Business Correspondence - Letter Writing (Unit five)
Letter Writing
Structure and Layout of a Business Letter
Block Style
..........................................................................................................................
1. Letter Head ( Name and Address of the Organisation)
..........................................................................................................................................
3. Reference (your reference/ our reference)
2.Date
4. Personal Notation
5. Inside Address
6. Attention Line
7. Salutation
8. Subject Line
..........................................................................................................................
9. Main Body of the letter (Main Message)
......................................................................................................................
10. Complimentary Close
Complete Block Style
..........................................................................................................................
1. Letter Head ( Name and Address of the Organisation)
..........................................................................................................................................
2.Date
3. Reference (your reference/ our reference)
4. Personal Notation
5. Inside Address
6. Attention Line
7. Salutation
8. Subject Line
..........................................................................................................................
9. Main Body of the letter (Main Message)
......................................................................................................................
10. Complimentary Close
Elements of structure
1. Letterhead
This is the top side of the letter. It is an already
printed parted of the letter popularly known as letterhead or heading. It
contains the name and address of the organization along with phone numbers, fax
numbers, e-mail address, and website.. (Place
no 1 in the figure)
2. Date
The date is printed two
spaces below the last line of the letterhead. You can write the date at place
no 2 as shown in the figure. like
23July, 2008
OR
July23, 2008
3. Reference
It is a unique identity of a letter. Every out going
letter is assigned with a unique number and put in records for future. The
Receipt and Dispatch Department of an organization keeps the record of all the
incoming and outgoing letters. Every entry is maintained on the basis of this
number.
Place no.3 (two spaces below the date / last line of
the letterhead).
4. Personal Notation
(Place no 4 in the figure)
If the letter is a
confidential, and it has to be read only by a particular person, the word
Personal or Confidential is used at this place and on the envelop also.
5. Inside Address
(Place no 5 in the figure)
The inside address is the receiver’s address. It is the
name / designation of the person and / or the address of the organization to
whom the letter is being written.
e.g.
The Chief Accounts Officer
Bharat Aluminium Company Ltd
Lajpat Nagar
New Delhi-110011
The Personal Manager
Prism Cement Ltd
Mankahari Satna (MP)
Or
Sri R K Shukla
Ultratech Cement Ltd.
Sarojini Nagar Jaipur-550045
6. Attention Line
To ensure prompt attention especially in very big
organizations a line of attention is added after the inside address:-
Attention: The Purchase Manager
Or
Attention: for Mr. Sudesh Gautam
Or
For the kind attention of Mr. Sudesh Gautam
(See place no 6
in the figure)
7. Salutation
Salutation is the respectful beginning of the letter.
It is like greeting a person when you meet him.
(See place No 7
in the figure).
Most common salutation for business correspondence is
‘Dear Sir’ or ‘Dear Madam’ or ‘Dear Sirs’ or ‘Dear Madams’
8. Subject
(Place no 8 in the figure)
This line simply indicates what the letter is about
therefore it should not exceed more than one line.
9. Main Body
(Place no 9 in the figure)
It is the main message. It is always better to
disclose your purpose of writing at the very first line. Keep the language
simple. Then You can mention the detail and end with what action you require
from the reader.
10. Complimentary Close
(Place no 10 in the figure)
Complimentary close is a polite way of ending the
letter or taking leave courteously. The most common complimentary closes are
‘Yours faithfully’ and ‘Yours truly’ etc.
11. Signature
(Place no 11 in the figure)
The person who writes/replies the letter has to sign
here. It is placed below the complimentary close.
12. Identification Marks
(Place no 12 in the figure)
It is like a secret code denoting the persons involved
in preparing the letter. If the assistant is Mr. Ravi Varma and The typist is
Kusum Singh the identification may be written as:-
RV-KS
This mark is very necessary because it assigns
responsibility and it is possible to trace who committed the mistake in the
letter.
13. Mailing Notation
(Place no 13 in the figure). This notation states the method of mailing: whether
the letter is sent registered, airmail, special delivery…etc, it is typed
directly below the identification line or enclosure notation. It serves as a
record to indicate that the letter was sent by other than regular mail.
14. Enclosure
(Place no 14 in the figure)
If any document is attached with the letter, it is
mentioned here as follows:-
Encl-2
Or
Enclosures-2
Or
Encls -1. A
copy of agreement (
2. A
cheque of Rs 400000 No. 346877 SBI
Or
Enclosures - 1. A copy of agreement (
2. A cheque of Rs 400000 No. 346877 SBI
15. CC: (Carbon Copy or
Courtesy Copy)
(Place no 15 in the figure)
If you are sending one or more copies of your letter
to other office bearers/Heads of Departments, you need to mention all of them
here as follows:-
Copy to 1. The Chief Minister of MP
2.
The Minister for Railways
3.
The Minister for Industries
16. Postscript
Postscript is used to write forgotten material after
the letter has been finalized or finally printed. It may be hand written also.
But a good letter should not have a postscript because it does not reflect a
good picture of the letter writer.
Inviting Quotation
The letter, which invites prices of proposed purchase from supplying organizations, is called a letter inviting quotation. Firms, organizations, have to carry out different types of purchases time to time. The best practice is to invite quotation (prices/price list of goods / articles / machinery etc) from different manufacturers / firms / suppliers, and compare the price, quality, and then order for goods. This letter informs about a business to the perspective supplier and creates a healthy competition for supplying a quality product at reasonable price, which is greatly helpful to the organizations wishing to purchase items in bulk quantity.
Sample Letter Inviting Quotation
Question:-Assume that you are the Purchase Manager in Swastika Cement Ltd. Maihar Road Katni. Under an expansion plan of your company, you need some items of furniture for your new offices. Write a letter inviting quotation for furniture to Blossom Furniture Ltd MK Road Bandra Mumbai
Answer:-
Swastika Cement Ltd.
Maihar Road Katni (MP) 486002
Phones-07674-3035449, 50, 51,52,53,
Fax-07674-3035460, 61, 62,63,
E-mail – swastikacement@rediffmail.com
Visit us on www. swastikacement.com
24 April, 2009
Reference-P-Q-F-369
The Sales Manager
Blossom Furniture Ltd.
MK Road Bandra Mumbai
220076
Dear Sir,
Subject – Requirement of quotation
for furniture
We are a fast-growing cement company
with our state- of –the- art plant at Katni (MP), having a turnover of Rs 3000
crores annually.
Under an expansion plan, we are
opening our new offices in North Indian cities. For these offices, we require
office furniture in bulk quantity.
Please quote the prices of the
following items of furniture:-
.........................................................................................................................................
SN Item Description Quantity in units
........................................................................................................................................
1. Office chair Steel tubular frame, velvet cushioned 250
with cotton and ply. colour- black two hundred and fifty
.......................................................................................................................................
2. Stool Steel tubular frame, velvet cushioned 250
with cotton and ply. colour- black two hundred and fifty
.........................................................................................................................................
Please note that we have to finalize
this deal by 31 May 2009 and you must be in a position to deliver the
consignment by 30 June 2009 by an insured rail transport only.
We pay our suppliers by cheque or DD
whatever they prefer.
We do not accept the consignment
other than insured rail transport.
Thanks,
Yours faithfully,
Ravi Sharma
The Purchase Manager
The letter Sending Quotation
The letter, which
replies a letter of quotation by sending a price list of the required items, is
called a letter sending quotation. This letter is very important because our
good will brings the opportunity knocking at our door and which must be exploited
to the full and that is why it needs to be written very carefully.
Sample Letter
Reply to the letter Inviting Quotation
or
Letter Sending Quotation
Subject Matter for the
letter
Assume that you are the
Sales Manager in Blossom Furniture Ltd MK Road Bandra Mumbai. You receive a
letter inviting quotation from The Purchase Manager Swastika Cement Ltd Maihar
Road Katni for some items of office furniture. Write a letter sending quotation
for furniture of their requirement.
Blossom Furniture Ltd.
MK Road Bandra Mumbai 220076
Phones-022-2035439, 40, 41, 42, 43,
Fax-022-2035450, 51, 52, 53,
E-mail – blossomfurniture@yahoomail.com
Visit us on www.blossomfurniture.com
30 April, 2009
Your Reference-P-Q-F-369
Our Reference-S-Q-F-12009
The Purchase Manager
Swastika Cement Ltd.
Maihar Road Katni (MP) 486002
Dear Sir,
Subject – Quotation for furniture
Thank you very much for your letter
dated 24 April 2009 inviting quotation for some items of office furniture.
I quote the prices for the same as
under: -
.........................................................................................................................................
SN Item Description Price per unit
........................................................................................................................................
1. Office chair Steel tubular frame, velvet cushioned Rs 1000=00
with cotton and 4 mm ply. colour-black Rs One thousand only
.......................................................................................................................................
2. Stool Steel tubular frame, velvet cushioned Rs 400=00
with cotton and 4 mm ply. colour- black Rs four hundred only
.........................................................................................................................................
Please note that we have quoted most reasonable prices because you intend to purchase the furniture in bulk quantity. However, you have yet another chance for getting a further discount in the prices. It is that presently we are giving a ten percent discount on all cash purchases. Therefore, if your order reaches us by 15 May, 2009, along with the DD of full amount, we will give you a ten percent discount.
We have a huge ready stock of
furniture with us and we can manage to deliver the consignment by 30 June, 2009
easily.
We always send our consignment by an
insured rail transport only.
We accept DD’s only.
Finally, I request you to have a look
at our catalog, containing the latest range of our furniture, enclosed with
this letter. If you find any item suitable for your needs, you can include it
with your order.
Thanks,
Yours faithfully,
Mohan Sharma
The Sales Manager
Encl. Catalogue
RKD-SM
The letter that is written to place the order is called the letter placing the order. The next important activity / letter after inviting quotation is to place the order. When you have received, various quotations from different suppliers you have to take decision in favor of the one, which is supplying best quality for very reasonable prices. This letter is also very important or better to say the most important of the three because any mistake here may lead to a legal dispute. Therefore, once again you should write this letter very carefully.
Sample Letter
The letter placing the Order
Question:-Assume that you are the Purchase Manager in Swastika Cement Ltd Maihar Road Katni.. You receive quotation for some items of office furniture from The Sales Manager Blossom Furniture Ltd MK Road Bandra Mumbai as per your request. You find that the quotation from Blossom Furniture Ltd MK Road Bandra Mumbai is the best and has most reasonable prices. Write a letter placing the order for furniture of your requirement.
Swastika Cement Ltd.
Maihar Road Katni (MP) 486002
Phones-07674-3035449, 50, 51,52,53,
Fax-07674-3035460, 61, 62,63,
E-mail – swastikacement@rediffmail.com
Visit us on swastikacement.com
5 May, 2009
Your Reference-S-Q-F-12009
Our Reference – P – Ord - 25567
The Sales Manager
Blossom Furniture Ltd.
MK Road Bandra Mumbai
220076
Dear Sir,
Subject – Order for furniture
Thank you very much for your letter
dated 30 April 2009 offering the quotation for some items of office furniture
of our requirement.
We are pleased to inform you that
your quotation has been found most reasonable.
I hereby place the order for the
following items of office furniture:
.........................................................................................................................................
SN Item Description Quantity in units
........................................................................................................................................
1. Office chair Steel tubular frame, velvet cushioned 250
with cotton and 4 mm ply. colour-black two hundred and fifty
.......................................................................................................................................
2. Stool Steel tubular frame, velvet cushioned 250
with cotton and 4mm ply. colour-black two hundred and fifty
.........................................................................................................................................
We hope that the delivery of the
furniture will be complete well before 30 June. 2009.
Please send the furniture by an
insured rail transport only.
Finally, I thank you for your
catalogue. Presently we require the above-mentioned furniture only. However, we
will certainly order the piece that we find useful for our future use.
Thanks,
Yours faithfully,
Ravi Sharma
The Purchase Manager
A DD of Rs 315000=00
issued by SBI Katni
Dated 5 May, 2009
PSK-LV
The Letter of Claim or complaint
The letter of claim or
complaint is written with a view to complaining about any problem with the
product that you have purchased from a supplier and getting suitable
compensation for the loss if any or getting the product repaired or corrected.
E.g., you have purchased a machine / equipment from a supplier / company but it
started malfunctioning after six month although the machine / equipment is
supported by a one year guarantee. Or you have received a short supply / wrong
supply (a product not required/ordered). Alternatively, the product that you
have received is not functioning properly. Similarly, it may have some
manufacturing defect and so on. All such situations make a subject for the
letter of claim or complaint.
This letter is very
sensitive and needs to be written tactfully so that the supplier may not be
offended and we are able to get a suitable compensation.
Sample Letter
The letter of Claim or Complaint
Question:-Assume that you are the Purchase Manager in Swastika Cement Ltd Maihar Road Katni (MP).. You ordered for some pieces of furniture, to Maswyne Furniture Ltd. MK Road Bandra Mumbai. But you have received the furniture nonconforming to the quality required by you and the quality promised by Maswyne Furniture Ltd. Write a letter of complaint.
Answer:-
Swastika Cement Ltd.
Maihar Road Katni (MP) 486002
Phones-07674-3035449, 50, 51,52,53,
Fax-07674-3035460, 61, 62,63,
E-mail – swastikacement@rediffmail.com
Visit us on swastikacement.com
15 May, 2009
Reference – P – Cl – 431
The Sales Manager
Maswyne Furniture Ltd.
MK Road Bandra Mumbai
220076
Dear Sir,
Subject – Complaint about poor
quality furniture
I regret to inform you that the
office chairs sent by you (Invoice Number- OF – 23654) as per our order dated
5May, 2009 (Ref-P-Ord-25567 Item 4) have been found made of poor-quality
material nonconforming to our requirement and the quotation sent by you
(Ref.-S-Q-F-12009).
As per our requirement and the
quotation sent by you, these chairs should have been stuffed with cotton but
they have been found stuffed with waste material of cloth and foam. (Please see
the certificate issued by our Store Manager enclosed with this letter.)
I do not think that you have
intentionally cheated us but it might be a mistake also.
I request you to enquire into the
matter and replace these chairs with the chairs of our requirement.
I am sure that our grievances shall
be listened to and provided for.
Thanks,
Yours faithfully,
Ravi Sharma
The Purchase Manager
Encl. A copy of certificate
issued by our store manager.
PSK-LV
B Tech First Year English - Unit Five - Letter Writing Business Correspondence
Comments
Post a Comment