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The document titled 'Response to Customer' is a formal letter that is used to address a customer regarding an invoice discrepancy. The importance of this document lies in its ability to communicate with the customer and resolve any issues related to the invoice.
The entire document consists of a header section, a body section, and a closing section. The header section includes the account job company name, the account job address in a single line format, the recipient's name and address, and the current date. This information is essential for proper identification and communication.
The body section of the document starts with a salutation, addressing the recipient by their title and last name. It then proceeds to explain the reason for the letter, which is the discrepancy in the trade discount. The sender informs the recipient that the agreed-upon discount percentage was not applied to the invoice due to an unusually large order. The sender calculates the difference in discount and requests the recipient to adjust the charge accordingly. The sender also expresses willingness to make immediate payment once the invoice is adjusted. The sender concludes the letter by inviting the recipient to reach out if they have any questions.
The closing section of the document includes the sender's name, job title, and company name. This information provides credibility and contact details for further communication if required.
In summary, the 'Response to Customer' document is crucial for addressing invoice discrepancies and maintaining a good relationship with the customer. It follows a formal letter format with a header, body, and closing section. The document clearly explains the issue, requests necessary adjustments, and offers prompt payment upon resolution.
1. Enter the necessary information: Fill in the account job company name, account job address, recipient's name and address, and the current date in the header section. This ensures proper identification and communication.
2. Address the recipient: Begin the body section with a salutation, addressing the recipient by their title and last name. This adds a personal touch to the letter.
3. Explain the reason for the letter: Clearly state the issue of the trade discount discrepancy in the body section. Mention the difference between the agreed discount percentage and the applied discount percentage due to an unusually large order.
4. Request adjustment: Ask the recipient to adjust the charge accordingly in response to the discrepancy. Express willingness to make immediate payment once the invoice is adjusted.
5. Offer assistance: Conclude the letter by inviting the recipient to reach out if they have any questions or need further clarification.
6. Provide sender's details: Include the sender's name, job title, and company name in the closing section. This provides credibility and contact information for future communication.