LEAD CARE

INSPIRE

DELHI PUBLIC SCHOOL-BOPAL, AHMEDABAD

CLASS: X SUBJECT- ENGLISH
STUDY MATERIAL (2020-21)

BUSINESS LETTERS

A Business letter is quite different from a personal letter. Its form, tone ad content is quite
formal. It needs an impersonal and a matter-of-fact treatment.

Business Letters includes (i)Letter of Enquiry (ii) Placing an Order (iii) Letter of Complaint.

ENQUIRY LETTER

An enquiry letter is intended to get all relevant information about a firm before you start a
relation/business with it. It can be a letter to know more information about a school before
seeking admission, an import company before you import certain goods or it can be a
coaching institute before you join one of its coaching courses.

Format of Enquiry letter

1. SENDER’s ADDRESS- The sender’s address is usually put on the top left-hand
corner of the page. It has to be written in three lines.
2. DATE- The sender’s address is followed by the date just below it, i.e. on the left side
of the page. This is the date at which the letter is being written. It is to be written in
expanded form. i.e. 21 March 2020
3. RECEIVER’s ADDRESS- Under the date in the left side of the page.
4.SALUTATIONS- This is where you greet the person you are addressing the letter to.
Bear in mind that it is a formal letter, so the greeting must be respectful and not too
personal. The general greetings used in formal letters are “Sir” or “Dear Sir”.
5. SUBJECT- We sum up the purpose of writing the letter in one line. This helps the
receiver focus on the subject of the letter in one glance. It is important to underline the
subject.
6. BODY- This is the main content of the letter. It is either divided into three
paragraphs. The tone of the content should be formal. The letter should be concise and
to the point. It should include-
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)
Guidelines-

1. Give a brief introduction about yourself

2. Include the name of the organization (if possible)
3. Provide clear details about the area of enquiry
4. Present your queries and doubt in a clear and understandable form
 5. Mention the deadlines by which you need the information

SAMPLE-
You are Rajni / Rahul, living at E-95, Sector-12, Dwarka. You read an advertisement about
short term course in computer Programming by Zee Computer World, Pitampura, New Delhi.
Write a letter seeking all relevant details of the course.

E-95
Sector-12
Dwarka

12 March 2020

The Director
Zee Computer World
Pitampura
New Delhi

Subject: Inquiry about short term computer course.

Sir

This is with reference to the advertisement about computer programming course which
appeared in ‘The Hindu’ dated 7 February 2020. The course Prima Facie appears to be
appealing and interesting. I have passed my Senior Secondary Exam with 85% marks. I want
to join this programme but before that I would like to know the following details of the
programme :

(i) Duration of the Course

(ii) Timings and fee structure
(iii) Eligibility criteria for the course
(iv) No. of students in a batch
(v) Facility of evening or part time batches
(vi) Whether recognised by any university or not
(vii) Facility for transport
(viii) Future prospect of the course.

You are requested to send me a copy of prospectus as I am sending a self-addressed envelope

with this letter. Please send me the information at the earliest.

Thank you
Yours sincerely
Rajni / Rahul

Practice Question-
You are Secretary, Students Council of Delhi Public School, Delhi. You are organizing an
excursion to Manali. Write a letter to the Director, Tourism Department, Manali asking to
supply the information on the terms and conditions of conducting excursion.
PLACING AN ORDER

An Order Letter is written to place an order for any items. It should contain details of the
items required also the specific details like address for delivery, deadline for delivery, mode
of payment, etc.
Format of placing an Order-
1. Sender’s address:
2. Date
3. Receiver’s address
4. Subject of the letter
5. Salutation (Sir / Dear Sir)
6. Body

Paragraph 1: Introduce yourself and the purpose of writing the letter

Paragraph 2: Detail of the articles ordered, draw a table and include “Order Number”,
“Item name” “Item quantity” “Other Specifications.’

Paragraph 3: Conclude / end- Refer to how, when, where you would like the delivery to be
made. Close the letter with how you hope for the delivery, etc.

7.Complimentary Closing
8. Sender’s name, signature and designation (if any)

Guidelines: -

 Use simple language that is easy to read and understand

 Write the letter in a polite manner
 Provide details of the order precisely, possibly in a table
 Be keen on the specifications to ensure that no mistake is made
 Keep it brief and simple
 Provide contact information

Sample

You are Pawan Sikri, Head Fitness Group of Gold Gym, 234, Ram Vihar, Delhi. You wish to
purchase certain herbal medicines and wellness products. Write a letter to the store manager,
M/S East India, 54, Preet Vihar, Delhi placing an order for the specific products required by
you.

Gold Gym
234, Ram Vihar
Delhi

22 March 2020
The Store Manager
M/S East India
54, Preet Vihar-Delhi

Subject – Placing Order for herbal medicines and wellness products

Sir

We have recently opened a fitness centre at Ram Vigar and hence we require herbal
medicines and wellness products. You are the biggest wholesale suppliers of products and
offer the most competitive price and prompt services.

The following items are enlisted below:

Sl No Medicines/ Brand Quantity

Wellness Prouct
1 Neem powder D. W. C. 250
(110 gm)
2 Aloe Vera Gel D.W.C 200
(500 ml)
3. Coffee Beans Organic India 500
4. Protrein Shakes D. W. C 500
5. Bitter Gourd Organic India 20 pkts
pills
6. Coffee Bens D.W.C 400
Extract

We expect at least 15% discount and proper packing of the product. In case of any damage in
transit, the goods will be returned at your cost. Payment would be made by cheque once the
consignment is received; we expect prompt delivery within a week.

Thanking you

Yours faithfully
Pawan Sikri
Head Fitness group

Practice Question

You are Mitanshi/ Pranay, the band leader of Sargam Music Academy, Dwarka, Ahmedabad.
You require some musical instruments for the upcoming Annual Function of your academy.
Write a letter to the Store manager, M/s Sangeet Instruments, Daya Nagae, Ahmedabad
placing an order for the specific instruments required by way.

COMPLAINT LETTER
A Complaint Letter is a type of letter written to address any type of wrong-doing, offence,
grievance, resentment arising out of a product or service. It inspires other troubled
 consumers, influences the concerned authorities to take proper action and makes the
defaulters more liable, responsible and responsive.
It can be of the following types-

i. Personal Complaint letter- The type of complaint letter you write on your own
individual level pertaining to your individual grievances is referred to as personal complaint
letter.
ii. Professional Complaint letter- It is that type of complaint letter that is written on the
behalf of the organisation pertaining to issues that are affecting the organisation as a whole.

 Format of a Complaint Letter

1. Sender’s address:
2. Date
3. Receiver’s address
4. Subject of the letter
5. Salutation (Sir / Dear Sir)
6. Body- This is the main content of the letter. It is either divided into three
paragraphs.

1 Para 1- Short introduction paragraph- Provide details about the product or

service that is the subject of the complaint. Include dates, location and the
specifications about the item or service.

2 Para 2- Details of the Content- State the issue with item or service. Provide
details as to the cause. This may include malfunction, billing issues, details that were
not disclosed, etc.

3 Para 3- Ending part (content)-Indicate how you would like them to resolve
your problem. Provide specifics about what you’re seeking.

4 Indicate you are including copies of transaction document.

5 Indicate you look forward to their reply within a specific time period. Indicate
that they can contact you about the issue and provide your contact details

  7.Complimentary Close
8. Sender’s name, signature and designation (if any)
 Guidelines
Although the motive of complaint letter is to vent out your grievance and frustration, it is
imperative that you use a tone which is polite and simple. Try to be formal and avoid using
offensive and disrespectful words.

1.  Make sure that you introduce yourself properly.

2. The purpose of writing should be loud and clear.
3. Do not deviate from the topic and write to-the-point.
4. Make sure you adhere to the format as it carries marks.
5. Underline the subject of the letter with a pencil.
 6. Make sure you double check for grammatical accuracy and spellings. They carry
marks.
7. Leave adequate number of lines between paragraphs to make it look clean.
8. Presentation is very important.

 Sample (Type-1)
You are Sanjeet of 122, Karol Bagh Arjun Nagar, New Delhi. A number of scooters and
cars are parked in your locality without any order, causing blockage of the streets. Write
a letter to the local Secretary of the Resident’s Association complaining against this problem.

122, Karol Bagh

Arjun Nagar
New Delhi

20 March 2020
The Secretary
Resident’s Association
New Delhi
Subject- Complaint regarding the issue of bad parking habits in the locality.
Sir
I would like to drive your attention to the bad parking habits of residents in our locality. It is
resulting in a lot of chaos and no place for parking for those who come back late.
Despite defining the area assigned to each vehicle, cars are parked amidst two parking spots.
One vehicle occupies the space for 2-3 vehicles leading to mismanagement. Two-wheelers
are placed nowhere near the allotted zone. This creates problem for other people as they have
to spend a lot of time finding parking spots in other localities. It induces frustration and
tension for safety of vehicles.
Various notices and warnings have been given to the rule-violators, but to our dismay, no
betterment can be seen. I request you to take strict action as this is leading to fights between
the residents. An effective and speedy action is expected considering the depth of the
situation.
Yours sincerely
Sanjeet
A concerned citizen
Sample (Type-II) 
Write a letter to the Manager, M/s. H.M.T. Corporation, Chandigarh, complaining that
the wrist watch you recently bought from them does not function properly and ask
for replacement. You are Dipti/ Deepak Gupta, 450, Sector 20, Vikas Colony Chandigarh.
450, Sector-20
Vikas Colony
Chandigarh
21 March 2020
The Manager
M/s. H.M.T. Corporation
Chandigarh

Subject- Complaint regarding functioning of watch and its replacement

Sir/Madam
I am constrained to express my resentment on the poor service provided by your company. I
have bought a Titan Watch (Model No. 2356) worth Rs. 5500 from your store on 17 March
2020 vide receipt no xxxxxxx.
Unfortunately, your product has not performed well. The watch doesn’t work half the time
despite several attempts at changing its battery. I am highly disappointed because such act of
neglect is not expected from such a renowned store.

To resolve the problem, I would appreciate you replace the watch with a new fully
functioning model. I have the receipt intact. Enclosed are the copies of receipt along with the
guarantee card.
I look forward to your reply and a resolution to my problem and will wait until a week before
seeking help from a consumer protection agency. Please contact me at the above address or
by phone at 098100XXXXX.

Yours truly
Deepak Gupta

Practice Question
You are Nikhil / Nisha staying at 53, Banjara Hills, Hyderabad. Last summer, you bought a
colour television from the ‘Clear Vision’ Road Palace Hyderabad, with a warranty of 2 years.
Now you discover that the picture gets blurred every now and then. Even the sound has
become defective. Write a letter to the dealer complaining about the problem and requesting
him to get the defect rectified. Also request him to replace it.