A sales report is a report that the sales department prepares for internal or external use. Some organizations may prepare different sales reports with other information for internal and external purposes. This report provides details of an organization’s sales for a certain period. A sales report letter is a letter written to an organization’s employer in which a summary of the sales scenario during a given time period is presented.
The frequency of the sales report depends on the organization’s and stakeholders’ requirements, the nature of the business, and the organisation’s size. A sales report may be prepared:
- Daily.
- Every week.
- On a half-monthly basis.
- Every month.
- Every quarter.
- On a half-yearly basis.
- Every year.
The sales report letter may be prepared after every sales report, or the letter’s frequency may differ depending on the company policy. In the sales report letter addressed to the boss, the sales department provides the summarized figures and details that the boss requires. These may vary from organization to organization or even from boss to boss. However, the general information included in a sales report letter is:
- Date of preparation.
- Time-period covered.
- Details of the addressee.
- Details of the addressee.
- Budgeted and actual sales volume for the period.
- Increase or decrease in sales through trends.
- Reasons behind the increase or decrease in sales.
- Issues faced by the sales department or problems with the products/services.
- Strategies to improve sales or compete better, such as marketing strategies, improved quality, etc.
- Forecasted sales for the next period, if applicable.
As the preparation of sales report letters is an ongoing process, organizations usually develop a template for them. They can also use ready-made templates available online or in programs such as Microsoft Word. The templates from these sources are easily accessible, downloadable, and customizable. Using a template is beneficial because it saves time and effort whenever the sales report letter is prepared.
The Sales report letter helps the manager get an overview of the sales situation and the concerned issues, including any discrepancies from the budgeted and forecasted figures. Sometimes, the manager may demand a sales report letter in the case of decreased sales or any other issue.
This letter saves the manager time and notifies him if he needs to review the whole sales report or investigate any prevailing issues.
Daily Sales Report Letter to Boss
I am writing to report the daily sales on April 28, 20XX.
On April 28, 20XX, sales decreased 10% compared to April 27, 20XX. The amounts for the sales were $1800/—and $2000/-, respectively. The reason behind the reduction was the strike in the area, which caused the outlet to remain closed for almost half of the day.
Sales are expected to rise on 29th April 20XX and touch $2200/-, as the customers who could not come today will probably visit tomorrow.
Let me know if you need any other information.
Regards,
Jim Watson.
Weekly Sales Report Letter to Boss
Dear Ms. Emily,
I am writing this letter to give you an overview of the sales for the week of June 18th—25th, 20XX.
I am excited to inform you that we have reached and exceeded our target for this week’s sales by 15%. Below is a summary of the sales.
| Last week sales | Budgeted sales for this week | Actual sales of this week | Increase/Decrease in percentage |
| [$] | [$] | [$] | [$] |
There are two reasons for increased sales. One, the season has changed, and the low temperature is forcing customers to wear winter clothing. Two, one of the major competitors has closed its shop in the area.
Sales for next week are expected to rise 5%. If you need any other information, please let me know.
Regards,
William Steven.
Monthly Sales Report Letter to Boss
Dear Mr. Watson,
This letter is to present you with a summary of the sales for June 20XX.
As you know, our sales have been decreasing in the last few months. However, this month of June has experienced an increase due to our changed marketing strategies, implemented on April 20XX. The promotional campaign is yielding results now, and they are expected to continue in the upcoming months as well. In July, sales are expected to rise by 3%.
Here is the summary of the sales amount of June 20XX and the relevant figures:
| Sales of May, 20XX | Budgeted sales of June, 20XX | Actual sales of June 20XX | Increase/Decrease in percentage |
| [$] | [$] | [$] | [$] |
If you need any other information, kindly contact me.
Regards,
Jill William.
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