Businesss Letters

8/6/2019 Businesss Letters

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Writing Business Letters

Formats, Styles, Types,


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Purposes:

(a) Of Initiating a Letter: - Request - Invitation

- Seeking replacement - Order

(b) Of a Reply : - Refute Allegations - Apologise

- Defend Action


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3 Soundpresentation

of ideas inlogically &coherentlyorderedParagraphs

Standard Grammar

Correct SpellingBala

nced,Cohe

rent

GoodSenten

ceTransition

Aesthetic Page Placement of Letter

Acceptable Print Format

Acc

urateClean

For

At

tractive,DurableStationery

1

2

1. Physical Appearance creates first-glance impression

2. Grammatical elements are noticed as the material is being

read3. Validit of i

deas & lo ical or anisation of content are noticed


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OrganisingFull name of Sender, Organisation, Complete address(Letterhead)

Date

Reference Number

Name, address of recipient

Subject MatterSalutation

Reference No. & date of letter received (If reply)

Body

Complimentary close

Signature, Name & Designation

Encl: / acc:

cc:


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Formats of Business Letter

Full Block Layout : All parts of the letter begin at Left,

paragraphs not indented, not justified

Modified Block Layout: date, complimentary close,

signature block align with the closing lines, paragraphs notindented, not justified

Semi-Block: similar to modified but paragraphs are

indented, unjustified

Simplified: resembles block style except that salutation &

complimentary close are omitted; subject line in

CAPITAL LETTERS


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Types of Business Letter Direct Request Letter

Inquiry Letter

Letters placing Orders

Letter of Instruction

Letter urging Action

Complaint letters Adjustment Letters

Sales Letters

Letters of Reference

Letters of Transmittal Good News & Bad News

Acknowledgement


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Direct Request Letter

Dear Mr X,We saw your advertisement in The Times of India about one of your

important products. The advertisement caught our attention as we are

interested in this product.In fact, we want to equip our corporate office

with modern facilities and we would like to buy this product.However, we cannot send the purchase order unless we know about

this product. Send us more information about the product as soon as

possible. We want to know many things, which include product

specialisation and special features of this model of the product, detailsof discount for bulk purchase, an estimate for the cost of the product,

and details regarding terms of business and delivery dates. Respond to

this letter as early as possible.

Yours sincerely,


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Direct Request LetterDear Mr X,

Please refer to your advertisement in the April 22 issue of The Times ofIndia (New Delhi edition) about the HP ScanJet 3200C scanner.

Our company is interested in buying sixty scanners for our corporate

office. We would be glad if you could send us more information about

the product.Specifically, we need the following information:product specification and special features of HP ScanJet 3200C modeldetails of discount for bulk purchase

an estimate for the cost of sixty unitsterms of business and delivery dates

We look forward to hearing from you.

Yours sincerely,


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Inquiry Letter

Dear Mr X,

Please provide information regarding training courses for field staff

involved in aggressive selling of tour packages.

We presently have 24 sales trainees who need training in sales and

marketing skills. Kindly send us the following information to enable us

to choose the right course for them:List of courses best suitable for our Sales staffDuration of each courseCourse content

Fee structureWe would be glad if you could send us the information before May 25.

We look forward to hearing from you.

Sincerely,


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Positive Reply to Inquiry Letter

Dear Mr Y,

As requested, we are sending you detailed information about the training

courses for field staff involved in aggressive selling of tour packages,

and our business terms, in the enclosed booklet.

We are the leaders in imparting such training programmes and would be

privileged to do business with a reputed company like yours. You couldalso visit our website www.sfc_training.com to receive more information

about our company including a list of our participant organisations.

We hope that the enclosed information will help you make your

decision. Just send us an e-mail if you need any other information. Welook forward to receiving the work order from you.

Sincerely,


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Negative Reply to Inquiry LetterDear Mr Y,

We appreciate your efforts to improve the professional knowledge andskills of your sales staff, and would be privileged to arrange training

courses for reputed companies like yours.

We receive a large number of requests from big companies to organise

training programmes for their sales staff. However, we conduct only tensuch courses in a year. We have already finalised the list of the

companies for whom we are going to conduct the courses during 2005-

06. Therefore, we are not in a position to give you the course details, and

other related information for this year.

We thank you for your interest in our organisation and its training

packages. If you wish, we would be glad to include your name in the list

of companies for 2006-07 training year.

With best wishes,

Yours sincerely,


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Complaint lettersI would like to point out a billing error in my May and July telephone

bills.

According to the May bill (see copy attached), I had to pay an arrear of

Rs 4500/- for January and March bills. As these bills were already paid

in April 2005, I pointed out the error to the Accounts Officer (TR),

Dhanbad, and he assured me that the error would be rectified.However, in my July bill (copy attached), the same arrear has appeared

again. Moreover my telephone number 23560879 has been disconnected

because your computer claims that I have not paid the telephone bills for

more than three months.

Please correct this error and instruct the concerned department to

reconnect my telephone without any reconnection charge. I have

enclosed the receipts for all the bills paid by me since April 2005. I

would appreciate your cooperation in this matter.


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Response to Complaint letters

This has reference to your letter dated July 15 pointing out a billingerror in your May and July telephone bills.

We are sorry for the inconvenience caused to you. I discussed the

problem with our Accounts Officer, who informed me that our

computer did not show your payment because you made thepayment manually. As the list of manual payments reached the

Accounts Department after the July bills had been finalised, your

telephone was disconnected.

The errors have been corrected and you will receive the correctedbills within a week. In the meantime, your telephone line has been

reconnected, and you do not have to pay any reconnection charge.


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Complaint Letters

Nursery Plants worth $572

Dry and wilted. One came out by the roots

when I took it out of the box.

Please send me a replacement shipment

immediately


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Response 5

Youll get a replacement shipment of the perennials youordered next week.

Your plants are watered carefully before shipment andpacked in specially designed cardboard containers. Butif the weather is unusually warm, or if the truck isdelayed, small roots may dry out. Perhaps, thishappened with your plants.

The violas, diitalis, aquilegiasand hostas you orderedare long-blooming perennials that will get even prettiereach year. Enjoy your garden.


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Letter Placing Orders

Please send the following items on the business terms agreed upon:Catalogue No. Item Description Quantity

128 HP Pavilion T2501 Desktop 05

235 HP ScanJet 3200C 05

We would be grateful if you could send the items duly insured. The

insurance charges may be included in the bill.

We would appreciate receiving the items by December 15, 2005. Asdesired, we would make the payment by crossed bank draft.

Sincerely,


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Letter Giving Instructions

I am writing to inform you that I have lost my cheque book

number SB234567890. Please issue mea new cheque book.

Also, stop any payment against any cheque bearing the

numbers 233601 to 233650.I have signed the cheque requisition slip and handed over the

same to my office peon for collecting the cheque book on my

behalf. I would be obliged if you could give him the cheque

book.Thanking you,

Sincerely,


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Writing Plan for a

Letter of RecommendationOpening: Identify the applicant, the position, and the reason forwriting. Establish your relationship with the applicant.

Body: Describe applicants job duties; give specific examples ofskills and attributes. Compare with others in field.

Closing: Summarize applicants significant attributes. Offer an

overall rating. Draw a conclusion regarding the recommendation.


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Goodwill Messages

1. Letters of appreciation

To customers for their businessTo hosts and hostesses for their hospitality

To colleagues for jobs well done

To individuals who have performed favors

2. Letters of congratulation

For engagements, marriages, anniversaries, births

For promotions, appointments

For awardsFor any significant event

3. Letters of sympathy

To console


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Tips for Writing Goodwill MessagesThe Five Ss

Be selfless. Discuss the receiver, not the sender.

Be specific. Instead of generic statements (You did a good

job), include special details (Your marketing strategy to

target key customers proved to be outstanding).Be sincere. Show your honest feelings with conversational,

unpretentious language (We're all very proud of your

award).

Be spontaneous. Strive to make the message natural, fresh,and direct. Avoid canned phrases (If I may be of service,

please do not hesitate . . . . ).

Keep the message short. Although they may be as long as

needed, most goodwill messages are fairly short.


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Writing Thank-Yous

Cover three points in gift thank-yous.Identify the gift.Tell why you appreciate it.Explain how you will use it.

Be sincere in sending thanks for a favor.Tell what the favor means to you.Avoid superlativesMaintain credibility with sincere, simple statements.

Offer praise in expressing thanks for hospitality. As appropriate,

compliment the following:

- Fine food - Charming surroundings

- Warm hospitality - Excellent host and hostess

- Good company


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Answering Congratulatory MessagesRespond to congratulations.

Send a brief note expressing your appreciation.Tell how good the message made you feel.

Accept praise gracefully.Don't make belittling comments (I'm not really all that good!)

to reduce awkwardness or embarrassment.

Extending SympathyRefer to the loss or tragedy directly but sensitively.

In the first sentence mention the loss and your personal reaction.

For deaths, praise the deceased. Describe positive personalcharacteristics (X was a forceful but caring leader).

Offer assistance. Suggest your availability, especially if you can

do something specific.

End on a reassuring, positive note. Ex. refer to the strength thereceiver finds in friends family colleagues etc

Businesss Letters

Documents

Transcript of Businesss Letters