller. On the other hand, the seller must examine the charges against him by investigating the causes of this  complaint. Is it really the fault of the seller, the carelessness of the packing, delivery of goods or the buyer? Thus, he can contact the party who made a mistake. If the fault is caused by the seller, he has to accept these demands. When the fault of the sender or transport, then the seller may request accountability from them. Similarly, if the fault comes from the buyer.

A good complaint letter consists of 4 parts :

• Opening Information : We hereby inform you that we have received our order on time.
• Problem : However, after we check it, it turns out there is some stuff that does not comply with our orders and some others were damaged.
• Request : We hope that you can check them out and replace the damaged stuff as soon as possible.
• Closing : We look forward to hearing from you shortly.

Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints

The following are usual causes for which a complaint letter is drafted:

1)      Problem with the delivered goods: If the goods that are delivered are :

a.      Under weight,

b.      Obsolete,

c.       Defective,

d.      Incomplete,

e.      Not according to buyer’s specification such as color, brand, size etc.

f.        Wrong or poor quality; then buyer can make a claim to the seller for the mistake.

2)      Pricing: If there is any mistake in preparing the invoice of the shipped goods, then such letter is written.

3)      Packing: Faulty or poor packing of the goods causes damage to the goods which can be claimed to the seller.

4)      Transport: Goods are supposed to be shipped according to convenience of the buyer. But if wrong carrier is used it may call for writing such letter.

5)      Terms & Condition: If the terms and condition of business are violated by the seller then such a letter is placed.

6)      Faulty Insurance: If insurance coverage is not made properly according to instruction of the buyer, then there may be claim through complaint letter.

Example of Complaint Letter

AGNIA.CO

Kebun Jeruk Street No. 80

JAKARTA BARAT

Ref : 30 R

November 24, 2016

GIANT STORE

Karawaci Street Kav. Plaza Tangerang

Tangerang

Subject            : Complaint about the damage of the goods

Dear Madam,

Through this letter we inform you that our order have been received on November 24, 2016. However, after we checked the products you sent us, there are 20 pcs Casablanca male 15 pcs Casablanca female damaged. Perhaps this is because in the packaging of the product is less good.

We hope in the future, we would not receive any more damaged products like this. If this thing happen again, we are sorry that we will cut off our cooperation contract.

Thank you for your concern. We will wait for you reply.

Your truly,

Giant Store

Fikri Abdillah

Purchase Manager

Write a complaint letter

GIANT STORE

Kebun Jeruk Street Kav. Plaza Tangerang

Tangerang

September 24, 2016

AGNIA..CO

Kebun Jeruk Street No. 80

JAKARTA BARAT

Subject            : Complaint about the damage of the goods

Dear Madam,

We have received your letter No. 30 R dated November 24, 2016 on the complaint of the product. For that incident we apologize profusely.

After we check out, it is true there is damage to the products that we send. This happens because our employees are less cautious in the packaging of the product.. We will replace the defective product within 15 days. And we promise that this mistake will not happen again in the future.

Thank you for your understanding.

Your truly,

GIANT STORE

Adinda

Manager

INQUIRY LETTER

    

   Letter Of Inquiry is a letter of request, also known as a letter of the candidate. Which will be sent to companies. Request letter is a letter from a prospective buyer to the seller requesting information products offered. With a quote from the seller then potential buyers will know the price and a information of the items or services to be purchased. This is the purpose of the prospective buyer a write request letter to the seller. When the prospective buyer has to know the condition of an item or services following the price and term of sale and purchase, of course he does not need anymore request a quote from the seller. Letter of inquiry required in formal trade requiring formal procedures in writing. The letter of inquiry is often an early stage of the business transaction. By the letter of inquiry prospective buyers ask or inquiry about the items or service to be purchased. In response, the seller expalined the things he want to know the buyer, buyer’s reservation and eventually business transaction as the end of the buying and selling process.

   An effective letter of inquiry is often more difficult to write than a full proposal. The letter of inquiry should be brief—no more than three pages—and must be a succinct but thorough presentation of the need or problem you have identified, the proposed solution, and your organization's qualifications for implementing that solution. The letter of inquiry should be addressed to the appropriate contact person at a foundation or to its CEO and should be sent by regular mail.

How to Write an Inquiry Letter

Like a grant proposal, the letter of inquiry should include the following sections:

   The introduction serves as the executive summary for the letter of inquiry and includes the name of your organization, the amount needed or requested, and a description of the project. The qualifications of project staff, a brief description of evaluative methodology, and a timetable are also included here.

The organization description should be concise and focus on the ability of your organization to meet the stated need. Provide a very brief history and description of your current programs while demonstrating a direct connection between what is currently being done and what you wish to accomplish with the requested funding. You will flesh this section out in greater detail if you are invited to submit a full proposal.

The statement of need must convince the reader that there is an important need that can be met by your project. The statement of need includes: a description of the target population and geographical area, appropriate statistical data in abbreviated form, and several concrete examples.

The methodology should be appropriate to your statement of need and present a clear, logical, and achievable solution to the stated need. Describe the project briefly, including major activities, names and titles of key project staff, and your desired objectives. As with the organization description, this will be presented in far greater detail in a full proposal.

Other funding sources being approached for support of this project should be listed in a brief sentence or paragraph.

The final summary restates the intent of the project, affirms your readiness to answer further questions, and thanks the potential funder for its consideration. Note: Attachments should be included only at the direction of the potential funder and should be specific to its application guidelines.

In the letter of inquiry for the items usually offer prospective buyers ask :

1.   Name and type of items.

2.   Specification of items, namely : type, size, quality, capacity, etc.

3.   The price per unit.

4.   Piece.

5.   How to pay

6.   How to surrender, and

7.   Easy that may be obtained by the buyer, such as guarantees and other.

In addition to things mentioned above prospective buyers asking price lists and catalogs (if the items varies), and a technical description of the items in the form of leaflet or brochures. For items that are possible, prospective buyers can also request sent examples of the real stuff.

Through a letter of inquiry and supply service, prospecitve buyers can inquiry :

1.   The form of services that can be presented by the seller.

2.   Equipment that can be used by the seller as a support (If any)

3.   Price

4.   Piece and

5.   How to pay

Inquiry Letter Samples

·     Inquiry Letter for Possible Job Openings

·     Fund Inquiry Letter

Example Of Inquiry Letter

PT. LESTARI MAKMUR SEJAHTERA
Jalan cinta raya No. 14
  MADIUN 11730

August 1^st  2012

PT. Sinar Mentari  Jaya Abadi

Jalan Kehidupan Indah No.14

SURABAYA 140812

Dear Sirs,

Our company is a company that specializes in selling various leather products such as leather wallets, leather shoes and so forth. We will soon open several branches in various areas in Java. although we will open branches in various regions, we would like distribution of goods to be shipped for sale in our company running smoothly and the goods we sell good quality goods with prices that can reach the surrounding community.

Some time ago we read a profile of your company, your company produces goods in a newspaper. We are very interested to cooperate with your company. Therefore we are very happy if your company is willing to send the list of goods and price list production. If your company has regional branches in Central Java and East Java, we also ask to include the address of a branch office in your company so that later if your office area is very easy walking distance from our company, we can order the goods from the nearest branch office .

We also hope that your company can provide special offers for our company. We are expecting a reply from you to cooperate with our company.

Yours Faithfully,

Lestari Dwi Jayanti

Purchase Manager

Make an inquiry letter

PT. AGNIA GARMENT

88 Daan Mogot Street

Jakarta 1230

Oktober 24, 2016

Thiery, Marketing Director

Cloud Clothes Distro Indonesian Product

29 Sudirman Street

Jakarta

Thanks for your inquiry letter and have been interested of our products. As requested by you, we here by attach sample of superior products along with our latest price list catalogue, and terms of payments. Product delivery will sent after we received the order from you in two weeks, and we also give you discount of 5% if you make big orders.

                                We are looking forward your order immediately.

Yours Sincerely

Mr. Fikri Abdillah Gani

Encl. Catalogue

Source:

http://dickypradanaputra.blogspot.co.id/2013/10/inquiry-letter-order-letter-definition.html

http://rahmadajienugroho.blogspot.co.id/2014/11/inquiry-letters.html

http://grantspace.org/tools/knowledge-base/Funding-Research/proposal-writing/letters-of-inquiry

LAZADA

LAZADA Indonesia adalah pusat belanja online yang menawarkan berbagai macam jenis produk mulai dari elektronik, buku, mainan anak dan perlengkapan bayi, alat kesehatan dan produk kecantikan, peralatan rumah tangga, dan perlengkapan traveling dan olah raga. LAZADA Indonesia didirikan pada tahun 2012 dan merupakan salah satu cabang dari jaringan retail online LAZADA di Asia Tenggara.
Grup LAZADA International di Asia Tenggara terdiri dari LAZADA Indonesia, LAZADA Malaysia, LAZADA Vietnam, LAZADA Thailand, LAZADA Filipina. Jaringan LAZADA Asia Tenggara merupakan cabang anak perusahaan jaringan perusahaan internet JermanRocket Internet. Rocket Internet merupakan perusahaan inkubator daring yang sukses menciptakan perusahaan-perusahaan online inovatif di berbagai belahan dunia. Berkantor pusat di Berlin, Jerman, proyek yang dimiliki Rocket Internet, antara lain Zalando, TopTarif, eDarling, Groupon (sebelumnya CityDeal)

Awal berdirinya lazada (Kisah Sukses Lazada)

Kisah sukses Lazada berawal dari awal Januari 2012 ketika Rocket Internet yang pusatnya di Berlin mendirikan kantor di Jakarta. Waktu itu hanya memiliki 4 karyawan untuk Lazada. Pada tanggal 15 Maret 2012, website Lazada diluncurkan. Peluncuran ini tidak hanya di Indonesia saja, melainkan Filipina, Thailand, Malaysia, dan Vietnam. Pada awal peluncurannya Lazada memiliki 4000 produk yang dijual dan dibagi menjadi 4 kategori. Dalam kurun waktu satu minggu Lazada mendapatkan customer pertamanya. Customer pertamanya itu memberikan testimoni mengenai kepuasan terhadap layanan Lazada.co.id. Pelayanan yang baik dari segi pembelian sampai dengan aftersales nya membuat Lazada mendapat 1000 pelanggan pada bulan pertamanya, merupakan angka yang cukup fantastis setelah satu bulan dari peluncuran website. Pertumbuhan customer dan supplier yang begitu pesat membuat Lazada membuka kantor baru yang secara khusus untuk menangangi masalah warehouse dan distribusi produk Lazada. Bulan Agustus 2012 Lazada telah merekrut 200 karyawan setelah kerja keras dari awal launching hingga bulan agustus 2012 ini. Perekrutan ini untuk mengimbangi jumlah customer yang semakin banyak dan untuk meningkatkan layanan lazada menjadi lebih baik. Pada tanggal 14 September 2012 Lazada mendapatkan investasi besar dari JP Morgan Asset Management karena melihat potensi Lazada di Indonesia. Kemudian disusul dengan investasi dari Kinnevik, perusahaan investasi asal Swedia menyuntik dana USD 40 juta, dan ditambah lagi suntikan dana oleh Summit Partners sebesar USD 26 juta. Pada akhir tahun 2012 Lazada mengubah desain websitenya agar semakin dinikmati oleh customer maupun supplier dan memberi kemudahan bagi orang yang mencari produk di dalamnya. Pada akhir tahun ini Lazada memiliki 25000 produk yang dibagi ke dalam 13 kategori. Awal tahun 2013 Lazada mendapatkan suntikan dana segar dari Tengelmann, group retail strategis dari Jerman sebesar USD 20 juta.

Model bisnis lazada

Lazada berbeda dengan toko online yang lain seperti tokopedia, kaskus, atau elevenia. Untuk ketiga toko online tersebut lebih mengedepankan C2C. Hal ini menyebabkan owner marketplace memiliki kesulitan dalam mengontrol aktivitas keduanya. Terlebih lagi dalam penanganan masalah trust customer. Owner marketplace tidak dapat mengontrolnya karena aktivitas langsung dilakukan oleh kedua belah pihak. Owner marketplace hanya menangani masalah payment untuk keduanya sehingga dapat meminimalisir penipuan. Dalam mencetakkisah sukses Lazada, Lazada mengedepankan trust customer dengan merekrut supplier trusted dan memiliki kualitas produk tinggi sehingga tidak mengecewakan pelanggan bahkan meningkatkan kepercayaan kepada Lazada. Konsep yang Lazada jalankan ini merupakan konsep B2C (Business to Customer). Lazada membeli produk dari supplier dan dimasukkan ke dalam warehouse mereka sebagian untuk menjadi stok dan sebagian dijual kepada customer. Dalam kasus ini Lazada dapat mengontrol kualitas produk, distribution hingga aftersales kepada customer.

Shipping

Lazada menggandeng beberapa agen ekspedisi terkemuka dan terpercaya di Indonesia seperti JNE, First Logistics, Pandu Logistics dan LazadaExpress. Dalam proses pengiriman ini dibagi menjadi 3 zona yaitu Zona 1 daerah Jabodetabek dengan biaya pengiriman gratis jika minimum pembelian Rp 100.000,00. Zona 2 daerah selain Jabodetabek dari Indonesia bagian Barat hingga Nusa Tenggara Barat. Pada zona ini biaya pengiriman gratis ketika pembelian diatas Rp 90.000,00 dengan berat produk di bawah 6kg. Zona 3 untuk daerah Indonesia timur meliputi Kalimantan Selatan hingga Papua.

Payment method

Untuk mempercantik kisah sukses Lazada. Lazada menggandeng partner perbankan untuk mengatasi masalah product payment. Pembayaran produk dapat dilakukan dengan 3 cara yaitu melalui COD, dimana pembayaran dilakukan ketika barang dikirim sampai tujuan kemudian customer membayarnya. Cara yang kedua melalui transfer ke rekening Lazada, dalam hal ini Lazada menggandeng Bank BCA, Bank Mandiri, CIMB Niaga, dan Bank BNI. Pembayaran melalui kartu kredit juga disediakan oleh Lazada.

Akuisisi Lazada Oleh Alibaba

Perusahaan e-commerce besar asal China, Alibaba Group Holding, memutuskan membeli saham US$1 miliar atau setara Rp13 triliun dari Lazada Group. Langkah ini memperlihatkan Alibaba tak ingin hanya jago kandang di China.

Keputusan Alibaba yang begitu agresif ini dilakukan untuk memperluas pasar ke kawasan Asia Tenggara, karena Lazada punya basis konsumen besar di lokasi itu.
Dari kesepakatan ini, Alibaba menggelontorkan investasi baru ke Lazada sebesar US$500 juta dan membeli saham dari sejumlah investor lama, seperti Rocket Internet, Investment AB Kinnevik, dan Tesco. Perusahaan Lazada sendiri kini bernilai US$1,5 milliar, menurut Kinnevik.

Rocket Internet masih memiliki 8,8 persen saham di Lazada, Tesco sebesar 8,3 persen, dan Kinnevik masih 3,6 persen.
Kesepakatan tersebut juga mencakup pilihan bagi Alibaba untuk membeli saham yang tersisa dari investor lain di Lazada dalam kurun waktu 12 hingga 18 bulan setelah kesepakatan ini diselesaikan.

Lazada selama ini dikenal sebagai e-commerce yang menjual produk elektronik dan pakaian di enam pasar Asia Tenggara. Namun, perusahaan ini mengalami kerugian operasi yang tinggi.

Sumber :

https://id.wikipedia.org/wiki/LAZADA_Indonesia

http://www.cnnindonesia.com/teknologi/20160412151635-185-123379/alasan-alibaba-akuisisi-lazada/

http://dagdig.com/kisah-sukses-lazada-dari-awal-berdirinya/