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The document titled 'Correspondence between Exporter and Importer' is an important piece of communication between an exporter and an importer. It serves as a formal means of correspondence to address outstanding balances and request payment from the importer.
The document begins with a header that includes the account holder's first name, last name, and job title. This information helps identify the sender of the correspondence. The next section includes the account holder's job address in a single line format, providing the recipient with the sender's contact information.
The date of the correspondence is then mentioned, indicating the current date when the letter is being sent. This helps establish the timeline of the communication and provides a reference point for both parties.
The main body of the document starts with a salutation, addressing the recipient as 'dear sir/madam.' This formal greeting sets the tone for the rest of the letter and shows respect towards the recipient.
The first paragraph of the body introduces the purpose of the correspondence. It states that the sender is enclosing a statement for the month, which shows an outstanding balance. This highlights the importance of the document as it directly addresses a financial matter that needs to be resolved.
The second paragraph assumes that the recipient will settle the outstanding amount by banker's draft in the bank. This indicates the preferred method of payment and expresses the sender's expectation of receiving payment soon. It emphasizes the urgency of the matter and the need for prompt action.
The closing of the document is done with a formal closing phrase, 'yours faithfully,' followed by the account holder's first name, last name, and job title. This provides a professional ending to the correspondence and reinforces the sender's identity.
In summary, the document serves as a formal communication between an exporter and an importer to address outstanding balances and request payment. It includes detailed information about the sender, the outstanding balance, and the expected method of payment. The tone of the document is formal and professional, highlighting the importance of the matter at hand.
1. Enter the account holder's first name, last name, and job title in the designated fields. This will help identify the sender of the correspondence.
2. Provide the account holder's job address in a single line format. This will ensure that the recipient has the necessary contact information.
3. Mention the current date in the designated field. This establishes the timeline of the correspondence.
4. Begin the body of the document with a formal salutation, addressing the recipient as 'dear sir/madam.' This sets a respectful tone for the letter.
5. In the first paragraph, state the purpose of the correspondence, which is to enclose a statement for the month showing an outstanding balance. This highlights the importance of the document.
6. In the second paragraph, assume that the recipient will settle the outstanding amount by banker's draft in the bank. Express the expectation of receiving payment soon.
7. Close the document with a formal closing phrase, 'yours faithfully,' followed by the account holder's first name, last name, and job title. This provides a professional ending to the correspondence.
8. Ensure that all information is accurate and up-to-date before sending the document. Double-check for any errors or missing details.
9. Keep a copy of the document for your records. This will serve as a reference in case of any future disputes or inquiries.
10. Follow up with the recipient if payment is not received within a reasonable timeframe. Maintain open communication to resolve any outstanding issues promptly.