Business letter with a letterhead

Letterhead with ALFA COMPUTERS

company details P O Box 123, PUNE, 12
Tel: 020-2324444; fax: 012-232445

Date 1 February 2019

Recipient’s Mr B Patil
address Purchase Manager

Sigma suppliers
P O Box 567
Mumbai - 10
Salutation
Dear Mr Patil
Subject line
(optional) NEW PRICE LISTS

Opening paragraph - state main idea or the request.

Body of the
letter Second paragraph - include relevant details

Concluding paragraph - state specific action to be taken

Yours sincerely
Complimentary
close M. Paradeshi
Asst. Manager
Formal letter with no letterhead

Your address P O Box 567

Mumbai
10
Date 5 February 2019

Recipient’s Mr B Patil
address Purchase Manager

Sigma Suppliers
P O Box 569
Mumbai - 10
Salutation
Dear Mr Patil
Subject line
(optional) NEW PRICE LISTS

Opening paragraph - state main idea or the request.

Body of the letter
Second paragraph - include relevant details

Concluding paragraph - state specific action to be taken

Complimentary
close Yours sincerely

M. Paradeshi

Marketing Manager
Example of a business letter making a routine request

Letterhead with KL Business School

company details tel: 0866-1234567; fax: 0866-123458

1 February 2019
Date
Mr K. Suryavanshi
Recipient’s Presidency Hotel
address P.O.Box 47
Vijayawada - 51

Dear Mr Suryavanshi
Salutation
SEMINAR VENUE - 20 November 2018
Subject line
(optional) Our institute is conducting a management seminar on 20
November 2018 and we would like to know if your
Clearly states conference venue is available on the same day.
the request
We are expecting 150 delegates and would require the
Lists details of following:
requirements
1. a large table in the hall for registration
2. LCD projector
3. a microphone
4. refreshments served at 10.00 AM
5. lunch that includes vegetarian dishes served at
1.00 PM
6. refreshments served at 4.00 PM

Politely requests Could you please confirm availability of the venue and
specific action. fax a quotation for the conference venue, lunch and
refreshments to 0866-123458. I look forward to receiving
your quotation as soon as possible.

Yours sincerely

K. Deshmukh
Manager – Administration
Letter of complaint

Mrs. Kavya

13, RavivarPeth
Vaddeswaram

1 February 2019

The Manager,bb
K-Mart,
Vijayawada – 20.

Dear Sir

FAULTY TOY

relevant detail - On 25 January 2019 I bought the battery run toy car
date of purchase; from your store. This was a gift for my son on his
birthday.
explanation of
problem When my son wanted to play with the toy, we noticed
that it made no move to run even the batteries are new.
When I bought the toy it was sealed in a wrapper and
there was no way of knowing that this particular one was
state how faulty.
problem can be
solved - I would appreciate it if you exchange this toy for another
exchange the toy. one. Here the cash slip as proof purchase along with the
toy. Please send the new toy to the above address.

Yours faithfully

Mrs. Kavya

Vaddeswaram
 K-MART STORES
P O Box 222, Vijayawda-41
Tel: 0866-223344. Fax:0866-223346

5 February 2019

Mrs. Kavya

13, RavivarPeth
Vaddeswaram

Dear Mrs Kavya

REPLACEMENT OF FAULTY TOY

apology I received your letter with the faulty TOY today. We

apologise for the inconvenience that it has caused you and
your son.
action taken to
solve problem We will send you another toy car of same type
immediately. We will test the toy before we send it to you
to ensure that the quality is good.
positive ending
We hope that you will visit our store again on your next
visit to Mumbai.

Yours sincerely

Mrs. L. Rajani
Manager
Business letters: Negative messages

Positive Thank you for you ordering ‘The beginner’s guide to

gardening’ by G. Flowers.

Regret and Unfortunately the book is currently unavailable. We are

explanation expecting new stocks at the end of the month and will
Positive action send you a copy as soon as we receive the new books.

Positive I have a customer of Coopers Ltd. for many years and I

have always been very satisfied with the quality of your
Negative products.
information
However, I recently bought a television that has a faulty
remote control and poor sound quality......
Rejection Letter

February 1 2019

Mr. Raghuveer Yadav

203, Mount Road
Patna

Dear Mr. Yadav

Thank you for taking time to attend the interview for the post of Sales
Representative. I learned a great deal about your competencies and accomplishments
and aspirations, and appreciate your interest towards our company.

When filing an opening HUL looks at number of factors, such as experience,

demonstrated skills, knowledge and ability to handle key-job related situations. This
can make selection process difficult when we are fortunate enough to attract many
qualified candidates like you. With only one opening, however, we are forced to turn
away many fine applicants. Accordingly we regret that we are unable to extend an
offer of employment to you at this time.

Your credentials are impressive. Mr. Yadav we hope you will again consider us for
employment in future.
Sincerely

Rani Patil
Senior HR Executive.
 MEMORANDUM

TO: Design Team

FROM: M. K. Rao

DATE: January 27, 2019

SUBJECT: Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed below.
Remember, we must submit a Proposal by February 2.

Schedule

Task Completion Date

Divide research into groups Febraury 6
and compile information
Review designs. February 11
Write Proposal February 23
Review Proposal February 26
Submit Proposal for printing February 27
Sample circular letter informing increase in prices

Date :..................

Sir,

We are grateful to you for your immense support and valuable orders for supply of paints
and enamels all these years. The increased turnover of the company by 40% this year,
which indicates the increasing popularity of our products. True to our tradition, we are
improving the quality and range of our products constantly with a view to emerging as
more and more innovative in our colour combinations.

Owing to our increased research and development activities, we have made great
headway in new production processes. It has made us rely on import of certain inputs.
Naturally, this means a marginal increase in prices.

We take you into full confidence in announcing an increase of 5% in the prices of our
products as shown in the enclosed price list. We trust you would continue to patronise our
goods as you have done so far.

Yours faithfully,