Professional Documents
Culture Documents
There are many reasons why we may need to write business letters :
• to persuade
• to inform
• to request
• to express thanks
• to remind
• to recommend
• to apologize
• to congratulate
• to reject a proposal or offer
• to introduce a person or policy
• to invite or welcome
• to follow up
• to formalize decision
• business «» business
• business «» consumer
• job applicant «» company
• citizen «» government official
• employer «» employee
• staff member «» staff member
To promote sales.
To pass some important information within the organization and outside
the organization.
Note: The last four components are not always included. For more information read P. 217.
Thank you for catalogue and price list. we are glad to place our first order with you for the
following items.
S.No Product No. Product Name Quantity Cost Each (RS) Total
1 1047 anti-wrinkle 500pcs 100 50,000/
Cream50gms
2 6032 Moisturizer 500pcs 75 37,500/-
100ml
3 4253 almond 500pcs 85 42,500/-
Cold cream …………………
Rs.1, 30,000/-
Since we require the above items to replenish our exhausted stock, we request you to kindly
dispatch them by passenger train, carriage forward to new new delhi shall arrange for taking of the
goods at our end.
The R/R and the invoice, at 7% discount may please be sent through oriental bank
Ltd.New Delhi
Yours faithfully
(S.Pal)
31 Dr. Priyanka Mokshmar 05/23/2022
FULFILLING ORDERS
16,ANDHERI(WEST) MUMBAI
Date---------
NO.---------
Yours faithfully
Satyam
34 Dr. Priyanka Mokshmar 05/23/2022
UNIQUE BIOTIQUE PRODUCTS
16,andheri (west)Mumbai
date-29 /11/2010
Himalaya stores
16,inner circle
Connaught place
new Delhi
dear sirs,
We are pleased to inform you that your order of 24/11/2010 has been promptly
fulfilled.the cosmetic items ordered by you have been dispatched and you should be getting
them in about ten days from today.
If you wish to have any further information please contact us at
once . we shall be really happy to serve you in whatever way we can.
Yours faithfully
Satyam
2 state clearly what has gone wrong with the fulfillment of the order,
Soni Publication,
Indore (M.P.)
Dear sir
We must of all thank you for prompt delivery of the books we had ordered only last week on
telephone. For the last so many years of our contact we have been highly satisfied with your prompt
and courteous service.
Today unfortunately, on opening the carton we found three sets of contemporary English’, part 1, 2
and 3 incomplete. The last chapter of each of these books is missing. We are convinced it is not your
fault. May be at some stage the books were not properly checked.
Anyway, we request you to kindly replace them immediately so that we could send them to the text-
book section where they are urgently needed.
Yours faithfully,
Mr. Piyush Tiwari
SR & Co.
38 Dr. Priyanka Mokshmar 05/23/2022
Guidelines for drafting replies to
complaints
While planning a reply to a complaint, the supplier should :
•Promptly acknowledge the letter and thank the customer for writing
it,
•Express regret for the inconvenience caused to the customer,
•Admit the fault if something has actually gone wrong,
•Assure the customer of his sincere efforts to make amends,
•Specially what action he is going to take, and
•Close with offer of better service in future.
Date 25/11/2010
SR & Co.
Bhopal (M.P.)
Dear Sir,
Please accept our apologies for this lapse on our part, We always check all the books
before packing and despatching them. It is really unfortunate that his time you
received three defective sets.
Today itself we are replacing them at our cost. We may also assure you that in future
we will be more careful in fulfilling your orders.
We are really sorry for the inconvenience caused to you.
Yours faithfully,
Shiv Kumar
Soni Publication
40 Dr. Priyanka Mokshmar 05/23/2022
STATUS ENQUIRIES
INTRODUCTION-----
A Status enquiry by definition is “Checking on a
customer’s credit rating” and credit rating means “Amount
which a credit agency feels a customer should be allowed to
borrow”. In other words a status enquiry is a letter sent with
the aim of finding out a customer’s credit worthiness. It is
needless to say that a sizable amount of trading involves
credit that is a means by which good are bought and sold
without cash payment. The supplier usually has to extend
credit facility to the customers, thus enabling them to
conduct business with comparatively small capital.
41 Dr. Priyanka Mokshmar 05/23/2022
Sources of Information about Credit
Worthiness :
• Information about a customer’s credit worthiness or
credit rating can be gathered from the following sources;
(a)The customer himself’ through interview and the
financial statement submitted by him;
(b)The customer’s past orders and the salesmen’s report
about him and
(c) External sources like the trade and bank references given
by the customer and information from trade associations,
chambers of commerce.
42 Dr. Priyanka Mokshmar 05/23/2022
Unique Biotique Products
Date-18/11/2010
Rama Stores
16, Inner circle,
Connaught place,
New Delhi.
Dear Sir,
It is a pleasure to receive your order of 20th December. for cosmetics, items.
We shall gladly open an account for you furnish us with three trade’s references
along with your bank reference so that we could complete the formalities
necessary to establish your firm’s credit.
Getting trade and bank references is a general policy matter and we request all our
new customers to send us this information before we open an account in their
name.
Please write to us as soon as possible so that there is no delay in your shipment.
We will supply your order as soon as we get the necessary information.
Thank you
Yours faithfully
Credit manager
43 Dr. Priyanka Mokshmar 05/23/2022
Reply to the above letter
Rama Stores,
16, inner circle,
Connaught Place
Date-20/11/2010
The credit manager,
Unique Biotique products
16, Andheri (west)
Mumbai.
Dear Sir,
Thank you for your kindness in agreeing to open our account in your books. As required by
you, we are giving below three references with whom we have had an open account for the
past five years;
1. Jai Bhart Trading co.
Matunga, Mumbai.
2. Wadekar Bros (p) Ltd.
26, college Rode, Pune.
3. Shivaji Stores,
Fort Road, Panaji, Goa
Our bankers are syndicating Bank, bank road, new Delhi you require any additional
information, please to us. However, since we wish to add cosmetic items to our stocks for the
festival season, please complete your credit check as possible.
44 Dr. Priyanka Mokshmar 05/23/2022
Yours Faithfully
Unique Biotique Products
16, Andheri (west)
Mumbai.
Date-23/11/2010
Jai Bharat Trading co.
Matunga
Mumbai.
Dear Sir,
The firm named below wishes to open an account with us for Rs.
150000, 3 months and has given your name as a credit reference;
Rama Stores,
16, inner circle
Connaught place, New Delhi.
Any information you may furnish us will be treated as strictly
confidential. We look forward to an early and assure you of our
cooperation whenever needed. A stamped, addressed envelope with this
letter.
Yours Faithfully,
Credit45 Manager. Dr. Priyanka Mokshmar 05/23/2022
Jai Bharat Trading Co.
matunga , Mumbai.
Date-25/11/2010
Unique boutique Products
16, Andheri (west)
Mumbai.
Dear Sir,
Ram stores of new Delhi, about whom you have sought credit
information in your letter of 23thdecember, have been on our books for
five years. Their record of payment during this period has been very
satisfactory. Their purchases average over Rs. 150,000 a month in the
peak season and about Rs.75, 000 per month during the other periods.
Mr.Shyam Ahuja,managing partner of the firm,enjoys a high reputation
in our area, and we are happy to provide a reference for him,we would
like to add that our confidence in this has never been misplaced.
Yours46Faithfully, Dr. Priyanka Mokshmar 05/23/2022
Collection Letter
Meaning - Collection letter is meant by
the letter pertaining to the payment
against the goods bought in credit by the
customer. The customer purchase goods
on credit. The render therefore, writes
letter to them for collection of the
payment against goods bought on credit.
Reminder 1
Dear Mr. jain,
This is just a friendly reminder that your account with us now is
two months past due. Perhaps you have overlooked it.
We genuinely appreciate your business look forward to serving
you better in future.
Sincerely,
Siya ram cloth mils.
your faithfully,
Siya ram cloth mils.
Sincerely,
Siya ram cloth mils,
50 Dr. Priyanka Mokshmar 05/23/2022
STAGE 3. ‘MUST WAY’: LAST RESORT
LETTER
Last resort letter
Dear M/r jain,
you have this last opportunity to set right your account by paying in
full the out standing amount of Rs. …….or at least in part with a
definite promise of paying the balance as son as possible.
your account has been kept open for quite a long period in order
to help you arrange for settlement of the above balance within 6
days.
we are sue you will avoid the unpleasant consequences of our
resorting other measures to collect.
your sincerely,
Siya ram cloth mils.
51 Dr. Priyanka Mokshmar 05/23/2022
Sales letters or offers
sales letters or offers are the most important written form of business
communication. Their primary aim is publicity or to reach out to a large number
of interested in a particular product/service and turn into buyers. Even if people
are not interested in the product, the aim of the latter is to make them interested
in it. Starting with the assumption that the receiver may resist the offer, the sales
letter has to be persuasive, or powerful enough to make the recipient act. They
are unsolicited letters, mostly written by professionals writers. They are a work
of imagination. Taking many forms.
The effectiveness of such letter’s depends on
the writer’s ability to use language suited to his purpose that is above all to
influence the recipient-his thinking, his taste, his behavior. This is the aim of
persuasion. Sales letters are, therefore persuasive or indirect approach letters
April 1 , 2003
Mr. Tarun Sinha
Pocket C flat no 38B
Siddharth Extension
New Delhi 110014
Cleaning disinfecting and Deproteinising
Just one solution for all your needs !
Dear Mr. Sinha
Bausch & Lomb introduces yet another international breakthrough in contact lens care. Yes
! RENU MULTIPLUS the world’s first and only multipurpose lens care solution that
cleans , disinfects and deproteins –all in one go – is now available in India.
And the best news is that you are also entitled to a Special introductory offer- a discount of
Rs .30 on a 360 ml bottle of RENU MULTIPLUS solution. All you have to do is visit any
eye care practitioner or chemist in your locality pick up a bottle for your self an safe rs 30.
The enclosed broacher explains the over whelming advantages of new RENU MULTIPLUS.
Your Sincerely
JP Singh
Vice President
54 vision care business Dr. Priyanka Mokshmar 05/23/2022
GOODWILL LETTERS
TYPES OF GOODWILL LETTERS-
(b) Condolence
55
letter Dr. Priyanka Mokshmar 05/23/2022
Characteristics of Goodwill
Letters
On the occasion of some good news
1. Direct in appeal
2. Brief
3. Jargon or old fashioned should be avoided
4. Natural expression
5. Concise
6. Enthusiasm and genuine
7. Reflect writer’s pleasure
On the occasion of some bad news
8. Indirect in appeal
9. Simple language
10. Distressing words avoided
11. Short and simple
12. Expressed briefly
56 Dr. Priyanka Mokshmar 05/23/2022
CONDOLENCE LETTER
DATE: -------------
VIKASH&COMPANY
16/34, RAILWAY ROAD
ALIGARH (U.P.)
SUBJECT: Informing change of address
Gentlemen,
Today onward we would be functioning from the following premises
10/20, Railway road
Aligarh (U.P.)
Our new phone numbers are: ---------------
---------------
----------------
Our new address has brought us to the heart of the city. We are sure it will now be much easier for you to visit our new, spacious and better furnished
office. We forward to your next visit at the earliest convenient time.
Kindly ensure that all your correspondence is sent to the above address.
Sincerely,
CORBON COPY