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English

Refusal Order of
order letter
Group 4
 Definisi Refusal order of letter

When seller writes a letter to the customer expressing his inability

to supply the ordered goods, it is known as order refusal letter.

Although sellers expect more and more orders from customers, they
may not entertain all the orders placed by customers. In some cases,
sellers reject orders.
 There are many reasons for
refusal such as :

If the conditioned order is not acceptable to the seller

If the stock is inadequate.
If there is any possibility of a price rise in the near future.
If the buyer is undesirable to the “sellerIf the seller has doubts about the
transaction behavior of the buyer.

The language of such a letter must be courteous enough to refuse the buyer.
There should be a positive approach so that goodwill is not hampered.
 Generic Structure
• heading (date)
• receiver
• a subject line, that helps the recipient to understand your purpose at
once
• a salutation, “ dear mr/mrs, dear sir/madam……….
• Opening paragraph . ”Thankyou note, “We thank you for your order…
• ”rejection statement, “ But we regret to inform you that…..
• item change statement
• close with “sincerely”
Beverage Hill Co. Ltd.Gajipur Main Road, Gajipur10th
March,04
Manager
Proctor Food Ltd.

20, Dhanmondi, Dhaka-1417. EXAMPLE

Sub: Refusal of Order NoKV31/04
Dear Sir,
We thank you for your order No: 0/31/04 dated March 1, 04 for 2,000 packets of Apple Juice @ Tk. 100 per
packet on or before March 20, 04.

But we regret to inform you that we are unable to supply you the goods within the time specified because our
stock of apple Juice has been exhausted and the replenishment of stock will take at least one (1) month time.

Under these circumstances, we can supply you with the goods only if you extend the time of supply by one
month.
Yours faithfully
MR. RAFIQUE
Sales Service Manager,
Beverage Hill co. Ltd.