BUSINESS LETTERS PURPOSE AND STRUCTURE

PURPOSE Sales Sales Quotation Quotation Enquiry Enquiry Adjustment Adjustment Placing orders Placing orders Contract Contract Credit Credit Complain Complain Clarification Clarification Job Application Job Application

CONTENT GROUPS BenignImmediate Action Delayed Action

FUNCIONS To keep in touch with customers, Branches, Suppliers, Investors etc Widen contacts Sharing information Authoritative proof Record and reference Building good-will Lasting impression

NEED AND IMPORTANCE According to Gartside, there are four main reasons for writing business letters: To provide a convenient and inexpensive means of communication without personal contact To seek or give information To furnish evidence of transactions To provide a record for future references

ESSENTIALS clarity simplicity correctness courtesy public image persuasion Sincerity Completeness

STRUCTURE OF A BUSINESS LETTER Sender’s Address Sender’s Address Date Date Addressee’s Address Addressee’s Address Subject Subject Salutation Salutation Main body (Message) Main body (Message) Complimentary close Complimentary close Signature Signature Name Name Attachments or Enclosures Attachments or Enclosures

Parts of a Business Letter Letterhead: Peerless Graphics Letterhead: Peerless Graphics 893 Dillingham Boulevard 893 Dillingham Boulevard Stony Plain, AB T6K 5L9 2 lines below letterhead 2 lines below letterhead Dateline: March 17,2010. Dateline: March 17, lines 2 lines Inside Address: Mr. T. M. Wilson Inside Address: Mr. T. M. Wilson Visual Concepts Enterprises Visual Concepts Enterprises 1256 Lumsden Avenue 1256 Lumsden Avenue Nordegg, AB T0M 3T0 Nordegg, AB T0M 3T0 1 blank line 1 blank line Salutation Dear Mr. Wilson: Salutation Dear Mr. Wilson:

Parts of a Business Letter (continued) 1 blank line 1 blank line Subject Line SUBJECT: BLOCK LETTER STYLE Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line 1 blank line Body Message that you want to communicate……………………………. …………………………………………………………………………… Body Message that you want to communicate……………………………. …………………………………………………………………………… …………………………………………………………………………………………………. …………………………………………………………………………………………………. ………………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………………. …………………………………………………………………………………………………… …………………………………………………………………………………………………… ………………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………………. ………………………………………………………………………………………………… ………………………………………………………………………………………………… 2 blank lines Complimentary close (Sincerely) 3 blank lines Name Name Enclosre Enclosre

Salutation and closure Dear Sir (Sirs) - Yours faithfully – the most common formal closure in business Dear Madam (Mesdames) ”Yours truly- less formal than yours faithfully, used between persons acquainted with each other. ”Yours sincerely- used between persons known to each other. (Sincerely) This is now commonly used in a business letters to show closeness and informality.

Sample

Sample

Basic principles Margins Margins 1” side margins 1” side margins 2” top margin or may be centered vertically with Center Page feature 2” top margin or may be centered vertically with Center Page feature 1” bottom margin 1” bottom margin Special Parts Reference Initials Reference Initials Attachments Attachments Enclosure notification Enclosure notification

BLOCK FORMAT Jack Richardson Director of Human Resources 323 South Avon Drive Milton, NY (914) Jack Richardson Director of Human Resources 323 South Avon Drive Milton, NY (914) Dear Mr. Richardson Dear Mr. Richardson In response to your advertisement on Internet, I am writing this letter to apply for full time …………… Engineering position in your firm. In response to your advertisement on Internet, I am writing this letter to apply for full time …………… Engineering position in your firm. In Dec 2010, I will complete my graduation in Electrical and Communication Engineering. My main interest is in customer products and very excited to enter this world. I want to bring my research and engineering skills to your firm. My enclosed resume will show you my skills and course work along with my completed projects. If you want to know more about my qualification, and me, please contact me telephonically or me on I am always here for you. Thank you for your consideration and time. Thank you for your consideration and time. Sincerely Sincerely (Signature) (Signature) Thomas K Eden Thomas K Eden Enclosure Resume Enclosure Resume

MODIFIED BLOCK FORMAT Jack Richardson Hiring Manager 323 South Avon Drive Milton, NY (914) Jack Richardson Hiring Manager 323 South Avon Drive Milton, NY (914) March 17,2010 March 17,2010 Re: Apply for the post of software engineer Re: Apply for the post of software engineer Dear sir Dear sir In response to advertisement in newspaper, I am writing this letter to apply for the software engineer position. Please see enclosed resume. In response to advertisement in newspaper, I am writing this letter to apply for the software engineer position. Please see enclosed resume. I am B.tech. from Uttar Pradesh Technical University. I believe that my qualification and skills are best match for your requirements. My enclosed resume will summarize my qualification, capabilities and career history. I would like to work with your firm. Please contact me telephonically or me on Thank you for your consideration and time. Thank you for your consideration and time. Sincerely Sincerely (Signature) Thomas K Eden. (Signature) Thomas K Eden. Enclosure Resume Enclosure Resume

SEMI BLOCK FORMAT Jack Richardson Hiring Manager 323 South Avon Drive Milton, NY (914) Jack Richardson Hiring Manager 323 South Avon Drive Milton, NY (914) March 17,2010 March 17,2010 Re: Apply for the post of software engineer Dear sir Dear sir In response to advertisement in newspaper, I am writing this letter to apply for the software engineer position. Please see enclosed resume. I am B. tech. from Uttar Pradesh Technical University. I believe that my qualification and skills are best match for your requirements. My enclosed resume will summarize my qualification, capabilities and career history. I would like to work with your firm. Please contact me at telephonically or me on Thank you for your consideration and time. Sincerely Sincerely (Signature) Thomas K Eden. (Signature) Thomas K Eden.

Enquiry & Order letters Describe your needs clearly and precisely. Give a detailed specifications such as shape, size and quality of the goods you require Describe your needs clearly and precisely. Give a detailed specifications such as shape, size and quality of the goods you require Request seller to quote his price and term of payment Request seller to quote his price and term of payment Ask him for a sample, if necessary Ask him for a sample, if necessary Give an idea of quantity you intend to buy Give an idea of quantity you intend to buy Indicate the time of delivery of goods Indicate the time of delivery of goods Give reasons for any concession you are asking for-large order, cash payment etc. Give reasons for any concession you are asking for-large order, cash payment etc. Ask about guarantee and the normal expected life of the goods Ask about guarantee and the normal expected life of the goods

Enquiry Sender’s Address March 19, 2010 Addressee’s Address Re: Enquiry for articles and price list Sir We are interested in making bulk purchase of stationery. Kindly send us your latest price list and catalogue. Yours faithfully (Signature) Name

Reply Dear sir Thank you for your letter of 19 th March. We are glad to enclose our latest price list and illustrated catalogue. We use high quality of material in making our products. As far as concession is concerned, our normal trade discount is 15% and 5% extra for bulk orders exceeding Rs.50,000. If you need any further details or assistance in meeting your special requirements, kindly feel free to write to us. Yours faithfully (signature) Name Encl: I. Price list II. Catalogue

Credit letter Credit generally means an agreement that one makes with some business establishment to pay later for something one buy Buy now and pay later It facilitates business enterprise to obtain product without making payment in advance Before you offer credit, you should know the applicant’s details (Present employer, source of income, his bank accounts etc.)

Sample Sender’s Address March 19, 2010 Addressee’s Address Re: Request for a 30 day credit Sir We have been informed that you are the main supplier of HP printers in Greater Noida. We have been selling computers and its accessories for the last ten years. Our annual turnover is about Rs. 80 lakhs. Our average sale of computers is 300 units in a year. Could you please supply 50 units of the following HP printers on a 30 day credit. Please do write if you need some other information. Sincerely (Signature) Name Encl: Previous transaction report References

Complaint letters It should be written in a polite but firm tone State the mistake in a clear, calm and matter of fact style Explain the nature and the extent of the loss or damage State the steps needed to rectify the mistake Appeal to the supplier to confirm the replacement at the earliest

Sample Dear sir We are thankful to you for prompt your action in supplying paper as per our order No……… dated……….. On opening the package of the consignment we found that two reams of BOND- paper of A4 size are in damaged condition. Since other reams in the case are in good condition, we feel that the damage was not caused in transit. Perhaps these reams were damaged during cutting or pressing at your end. We require papers to print the Annual Report of our clients. The printing has reached final stage. Would you be kind enough to replace these defective reams before 25 March,2010. Please confirm the replacement. Yours faithfully (signature) Name

D.O. letters are written by one govt. official to another govt. official at personal level. are written by the govt. official when it is desired that the matter should receive personal attention of the official concerned are addressed personally by name. It is signed by the official without mentioning his/her designation Start with salutation “My dear………. Or Dear……. and terminate with “Sincerely” as a complimentary close cannot be written on behalf of another official

Sample Sender’s Address March 19, 2010 Addressee’s Address Re: Improving Standard of Productivity Dear………. I am desired to mention that there should be some improvement in the standard of productivity in the organisation for its growth. Some more power and facilities should be provided to chief personal manager for the betterment of the company. Sincerely (Signature) Name