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The document titled 'Product / Goods Follow Up' is a formal letter used to request the delivery of a product catalogue and price list from a supplier. The importance of this document lies in its role in ensuring that the recipient is reminded of their commitment to send the requested materials and to prompt them to take necessary actions to fulfill the request.
The entire document consists of several sections, each serving a specific purpose. The first section includes the sender's account information, such as their first name, last name, job title, and address. This information is essential for identification purposes and to establish a professional tone.
The second section is the salutation, where the sender addresses the recipient by their title and last name. This section sets the tone for the rest of the letter and shows respect towards the recipient.
The third section is the main body of the letter, where the sender expresses gratitude for the confirmation of the catalogue request. However, they also mention that it has been a certain number of weeks since the confirmation, but the materials have not been received yet. The sender then requests the recipient to check with their courier or delivery company for the status of the delivery. They also ask for the tracking number to track the shipment from their end. Additionally, the sender suggests the possibility of receiving the materials via email as a temporary solution. They provide their email address for this purpose.
The fourth section highlights the urgency of the situation by mentioning that the sender has a meeting on approved purchases for the coming year on a specific date. They imply that if the catalogue is not received by that date, they may have to consider other suppliers. This section aims to motivate the recipient to take immediate action to avoid losing potential business.
The fifth and final section is the closing, where the sender expresses gratitude for the recipient's follow-up and signs off with their first name, last name, job title, and company name. This section adds a personal touch and reinforces the professional nature of the letter.
Overall, the document serves as a formal request for the delivery of a product catalogue and price list, emphasizing the importance of timely delivery and the potential consequences of non-compliance.
1. Confirm account information: Ensure that the sender's account information, including first name, last name, job title, and address, is accurately provided at the beginning of the letter.
2. Address the recipient: Use the recipient's title and last name in the salutation to maintain a professional tone.
3. Express gratitude and concern: Thank the recipient for confirming the catalogue request and express concern about the delay in receiving the materials.
4. Request status update: Politely ask the recipient to check with their courier or delivery company for the status of the delivery and provide the tracking number if available.
5. Suggest alternative delivery method: Propose the option of receiving the materials via email temporarily and provide the sender's email address for communication.
6. Highlight urgency: Mention the upcoming meeting on approved purchases and imply that considering other suppliers may be necessary if the catalogue is not received by a specific date.
7. Express appreciation: Thank the recipient for their follow-up and sign off with the sender's first name, last name, job title, and company name.
Note: It is important to adapt the content of the letter to the specific context and add any additional details or instructions as needed.