Basic structure of a letter

1. Heading (Letterhead) – Name of the company, Address, Tel. No. (Should not be more
than 2-3 lines)

2. Date

3. (Ref.)

4. inside Address

Plot no., Name of area,

Name of city, state,

Pin no.

5. Attention line

6. Subject- Should be in bold, underlined or first letter of each word should be in bold-
except conjunction.

7. Salutation

8. Body- divided into 3 paragraph

First paragraph- Mention the purpose or objective of the letter. – 3-4 lines

Second paragraph- Detail explanation or justification – 5-6 lines

Third paragraph- state the expectation from the reader- 3-4 lines

9. Complementary close

10. Signature (if name is not mentioned in inside address can mention name and designation)

11. Enclosures.
 Saigal Engineering Company

3834-B, Saraswati Building, Mori Gate, Delhi- 110006, Ph. 245346

saigalengineering@gamail.com.www Saigalengineering.com

21 August, 2019

Ref: Invoice No. 1304

To

The Sales Manager,

ABCL Corporation Ltd.,

Chandigarh- 112005

Subject: REPLACEMENT OF GOODS DAMAGED DURING TRANSIT

Dear Sir,

The 25 computer sets sent by you to Saigal Engineering Company on 20 th July, 2019, invoice
No. 1304 were duly received. But on opening consignment, we found damaged as soon as
consignment was opened, immediately after the receipt of goods. Therefore the damage must
have occurred during transportation.

The need for computer is urgent and we require immediate replacement of the damaged
pieces. The replacement should be done by 25th August, 2019; otherwise our company will
have to bear severe business losses.

I hope you understand the urgency and seriousness of the matter and will replace the
damaged computers as soon as possible but latest by 31st August, 2019. Kindly acknowledge
receipt of this letter.

Thanking you

Yours Faithfully,

Senior Manager

(Computer Division)