Correspondence between Exporter and Importer

The document titled 'Correspondence between Exporter and Importer' is a form of communication between an exporter and an importer. It serves as a means of exchanging information, discussing business matters, and maintaining a professional relationship between the two parties. The importance of this document lies in its ability to facilitate smooth and efficient communication, ensuring that both parties are on the same page regarding the shipment of goods.

 

The entire document consists of a letter format, with various sections that serve different purposes. The first section includes the account information of the sender, such as their first name, last name, job title, and address. This information helps in identifying the sender and establishing their credibility.

 

The next section is the date, which indicates the current date when the letter is being written. This helps in maintaining a record of when the communication took place and provides a reference point for future correspondence.

 

The salutation 'Dear Sir/Madam' is used to address the recipient of the letter in a polite and respectful manner. It sets the tone for the rest of the communication and shows professionalism.

 

The main body of the letter consists of the actual message or content that the sender wants to convey. In this case, the sender is referring to the recipient's advice and enclosing shipping documents for the first of the monthly consignments to the importer. They also mention that they have included all charges in their invoice and enclose a draft for payment. The sender requests the recipient to discount the draft at the current rate and send the net amount to their account with the bank.

 

The closing of the letter includes a thank you message, expressing gratitude for the recipient's help in the matter. It ends with a closing phrase, 'Yours faithfully,' followed by the sender's name, job title, and possibly their signature.

 

Each section of the document serves a specific purpose, from providing necessary information to conveying the main message and expressing gratitude. It is important to pay attention to each section and ensure that all relevant details are included for effective communication.

How to use this document?

1. Enter the account information: Fill in the first name, last name, job title, and address of the sender in the designated fields. This information is crucial for identifying the sender and establishing their credibility.

2. Specify the date: Enter the current date in the designated field. This helps in maintaining a record of when the communication took place and provides a reference point for future correspondence.

3. Address the recipient: Use the salutation 'Dear Sir/Madam' to address the recipient in a polite and respectful manner. This sets the tone for the rest of the communication and shows professionalism.

4. Write the main message: In the body of the letter, refer to the recipient's advice and enclose shipping documents for the first of the monthly consignments to the importer. Include all charges in the invoice and enclose a draft for payment. Request the recipient to discount the draft at the current rate and send the net amount to the sender's account with the bank.

5. Express gratitude and close the letter: Conclude the letter with a thank you message, expressing gratitude for the recipient's help in the matter. End with a closing phrase, 'Yours faithfully,' followed by the sender's name, job title, and possibly their signature.

Note: It is important to ensure that all relevant details are accurately filled in and that the letter is written in a professional and concise manner.