Académique Documents
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INDEX
INTRODUCTION OF BUSINESS LETTERS TYPES OF BUSINESS LETTERS :
ENQUIRIES & REPLIES
PLACING & FULFILLING COMPLAINTS AND FOLLOW-UP STATUS ENQUIRIES COLLECTION LETTERS SALES OR OFFER GOODWILL LETTERS OR GREETINGS CIRCULAR LETTERS
business business business consumer job applicant company citizen government official employer employee staff member staff member
Indented form Company letter -head Name and address already printed Telephone No, fax Reference Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient Company name Address line Dear Ms./Mrs./Mr. Last Name , Date
Subject: Title of Subject Body of the letter. . .. Body paragraph 2 Body paragraph 3.. Closing (Sincerely...), Signature Signatorys printed name Signatorys position in the company Enclosures Ref. Initials
ENQUIRIES LETTER
A letter of enquiry is essentially an information seeking letter. A letter of enquiry must clearly state the following points
a)
b) c) d) e)
The purpose of the letter whether the writer needs goods , service or information.
Request for catalogue/price list. The details of the senders business. Request for terms relating to discount , credit, mode of delivery etc. An idea of the quantity needed so that supplier may quote the best price.
An enquiry may be made either at the senders own initiative or in response to an offer / advertisement. Enquiries may also be made as a matter of business routine or to ask for a favour.
REPLIES LETTER
A letter of reply to an enquiry must be promptly written so as to be able to secure an order. A reply to an enquiry must take care of the following pointsa. b. c. d. e. f. References to the date and number of the letter of enquiry. Thanks to the party for interest in the receiver. Courteous tone All relevant information about goods , prices , discount etc. Whether the catalogue / price list is enclosed or is being sent separately. Assurance of best service to the sender of enquiry.
INTRODUCTION
Enquiries and replies to enquiries lead to orders and their fulfillment, thus continuing the chain of two way communication a buyer seeks information regarding the product service of his need and sellers effort to make the best possible offer .in fact the offer made in the reply is supposed to be attractive enough to secure an order from the buyer. an order may also be placed without an enquiry if the buyer already knows about the product, manufacture, the seller/supplier through catalogue ,advertisement.
ORDER FORM 16, Inner circle, Connaught Place New Delhi. Date: 24/11/2010 The Sales Manager Unique Biotique products 16, Andheri (west) Mumbai Dear Sir, Kindly supply the following:
S .No Product No. Product Name/Descri ption Quantity Cost Each Total
HIMALAYA STORES
16, Inner circle, Connaught
Date: 24/11/2010
Place New Delhi. The Sales Manager Unique Biotique products 16, Andheri (west) Mumbai Dear Sir,
Thank you for catalogue and price list. we are glad to place our first order with you for the following items.
S.No 1 Product No. Product Name 1047 Quantity Cost Each (RS) Total
anti-wrinkle
Cream50gms
500pcs 500pcs
100 75
50,000/ 37,500/-
6032
4253
500pcs
85
Rs.1, 30,000/-
42,500/-
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)
FULFILLING ORDERS
An order must be promptly acknowledged in either of the following ways By writing a special letter of acknowledgement the acknowledgement of an order has the following aims building up goodwill by expressing gratitude for the customers interest in the seller legal acceptance of all the points mentioned in the order reference to the date of receipt of the order statement of when the order will be fulfilled and when it will be delivered Statement of desire to be further service to the customer
16,ANDHERI(WEST) MUMBAI Date--------NO.--------thank you for your order letter no ...dated. the goods ordered by you will be dispatched within... We appreciate your cooperation for GEN MANAGER (SALES)
UNIQUE BIOTIQUE PRODUCTS 16,andheri (west) Mumbai date-29 /11/2010 Himalaya stores 16,inner circle Connaught place new Delhi dear sir, Thank you very much for you order letter no of NOV 2010. we are arranging to send the goods ordered by you within fifteen days by Passenger train .we are sure you will be well satisfied with the goods .at this price they represent the best value for your money. beside these, we manufacture and supply a vast range of herbal and natural health care items .we are enclosing herewith our latest catalogue for ,we are sure ,you will certainly be interested in ordering a large quantity of them . we look forward to a mutually satisfactory and cordial working relationship.
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.
COMPLAINTS LETTER
The complaint letter is much like the adjustment letter except no wrong doing as taken place. Instead, this letter is just to let the reader know that an error as been found and needs to be corrected as soon as possible. Once again, this letter is a legal document letting the reader know that something is being done to correct the problem.
SR & Co. Bhopal M.P. 21/11/2010 Soni Publication, Indore (M.P.) Subject : Letter for Complaint 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 textbook section where they are urgently needed. Yours faithfully, Mr. Piyush Tiwari SR & Co.
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
STATUS ENQUIRIES
INTRODUCTION----A Status enquiry by definition is Checking on a customers 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 customers 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.
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, Credit Manager.
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. Yours Faithfully,
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 2. Dear Sirs, We check our accounts book and your account which has been due for more than two months. We end you a reminder last week. We know quite often such matters slip by. We are also confident that you dont mind this friendly note. We look forward to hearing from you soon after you receive this letter. your faithfully, Siya ram cloth mils.
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.
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GOODWILL LETTERS
TYPES OF GOODWILL LETTERS-
CONDOLENCE LETTER
Dear shri Bhagat We were shocked to learn of the sad demise of your revered father shri G.L. Bhagat this morning. We have no words to express our grief. We can only say that we are all with you in this hour of sorrow and pray for peace to the departed soul. You standing and reputation today is indeed the realization of late Shri Bhagats dreams and tireless efforts. May you have the courage to bear the irreparable loss. Sincerely.
Circular letters
A circular is a letter or memorandum addressed to a number of person or indented for general circulation. this form general circulation. this from of communication is very commonly used within organization and for sending out information from the organizations. Circular letters are,therefore,the letters conveying the same information from a businessman or a business organization to a large number of customers and suppliers. Like the sale and goodwill letters discussed in the two preceding chapters they are also unsolicited letters.
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
Dos Remember to use formal language. Be to the point and straight forward. Write the letter with polite tone State your reason for writing the letter.
Donts Avoid typographical error. Do not write long and unnecessary statements. Avoid usage of slangs or messaging language. If possible business letter should not be handwritten as it does not looks professional.
7 Cs of a business letters
1. 2. 3. 4. 5. 6. 7. Clear Concise Correct Courteous Conversational Convincing Complete
CONCLUSION
Most of us would be stepping into the corporate world very soon. So we will have to keep in mind that whenever we will write a Business letter we will create an image of us and our company in our reader's mind.
A Good Business letter should be effortless reading that makes you want to read more.
REFERENCES
Business communication book written by Dr. k k Sinha. Websiteso www.writing-business-letters.com o www.businessletters.com o www.en.wikipedia.org
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