Mr. Ma Tak Chung
Guangdong Engineering Corp.
First Industrial Estate
Shenzhen
China
Dear Mr.
Ma,
On 10 July, we received your
consignment of 40 cardboard cartons of steel screws.
We regret to inform you that 10 cartons
were delivered damaged and the contents had spilled, leading to some losses.
We accept that the damage was not your
fault but feel that we must modify our packing requirements to avoid future
losses.
We require that future packing be in
wooden boxes of 20 kilos net, each wooden box containing 40 cardboard packs
of 500 grams net.
Please let us know whether these
specifications can be met by you and whether they will lead to an increase in
your prices.
We look forward to your early
confirmation.
Yours sincerely, |
Useful phrases
Line 2
We regret to inform you that... were delivered
damaged and the contents had spilled, leading to some losses.
Line 4
We feel that we must modify our packing requirements
to avoid future losses.
Line 6
We require that future packing be in...
Line 8
Please let us know whether these specifications can
be met by you and whether they will lead to an increase in your prices.
Notes
Para. 1
Identify the shipment.
Para. 2
State the problem.
Para. 3
Absolve the supplier of blame and make the request.
Para. 4
Make the request for future packing requirements.
Para. 5
Ask for approval and information about any effect on
prices.
Para. 6
Urge a prompt response.
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Comments
The letter seeks to change packing
requirements on the legitimate grounds that losses have occurred. It goes on
to give exact details of the new requirements and anticipates that there may
be additional costs incurred.
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Alternative
phrases
Line 2 We are sorry to report that
Line 4 We realize that you are not responsible for
the damage...
Line 4 ... we should
change our packing requirements...
Line 6 We would
like future packing . . .
Line 8 ... whether you can meet these specifications...
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