Example Letter #1
Your immediate attention, please! Classes begin in three days and we desperately need forty more history books as indicated below:
Title: Comprehensive History of the United States
Author: Doe, John
Class: History 101, American History
Required: 40 books
Please ship the books air express and forward the invoice to Doe Academy, 1600 Main Street, Springfield, Kansas 12345. We will make prompt payment. Please call me at 555-5555 if you have any questions. We sincerely appreciate your rapid response.
Example Letter #2
RE: Rush order
Please rush by overnight mail the items listed below:
We are under contract to deliver programmed diskettes to Doe International by March 31, so we must have this order in our office no later than Wednesday, March 27. Please ship the diskettes COD to the address given in our letterhead.
Example Letter #3
Re: URGENT! Rush order! Please ship this order immediately. We require the following:
Walfield Wedges downhill skis, two pairs, 185 cm Walfield Wedges downhill skis, one pair, 175 cm Walfield FootBinders downhill ski bindings, four sets Purchase order number 1234-5 (promotional). This order must arrive by Saturday, November 25, or we cannot hold the Walfield promotional ski evening at Springfield ski resort.
Ship to our main store at 1600 Main Street in Springfield. Thank you.
Example Letter #4
Note: Ship via express mail
Our testing center opens in five days, but we have been unable to find a reliable local source for pencils. Please send us a case of #2 pencils (#55555 in your Spring 98 catalog) by express mail. I am enclosing a cashier's check to cover the cost, the regular postage and handling, and the additional charge for express mail. Our address is 1600 Main Street, Springfield, KS 12345.
Example Letter #5
SUBJECT: Rush order of sod
Please deliver by 10 a.m. tomorrow morning 4,000 square feet of your premium quality sod to Doe Enterprises at 1600 Main Street, Springfield, Illinois. The president of our company has requested that we hold a garden reception tomorrow evening in honor of our new building, but the landscaping is not yet completed.
I am enclosing a purchase order authorizing payment in the amount of $800, plus tax. Thank you for your promptness.
Write Your Letter Step-by-Step
Use a subject line to emphasize the urgency of the order
Place the order and provide necessary details to insure that your reader will be able to fill the order promptly. Include catalog and reference numbers whenever possible.
Establish a deadline and explain the reason for it.
Make arrangements to pay for the order.
Tell where and how to send the order.
1600 Main Street
Springfield, Kansas 12345 I will pick up the package at the freight dock of your carrier serving this city. I will expect delivery by UPS Second Day service or the equivalent. I assume you will send the package by overnight express. Please send the parts by the fastest means possible--probably by overnight express.