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KindsofBusinessLetters
1. Salesletter 2. Circularletter 3. EnquiryorRequestletter 4. Quotationletters 5. Orderletters 5 Order letters 6. Complaintletters 7. dues&followupletters 8. Letterstoabanker 9. LetterstoInsuranceCompany. 10.ReferenceLetters 11.Coveringletter SaidMHITECUni

Manypeoplesaytheycanspotagoodletterwhen theyseeit,buttheproblemiswhenitcomesdown towriting,theysimplyfreezeup.Howtowritea goodletters? Theanswerlieswithanotherquestion.Whatdowe wantourreaderstodo? Agoodletterisonethatisabletopersuadethe readerwhatwewanthimtodo.Thisneedsalittle understandingaboutthepsycheofthereader.Asa generalruleweknowthateverybodywantstobe respected.Similarlyfewotherthingsclarityof expression,justificationofthecauseofwritingare commontoallletters. 2 SaidMHITECUni

I.SalesLetters: Asthenamesuggest,asalesletterismeantfor promotingsalesthepurposeistoreachthe customersasitisapowerfulmediumofadvertising. Allwinningsaleslettersucceedbyfollowingthe AIDAformula. AIDA f l 1. Attention:thelettermustgetthereaders attention.Itisopenthesalesletterwithaneye openerorajolter.Itshouldbefascinatingenough toovercomethenaturalresistanceofthereader andcausehimtocontinuereading.
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2.Interest: Nextwewanttohookthereaders' interest. Concretefactsarehelpfulininstillingconviction likeOurproductshavelifetimeguarantee.You canreplacethemevenafter75yearsforany manufacturingdefect. Whatever the appeal the letter should dramatize Whatevertheappealthelettershoulddramatize whattheproductwilldoforthereader, theplasticusedinourproductsisworldclassand sealisspeciallydesignedinsuchawaythatyou carryanydrinkalongwithyouwithoutthefearof spillingoutevenasingledrop. 4 SaidMHITECUni

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3.Desire:Thedesiretoeliminateorminimizethe potentialfuturelossorthedesiretogainsomething (prestige,moretime,moreprofits,etc). providecompellingreasontobuyfromyouinstead ofyourcompetitor.ThisiscalledUSPorUnique sellingproposition. TrustisanimportantUSP. 4.Action: Lastbutthemostimportant,yoursales lettermusthaveacalltoaction.Youmustaskyour customertodothatyouwant,weathertobuyorto clickonawebsiteorcall. donotdelay.Takeadvantageofthisspecialprice offer.CallNOWtoplaceyourorderbyemail/callon thegivenaddressXXXXXXX. SaidMHITECUni 5

II.CircularLetter
Acircularletterisonewhichiscirculated,toalarge numberofpersonsatthesametimecarryingthesame messageforall.Itisakindofannouncement. TheFeaturesofcircularletters 1. TheCircularletterscarrythemessagetoalarge numberofpersonatonetime. number of person at one time 2. ThemessagecarriedbyCListhesameforall. 3. Circularlettersareunsolicitedletters. 4. CLareveryformalandmayormaynotbeaddressed personally. 5. Generallyitiswrittenonthebehalfofanorganization. Thereisnoneedtomentionthenameoftheperson issuingit.

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QualitiesofagoodCircularletter 1. Acircularlettershouldbeshortasfaraspossible. 2. Itshouldattractreadersattentionintheopening paragraph. 3. Itshouldhavegoodlook/appearance 4. Itshouldbewritteningeneralformandpreferably adoptingweorourapproachinwriting.

Circularletteriswrittenonthefollowingposition. 1. ObtainingorannouncinganAgencyoraproduct orservice. 2. Establishmentofanewbusiness. 3. Extensionortransferofbusinessorchangein address. 4. Changeintheconstitutionoffirmse.g. admissionorretirementofapartneroroffice beareretc. 5. Changeinthepolicyofbusiness 6. Dissolutionordiscontinuanceofabusiness. SaidMHITECUni
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III.EnquiryorRequestLetters Themostcommonlettersinbusinessareinquiries andrequestforinformation.Buyersneed informationfrommanufacturersandsellers,about products,termsofsalesandvariousservices. Thesesenquiriesmaybebroadlyclassifiedinto: Solicitedenquiryandunsolicitedenquiry. Solicitedenquirywhentheintendingbuyersof goodsmakesanenquiryinresponsetosome advertisementfromthesellerorsupplier. Unsolicitedenquirywhenthebuyersorsellers makesanenquiryonhisownwithoutreceivingany communicationfromthepersonwhomheasks. 9 SaidMHITECUni

Usuallythisletterisaletterforaskingquotations. ThereisasayingGoodswellboughtarehalfsold. PointstoRememberwhiledraftinganinquiryletter 1) Giveyourintroductioninthebeginningwhile writingunsolicitedenquiryletter. 2) Givereferencetothesourcefromwhereyouhave pickedupthemessageinsolicitedinquiry. 3) Askindetailsofgoods/services,pricelistand mentioneverythingspecifically 4) Askforthetermsandconditionsofpayment, delivery 5) Theurgencyofearlyinformationshouldbe stressedupon.
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IVQuotationLetter
Letterswhicharewritteninreplytoenquiryletters ortendernoticesarecalledquotationletters.They arecalledsobecausetheyquotethepriceand termsfortheproductsorservicesenquiredinthe inquiryletters/tendernotices. inquiry letters/tender notices Pointstobeconsidered. 1. Replytotheenquiriescarefullyandpromptly. 2. Thankthepersonformakinganenquiry. 3. Thenamesofgoods/servicesshouldbespecific, givingthebrand,shade,designandsize.
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4.Detailsaboutthepriceshouldbeclearlystated. 5.Termsofpaymentshouldbespecified. 6.Termsofdeliveryofgoods,clearlyundertakingas towhenthegoodswouldbedelivered. 7.Periodforwhichthequotationisvalid. 8.Attheendthereshouldbeanexpressionofhope thatthequotationwouldbeaccepted. ThespecimenofQuotationletterisgivenonthenext slide.

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deArtFurniture Faiz Abad,Rawalpindi 4th November2008 TheAdmin HITECUni Taxila DearSir WethankyouforyourletternumberBS/10/2008/2 dated29102008.Asdesired,wegivebelowtheprices SaidMHITEC 13 foritemsrequiredbyyou: Uni

1. SteelofficechairStype(witharms)6 Rs.1500per chair. 2. Steelofficechairs(withoutarms)6 Rs.1100perchair. 3. Computertableswithtwodrawerswithlock4Rs. 1800pertable. Terms 1. Thepricesquotedaboveareexclusiveofsalestax whichis16%ofthegivenrates. 2. Thegoodswouldbedeliveredwithin15daysoforder. 3. Cartagewillbeextra,whichwouldcostabout800 fromourshoptoyouroffice.

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4.Paymentmaybemadebycashorcheque ondelivery ofgoods. 5.Thisquotationisvalidforonemonthfromthedate hereof. 6. Ifyouhaveanyotherquery,youcancontactuson phoneno.xxxxx duringtheofficehours.Weare lookingforwardtohavealongtermrelationshipwith you. Yoursfaithfully XYZ XYZ ManagerSales
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V.OrderLetters
Theletterswrittenbyabuyertoasellerinreplyto hisquotationiscalledorderLetter. Orderlettersmainlyincludethreekindoffacts: detailsaboutwhatyouareordering,directionsfor transportation,andthemannerofpayment.State transportation and the manner of pa ment State clearlythequantity,color,style,size,price, payment,location,shipmentdate,placeplusany specialinstructionyourreadermightneed. Precisely,itshouldcontainthefollowing,ifany. SaidMHITECUni
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1. Areferencetothequotationletterifany. 2. Detaileddescriptionofgoods 3. Thepricelistorasagreeduponbetweenbuyer andseller. 4. Directionofdeliveryofgoodsincludingdate place&modeofdeliveryofgoods. 5. Modeofpaymentcash,Cheque,bankdraft, 6. Otherinstructionofpacking,insuranceetc. 7. Requestforpromptdeliveryofgoods,showingthe urgencyorimmediateneedofgoods.

HITECUniversity Taxila Ref:BS/10/2008/3 10th November2008 ManagerSales deArtFurniture de Art Furniture Faiz Abad,Rawalpindi DearSir Withreferencetoyourquotationdated4th November2008, pleasesendusthefollowingitemspositivelyby20th November2008.Ourofficeremainopenfrom9amto7pm. 18 MondaytoSaturday. SaidMHITECUni

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1. SteelofficechairsStype(witharms)6x1500=Rs 9,000.00 2. Steelofficechairs(armless)6x1100= 6,600.00 3. Computertableswithtwodrawerswithlock 4x1800= 7,200.00 4. Salestax 3648 5. Cartage 800 Totalpaymentwouldbe 27258 webelievethatthisisthetotalsumwearerequired topayforourorder.Wewouldmakethispayment of27258bychequewhenyousendthedelivery.
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Pleaseconfirmourorderandensurethatthe deliveryreachesusby20thNovember2008. Yourstruly ABC Mr.ABC ManagerAdmin

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Acomplaintletterrequestssomesortofcompensation fordefectiveordamagedmerchandiseorfor inadequateordelayedservices. Whenyoustateyourcomplaint,youusuallymakea claimorrequestforsomekindofadjustment.Allsuch claim or request for some kind of adjustment. All such requestsaregroupedtogetherherelabeledasclaim letter. Typicalsituationfordirectrequestclaimsaboutgoods involvedefectivematerialsorworkmanship, malfunctioningpartsorproductsthatarenotordered. Claimsaboutservicesincludedeliverymixup,broken promises,discourtesy,bookkeepingerrors. 21
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VI.Customersclaims(complaints)and RequestsforAdjustment.

Howtodraftacompliantletter: 1. Tobefairtotheseller,productsservicesand yourselfwritepromptly. 2. Identifythereasonearlytoregisteracomplaint andtoaskforsomekindofcompensation. 3. Stateexactlywhatcompensationyoudesire. 4. Complaintshouldstatedwithallfactslogically, p g y, courteously,impersonallywithoutany exaggerationorirrelevantmaterial. 5. Suggestwhyitisintherecipientsbestinterestto grantyourrequest:appealtotherecipients sensesoffairness,desireforcontinuedbusiness, butdontthreaten. SaidMHITECUni
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House#3,St#7 F5/1Islamabad Dated05112008 ToppyStores Abpara,Islamabad DearManager Dear Manager EnclosedistheOxfordsweaterthatToppys deliverytruckleft hereyesterdayandwhichIwishtoexchangeforthecorrect sizeorarefund. WhenIselectedandpurchasedthisOxfordsweaterinyour departmentonOctober29,(forRs.2000cash),Iaskedthata sizeLbesenttomyhome.ThesizeI SaidMHITECUni 23

ThesizeIreceivedisanS,andofcourseIcant wearit.Mysalesbillnumberis1702,dated29th October2008. PleasesendmethecorrectsizeLinexactlythe sametypeandcolororifthisnotavailablenow,a cashrefundofRs.2000.asIamleavingontrip November11,itisnecessarythatIreceivethe N b 11 it i th t I i th sweaterorthemoneybeforethatdate. Truly Mr.Alex SaidMHITECUni
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VII.Collectionletters
Thegoalofthecollectionletteristocollectthe moneywithoutoffendingthedebtor.Infectthe objectiveistocollectthemoneyandstilldonot losethecustomer.Untilthesituationbecomes cuticle,theletterdoesn tbecomeasterndemand. cuticle the letter doesn't become a stern demand Thecollectionseriesconsistsofseveralletters. Mostcompaniesclassifytheselettersasstages: 1. Thenoticestage 2. Reminder 3. Ultimatum SaidMHITECUni
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VIII.Letterstoabanker
Bankiscorporatebodyorinstitutionwhichaccepts surplusfundsofmoneyfromthegeneralpublicand lendsthismoneytopersonsforvariouspurposes.The bankallowsinterestonfundskeptwithitbydepositor andchargesinterestsfrompersonswhoborrowmoney g p y fromthebank.Besidesacceptingdepositsandlending money,theBankrendersanumberofservices,known assubsidiaryorancillaryservices,likeremittanceof fundsfromoneplacetoanother,providingsafedeposit lockers.Fordoingthis,theBankerandthecustomer enterintosomekindofrelationshipthatisknownas BankerCustomerrelationship. 26

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XI.LetterstoInsuranceCompany
Noneofisimmunefromlossortragedy.Accidents involvingpersonalinjuryorpropertydamageoccur everyday.Tosurviveanaccidentwithminimallosses,it iswisetoinsureyourself,yourlovedonesandyour personalproperty. Insuranceisacontractbywhichthepersongetting insuredpayaregularsumofmoney(premium)tothe insurer(insurancecompany).Inconsiderationof paymentofsuchpremium,theinsureragreestopay specifiedsumtotheinsuredonhappeningofacertain event,sayaccidentorfireoranythingelsecausingloss ordamageagainstthepersonisinsured.
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TheBranchManager efu,Islamabad Sir Kindlysendmeacopyoflatestprospectusofyour company Iamplanningtopurchasealifeinsurancepolicyfrom yourcompany.Iam25yearsoldandmymonthly incomeisRs.30000whichislikelytobeincreasedafter SaidMHITEC 28 threeyearstoabout45000.

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Iwanttomakeaprovisionforoldage.Canyou kindlysuggestwhichkindofpolicywouldsuitme best. Iawaityourreply. Trulyyours Mr.XXXX

ReferenceLetter Date Towhomitmayconcern, Iconfirmthat(name)is/wasemployedas(position)withthisorganization from(date)to(date/thepresentday),andwas/ispaid(salary,plusbonus andbenefitsasapplicable).

Theirjobof(position)carriesthefollowingresponsibilities(describebriefly Their job of (position) carries the following responsibilities (describe briefly thejob).(Name)isskilledin(detailsofskills)andisalso(characteristics eg reliabledependable,agoodcommunicators,etc). Iwouldhappilyreemploy(name)asIconsiderhim/hertobeavaluable memberoftheteam,whoconsistentlyachievedgoodresultsanddelivers allexpectations.

Yoursfaithfully,

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4,TaylorAvenue BeaconsfieldBerkshire 23February,2007 GraduateRecruitmentManager TheHighRollerGroup Londoncity DearMrs Groom Sub:TraineeDecisionMaker

Coveringletter

IntermsofthetwomainservicesofferedtothesectorbytheHighRoller Groupofcustomermanagementandimprovingqualityandefficiency,I feelthatmydegreeoffersafirmfoundationoftheoryandprinciples whichwouldbenefitthecompany.Iamalsoanavidreaderofthe financialpressandawareofcurrenttrendsanddevelopmentswithinthe insuranceandpensionsindustry.Thisreadingcontributedtomyfinalyear dissertation. Iam,however,mostparticularlyattractedbytheemphasisthecompany putsonworkingwithclientstounderstandtheirneedsandthoseoftheir customersorpensionschememembers.Iwoulddrawyourattentionto myCVwhichshowstherangeofrolesthatIhaveundertakenwhich requirehighlevelcommunication,interpersonalandinterpretiveskills. i hi h l l i i i l di i kill Thisisbestdemonstratedbymysuccessfulcompletionofa6monthwork experienceinBarcelona.HereIwasrequiredtoperformpreciseand exactingtasksinanotherlanguageandculture.Ibelievetheabilityto buildandmaintainproductiverelationshipwithclientsandcolleaguesis onewhichIcanbringtotheroleandorganisation. TheHighRollerGrouptrainingschemeoffersaplatformoflearningand experienceleadingtoawiderangeofopportunitieswhichIfindexciting.

IamwritingtoapplyforyourTraineeDecisionMakerpostasadvertisedinthe ProspectsDirectory2007andenclosemyCVforyourconsideration. IfirstbecameawareoftheHighRollerGroupattheLondonGraduate RecruitmentFairinDecember2006andwasimpressedwithboththecompany profileandstaffonthestand.Mysubsequentresearchhasconvincedmethatthe graduaterolesonofferwithHighRollerwouldutilizetheknowledgeandskillsI havegainedonmydegree,andmypersonalattributes.

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Whiletheadvertisementforthepoststatesthatmaths Alevelwouldbe anadvantageforthepost,Ibelievethatmypreviousexperienceas financialassistantdemonstratesbothanaptitudeandpracticalnumber abilitywhichwouldbeanassettotheHighRollerGroup. Ihopethat,onconsiderationofmyCV,youwillbepersuadedofmy potentialtoperformwellonthistrainingschemeandtomakeareal contributionasamemberofyourfirm. Icanbeavailableforinterviewatanytimeandlookforwardtohearing fromyou. Yourssincerely AshleyGill AshleyGill Enclosure:Resume

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