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Biz Communication Purchase Correspondence(M office 2003)

Biz Communication Purchase Correspondence(M office 2003)

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Published by: Ankur Jain on Dec 04, 2009
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By : Group II II Bcom C

Important Terms
 Business Correspondence:  Communication through exchange of letters is known as correspondence.  We communicate our feelings, thoughts etc. to our friends and relatives through letters that may be called personal correspondence.  A Businessman also writes and receives letters in his day to-day transactions, which may be called business correspondence.  Business correspondence or business letter is a written communication between two parties.  Correspondence plays an important role in our daily life. It is the means through which we exchange our ideas, thoughts and other information with our friends, relatives and other people.  Since businessmen live at distant places they do not have sufficient time to contact their customers personally. This difficulty has been overcome by writing letters. This is a part of Business Correspondence.  The importance of Business letters
i. ii. iii. iv. v.

It It It It It

helps in maintaining proper relationship is inexpensive and convenient mode of communication creates and maintains goodwill serves as evidence helps in expansion of business.

Sales Letter:
 It is a form of direct mail in which an advertiser sends a letter to a

potential customer.  It is a letter used to introduce the selling effort of a direct-mail package.  Sales letters may be individually typewritten, typeset and printed, fully computer typed, or printed as a form letter and then completed by inserting the names and addresses of prospects.

 Types Of Business Letters.
 Enquiry Letter  Quotation Letter  Order Letter  Order Execution Letter  Complaint Letter  Adjustment Letter  Remittance Letter  Acknowledgement of Remittance Letter

We received the sales letter as follows:

Direct Furniture Co. Ltd.
Ph No : 9866704847 Fax No : 040 22145678 E-mail : directfurnitureco@rediffmail.com HSB Layout Prenderghast Road Hyderabad – 500003 13th July, 2009.

Gentlemen, As the days shorten and the season cools to fall I begin to think of hearth and home – warm and cozy. My thoughts turn to family and friends and their comfort, be it sleeping, relaxing, visiting, studying, dining or carrying on the business of life. At Direct, we can help to accommodate all these needs. We can show you beautiful bedrooms and comfortable bedding, gracious dining groups, inviting seating, entertainment centers and efficient home office furniture designed for beauty and comfort in both traditional and contemporary styles. “What kind of fabric is this and how well will it hold up?” This is one of the most frequently asked questions we get and in today’s market buying upholstered furniture can be overwhelming and frustrating, especially when there are hundreds of fabrics to pick from. Knowing the fabric basics can help you decide what is best for you and your family. Before you invest in new upholstery you might want to consider the room it will be in and who will be using it. We suggest you always find out the manufacturer’s recommended cleaning method and add a fabric protection, which is usually an additional charge, but well worth the investment. Yours Truly, Anil Kumar. (Manager)

Shakti Interiors
Ph No : 9731829722 Fax No : 080 22442202 E-mail : shaktiinteriorsblr@yahoo.com Subbaraju Layout, Koramangala, Bangalore – 560030. 15th July, 2009

t Furniture Co, derghast Road, rabad – 500003. Sirs, Subject: Request for Latest Catalogue and Price List products and their FABs. showroom.

eference to your sales letter dated 13th July 2009, we would like to take an in-depth look at your

We are dealing in retail trade of furniture. We would be interested in selling your products through our retail Kindly courier us a copy of your latest catalogue, with the price list and brochures at the earliest. Awaiting for

your reply.
Yours Truly, Ankit Prem. (Manager)

Direct Furniture Co. Ltd.
Ph No : 9866704847 Fax No : 040 22145678 E-mail : directfurnitureco@rediffmail.com 2009 Shakti Interiors , Koramangala , Bangalore – 560020. HSB Layout, Prenderghast Road, Hyderabad – 500003. 17th July,

r Sir, Subject: Catalogue and Price List.

thank you for your letter dated 15th July 2009, requesting for our latest Catalogue and Price List. We would glad to meet your requirements of selling our furniture in your retail showroom.

latest Catalogue and Price list are enclosed with this letter. Along with these, brochures, terms and ons are also enclosed. Thank you for your letter of enquiry. We offer 10% discount on order above 0/-. Besides, we allow a grace period of 45 days for payment of dues to our regular customers.

are confident that you will find our prices competitive and our terms and conditions reasonable. An order m is enclosed for your convenience. We look forward to meeting your requirements. Yours Truly, Anil Kumar. (Manager) Encl. Catalogue & Price List, Brochures, Order form no. CU120.

Shakti Interiors
Subbaraju Layout, Koramangala, Bangalore – 560030. th 20 July, 2009  

o : 9731829722

Fax No : 080 22442202 mail : shaktiinteriorsblr@yahoo.com

Furniture Co, erghast Road, abad – 500003.

Sirs, Sub: Placing an Order.

ank you for your letter dated 17th July 2009 and catalogue and price list of your products.

e pleased to place a trial order for the following products: Name Sofa Set 20122(Cotton) Dining Table 10098(Metallic) Study Table 19862(Oak Wood) T.V Showcase 30098(Ply wood) Computer Table 31199(Ply Wood) 3 5 4 4 Quantity 2 Price per unit Rs. 10799/Rs. 4999/Rs. 1499/Rs. 4500/Rs.3999/Rs. 14997/Rs. 7495/Rs. Rs. 15996/-

logue No.

15102 1598/001 819 221 0/634

We will be pleased if you send us the goods within one month through railway. This order is strictly on this condition, and if the delivery is not made on or before 20th August 2009, we have the right to cancel the order and reject the goods. We request you to send us the goods with special packaging along with respective manual documents. We will make payment through crossed cheque immediately after the delivery. We abide by your terms & conditions.

Yours Truly, Ankit Prem. (Manager) Encl. Order Form No. CU120

Direct Furniture Co. Ltd.
Ph No : 9866704847 Fax No : 040 22145678 E-mail : directfurnitureco@rediffmail.com HSB Layout, Prenderghast Road, Hyderabad – 500003. 1st August, 2009

Shakti Interiors , Koramangala , Bangalore – 560020. Dear Sir, Subject: Execution of order for consignment no FDM1/119

thank you for your order no CU120 dated 20th July 2009. As per your instructions, the goods have been patched on 1st August, 2009 by rail mode.

can pick up the goods from Yesvantpur Railway Station on 2nd August 2009 at any time after 7:00a.m. L.R. No. for the same is : KA-YPR 9692. Our invoice, amounted to Rs. 70,000/-, inclusive of all es, discounts and trade expenses, is also enclosed along with the goods. hope you will find the consignment satisfactory and will give us order in future too.  Yours Truly, Anil Kumar. (Manager)

l. Invoice No. TTC1/119

Shakti Interiors
Ph No : 9731829722 Fax No : 080 22442202 Subbaraju Layout, Koramangala, Bangalore – 560030. rd 3 August, 2009

-mail : shaktiinteriorsblr@yahoo.com

ect Furniture Co, enderghast Road, derabad – 500003.

ar Sirs, Sub: Ordered Furniture in damaged condition.

e thank you for the consignment, which was delivered to us on 2nd August,2009. But we regret to inform u that some of the consignment were found to be in damaged condition owing to some scratches and eakage and defective packaging.

e two dining tables were found scratched and some breakage in one of the sofa sets and three study bles. It appears that the consignment was handled carelessly. We cannot accept these damaged ods and expect you to replace them immediately.

ase arrange for an immediate inception and replacement as soon as possible. Yours Truly, Ankit Prem. (Manager)

Direct Furniture Co. Ltd.
Ph No : 9866704847 Fax No : 040 22145678 E-mail : directfurnitureco@rediffmail.com 2009 Shakti Interiors, Koramangala, Bangalore – 560020. Sir, HSB Layout, Prenderghast Road, Hyderabad – 500003. th 6 August,

Sub: Inability to replace the damaged goods.

thank you for your letter dated 3rd August 2009, informing about the damaged condition of e of furniture mentioned by you.

regret to inform you that we are not in a position to replace the goods damaged in transit, as e goods were packed with special care and responsibility. While some furniture are not maged when all are packed in same manner, this shows that the goods were damaged during sportation.

are unable to help you and trust that you will have no complaint in future.
 Yours Truly, Anil Kumar. (Manager)

Shakti Interiors
Ph No : 9731829722 Fax No : 080 22442202 E-mail : shaktiinteriorsblr@yahoo.com Subbaraju Layout, Koramangala, Bangalore – 560030. rd 3 August, 2009

Direct Furniture Co, Prenderghast Road, Hyderabad – 500003. Dear Sirs, Sub: A cheque for Rs 70000/The consignment no FDM1/119, containing the ordered furniture, has been delivered to us and it is satisfactory. We enclose a crossed cheque of Rs. 70,000/- in full settlement of the amount mentioned in your invoice no. TTC1/119. The cheque number is 109236 of State Bank Of India . Please acknowledge the receipt and credit us with the amount. Yours Truly, Ankit Prem. (Manager) Encl. Cheque No. 109236.

Direct Furniture Co. Ltd.
Ph No : 9866704847 Fax No : 040 22145678 E-mail : directfurnitureco@rediffmail.com HSB Layout, Prenderghast Road, Hyderabad – 500003. th 13 July, 2009

Shakti Interiors , Koramangala, Bangalore – 560020.

ar Sir, Sub: Receipt of your cheque of Rs. 70000/-

thank you for your letter dated 3rd August 2009, enclosing cheque of Rs. 70,000/-.

have received a sum of Rs.70000/- for the consignment no. FDM1/119, through cheque no 109236 of te Bank of India, in full settlement of your account. We are delighted to know that the signment delivered to you proved satisfactory. We have credited the amount in your account.

hope to have a continued business relationship with you.  Yours Truly, Anil Kumar. (Manager)

Case Study
With the ever-increasing costs of travel, concerns about

efficiency, and the need for employees to juggle many tasks at once to keep up with their responsibilities, enterprises are continually seeking solutions that use technology to improve the productivity of business and technical groups.

Like many other large, global companies, Cisco

Systems® maintains teams whose members are located around the world.These teams must find efficient, costeffective ways to communicate. more is needed to provide a personal contact.

E-mail and telephone are certainly important tools, but

Solution:
The perfect solution for this challenge is video conferencing. Body language is important. It’s helpful to the person, giving a

presentation, to be able to see their audience and their reaction to what is being said. Video conferencing is the ideal medium for effective communications between geographically dispersed teams. “Our team uses video conferencing whenever possible,” says Al Navas, Manager for CCMSBU at Cisco. “The real value of a video conference is in the face-to-face experience when you’re separated by thousands of miles.”

Figure 1. A large plasma screen, mounted on the front wall, enables everyone in the room to see the participants at the distant end of the conference, and to monitor the video being transmitted to the distant end. Figure 2. PowerPoint slides and other presentation media are projected onto a large screen on the front wall. The video from this screen is also transmitted to the distant end of the video conference. Figure 3. Whenever possible, media and in-room controls (lighting, audio, window blinds, cameras) are centered into a single control point at the presentation podium.

Santhosh Tejus .S

Thank You
08D0213 08D0229 08D0257 08D0258 08D0262 08D0264 08D0266 08D0267 08D0280

Akshay Gowda Arun kumar Mahesh Reddy . K Prasanna .G Sharath .K Sunil Yadav.S Ankur Jain

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