ASN Business Letters

Some points to remember:

1. When to use a person’s first name:

• If we are writing to some in a professional capacity and we have known

that person personally for many years, it is appropriate to use only their
first name.
E.g.,

‘Mr Murahari Venkatesh’ where ‘Murahari’ happens to be the last name

and ‘Venkatesh’ happens to be his first name. To make things more
clear, last name is the surname whereas first name is his /her individual
name which is not shared by other members of the family.

We can write Dear Mr Venkatesh

• If we don’t know the person well, it is advisable to use both the first and
the last names.

E.g.,
Dear Mr Murahari Venkatesh.

If we are unsure as to which one we should use, it is safe to use this kind
of salutation.

Imp: Always make sure to double –check the spelling of the recipient’s name.

2. When we don’t have a contact person’s name write

i) Dear Hiring Manager
ii) Dear Human Resource Manager

3. When we don’t know the recipient, it is a standard practice to use the

expression

To Whom It May Concern

4. If at all possible, use a contact name when you write. This makes your letter
more personal and creates an immediate relationship with the reader. If you
don’t have the contact name, do some research and find out the name of the
right person to address your letter to.

Imp: When you have the name but are unsure of the gender of the person, it is
acceptable to leave out the honorific (Ms/Mr) and simply use the first and the last
names.

E.g., Dear Murahari Venkatesh

ASN Business Letters

ASN Business Letters

5. Complimentary Close:

When we write Yours sincerely as complimentary close, it is necessary to write

the first letter of the first word in upper case. For that matter, any
complimentary close with letters, the same rule is applicable.

We should not use an apostrophe before‘s’ in the word yours.

Your’s 
Yours 
SAMPLES:

COMPLAINT:

Suppose you being the sales manager of Trans-World Lighting have received 1,000
Cartons of Tube lights but 100 cartons of them are damaged. Write a complaint letter
to the supplier stating the fact and ask for a quick replacement. (Goods received in a
damaged condition)

TRANS-WORLD LIGHTING
Mohakhali C/A, Dhaka-1212
5th March, 2020

Manager
Sales & Service Division LIGHTING WORLD LTD.
Tongi, Gazipur

Dear Sir,

I am writing regarding the goods received in a damaged condition. Many thanks for
your prompt delivery of the ordered Tube lights. Unfortunately, on opening the carton,
we found 100 cartons of Tube lights in a damaged condition. We are not sure whether
the damage has been caused by poor handling or wrong packing.

While placing the order, I clearly mentioned that we required these goods quickly and
to be handled ‘with care’ while delivery. Although we received such goods in time 100
cartons of damaged goods caused serious problems to the need of our valued
customers.

Please take back 100 cartons of damaged goods and provide replacement before 15th
March, to enable us to satisfy our customers’ needs.

We are looking forward to hearing from you with the said replacement.

Yours faithfully,

M. Hafiz
Sales Manager
Trans-World Lighting

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ASN Business Letters

Color World wishes to place an order with National Paints Co. Ltd. for various paints.
Prepare an order using imaginary terms and conditions. (Letter of order)

Color World
15; New Market, Dhaka-1200

1st September, 2020

Manager
Sales Division
National Paints Co. Ltd.
20, Tongi, Gajipur.

Sub: Order for various paints.

Dear Sir,

Thank you for your quotation and the price list. I am writing in connection with your
quotation No: 56ASQ-85. We are glad to place our first order with you for the following
items:

Unit
SL. No: Description Quantity Weight price Amount (Tk.)

1 Enamels paint 25 Tins 100 1bs 1000 25.000

2 Synthetic paint 20 Tins 2001bs 2000 40.000

3 White paint 10 Tins l0 lbs 500 5.000 70,000

Since the above goods are required immediately as our stock is about to exhaust very
soon, we request you to send the goods through your “Motor” van as the carriage
inward is supposed to be borne by you.

We shall arrange payment within ten (10) days to comply with 5/10, Net 30 terms.
Please send all commercial and financial documents along, with the goods. We reserve
the right to reject the goods if received late.

Yours faithfully,

Mohammed Tareq
Purchase Manager
Color world

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ASN Business Letters

Natural Bakers
Dublin
Ireland

01st November, 2020

Manager
Sales division
Wexford
Ireland

Dear Mr. Malcom,

We would like to purchase twenty two (22) individual stand mixers (Model
#43423), all in the color red.We would like you to charge this purchase to the
pre-existing account that we have with you, business account #543234.
We hope to receive this order no later than Friday, November 11th, 2020.
Attached to this letter please find our preferred shipping method and receiving
address.
Please confirm that you received this order by calling us at 232-231-4563
anytime during business hours, Monday to Friday.
Thank you for your cooperation
Faithfully,

Purchasing manager
Natural Bakers
Dublin
Ireland

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ASN Business Letters

INSTRUCTION:

XYZ Corporations
Main division
New York

01st July, 2020

Subject: Instructions regarding the joining day - Marketing Supervisor.

Dear Mr Antonio,

Welcome to XYZ Corp and the Marketing team! We are pleased to have you on
board with us as a full-time employee. Your position is that of Marketing
Supervisor and you will be reporting to Jason. Your starting salary will be at
the rate of $500 per hour. You will serve a probationary period of 90 days.

We look forward to you starting on 02 nd of July, 2020 on 12th floor, Winston

Plaza, CA Please report immediately to Henry upon arrival.

We are delighted to have you join us and want to ensure that you are
successful in your new role. Please do not hesitate to contact me if you have
any questions.
We look forward to a positive professional working relationship with you.

Regards,

XYZ Corporations
Main division
New York

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ASN Business Letters

REQUEST:

District Coordinator
Help Society
New-Delhi, AP

19th May, 2020

Subject: Invitation to join the Help Society – Req. reg.

Dear Mr. Venkatesh

We are pleased to introduce to you Help Society, our organization. We at Help

Society buy plots and sell them to under privileged people at lower rates. We are
in this business for a few years now.

We write to you to encourage your participation in the program by donating to

our organization. All our members have the benefits of a membership card,
discount vouchers and monthly passes to a few selected theatres in the city.

Your magnanimity will be properly rewarded for. You can drop down anytime to
our office to talk to any of our representatives in this regard. Please find
enclosed a copy of our ventures.

Thanking you in advance.

Warm Regards,

Enquiry

We generally enquire about

• Services like railways ,flight or road transport ,

• Loans facilities being extended in banks ,
• Sending or receiving goods ,
• Courses being offered in various institutions etc.,
• Career prospects
• Vacation trip

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ASN Business Letters

ADVICE:

From
Mr. N.K. Rawat
Head (Human resources)
Atech Industries

19th May, 2020

To
Mr. Arjun Singhania
CEO
Atech Industries

Dear Mr. Arjun Singhania,

I would like to seek your advice about me joining a company in Sec 17

Chandigarh. I feel this is an excellent opportunity to work for my career
growth but still confused as shifting to another location is always risky. I
have a settled job and my family here so a bit uncertain with regards to
settling down with my family and my kid’s education in the new place.

Please advise me if it is the right decision to move with family now or should
I move alone. Please help me take this significant decision of my life. You are
one person whom I can rely on a perfect choice.

I am also attaching a copy of the appointment letter from Technocodz pvt.

Ltd. for you to have a fair judgment of the company.

Awaiting your reply.

Yours sincerely,
Mr. N.K. Rawat
Head (Human resources)

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ASN Business Letters

COMPLAINT

Dear Sir/Madam,
I am writing to express my dismay at the service at your Eden Hill branch on
Saturday 14 January.
I often collect prescriptions from the pharmacy on behalf of my grandmother,
Mrs Sarah Manning. On this occasion there were two prescriptions: one for 10 x
50 mg Kendomol and one for 50 x 100 mg Leoprone. I was served quickly even
though there appeared to be only one pharmacist on duty. However, as I was
leaving I saw that I had been given 500 mg tablets of Kendomol. This is ten
times stronger than the prescription called for.
If I hadn't noticed the difference between the prescription and the actual
tablets, my grandmother could have taken a dangerous overdose of Kendomol. I
would be worried about getting any future prescriptions at Eden Hill.
The pharmacist apologised and corrected the mistake but I wanted to bring it to
your attention. I think it happened because there was not enough staff on duty.
I understand that mistakes happen but there needs to be a minimum of two
pharmacists at all times so all prescriptions can be checked.
I hope you can take steps to make sure this mistake does not happen again.
Yours faithfully,

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ASN Business Letters

Application letter

From
__________
__________
__________

09th May, 2020 (Date on which letter is written)

To
____________
____________
___________

Subject: Employment Application Letter

Dear________(Sir/Madam),

With reference to your job posted in the newspaper and authorized website I
would like to apply for the post of________(mention the post/position) in the
__________(mention the department). Having completed my graduation in the
_________(mention your area of study), with specializing in __________(mention
your area of specialisation, if any), I would like to explore in the_______(mention
the field of your interest) field.

My keen interest includes __________(mention your interest on which section).

_______(name of the company) is offering me that platform, and I am pleased to
mention that your organization is one of the best in India. With your
organization I’ll able to learn new_________(mention your expectations).

I would also like to mention that during my academic years I have worked on
several projects. Among them are________(mention your project works). For
your further reference, I’m attaching my resume along with this letter.
Hope you would consider it.

Looking forward to hearing from you.

Thanking You.

Yours sincerely,
__________(Name and Signature of the sender)

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ASN Business Letters

From
Eric Abraham
4D Navya Appartments
East Tambaram
Chennai

March 19, 2020

To
Mathews Philip
Managing Director
Mitel Corp.
Banglore

Dear Sir,

Concerning the job advertisement posted in the newspaper dt. 18th March,
2020 and authorized website, I would like to apply for the post of Marketing
executive in the Marketing Department. Having completed my graduation in
the Bachelor of Management Studies (BMS), specializing in Special Studies in
Marketing and International Finance, I would like to explore in the marketing
field.

My keen interest is in Online Marketing and to explore and invade new

markets. XYZ India is offering me that platform, and I am pleased to mention
that your organization is one of the best Marketing agencies in India. I am quite
sure that by working with your organization I’ll able to learn new strategies for
marketing and explore many aspects of marketing.

I would also like to mention ad bring to your notice that during my academic
years I have worked on several projects which are given in detailed on my
resume attached to this letter. Hope you would consider this and do the
needful.

Looking forward to hearing from you,

Thanking You.

Yours sincerely,

Eric Abraham.

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ASN Business Letters

Note:
1. It is not mandatory to mention the words “From & To” in the respective fields.
2. Do not give a side heading for the date as “Date:”.

From
William Jackson
209X1A05M7
G. Pulla Reddy Engineering College (Autonomous)
Kurnool

Date: 02nd June, 2021

To
The Principal
G. Pulla Reddy Engineering College (Autonomous)
Kurnool

Subject: Request regarding the issuance of Bona fide certificate.

Respected Sir,

I am (your name) and I have been the student of this college since (write the years you
have been part of the institution) in (specify your course).

I am in need of a Bona fide certificate as a proof of my residence for applying for my

passport (or mention some other reason).

I request your good offices to kindly provide the Bona fide certificate. I will be very
thankful to you. Awaiting your immediate and positive reply.

Yours truly,

(Your name)

ASN Business Letters