GUIDELINES
- If you are placing an order, provide all the details that are necessary to fill out the order correctly.
- Tell the reader that you are requesting a reservation or placing an order.
- Give the needed information to make sure that the reader will fill out the order accurately. Write catalog and reference numbers as well. Use bullet points for the reader's ease.
- Fix the payment method, such as credit card, check, money order, COD, credit account, or any other way that suits you.
- Tell where and how to send the order.
- End by appreciating the company. Also, offer to sort out any problems or answer the questions about the reservation or order.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am putting in a reservation for five hardcover copies of Misty Safer's next crime novel, "Leaving Rain". I have enclosed a check for $25 that serves as my reservation fee and will settle the remaining balance on the date of the official release of the book. I would like to request that you send the copies to 4 Thistle Ave, Glenwood, New Jersey 07418 and address the package to Ms. Margaret Rhotham. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter for reservation of a novel with deposit.
Further things to consider when writing reservation letters to vendors
Reservation Letters
Reservation letters are letters written to book or reserve a place somewhere, usually a function, conference, activity, hotel, or restaurant. In most cases, a reservation letter is written as a direct request to ask for a spot or as a response to an invitation. Depending on the scenario, you may have to literally write a letter, or there might be a form to fill in. In the modern days and with the advancement of technology, most reservations are made via phone or the internet. However, in instances where you have no access to a phone or have a unique request, it is best to write a reservation letter.
Good reservation letters are specific, simple, and direct to the point. Begin by mentioning the purpose of your letter. Make sure to include all the necessary information. If you are writing to reserve a room in a hotel, for example, state the type of room you want, the check-in date, the number of days that you would be staying, etc. Provide your contact details in case the recipient would want to verify your reservation. Be brief and keep the tone professional and formal. End by asking the recipient for a response.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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