HINDUSTAN ELECTRONICS PVT. LTD.

17, Purvi Mansion, Joshpur Park – 68

Tel: 3122816 Fax: 3122828

Our Ref No. HE/MKT/572 20 October, 2013

To:

M/S XP Hardware Ltd.

Mylapore
Chennai – 600004

Kind Attn: Mrs. B. Sagar

Dear Sirs,

Sub: Computer – assisted design – new software package developed in-

house specially for designing new electronic goods and redesigning old
designs – Reg Your Ref. No. SPL/VM/210 of 30 June, 2013.

With reference to your above-cited letter of enquiry, it is my pleasure to

inform you that we are in a position to….

Enclosed herewith please find….

Thanking you
Yours sincerely
For Hindustan Electronics Pvt. Ltd.

S. Singh
Seniuor Manger – Marketing

Cc: Mr. Das gupta

Encl:a/a
Identification of Errors and Revisions

1. The address in the letter head is incomplete as the name of the city is
missing.
2. Contact numbers do not have the code
3. Our Ref. should be only Reference
4. Date on the left hand side
5. All the text to be left indented except for the letter head details
6. TO is obsolete
7. M/S is obsolete
8. Kind Attn. not required as the receiver’s identity is known. In case
the receiver’s identity is not known, then we can use KIND ATTN.
9. Dear Sirs is incorrect as we are writing to B. Sagar
10.Ms. to be used in place of Mrs. We never use Mrs in business letters.
11.Subject line is too long
12.Subject line can come before the salutation or after also
13.Thanking you etc. can be replaced with Thanks and Best regards or
Best
14.Encl. to have name of all the documents
15.gupta should start with a capital G
16.Better to start the letter with the sender’s details at the top left hand
side in case the letter head is not being used.
Example of a Business letter format:

(Sender’s Name and Address) – Inside address

S. Singh (Name)
Senior Manager (Profile/designation)
Hindustan Electronics Pvt. Ltd (name and address of the company) ,
(in case not using the company letter, then)
Address

SPACE

Date

SPACE

(Receiver’s Name and Address)

Ms. B. Sagar(Name)
Designation
Company name and Address

SPACE

Subject:

Salutation (Mr./Ms. or the title Name) (Dear is optional)

Introductory para

Body para

Closing para

Thanks and Best Regards

Name/signature
SPACE

Encl.
1 Name of the document
2.
3.

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Note on Kind Attention

We use KIND ATTENTION when we do not know the identity of the

receiver or when we are writing unsolicited.

1. For example in an email business letter, when we are writing a

grievance letter to a customer care department and we do not know
who in the customer care department we should write to, then we
use a Kind Attention in the subject line of the email letter. For
example:

Kind Attention: Customer Care Department

2. In case of a paper business letter, we can write as following in the

inside address column:

Manager
Customer Care Department
Name and Address of the company

Subject: Grievance against ….

Dear Customer Care Department/Manager (can omit Dear also)