Business letter in relation to unsolicited materials (legitimate business content)
Every now and then you will find yourself on someone's distribution list, or receive information or commercial propositions you didn't request.
Note: Do not ignore these materials. Some may be useless, but others may be trade or business related. Always check the sources of any unsolicited materials, so you know who's sending you what.
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You can do quite a lot about unsolicited emails, and you can always throw out any materials you don't want.
However, if you find yourself on the receiving end of legitimate business related information, or other materials, which may be worth following up.
You have to make a decision about how you handle these cases.
You'll need to have a simple process of dealing with these things, if they're bona fide business. Firstly, you'll need to check out the information.
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- Do not make any commitments to anything, on the basis of unsolicited materials alone.
- Make sure that there is a real business to deal with. Check everything, particularly including any scam reports online.
- Always check out sources, and always get a contact person, before doing any form of business.
The example below is in relation to a bona fide offer of materials from a supplier. The company is in the Yellow Pages, and is offering discounts.
This is a very simple example, but the response is all purpose, and will cover most situations. The materials and information requested are all to verify that this is a real offer of business, as well as to get the actual info.
Always ask for useful information which you are able to verify for yourself.
Example:
Addressee
Your Reference
Our Reference
Contacts
Dear (use title as per the material provided, Mr., etc)
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I refer to your recent advertising letter / email concerning an offer of discount tiling materials.
Please provide:
- Your company number for tax purposes
- A full catalog with schedule of prices for your materials
- A schedule of trade discount rates
- The name of a contact person for further enquiries
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Yours sincerely
Signed
Title
Date
Disclaimer
Please note:
- This text is intended for advisory and guideline purposes only.
- Any business letter can become a legal document, so check your content properly before issuing.
- Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.
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Business Letters 
