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Please review the document carefully and make any final modifications to ensure that the details are correct before sending to the addressee.
The document titled 'Correspondence between Exporter and Importer' is an important communication tool between an exporter and an importer. It serves as a means of exchanging information, discussing business matters, and maintaining a professional relationship.
The entire document consists of a letter format and includes various sections. The first section is the header, which contains the account holder's first name, last name, job title, and address. This information helps in identifying the sender and establishing credibility.
The next section is the date, which indicates the current date when the letter is being written. This is important for record-keeping purposes and ensures that both parties are aware of the timeline.
The salutation follows the date, where the sender addresses the recipient as 'dear sir/madam.' This sets a polite and formal tone for the communication.
The main body of the letter begins with a statement acknowledging the receipt of the recipient's statement for a specific period, such as a month, quarter, or year. The sender confirms that the received statement matches their own records.
The sender then mentions that they have instructed their bankers to transfer a specific sum of money to the recipient's account. This demonstrates promptness in fulfilling financial obligations and maintaining a trustworthy relationship.
The letter concludes with a closing phrase, 'yours faithfully,' followed by the sender's first name, last name, and job title. This signifies the sender's commitment and professionalism.
Each section of the document serves a specific purpose and contributes to effective communication between the exporter and importer. The header provides identification and contact information, the date ensures timeliness, the salutation sets a respectful tone, the main body addresses the purpose of the communication, and the closing phrase signifies sincerity and commitment.
Guidance for using the 'Correspondence between Exporter and Importer' document:
1. Enter account information: Fill in the account holder's first name, last name, job title, and address in the designated fields. This ensures accurate identification and contact details.
2. Specify the date: Replace 'current date' with the actual date when the letter is being written. This helps in maintaining a clear timeline of communication.
3. Address the recipient: Modify the salutation to address the recipient appropriately, using 'dear sir/madam' or the recipient's name if known. This sets a professional and respectful tone.
4. Acknowledge receipt of statement: In the main body of the letter, acknowledge the receipt of the recipient's statement for the specified period (month, quarter, or year). Confirm that it matches your own records to establish accuracy.
5. Instruct bankers for transfer: Mention that you have instructed your bankers to transfer the specified sum of money to the recipient's account. Provide the name and address of your bank for clarity.
6. Personalize the closing: Replace 'account first name account last name' and 'account job title' with your own name and job title. This adds a personal touch and reinforces your commitment.
By following these steps, you can effectively use the 'Correspondence between Exporter and Importer' document to communicate with the recipient, maintain accurate records, and establish a professional relationship.