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Business Letter Format

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4 views27 pages

Business Letter Format

Uploaded by

lifechangesafter12
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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BUSINESS LETTERS

BUSINESS LETTERS
• Calling for Quotation
• Complaint & Sales Letter
• Memo
• Minutes of Meeting
• A business letter is a formal document often
sent from one company to another or from a
company to its clients, employees, and
stakeholders, for example.
• Business letters are used for professional
correspondence between individuals, as well.
• Although email has taken over as the most
common form of correspondence, printed-out
business letters are still used for many
important, serious types of
correspondence, including reference letters,
employment verification, job offers, and more.
• Make the purpose of your letter clear through
simple and targeted language, keeping the
opening paragraph brief.
• The subsequent paragraphs should include
information that gives your reader a full
understanding of your objective(s) but avoid
meandering sentences and needlessly long
words.
• Again, keep it concise to sustain their attention.
Sections of a Business Letter

• Each section of your letter should adhere to


the appropriate format, starting with your
contact information and that of your
recipient’s; salutation; the body of the letter;
closing; and finally, your signature.
Your Contact Information

• Your Name
• Your Job Title
• Your Company
• Your Address
• City, State Zip Code
• Your Phone Number
• Your Email Address
The Date

• The date you're penning the correspondence


Recipient’s Contact Information

• Their Name
• Their Title
• Their Company
• The Company’s Address
• City, State Zip Code
The Salutation

• Use "To Whom It May Concern," if you’re


unsure specifically whom you’re addressing.
• Use the formal salutation “Dear Mr./Ms./Dr.
[Last Name],” if you do not know the recipient.
• Use “Dear [First Name],” only if you have an
informal relationship with the recipient.
The Body

• Use single-spaced lines with an added space


between each paragraph, after the salutation,
and above the closing.
• Left justify your letter (against the left margin).
Closing Salutation

• Keep your closing paragraph to two sentences.


Simply reiterate your reason for writing and
thank the reader for considering your request.
Some good options for your closing include:
• Respectfully yours
• Yours sincerely
• Cordially
• Respectfully
• If your letter is less formal, consider using:
• All the best
• Best
• Thank you
• Regards
Your Signature

• Write your signature just beneath your closing


and leave four single spaces between your
closing and your typed full name, title, phone
number, email address, and any other contact
information you want to include. Use the
format below:
• Your handwritten signature
• Typed full name
Title
Letter asking a merchant to send
quotations for a particular product.
From
• Your full name
• Full postal address,
• City, State,
• Pin code
• Place
• Date
• To
• The Proprietor,
• XYZ Enterprises,
• Address line 1,
• City, State,
• Pin code
Dear Sir,

Sub: Request for quotation of sports goods-reg.


I am the secretary of XYZ Sports Club, Delhi. Your
reference was given to us by a friend of mine
who has purchased previously from you.
We are planning to order a few sports goods for
our club. Below are the requirements:

1. Cricket Bats: 10 Nos


2. Tennis Balls: 50 Nos
3. Table Tennis Bats: 5 Nos
4. Table Tennis Balls: 12 Nos
5. Footballs: 3 Nos
I would like to request you to send us the
detailed quotations for these mentioned
products on the above mentioned address. Also
quote a reasonable rate as we might also
consider doing more business with you in future,
if you could provide us good service with
reasonable rates.
Waiting to hear from you soon.
Thanking you in advance.
Yours Faithfully,
Your Name
Secretary- XYZ Sports Club
LETTER PLACING ORDER FOR GOODS.
• Our cheque to cover your bill will be sent to you as
soon as the goods reach us and are found satisfactory.
• We place an order of 50 HCL PCS at the rate given in
your catalogue excluding the packing charges.
• We hope that the consignment would reach us within
15 days of the placing of this order with you.
• Please send the consignment on time and also take
special care in packing the goods so that they may
reach us in good condition.
• We have come to know that you supply the HCL PCs.
LETTER PLACING ORDER FOR GOODS.

We have come to know that you supply the HCL PCs.


We place an order of 50 HCL PCS at the rate given in
you catalogue excluding the packing charges. We
hope that the consignment would reach us within 15
days of the placing of this order with you. Please
send the consignment on time and also take special
care in packing the goods so that they may reach us
in good condition. Our cheque to cover your bill will
be sent to you as soon as the goods reach us and are
found satisfactory.
MAKING AN ENQUIRY

1. We find that the system has been priced slightly higher than competitive
products.
2. It has also been reported in the press that your company has plans to
set up retail outlets in important city centres.
3. Thank you for your letter on 5th December 2015 in reply to our enquiry.
4. This may also be clarified. We request you to elucidate further.
5. We are indeed impressed with the range of products manufactured by
you and the market growth achieved by your company within such a
short period of time.
6. You had stated in your letter that the stereographic equalisers produced
by you are the best in the market, but did not substantiate your
statement by verifiable evidence.
7. On the other hand, your product has no special features which could
differentiate it from comparable equipment available in the market.
• Thank you for your letter on 5th December 2015 in reply to our
enquiry. You had stated in your letter that the stereographic
equalisers produced by you are the best in the market, but did not
substantiate your statement by verifiable evidence. On the other
hand, your product has no special features which could
differentiate it from comparable equipment available in the
market. We find that the system has been priced slightly higher
than competitive products. This may also be clarified. We request
you to elucidate further. It has also been reported in the press that
your company has plans to set up retail outlets in important city
centres. We are indeed impressed with the range of products
manufactured by you and the market growth achieved by your
company within such a short period of time.
Complaint Letter Topics

1. Incomplete or defective order


2. Abnormal delay in sending the consignment
3. The goods arrive in a damaged condition
4. The goods are different from what was ordered
5. Quantity of goods is not what was ordered
6. Goods are delivered to the wrong address
7. Work undertaken is done unsatisfactorily
8. Misbehaviour of staff or salesman
9. A mistake in preparing the invoice
10. Defective packing might lead to the damage of goods in
transit
USEFUL PHRASES
• tps://www.eslbuzz.com/useful-phrases-and-
vocabulary-for-writing-letters-in-english/

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