Start With: a general description
Tell what to do or what has been done: "Please send the following items to the address found above by overnight air. I am ordering from your fall catalog."
In the Middle: Give the specifics
Give the order specifications: quantity, price, any discounts, size, catalog or product number, product description, delivery instructions, arrangements for payment (method, time, deposits), and cost totals.
If the billing address is different than the shipping address, please specify
Use a format that is easy to read and clear so no mistakes are possible
Double-check the completeness of your order and cost totals
Finally: Close with more specifics
Say when you expect delivery and give any time limits
Be thorough and clear throughout the entire letter so no delays will happen due to misunderstandings
Tell the reader how to take further action, if required
Offer goodwill and optimism as to future dealings
Start With: an expression of gratitude and info about the order
Thank the reader for the order
Describe merchandise ordered in general terms
Say, in the first sentence, that you are filling the request
In the Middle: give important details about the order
Give necessary educational info about the product
Tell details of shipment arrangements, including approximate arrival time
Detail any charges-shipping, insurance, credit charges, discounts, etc.
Information about related products and credit application, if appropriate
Finally: Give benefits
Remind the reader of the benefits derived from the order
Express interest in doing business with the reader again, avoid using doubtful statements such as "I hope" and "I trust" which imply that your service is not good enough
Back to Assignment #5
Adapted from: Bovee, Courtland L and John V. Thill, eds. Business Communication Today. 6th ed. Upper Saddle River, NJ: Prentice Hall. 2000.