- When you place an order with a company, tell everything in detail. Customers usually give this kind of information via telephone or fax because they can't waste time. Of course, the service isn't free, and you have to pay for it.
- As your order is urgent, use a subject line to emphasize this fact.
- Place your order. Give all the necessary details to make sure that your reader has understood you. Include catalog and reference numbers if it's convenient for you.
- Write down a definite deadline. Explain why you need the order by that date.
- Decide a payment method and make proper arrangements for that.
- Give the address and tell how to send the order.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have just confirmed 20 more individuals who will be attending our winter camp and, thus, are writing you to request a rush order for the items that are enumerated below. We are hoping that you can deliver the items to our office address at 144 S Park Blvd, Glen Ellyn IL 60137 within the next three days. Please give me a call at 345-9675 informing me of the progress of this request. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request a rush order - example letter.
Further things to consider when writing request letters to vendors
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
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.