Letter Writing

Business Letters
• Enquiry letter (letter seeking information)
(Services and goods)
• Placing an order (Services and goods)
• Complaint letter
 Placing an order

• Points to Remember
1. Second step in the ladder of any business deal.
2. Keep the tone firm yet polite ,formal and friendly.
3. Use a table to order the goods, for the purpose of clarity.
4. Always have a post script in form of an enclosure where you
mention the enclosed or attached documents.
5. The terms and conditions should be clear, not ambiguous.
 How to Write a Letter Placing Order

• Paragraph 1 – Start the letter with what you have learnt about the company and its
products.
• Paragraph 2 – Draw a table and include “Order Number”, “Item name” “Item
quantity” “Other Specifications.”
• Paragraph 3 – Refer to how, when, where you would like the delivery to be made.
• Close the letter with how you hope the delivery of goods to take place, etc.
 Common expressions used when placing an
order
Opening
• This is with reference to the inquiry letter dated______________ , regarding
the______________.
• This is a follow up of our communication on _________and then on
_________regarding a bulk purchase…”
• With reference to…
• Your letter dated _______
• Our meeting on___________, ….
• Our conversation last week, ….
• Further to our telephone conversation yesterday, ….
• Following our discussion last week….
• Following our meeting last Thursday….
• I refer to your letter dated ___________in which you….
Common expressions used when placing an
order
The Closing
• We have already made 50% of the payment at the____________.
• Hope to receive the order delivered on or before ______of this month.
• Kindly refer to the agreement on post delivery services such as clearance and
stocking.
• Please find enclosed/attached:
– Receipt of the bank-payment
– Copy of your brochure’s table of content page, etc.

P.S.  
• Depending on the order you are going to place, the content needs to comply
with them.
 Format of a letter
Sender's address
______________
______________

Date

Receiver’s designation
Receiver’s address
_______________
_______________

Subject :

Salutation

Content

Yours Sincerely
Name
Designation
 Placing an order (Specimen-1)
Write a letter to the Sales Manager, MMS Books, Ashok Vihar, Delhi, placing a bulk order for four titles of
books that you need for educational purpose. You are Sanjeev/Sanjana, 12/CA, Model Town, Kurukshetra.

12/CA,
Model Town,
Kurukshetra-xxxxxx

December 2017

Sales Manager
MMS Books
Ashok Vihar
New Delhi-xxxxxx

Subject – Placing Order

Sir/Madam
Thank you for your prompt reply to our previous letter of inquiry dated 20 February 2020 with reference number 56B/2020. A
panel of our firm has studied your brochure and price list and feels satisfied to place an order for the same.
The following table describes the products we intend to buy along with the author, quantity, etc.
Name of the book Author No. of Copies Edition
Modern Eco Dr. Singh 35 Latest
Business 2016 Mathew MN 55 Latest
Mental Disorders Dr. Yashank B 40 Latest
Ageing in 30s Ruchir Dua 60 Latest
Kindly be reminded that each of the title carries 20% student discount and 5% winter sale discount. As per our
earlier communication, we have requested to send books without binding. Also, make sure that every single
book is devoid of any kind of printing-binding-packing defect. The total amount will be paid at the time of
delivery.
Yours truly
Sanjana
 Placing an order (Specimen-2)
You are the manager of ‘The chef’ write a letter to the manager of ‘ The India
Cottage Indian Emporium’ for furnishings and upholstery required for the
renovation of your restaurant.

The Manager
The Chef
Pitampura
New Delhi-1100xx

Date

The Manager
The Cottage India Emporium
Connaught Place
New Delhi-110001

Subject : Order for the furnishings and upholstery

Sir/ ma'am
Thank you for catalogue and quotation that were received on _____________ along with the latest price list, both of which were upto our
expectations.

I am happy to inform you that your company has been selected for the business deal. I shall be obliged if you can send the following
furnishings and upholstery at the earliest.
S.No. Item Item Code Quantity Price (Per Unit)
1. Nature inspired curtains NIC-154 70 800
2. Jute foot mat JFM-65 100 250
3. Jute coasters JC-265 80 30
4. Bird cushion covers BCC-688 40 350
5. Cloth lamp shade CLS-2658 25 600
6. Sofa seat covers SSC-459 60 450
7. Jute like table covers JLTC-2056 15 650

I hope that you will make arrangements for delivering the goods mentioned above latest by____________.

I am also enclosing a demand draft ( no. 162497), dated 18th April 2020 ,drawn on Axis Bank, payable at Delhi, of Rs.
70000 only towards the partial payment of the order. The balance amount will be paid on receipt and inspection of all
the goods ordered.
Further, it must be understood that we have the right to reject the order if the items/ goods do not meet the
specifications. Also the order will be cancelled if you fail to observe the time limit.
We would appreciate if you kindly acknowledge the receipt of the order along with the advance payment. Waiting for
an early response.
Thanking you
Yours truly
___________
The Manager
The Chef

Enclosure : D.D. (no. 162497), dated 18th April 2020 ,drawn on Axis Bank, payable at Delhi, of Rs. 70000  only towards
the partial payment of the order.
 Questions for practice
• You are Mohan Bhagat, Eureka Forbes, NOIDA. You have
received the reply to your inquiry letter from Woodcutters Inc,
dated 2rd March, 2015. You feel positive about the company’s
terms and conditions. Write a letter placing order for the
furniture that you have mentioned in the previous
communication.
• Write a letter on behalf of Pankaj Crockeries, Rajguru Market,
Hissar to a firm in Faridabad, placing an order for some items
of crockery.
Eagerly waiting to meet you again.
HAPPY LEARNING
Take care!!