This document provides an overview of business correspondence and the types of letters used. It begins by defining business correspondence as written communication between two parties in a business context. Letters allow businessmen to exchange information with customers and suppliers. The document then discusses the importance of business correspondence in maintaining relationships, its cost effectiveness, and role in creating goodwill. It also notes letters can serve as evidence. The document outlines qualities of effective business letters such as simplicity, clarity, accuracy, and relevance. It describes the typical parts of a business letter and different types used, including letters of inquiry, orders, complaints, adjustments and collection.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers, provides an inexpensive and convenient way to exchange information, and can help create and maintain goodwill.
A good business letter has inner qualities like simplicity, clarity, accuracy, completeness, relevance, and courtesy. It also has outer qualities like using quality paper, an appropriate size and color, and proper folding and enclosure.
Common types of business letters include enquiry letters, quotation letters, order letters, complaint letters, and recovery letters. Each type serves a distinct purpose in business transactions and communications.
Business Letters and Essential Qualities.Chetan Pandey
In this digital world , letters play a crucial role in the process of communication.
We share our emotions , feelings , ideas and information in a letter.
The above presentation is about
:-Business Letter
:-Importance
:-Essential Qualities
:-Inner And Outer Qualities
This document discusses business correspondence, which refers to written communication related to business activities. It occurs between organizations, within organizations, or between customers and organizations. Business correspondence is needed to maintain relationships, serve as evidence, create goodwill, allow for formal communication, and be inexpensive. The main types discussed are business letters, emails, memorandums, and sales/application letters. Business letters are the most formal type, usually sent between companies, while emails are less formal for internal communication and memorandums are even less formal messages within a company.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers who are scattered in different locations. Business letters are an inexpensive and convenient way to provide and obtain business information. They can also help create and maintain goodwill, as well as serve as evidence in case of disputes. The essential qualities of a good business letter include simplicity, clarity, accuracy, completeness, relevance, courtesy, and neatness both in terms of language and appearance. Common types of business letters are enquiry letters, quotation letters, order letters, complaint letters, and recovery letters.
This document provides information about business letters and reports. It begins by outlining the course objectives of covering business letters, their planning and layout, different types of business letters, and writing reports. It then discusses the need and functions of business letters in exchanging information, establishing relationships, creating markets, substituting personal visits, and more. The document explains how to plan a business letter by considering the audience, purpose, details needed, organization, and need for a response. It provides an example layout and discusses types of salutations and subscriptions. Finally, it outlines different types of business letters like inquiries, orders, complaints, and sales letters.
This document provides information on various types of business communication including correspondence, memorandums, office orders, office circulars, agendas, minutes, and meeting layouts. It defines correspondence as communication in writing between parties on matters of personal, official, or business interest. Memorandums are used for internal communication within an organization. Office orders and circulars provide instructions and circulate information to employees. Agendas structure meetings by listing discussion topics, and minutes serve as the formal record of meetings including discussions, decisions, and action items.
Business correspondence refers to written communication used for business purposes. It can occur between organizations, within organizations, or between customers and organizations. There are several types of business correspondence, including business letters, emails, and memorandums. Business letters are the most formal type and follow specific formats, while emails are less formal and used widely. Memorandums are for internal communication within an organization. Maintaining relationships, having written records, creating goodwill, low cost, and formality are reasons why written communication is important for businesses.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers, provides an inexpensive and convenient way to exchange information, and can help create and maintain goodwill.
A good business letter has inner qualities like simplicity, clarity, accuracy, completeness, relevance, and courtesy. It also has outer qualities like using quality paper, an appropriate size and color, and proper folding and enclosure.
Common types of business letters include enquiry letters, quotation letters, order letters, complaint letters, and recovery letters. Each type serves a distinct purpose in business transactions and communications.
Business Letters and Essential Qualities.Chetan Pandey
In this digital world , letters play a crucial role in the process of communication.
We share our emotions , feelings , ideas and information in a letter.
The above presentation is about
:-Business Letter
:-Importance
:-Essential Qualities
:-Inner And Outer Qualities
This document discusses business correspondence, which refers to written communication related to business activities. It occurs between organizations, within organizations, or between customers and organizations. Business correspondence is needed to maintain relationships, serve as evidence, create goodwill, allow for formal communication, and be inexpensive. The main types discussed are business letters, emails, memorandums, and sales/application letters. Business letters are the most formal type, usually sent between companies, while emails are less formal for internal communication and memorandums are even less formal messages within a company.
Business correspondence refers to communication through the exchange of letters in a business context. It helps maintain proper relationships between businesses and customers who are scattered in different locations. Business letters are an inexpensive and convenient way to provide and obtain business information. They can also help create and maintain goodwill, as well as serve as evidence in case of disputes. The essential qualities of a good business letter include simplicity, clarity, accuracy, completeness, relevance, courtesy, and neatness both in terms of language and appearance. Common types of business letters are enquiry letters, quotation letters, order letters, complaint letters, and recovery letters.
This document provides information about business letters and reports. It begins by outlining the course objectives of covering business letters, their planning and layout, different types of business letters, and writing reports. It then discusses the need and functions of business letters in exchanging information, establishing relationships, creating markets, substituting personal visits, and more. The document explains how to plan a business letter by considering the audience, purpose, details needed, organization, and need for a response. It provides an example layout and discusses types of salutations and subscriptions. Finally, it outlines different types of business letters like inquiries, orders, complaints, and sales letters.
This document provides information on various types of business communication including correspondence, memorandums, office orders, office circulars, agendas, minutes, and meeting layouts. It defines correspondence as communication in writing between parties on matters of personal, official, or business interest. Memorandums are used for internal communication within an organization. Office orders and circulars provide instructions and circulate information to employees. Agendas structure meetings by listing discussion topics, and minutes serve as the formal record of meetings including discussions, decisions, and action items.
Business correspondence refers to written communication used for business purposes. It can occur between organizations, within organizations, or between customers and organizations. There are several types of business correspondence, including business letters, emails, and memorandums. Business letters are the most formal type and follow specific formats, while emails are less formal and used widely. Memorandums are for internal communication within an organization. Maintaining relationships, having written records, creating goodwill, low cost, and formality are reasons why written communication is important for businesses.
The document discusses the different types and structures of business letters, including their purpose, components, and classifications. It describes letters such as official, demi-official, internal, and form letters. The structure of a business letter is also explained, outlining the typical headings, salutation, body, closing, and other identifying information included in correspondence.
The document provides information about effective business correspondence and communication. It discusses the importance of business correspondence as a link between people and as an instrument for professional exchange of ideas. It outlines the seven C's of effective communication - clear, concise, complete, concrete, correct, coherent and courteous. The document also discusses different types of business letters and memoranda, and provides guidelines for writing effective business letters, including the required parts like the heading, inside address, salutation, body, complimentary closing and signature.
Business correspondence can take various forms, including letters exchanged within or between organizations for business purposes. Effective business letters are concise, clear, courteous, and prompt. They follow standard formatting including heading, inside address, salutation, body, complimentary close, and signature. Common types of business letters include enquiry letters to request information, quotation letters to provide pricing in response, order letters to place an order, and claim letters to address issues.
The document provides guidance on writing effective business correspondence and letters. It discusses topics like the purpose of letter writing, components of a business letter, styles of address, types of letters including letters of enquiry and quotation letters, and tips for responding to enquiries and tenders. Key points covered include introducing the letter, addressing the recipient appropriately, maintaining a polite and professional tone, and including all relevant details in the response.
Business correspondence ppt by Rayees Ahmad Ganaie (Research Scholar at D.A....Rayees Ganaie
The document discusses business correspondence and its various types, including business letters, memos, faxes, and emails. It describes the major parts of business letters, such as the heading, date, greeting, body, complimentary close, and signature. It also discusses letter styles, such as full-block, modified block, and indented styles. Finally, it outlines the key parts of an application letter, including the heading, date, greeting, four paragraph body emphasizing qualifications and requesting action, and closing.
This document discusses the basic principles of business correspondence. It begins by defining correspondence and providing examples like email, messages, letters, and post. It then covers the style of business correspondence, including the proper format, grammar, word usage, and stylistics. The rest of the document explains the typical parts of a business letter like the letterhead, date line, inside address, salutation, body, complimentary close, signature, and notations. It also gives examples of different types of business letters such as inquiries, claims, transmittals, reservations, appreciation, credit, collections, adjustments, and applications.
The document provides information about business letters, including who writes them, why they are written, common purposes, vocabulary, qualities of successful letters, formats, and types of letters. It discusses the components of business letters such as salutations, paragraphs, closings, and offers tips for writing clearly and concisely. Specific letter types covered include inquiry letters, reply letters, order letters, sales letters, adjustment letters, and acceptance letters, outlining key points for each.
The document discusses the key elements and guidelines for writing effective business letters. It notes that business letters should be planned, anticipate the reader's questions, and maintain clear communication. The purposes of business letters are listed as informing, congratulating, enquiring, ordering, requesting, collecting dues, complaining, and making adjustments. Additional guidelines include using a clear "you" attitude focused on the reader, brevity, clarity, accuracy, politeness, consideration of the recipient, and positive language. Finally, the document outlines common business letter formats including block, simplified, modified block, and semi-block styles.
This document provides guidance on writing an effective inquiry letter to request information. It discusses the key components of an inquiry letter, including stating what information is being requested, clearly indicating why the information is needed, and specifying a deadline. It also lists important language to use, such as salutations, references to advertisements, and requests for catalogs. Additionally, it outlines characteristics an inquiry letter should have, such as stating the need for information, using a courteous tone, being specific and concise, and showing appreciation. Finally, the document provides a sample inquiry letter requesting information from a local government on endangered species.
The document discusses different types of letters and provides guidance on writing formal and informal letters. It explains the purpose and formats of letters, including covering attention, interest, desire and action. It also provides examples of letters seeking information from educational institutions and for job applications. Key details like address, date, salutation, introduction, body and conclusion are outlined.
This document provides guidance on various types of business letters. It discusses the purpose and key components of sales letters, claim letters, adjustment letters, collection letters, enquiry letters, quotation letters, and job application letters. For each letter type, the document outlines the main purpose and recommends elements to include, such as getting the reader's attention in a sales letter or clearly explaining the issue in a claim letter. The document also reviews the typical sections of a business letter, such as the heading, date line, salutation, body, complimentary closing, and signature.
Karim Virani term report on effective letter writingKarim Virani
This document is a term report submitted by Karim Virani on effective letter writing. It includes an introduction, methodology, and sample letters. The introduction provides background on the purpose of the report and acknowledges those who helped and supported the work. The methodology section outlines tips for effective letter writing, including planning content, using appropriate language and tone, adding a personal touch, utilizing modern writing techniques, and brevity. The document also includes a sample outgoing letter from a hospital to a mobile phone company regarding defective products purchased.
The document provides information on the purpose, elements, and layout of business letters. It discusses the standard elements which must be included like heading, date, inside address, salutation, body, complimentary close, signature block. It also covers additional optional elements like attention line, subject line, enclosure notation. Finally, it describes the different formats for business letters like block, modified block, semi-block, and simplified layouts.
Writing Effective Business CorrespondenceSaied Eshaghi
This document provides guidance on writing effective business correspondence. It discusses that business correspondence is important for professional communication and decision making. Well-written correspondence helps create a positive impression of the sender's competence and the organization, while poorly written correspondence has the opposite effect. The document outlines characteristics of effective business writing, including being clear, concise, correct, and courteous. It also reviews the typical parts of a business letter like the heading, inside address, salutation, body, complimentary close, and signature. The goal is to help readers understand different types of business letters and proper letter format.
This document provides an overview of business letters, including their definition, purpose, importance, types, parts, and examples. Business letters are a formal way to communicate between businesses or organizations and help maintain contacts. The key parts of a business letter are the letterhead, date, salutation, body, complimentary close, and signature. Types include sales, claim, adjustment, collection, inquiry, and quotation letters. While business letters allow for detailed communication, they are not as immediate as electronic messages. Overall, correctly following business letter format and conventions is important for making a good impression and successfully communicating with business partners.
The document discusses the key elements and structure of an effective business letter. It outlines the typical sections of a business letter which include the letter heading, sender's reference number, date, inside address, salutation, subject heading, body, subscription/complimentary close, and signature. The body of the letter usually contains an opening paragraph, multiple paragraphs of information, and a closing paragraph. Following correct format and structure is important for business letters to be clear, concise, and easily readable.
There are two main types of letters - formal letters and informal letters. Formal letters are used for professional purposes and have a prescribed format. Examples include letters to the editor, letters of complaint, letters of enquiry, and letters of placing orders. Informal letters are more personal and are written to friends and family for social purposes like inviting, congratulating, or thanking someone. The document then provides examples and formats for different types of formal letters like letters to the editor, letters of complaint, letters of enquiry, and letters of placing orders.
This document discusses business correspondence and provides guidelines for effective business letters. It defines business correspondence as the written communication between organizations or individuals for business purposes. Some key benefits of business correspondence mentioned include exchanging information, establishing relationships, creating markets, maintaining secrecy, and increasing goodwill. The document then lists 11 qualities of an effective business letter, such as clarity, conciseness, completeness, correctness, courtesy, cheerfulness, promptness, appropriateness, concreteness, convincing power, and ensuring the letter is well-integrated.
The document discusses various aspects of written communication in business, including its purposes, benefits, types, and best practices. Written communication has several advantages over oral communication, such as serving as a record, allowing more detailed messages, and giving the receiver time to understand. However, it also has disadvantages like being time-consuming and not allowing for immediate feedback. Effective business writing is clear, complete, correct, saves the reader's time, and builds goodwill. Proper planning, drafting, editing, and amending are important for strong written skills.
The document discusses the different types and structures of business letters, including their purpose, components, and classifications. It describes letters such as official, demi-official, internal, and form letters. The structure of a business letter is also explained, outlining the typical headings, salutation, body, closing, and other identifying information included in correspondence.
The document provides information about effective business correspondence and communication. It discusses the importance of business correspondence as a link between people and as an instrument for professional exchange of ideas. It outlines the seven C's of effective communication - clear, concise, complete, concrete, correct, coherent and courteous. The document also discusses different types of business letters and memoranda, and provides guidelines for writing effective business letters, including the required parts like the heading, inside address, salutation, body, complimentary closing and signature.
Business correspondence can take various forms, including letters exchanged within or between organizations for business purposes. Effective business letters are concise, clear, courteous, and prompt. They follow standard formatting including heading, inside address, salutation, body, complimentary close, and signature. Common types of business letters include enquiry letters to request information, quotation letters to provide pricing in response, order letters to place an order, and claim letters to address issues.
The document provides guidance on writing effective business correspondence and letters. It discusses topics like the purpose of letter writing, components of a business letter, styles of address, types of letters including letters of enquiry and quotation letters, and tips for responding to enquiries and tenders. Key points covered include introducing the letter, addressing the recipient appropriately, maintaining a polite and professional tone, and including all relevant details in the response.
Business correspondence ppt by Rayees Ahmad Ganaie (Research Scholar at D.A....Rayees Ganaie
The document discusses business correspondence and its various types, including business letters, memos, faxes, and emails. It describes the major parts of business letters, such as the heading, date, greeting, body, complimentary close, and signature. It also discusses letter styles, such as full-block, modified block, and indented styles. Finally, it outlines the key parts of an application letter, including the heading, date, greeting, four paragraph body emphasizing qualifications and requesting action, and closing.
This document discusses the basic principles of business correspondence. It begins by defining correspondence and providing examples like email, messages, letters, and post. It then covers the style of business correspondence, including the proper format, grammar, word usage, and stylistics. The rest of the document explains the typical parts of a business letter like the letterhead, date line, inside address, salutation, body, complimentary close, signature, and notations. It also gives examples of different types of business letters such as inquiries, claims, transmittals, reservations, appreciation, credit, collections, adjustments, and applications.
The document provides information about business letters, including who writes them, why they are written, common purposes, vocabulary, qualities of successful letters, formats, and types of letters. It discusses the components of business letters such as salutations, paragraphs, closings, and offers tips for writing clearly and concisely. Specific letter types covered include inquiry letters, reply letters, order letters, sales letters, adjustment letters, and acceptance letters, outlining key points for each.
The document discusses the key elements and guidelines for writing effective business letters. It notes that business letters should be planned, anticipate the reader's questions, and maintain clear communication. The purposes of business letters are listed as informing, congratulating, enquiring, ordering, requesting, collecting dues, complaining, and making adjustments. Additional guidelines include using a clear "you" attitude focused on the reader, brevity, clarity, accuracy, politeness, consideration of the recipient, and positive language. Finally, the document outlines common business letter formats including block, simplified, modified block, and semi-block styles.
This document provides guidance on writing an effective inquiry letter to request information. It discusses the key components of an inquiry letter, including stating what information is being requested, clearly indicating why the information is needed, and specifying a deadline. It also lists important language to use, such as salutations, references to advertisements, and requests for catalogs. Additionally, it outlines characteristics an inquiry letter should have, such as stating the need for information, using a courteous tone, being specific and concise, and showing appreciation. Finally, the document provides a sample inquiry letter requesting information from a local government on endangered species.
The document discusses different types of letters and provides guidance on writing formal and informal letters. It explains the purpose and formats of letters, including covering attention, interest, desire and action. It also provides examples of letters seeking information from educational institutions and for job applications. Key details like address, date, salutation, introduction, body and conclusion are outlined.
This document provides guidance on various types of business letters. It discusses the purpose and key components of sales letters, claim letters, adjustment letters, collection letters, enquiry letters, quotation letters, and job application letters. For each letter type, the document outlines the main purpose and recommends elements to include, such as getting the reader's attention in a sales letter or clearly explaining the issue in a claim letter. The document also reviews the typical sections of a business letter, such as the heading, date line, salutation, body, complimentary closing, and signature.
Karim Virani term report on effective letter writingKarim Virani
This document is a term report submitted by Karim Virani on effective letter writing. It includes an introduction, methodology, and sample letters. The introduction provides background on the purpose of the report and acknowledges those who helped and supported the work. The methodology section outlines tips for effective letter writing, including planning content, using appropriate language and tone, adding a personal touch, utilizing modern writing techniques, and brevity. The document also includes a sample outgoing letter from a hospital to a mobile phone company regarding defective products purchased.
The document provides information on the purpose, elements, and layout of business letters. It discusses the standard elements which must be included like heading, date, inside address, salutation, body, complimentary close, signature block. It also covers additional optional elements like attention line, subject line, enclosure notation. Finally, it describes the different formats for business letters like block, modified block, semi-block, and simplified layouts.
Writing Effective Business CorrespondenceSaied Eshaghi
This document provides guidance on writing effective business correspondence. It discusses that business correspondence is important for professional communication and decision making. Well-written correspondence helps create a positive impression of the sender's competence and the organization, while poorly written correspondence has the opposite effect. The document outlines characteristics of effective business writing, including being clear, concise, correct, and courteous. It also reviews the typical parts of a business letter like the heading, inside address, salutation, body, complimentary close, and signature. The goal is to help readers understand different types of business letters and proper letter format.
This document provides an overview of business letters, including their definition, purpose, importance, types, parts, and examples. Business letters are a formal way to communicate between businesses or organizations and help maintain contacts. The key parts of a business letter are the letterhead, date, salutation, body, complimentary close, and signature. Types include sales, claim, adjustment, collection, inquiry, and quotation letters. While business letters allow for detailed communication, they are not as immediate as electronic messages. Overall, correctly following business letter format and conventions is important for making a good impression and successfully communicating with business partners.
The document discusses the key elements and structure of an effective business letter. It outlines the typical sections of a business letter which include the letter heading, sender's reference number, date, inside address, salutation, subject heading, body, subscription/complimentary close, and signature. The body of the letter usually contains an opening paragraph, multiple paragraphs of information, and a closing paragraph. Following correct format and structure is important for business letters to be clear, concise, and easily readable.
There are two main types of letters - formal letters and informal letters. Formal letters are used for professional purposes and have a prescribed format. Examples include letters to the editor, letters of complaint, letters of enquiry, and letters of placing orders. Informal letters are more personal and are written to friends and family for social purposes like inviting, congratulating, or thanking someone. The document then provides examples and formats for different types of formal letters like letters to the editor, letters of complaint, letters of enquiry, and letters of placing orders.
This document discusses business correspondence and provides guidelines for effective business letters. It defines business correspondence as the written communication between organizations or individuals for business purposes. Some key benefits of business correspondence mentioned include exchanging information, establishing relationships, creating markets, maintaining secrecy, and increasing goodwill. The document then lists 11 qualities of an effective business letter, such as clarity, conciseness, completeness, correctness, courtesy, cheerfulness, promptness, appropriateness, concreteness, convincing power, and ensuring the letter is well-integrated.
The document discusses various aspects of written communication in business, including its purposes, benefits, types, and best practices. Written communication has several advantages over oral communication, such as serving as a record, allowing more detailed messages, and giving the receiver time to understand. However, it also has disadvantages like being time-consuming and not allowing for immediate feedback. Effective business writing is clear, complete, correct, saves the reader's time, and builds goodwill. Proper planning, drafting, editing, and amending are important for strong written skills.
This document discusses business correspondence. It defines business correspondence as the exchange of written communication for business purposes between organizations, within organizations, or between customers and organizations. It notes that business correspondence allows for the expression of views and ideas in writing when it is not always possible to remember details or meet in person. The document then discusses the meaning and importance of business correspondence, providing examples like letters to suppliers or complaints. It also outlines different types of business correspondence like internal, external, routine, sales, and personalized correspondence. The advantages and disadvantages of business correspondence are explained.
Business Correspondence Types of Business Correspondence Letter - Business Le...LambangErwanto
This document discusses various types of business correspondence. It defines business correspondence as the exchange of information in writing between organizations or individuals for business purposes. The major types discussed are business letters, memos, faxes, and emails. Business letters are the most formal and are addressed to specific recipients. Memos are for internal communication. The document also outlines 10 common types of business letters, including sales, orders, complaints, adjustments, inquiries, and resignation letters.
Read this PPT for better understanding module 4.pptxriteshchail622622
This document provides an overview of business correspondence and managerial writing. It discusses the purposes and principles of business letters, including maintaining a "you attitude," being clear and concise, and using a courteous and considerate tone. The document also covers different types of business letters such as inquiry letters, circular letters, and letters for inviting quotations and placing orders. Key aspects like structure, language, and tone are discussed for effective business communication.
This document defines a business letter and outlines its importance and essential qualities. It discusses that a business letter is a formal means of communication between businesses or businesses and customers. It should use formal language. The document also lists the importance of business letters as being convenient, inexpensive, providing proof or records. It then describes the seven Cs of communication that make for a good business letter - candid, clarity, conciseness, correctness, completeness, consideration and courtesy. Finally, it outlines the physical appearance and standard layout of a business letter.
The document discusses the C's of effective communication in business letters:
1) Correctness - Letters must be correct in spelling, grammar, language, appearance and conveying accurate information.
2) Clarity - The message must be clear and easily understood using simple words, short sentences, proper punctuation and logical order.
3) Conciseness - Expressing ideas using as few words as possible while maintaining clarity and completeness.
4) Courtesy - Using polite words and phrases that are considerate of the recipient's feelings.
5) Completeness - Providing all necessary facts and figures to avoid misunderstandings.
Business Correspondence and Technical WrNerissaAbina
Business correspondence is an essential tool for communication within and between organizations. It helps maintain relationships and transact business efficiently. There are various types of business letters and correspondence, both internal and external. Effective business letters are simple, clear, accurate, complete, relevant, and courteous. They follow standard formatting guidelines for layout, fonts, and paper quality to create a professional image.
This document discusses different types of business letters. It describes business letters as letters between companies or organizations and their customers or clients. There are various types of business letters, including order letters, adjustment letters, complaint letters, letters of recommendation, and letters of resignation. The document also outlines the typical components of a business letter, including the letterhead, return address, dateline, letter address, salutation, body, complimentary close, signature, keyed name, and typist initials. Finally, it provides an example of a block format business letter.
Unit–iii – forms of technical communicationAbhishek Negi
The document discusses various types of business letters and their purposes. It describes business letters as a written form of communication used to establish and maintain business relationships. The key types discussed are sales letters, which aim to promote products/services; credit letters, which relate to requesting or granting credit; enquiry letters, which seek information; and order, claim, and adjustment letters, which provide or request information for further action. Guidelines are provided for writing effective letters for each purpose.
The document discusses the qualities needed for effective business letter writing. It identifies the key Cs of Communication that are important - Correctness, Clarity, Conciseness, and Courtesy. It explains each C in detail and how to apply them. For example, for Correctness, letters should have proper spelling, grammar, layout and accurate information. For Clarity, the message should be easily understood. For Conciseness, expressing much with few words. For Courtesy, the style and words should be considerate of the reader. The document also discusses using simple language without jargon in modern business writing to be clear and friendly.
The document discusses order letters, which are a type of business letter used to purchase merchandise, supplies, and materials for a company. Order letters, also known as purchase orders, provide vendors with details of a company's request, including product descriptions, delivery times, and payment methods. They are an important communication tool between companies and their suppliers. The document also provides guidelines for writing order letters, such as identifying the reader, establishing the objective to make a purchase, determining the necessary scope of information, and organizing, drafting, reviewing, and revising the letter.
This document provides tips for being an effective merchandiser. It discusses the importance of maintaining organized merchandising files that include both visual documents stored electronically and physical documents stored in file cabinets. Proper filing helps ensure smooth order execution, production efficiency, and the ability to find records quickly. The document also discusses best practices for effective email writing for merchandisers, such as using meaningful subject lines, short paragraphs, and prompt responses. Finally, it outlines the skills needed to be a good merchandiser, including managing trends, product development, costing, maintaining communication, and ensuring quality products are delivered on time.
1. The document discusses tips for effective merchandising, including maintaining organized physical and visual files. Visual files include purchase orders, invoices, and production documents stored digitally. Physical files include approved fabric and trim samples stored in file cabinets.
2. Proper email etiquette and writing for merchandisers is also covered. Tips include using a clear subject line, short paragraphs, proofreading, and responding promptly. Common email mistakes like incorrect subject lines or attachments are identified.
3. Qualities of a successful merchandiser are outlined, including managerial skills, communication skills in English, efficiency, and maintaining honest and positive attitudes. Maintaining merchandising files and developing new product lines according to trends
this slide covers all aspects about business letter writing.it contains animations and transitions which are captivating and attention seeking. it helps in understanding
An official letter has specific features including addresses for the sender and recipient, a date, salutation, title or heading, body, and complementary close with signature. Important characteristics of an effective official letter are simplicity, conversational style, clarity of goal, positive public relations, use of "you" attitude, courtesy, persuasiveness, sincerity, positive language, proper emphasis, coherence, cultural sensitivity, tactful approach, ethical standards, and being brief but complete. Examples of official letters include sales, order, complaint, adjustment, inquiry, follow-up, recommendation, acknowledgment, cover, and resignation letters.
Strategies for Effective Upskilling is a presentation by Chinwendu Peace in a Your Skill Boost Masterclass organisation by the Excellence Foundation for South Sudan on 08th and 09th June 2024 from 1 PM to 3 PM on each day.
ISO/IEC 27001, ISO/IEC 42001, and GDPR: Best Practices for Implementation and...PECB
Denis is a dynamic and results-driven Chief Information Officer (CIO) with a distinguished career spanning information systems analysis and technical project management. With a proven track record of spearheading the design and delivery of cutting-edge Information Management solutions, he has consistently elevated business operations, streamlined reporting functions, and maximized process efficiency.
Certified as an ISO/IEC 27001: Information Security Management Systems (ISMS) Lead Implementer, Data Protection Officer, and Cyber Risks Analyst, Denis brings a heightened focus on data security, privacy, and cyber resilience to every endeavor.
His expertise extends across a diverse spectrum of reporting, database, and web development applications, underpinned by an exceptional grasp of data storage and virtualization technologies. His proficiency in application testing, database administration, and data cleansing ensures seamless execution of complex projects.
What sets Denis apart is his comprehensive understanding of Business and Systems Analysis technologies, honed through involvement in all phases of the Software Development Lifecycle (SDLC). From meticulous requirements gathering to precise analysis, innovative design, rigorous development, thorough testing, and successful implementation, he has consistently delivered exceptional results.
Throughout his career, he has taken on multifaceted roles, from leading technical project management teams to owning solutions that drive operational excellence. His conscientious and proactive approach is unwavering, whether he is working independently or collaboratively within a team. His ability to connect with colleagues on a personal level underscores his commitment to fostering a harmonious and productive workplace environment.
Date: May 29, 2024
Tags: Information Security, ISO/IEC 27001, ISO/IEC 42001, Artificial Intelligence, GDPR
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বাংলাদেশের অর্থনৈতিক সমীক্ষা ২০২৪ [Bangladesh Economic Review 2024 Bangla.pdf] কম্পিউটার , ট্যাব ও স্মার্ট ফোন ভার্সন সহ সম্পূর্ণ বাংলা ই-বুক বা pdf বই " সুচিপত্র ...বুকমার্ক মেনু 🔖 ও হাইপার লিংক মেনু 📝👆 যুক্ত ..
আমাদের সবার জন্য খুব খুব গুরুত্বপূর্ণ একটি বই ..বিসিএস, ব্যাংক, ইউনিভার্সিটি ভর্তি ও যে কোন প্রতিযোগিতা মূলক পরীক্ষার জন্য এর খুব ইম্পরট্যান্ট একটি বিষয় ...তাছাড়া বাংলাদেশের সাম্প্রতিক যে কোন ডাটা বা তথ্য এই বইতে পাবেন ...
তাই একজন নাগরিক হিসাবে এই তথ্য গুলো আপনার জানা প্রয়োজন ...।
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Temple of Asclepius in Thrace. Excavation resultsKrassimira Luka
The temple and the sanctuary around were dedicated to Asklepios Zmidrenus. This name has been known since 1875 when an inscription dedicated to him was discovered in Rome. The inscription is dated in 227 AD and was left by soldiers originating from the city of Philippopolis (modern Plovdiv).
Chapter wise All Notes of First year Basic Civil Engineering.pptxDenish Jangid
Chapter wise All Notes of First year Basic Civil Engineering
Syllabus
Chapter-1
Introduction to objective, scope and outcome the subject
Chapter 2
Introduction: Scope and Specialization of Civil Engineering, Role of civil Engineer in Society, Impact of infrastructural development on economy of country.
Chapter 3
Surveying: Object Principles & Types of Surveying; Site Plans, Plans & Maps; Scales & Unit of different Measurements.
Linear Measurements: Instruments used. Linear Measurement by Tape, Ranging out Survey Lines and overcoming Obstructions; Measurements on sloping ground; Tape corrections, conventional symbols. Angular Measurements: Instruments used; Introduction to Compass Surveying, Bearings and Longitude & Latitude of a Line, Introduction to total station.
Levelling: Instrument used Object of levelling, Methods of levelling in brief, and Contour maps.
Chapter 4
Buildings: Selection of site for Buildings, Layout of Building Plan, Types of buildings, Plinth area, carpet area, floor space index, Introduction to building byelaws, concept of sun light & ventilation. Components of Buildings & their functions, Basic concept of R.C.C., Introduction to types of foundation
Chapter 5
Transportation: Introduction to Transportation Engineering; Traffic and Road Safety: Types and Characteristics of Various Modes of Transportation; Various Road Traffic Signs, Causes of Accidents and Road Safety Measures.
Chapter 6
Environmental Engineering: Environmental Pollution, Environmental Acts and Regulations, Functional Concepts of Ecology, Basics of Species, Biodiversity, Ecosystem, Hydrological Cycle; Chemical Cycles: Carbon, Nitrogen & Phosphorus; Energy Flow in Ecosystems.
Water Pollution: Water Quality standards, Introduction to Treatment & Disposal of Waste Water. Reuse and Saving of Water, Rain Water Harvesting. Solid Waste Management: Classification of Solid Waste, Collection, Transportation and Disposal of Solid. Recycling of Solid Waste: Energy Recovery, Sanitary Landfill, On-Site Sanitation. Air & Noise Pollution: Primary and Secondary air pollutants, Harmful effects of Air Pollution, Control of Air Pollution. . Noise Pollution Harmful Effects of noise pollution, control of noise pollution, Global warming & Climate Change, Ozone depletion, Greenhouse effect
Text Books:
1. Palancharmy, Basic Civil Engineering, McGraw Hill publishers.
2. Satheesh Gopi, Basic Civil Engineering, Pearson Publishers.
3. Ketki Rangwala Dalal, Essentials of Civil Engineering, Charotar Publishing House.
4. BCP, Surveying volume 1
This document provides an overview of wound healing, its functions, stages, mechanisms, factors affecting it, and complications.
A wound is a break in the integrity of the skin or tissues, which may be associated with disruption of the structure and function.
Healing is the body’s response to injury in an attempt to restore normal structure and functions.
Healing can occur in two ways: Regeneration and Repair
There are 4 phases of wound healing: hemostasis, inflammation, proliferation, and remodeling. This document also describes the mechanism of wound healing. Factors that affect healing include infection, uncontrolled diabetes, poor nutrition, age, anemia, the presence of foreign bodies, etc.
Complications of wound healing like infection, hyperpigmentation of scar, contractures, and keloid formation.
Main Java[All of the Base Concepts}.docxadhitya5119
This is part 1 of my Java Learning Journey. This Contains Custom methods, classes, constructors, packages, multithreading , try- catch block, finally block and more.
Beyond Degrees - Empowering the Workforce in the Context of Skills-First.pptxEduSkills OECD
Iván Bornacelly, Policy Analyst at the OECD Centre for Skills, OECD, presents at the webinar 'Tackling job market gaps with a skills-first approach' on 12 June 2024
Philippine Edukasyong Pantahanan at Pangkabuhayan (EPP) CurriculumMJDuyan
(𝐓𝐋𝐄 𝟏𝟎𝟎) (𝐋𝐞𝐬𝐬𝐨𝐧 𝟏)-𝐏𝐫𝐞𝐥𝐢𝐦𝐬
𝐃𝐢𝐬𝐜𝐮𝐬𝐬 𝐭𝐡𝐞 𝐄𝐏𝐏 𝐂𝐮𝐫𝐫𝐢𝐜𝐮𝐥𝐮𝐦 𝐢𝐧 𝐭𝐡𝐞 𝐏𝐡𝐢𝐥𝐢𝐩𝐩𝐢𝐧𝐞𝐬:
- Understand the goals and objectives of the Edukasyong Pantahanan at Pangkabuhayan (EPP) curriculum, recognizing its importance in fostering practical life skills and values among students. Students will also be able to identify the key components and subjects covered, such as agriculture, home economics, industrial arts, and information and communication technology.
𝐄𝐱𝐩𝐥𝐚𝐢𝐧 𝐭𝐡𝐞 𝐍𝐚𝐭𝐮𝐫𝐞 𝐚𝐧𝐝 𝐒𝐜𝐨𝐩𝐞 𝐨𝐟 𝐚𝐧 𝐄𝐧𝐭𝐫𝐞𝐩𝐫𝐞𝐧𝐞𝐮𝐫:
-Define entrepreneurship, distinguishing it from general business activities by emphasizing its focus on innovation, risk-taking, and value creation. Students will describe the characteristics and traits of successful entrepreneurs, including their roles and responsibilities, and discuss the broader economic and social impacts of entrepreneurial activities on both local and global scales.
Philippine Edukasyong Pantahanan at Pangkabuhayan (EPP) Curriculum
Cc14
1. Lesson 14
Business Correspondence
In our day to-day life we exchange our ideas, thoughts and other information with our
friends, relatives and other people. Sometimes we directly talk to them and sometimes
we also write letters to them. In letters we express our feelings in a few words, we
may ask for any information or we may write about a complaint in connection with
our problems. Similarly businessmen also exchange ideas, information by writing
letters. They communicate business information to customers, suppliers and others
and at the same time receive a variety of letters from them. In this lesson let us know
about different types of letters used in the process of business transactions.
14.1 Objectives
After studying this lesson, you will able to:
!
state the meaning of Business Correspondence;
!
explain the importance of Business Correspondence;
!
describe the essential qualities of a good business letter;
!
identify the various parts of a business letter; and
!
recognize the different types of letters used in business.
14.2 Meaning of Business Correspondence
Communication through exchange of letters is known as correspondence. We
communicate our feelings, thoughts etc. to our friends and relatives through letters
that may be called personal correspondence. A Businessman also writes and receives
letters in his day to-day transactions, which may be called business correspondence.
Business correspondence or business letter is a written communication between two
parties. Businessmen may write letters to supplier of goods and also receive letters
2. Business Studies
from the suppliers. Customers may write letters to businessmen seeking information about
availability of goods, price, quality, sample etc. or place order for purchase of goods. Thus,
business letters may be defined as a media or means through which views are expressed
and ideas or information is communicated in writing in the process of business activities.
14.3 Importance of Business Correspondence
Now-a-days business operations are not restricted to any locality, state or nation. Today
production takes place in one area but consumption takes place everywhere. Since the
businessmen as well as customers live in far off places they don’t have sufficient time to
contact each other personally. Thus, there arises the need for writing letters. In the past the
situation was not so. Business letters were not essential in olden days. But now the importance
of letters has increased because of vast expansion of business, increase in demand as well
as supply of goods. Let us learn about the importance of business letters.
i)
Help in maintaining proper relationship
Now-a-days business activities are not confined to any one area or locality. The businessmen
as well as customers are scattered throughout the country. Thus, there is a need to maintain
proper relationship among them by using appropriate means of communication. Here business
letters play an important role. The customers can write letters to the businessman seeking
information about products and businessmen also supply various information to customers.
This helps them to carry on business on national and international basis.
ii)
Inexpensive and convenient mode
Though there are other modes of communication like telephone, telex, fax, etc. but business
information can be provided and obtained economically and conveniently through letters.
iii) Create and maintain goodwill
Sometimes business letters are written to create and enhance goodwill. Businessmen at
times send letters to enquire about complaints and suggestions of their customers. They
also send letters to inform the customers about the availability of a new product, clearance
sale etc. All this results in cordial relations with the customers, which enhances the goodwill
of the business.
iv)
Serves as evidence
We cannot expect a trader to memorise all facts and figures in a conversation that normally
takes place among businessmen. Through letters, he can keep a record of all facts. Thus,
letters can serve as evidence in case of dispute between two parties.
v)
Help in expansion of business
Business requires information regarding competing products, prevailing prices, promotion,
market activities, etc. If the trader has to run from place to place to get information, he will
end up doing nothing. It will simply result in loss of time. But through business letters, he can
make all enquiries about the products and the markets. He can also receive orders from
different countries and, thus enhance sales.
156
3. Business Correspondence
Intext Questions 14.1
I.
Fill in the blanks with suitable words.
i.
Business letters serve as a/an ............................. in case of dispute in business
transactions.
ii.
It is ..................... for the businessmen to remember all facts without
correspondence.
iii. Business letters build ................... for a businessman.
iv.
v.
II.
Business letters are written to .................... information.
Business letter is the most .................... mode of communication.
Given below are certain statements. Write ‘T’ against true statements and ‘F’
against false statements.
i.
Letter is a form of written communication.
ii.
Through business letter personal contact can be maintained between buyer
and seller.
iii. Business letters lead to decline the goodwill of the firm.
iv.
Letter is a convenient and economic mode of communication.
v.
Business letters do not help in removing misunderstanding between buyer
and seller.
14.4 Essential Qualities of a Good Business Letter
A letter should serve the purpose for which it is written. If a businessman writes a
letter to the supplier for purchase of goods, the letter should contain all the relevant
information relating to the product, mode of payment, packaging, transportation of
goods, etc. clearly and specifically. Otherwise, there will be confusion that may cause
delay in getting the goods. Again the quality of paper used in the letter, its size, colour
etc. also need special attention, because it creats a positive impression in the mind of
the receiver. We may classify the qualities of a good business letter as:
a.
b.
a)
Inner Qualities; and
Outer Qualities
Inner Qualities - The inner qualities of a good business letter refer to the quality
of language, its presentation, etc. These facilitate quick processing of the request
and that leads to prompt action. Let us discuss the various inner qualities of a
good business letter.
(i)
Simplicity - Simple and easy language should be used for writing business
letters. Difficult words should be strictly avoided, as one cannot expect the reader
to refer to the dictionary every time while reading letter.
(ii)
Clarity - The language should be clear, so that the receive will understand the
157
4. Business Studies
message immediately, easily and correctly. Ambiguous language creates
confusion. The letter will serve the purpose if the receiver understands it in
the same manner in which it is intended by the sender.
(iii) Accuracy - The statements written in the letter should be accurate to, the best of
the sender’s knowledge. Accuracy demands that there are no errors in the usage
of language - in grammar, spellings, punctuations etc. An accurate letter is always
appreciated.
(iv) Completeness - A complete letter is one that provides all necessary information
to the users. For example, while sending an order we should mention the desirable
features of the goods, i.e., their quality, shape, colour, design, quantity, date of
delivery, mode of transportation, etc.
(v)
Relevance - The letter should contain only essential information. Irrelevant
information should not be mentioned while sending any business
correspondence.
(vi) Courtesy - Courtesy wins the heart of the reader. In business letters, courtesy
can be shown/expressed by using words like please, thank you, etc.
(vii) Neatness - A neat letter is always impressive. A letter either handwritten or
typed, should be neat and attractive in appearance. Overwriting and cuttings
should be avoided.
b)
Outer Qualities - The outer qualities of a good business letter refers to the
appearance of the letter. It includes the quality of paper used, colour of the paper,
size of the paper etc. Good quality paper gives a favourable impression in the
mind of the reader. It also helps in documenting the letters properly. Let us
discuss the various outer qualities of a good business letter.
(i)
Quality of paper - The paper used should be in accordance with the economic
status of the firm. Now-a-days the cost of the paper is very high. Therefore,
good paper should be used for original copy and ordinary paper may be
used for duplicate copy.
(ii) Colour of the Paper - It is better to use different colours for different types
of letters, so that the receiver will identify the letters quickly and prompt
action can be taken.
(iii) Size of the paper - Standard size paper (A4) should be used while writing
business letters. The size of the paper should be in accordance with the
envelopes available in the market.
(iv) Folding of letter- The letter should be folded properly and uniformly. Care
should be taken to give minimum folds to the letter so that it will fit the
size of the envelope. If window envelope is used then folding should be
done in such a way that the address of the receiver is clearly visible through
the transparent part of the envelope.
(v)
158
Envelope - The size and quality of the envelope also need special attention. The
size of the letter should fit the size of the letters. The business firms use different
types of envelopes i.e., ordinary envelope, window envelope, laminated envelope
5. Business Correspondence
etc. In window envelope there is no need to write the address of the receiver
separately on the envelope. It is clearly visible through the transparent part on
the face of the envelope, which may be called as window. In laminated envelope
a thin plastic sheet or cloth is pasted on the inner side that gives extra protection
to letters from being damaged during transit.
Intext Questions 14.2
I
Fill in the blanks with suitable words.
i)
ii)
To make a letter courteous, words like ________ and ________ should be
used.
iii)
Business letter should contain only ________ information.
iv)
Accuracy demands no error in the usage of ________
v)
II.
Apart from ordinary envelopes, we may also use ________ or ________
envelopes for sending business letters.
Business letters should be always neat and ________ in appearance.
Match the following.
a)
The receiver understands the message
i)
in the same way as intended by the sender
Relevance
b)
There should be no errors in the usage
of language in business letter.
ii)
Courtesy
c)
Relevant information should be
provided in business letter
iii)
Accuracy
d)
Words of anger should
not be used in any business letters.
iv)
Clarity
14.5 Parts of a Business Letter
We have discussed above the qualities of a good business letter. The quality will be
maintained if we give proper attention to each and every part of the letter. Let us now learn
about the different parts of a business letter.
The essential parts of a business letter are as follows:
1.
Heading -The heading of a business letter usually contains the name and postal address
of the business, E-mail address, Web-site address, Telephone Number, Fax Number,
Trade Mark or logo of the business (if any)
2.
Date - The date is normally written on the right hand side corner after the heading as
the day, month and years. Some examples are 28th Feb., 2003 or Feb. 28, 2003.
3.
Reference- It indicates letter number and the department from where the letter is being
sent and the year. It helps in future reference. This reference number is given on the
left hand corner after the heading. For example, we can write reference number as
AB/FADept./2003/27.
Different parts of a
business letter1. Heading
2. Date
3. Reference
4. Inside Address
5. Subject
6. Salutation
7. Body of the letter
8. Complimentary
close
9. Signature
10. Enclosures
11. Copy Circulation
12. Post Script
159
6. Business Studies
4.
Inside address - This includes the name and full address of the person or the firm to
whom the letter is to be sent. This is written on the left hand side of the sheet below the
reference number. Letters should be addressed to the responsible head e.g., the
Secretary, the Principal, the Chairman, the Manager etc. Example:
M/S Bharat Fans
Bharat Complex
Hyderabad Industrial Complex
Hyderabad
Andhra Pradesh - 500032
The Chief Manager,
State Bank of India
Utkal University Campus
Bhubaneswar,
Orissa- 751007
5.
Subject - It is a statement in brief, that indicates the matter to which the letter relates.
It attracts the attention of the receiver immediately and helps him to know quickly
what the letter is about. For example,
Subject: Your order No. C317/8 dated 12th March 2003.
Subject: Enquiry about Samsung television
Subject: Fire Insurance policy
6.
Salutation - This is placed below the inside address. It is usually followed by a comma
(,). Various forms of salutation are:
Sir/Madam:
For official and formal correspondence
Dear Sir/Madam: For addressing an individual
Dear Sirs/Dear Madam: For addressing a firm or company.
7.
Body of the letter- This comes after salutation. This is the main part of the letter and it
contains the actual message of the sender. It is divided into three parts.
(a)
Opening part - It is the introductory part of the letter. In this part, attention of the
reader should be drawn to the previous correspondence, if any. For examplewith reference to your letter no. 326 dated. 12th March 2003, I would like to
draw your attention towards the new brand of television.
(b) Main part - This part usually contains the subject matter of the letter. It should
be precise and written in clear words.
(c)
8.
Concluding Part - It contains a statement the of sender’s intentions, hopes or
expectations concerning the next step to be taken. Further, the sender should
always look forward to getting a positive response. At the end, terms like Thanking
you, With regards, With warm regards may be used.
Complimentary close - It is merely a polite way of ending a letter. It must be in
accordance with the salutation. For example:
Salutation
i.
Dear Sir/Dear Madam
ii. Dear Mr. Raj
iii. My Dear Akbar
160
Complementary close
Yours faithfully
Yours sincerely
Yours very sincerely (express very informal
relations.)
7. Business Correspondence
9.
Signature - It is written in ink, immediately below the complimentary close. As far as
possible, the signature should be legible. The name of the writer should be typed
immediately below the signature. The designation is given below the typed name. Where
no letterhead is in use, the name of the company too could be included below the
designation of the writer. For example:
Yours faithfully
For M/S Acron Electricals
(Signature)
SUNIL KUMAR
Partner
10. Enclosures - This is required when some documents like cheque, draft, bills, receipts,
lists, invoices etc. are attached with the letter. These enclosures are listed one by one
in serial numbers. For example :
Encl : (i)
The list of goods received
(ii)
A cheque for Rs. One Thousand dtt. Feb. 27,2003 (Cheque No........)
towards payment for goods supplied.
11. Copy circulation - This is required when copies of the letter are also sent to persons
apart of the addressee. It is denoted as C.C. For example,
C.C.
i.
The Chairman, Electric Supply Corporation
ii.
The Director, Electric Supply Corporation
iii.
The Secretary, Electric Supply Corporation
12. Post script - This is required when the writer wants to add something, which is not
included in the body of the letter. It is expressed as P.S. For example,
P.S. - In our offer, we provide two years warranty.
Format of a Business Letter
Tel.
Fax.
Name of the firm
Postal Address
E-mail:
Website:
Ref.
Dated:
To
Name and
address of the person to whom letter is sent
Subject:
Salutation,
_______________________________________________________________
Opening part _______________________________________________________
________________________________________________________.
161
8. Business Studies
____________________________________________________________________
Main part ___________________________________________________________
________________________________________________________.
____________________________________________________________________
Concluding part ______________________________________________________
_______________________________________________________.
Complementary close
Signature
(name)
Designation
Enclosures
CCPS-
Intext Questions 14.3
Fill in the blanks
i.
The complementary close must be in accordance with the _________.
ii. Below the signature and name of the writer, his ____ is also written.
iii. In the main part of the body of the letter _____ is written..
iv. Dear Sir is the form of __________.
v. The body of the letter is usually divided into ______ part(s).
After having some idea about the various qualities and different parts of a good business
letter let us know about the different types of letter used in business correspondence.
14.6 Type of Business Letters
Business letters are written for the fulfillment of several purposes. The purpose may be to
enquire about a product to know its price and quality, availability, etc. This purpose is
served if you write a letter of enquiry to the supplier. After receiving your letter the supplier
may send you details about the product as per your query. If satisfied, you may give order
for supply of goods as per your requirement. After receiving the items, if you find that the
product is defective or damaged, you may lodge a complaint. These are the few instances in
which business correspondence takes place. Let us learn the details about some important
business letters.
i.
Business Enquiry Letter
Sometimes prospective buyers want to know the details of the goods which they want to
buy, like quality, quantity, price, mode of delivery and payment, etc. They may also ask for
a sample. The letter written to sellers with one or more of the above purposes is known as
enquiry letter.
162
9. Business Correspondence
Specimen of Business Enquiry Letter
Tel. 23241053
Fax.: 23244155
M/s Acron Electricals
22/c, Main Road
Darya Ganj, New Delhi-2
Ref. PR/F/2002/27
E-mail: elc@acr.vsnl.net.in
Website: http://www.acronelc.comFax.
Dated: July 27,2002
M/s Bharat Fans
Bharat Complex
Hyderabad Industrial Estate
Hyderabad - 500032
Subject: Enquiry about the prices of fans
Dear Sir,
We are dealing in retail trade of electrical appliances. We would be interested in selling your product,
Bharat Fans through our retail showroom.
Could you, therefore, send us your quotations and let us know the terms and conditions of payment.
Thanking you,
Yours faithfully,
For M/s Acron Electricals
Sd/(A.B.Kumar)
Partner.
Points to be kept in mind while writing letters of enquiry–
Letters of enquiry should clearly state the information required, which may be asking
for a price list or a sample.
–
Write specifically about the design, size, quantity, quality, etc. about the product or
service in which the buyer is interested.
–
The period or the date, till which information is required, may also be mentioned.
ii.
Quotation Letter
After receiving the letter of enquiry from a prospective buyer, the sellers supply the relevant
information by writing a letter that is called quotation letter. These letters are written keeping
in view the information asked for like price list, mode of payment, discount to be allowed
etc. Businessman should reply to the inquiries carefully and promptly.
Specimen of Quotation Letter
Tel. 508632-35
Fax. 508600
M/s Bharat Fans
Bharat Complex
Hyderabad Industrial Estate
Hyderabad - 500032
Ref.-SL/F/2002/12
E-mail: bh@fan.vsnl.net.in
Website: http://www.bhfan.com
Dated: August 10,2002
M/s Acron Electricals
22/c, Main Road
Darya Ganj, New Delhi-2
Subject: Your letter No. PR/F/2002/27 dated July 27, 2002
163
10. Business Studies
Dear Sir,
Thank you for your letter of enquiry. We would be glad to meet your requirements of selling our
fan in your retail showroom.
Our quotations are given in the price list enclosed. We offer 10% discount on order above Rs.
50,000. Besides, we allow a grace period of 45 days for payment of dues to our regular customers.
We are confident that you will find our prices competitive and our terms and conditions
reasonable. We look forward to meeting your requirements.
Thanking you,
Yours faithfully,
For M/s Bharat Fans
Sd/(Des Gupta)
Encl: Price List & Terms and Conditions
Sales Manager
Intext Questions 14.4
I.
Which of the following statements about business enquiry letters do you consider to
be correct?
i.
ii.
iii.
iv.
v.
iii.
By writing these letters, a buyer gets information about the prices of goods.
In business enquiry letter the writer cannot ask for sample of goods.
Here the writer doesn’t give information about the quantity of possible purchases.
The seller supplies the relevant information to the buyer through such a business
letter.
Letter written in response to business enquiry letter is called Quotation letter.
Order Letter
In the previous section, we have studied about letters of enquiry and reply to enquiry i.e.,
quotation letter. The prospective buyer after receiving the reply to his enquiry letter may
decide to place on order with that business house which offers goods at minimum price and
at favourable terms and conditions. Letters written by a buyer to the seller giving the order
to purchase the goods is called order letter.
Specimen of Order Letter
Tel. 3241053
Fax. 3244155
M/s Acron Electricals
22/c, Main Road
Darya Ganj, New Delhi-2
Ref. PR/F/2002/32
M/s Bharat Fans
Bharat Complex
Hyderabad Industrial Estate
Hyderabad - 500032
164
E-mail: elc@acr.vsnl.net.in
Website: http://www.acronelc.com
Dated: August 22,2002
11. Business Correspondence
Subject: Your letter of quotation No. SL/F/2002/12 dated August 10,2002
Dear Sir,
Many thanks for your prompt reply to our enquiry letter of July 27, 2002. As we find your prices
and terms quite reasonable, we wish to place a trial order as per the list enclosed.
As pointed out in our enquiry letter, quality is important. Should the goods meet our expectations,
substantial orders will follow.
Payment will be made within the time limit prescribed in your quotation letter.
Thanking You,
Yours faithfully,
For M/s Acron Electrical
Sd/(A.B.Kumar)
Partner
Encl: Order List
iv.
Complaint Letter
A complaint letter is written when the purchaser does not find the goods upto his satisfaction.
It is normally written by the purchaser when he receives wrong, defective or damaged
goods or receives incorrect quantity of goods. It can also be written directly to the transit
authority when the goods are damaged in transit. Thus, we may define a letter of complaint
as the letter that draws the attention of the supplier or any other party on account of supply
of defective or damaged goods.
Points to be considered while writing a complaint letter!
Complaint letters should be written immediately after receiving the defective goods.
!
Mistakes as well as difficulty due to mistake should be mentioned clearly
!
Proposal to correct the mistakes should be made
!
Suggestions on how the complaint should be dealt with, i.e., mention of compensation,
replacement, discount, cancellation etc, should be made.
!
Mention period in which the corrective action should be taken
!
Request to be careful in future.
Specimen of Complaint Letter
Tel. 3241053
Fax. 3244155
M/s Acron Electricals
22/c, Main Road
Darya Ganj, New Delhi-2
Ref. PR/F/2002/27
E-mail: elc@acr.vsnl.net.in
Website: http://www.acronelc.com
Dated: September 5, 2002
M/s Bharat Fans
Bharat Complex
Hyderabad Industrial Estate
Hyderabad - 500032
Subject: Complaint regarding fans
Dear Sir,
165
12. Business Studies
I would like to draw your attention to the fact that some fans are found missing in the parcel,
dispatched by you, which I received today. It appears that the following items were not included.
Bharat fan super quality
3 (Three)
Bharat fan standard
2 (Two)
We will appreciate if the above fans are sent to us or the amount credited to our account.
Yours faithfully
For M/s Acron Electrical
Sd/(A.B.Kumar)
Partner
v.
Recovery Letter
The letter written by the seller for collection of money for the goods supplied to the buyer is
called recovery letter. The aim of recovery letter is to collect money without annoyingthe
customers. The letter should include information regarding the amount of arrears argument
for payment, and last date for payment. The language of recovery letter should be polite, so
that the customer is not offended and future transactions with him are not adversely affected.
Specimen of Recovery letter
Tel. 508632-35
Fax. 508600
M/s Bharat Fans
Bharat Complex
Hyderabad Industrial Estate
Hyderabad - 500032
Ref.-SL/F/2002/12
E-mail:
bh@fan.vsnl.net.in
Website: http://www.bhfan.com
Dated: December 10,2002
M/s Acron Electricals
22/c, Main Road
Darya Ganj, New Delhi-2
Subject: Recovery of dues
Dear Sir,
We believe that the payment of our bill No. 1713 dated September 2,2002 must have escaped
your attention. As the payment is due since long, we would appreciate if you send us your cheque
immediately. Please let us know whether payment is being withheld for some special reasons.
Thanking you,
Yours faithfully,
For M/s Bharat Fans
Sd/(Des Gupta)
Sales Manager
Intext Questions 14.5
I.
166
Fill in the blanks with suitable words.
(i) On receipt of defective goods, the buyer writes __________ to the seller.
(ii) On finding that the goods have been damaged in transit, the buyer writes complaint
letter to _________ .
13. Business Correspondence
(iii) Aim of recovery letter is to ______________ from the buyer.
(iv) Complaint letter is written by ______________ to the ____________.
(v)
Recovery letter draws the attention of the buyer towards the _____________.
14.7 What You Have Learnt
!
Correspondence plays are important role in our daily life. It is the means through
which we exchange our ideas, thoughts and other information with our friends, relatives
and other people.
!
We know that business operations are not limited to any locality, state or nation. Since
businessmen live at distant places they do not have sufficient time to contact their
customers personally. This difficulty has been overcome by writing letters. This is a
part Business Correspondence.
!
The importance of Business letters (i) It helps in maintaining proper relationship (ii) It
is inexpensive and convenient mode of communication (iii) It creates and maintains
goodwill (iv) It serves as evidence (v) It helps in expansion of business.
!
The essential qualities of a Business letter are:
Inner Qualities
Simplicity
Clarity
Accuracy
Completeness
Relevance
Courtesy
Neatness
Outer qualities
Quality of paper
Colour of the paper
Size of the paper
Folding of letter
Envelope
!
The essential parts of a Business letter are (i) Heading (ii) Date (ii) Reference (iv)
Inside address (v) Subject (vi) Salutation (vii) Body of the letter (viii) Complimentary
close (ix) Signature (x) Enclosures (xi) Copy circulation (xii) Post script.
!
The various types of letters are:
i.
Letter of enquiry
ii.
Quotation letter
iii.
Order letter
iv.
Letter of complaint
v.
Letter of recovery
14.8 Terminal Exercise
1.
2.
3.
4.
What is meant by business correspondence?
How is personal correspondences different from business correspondence?
Explain the importance of writing a business letter.
Describe the inner and outer qualities of a good business letter.
167
14. Business Studies
5.
What is meant by Enquiry letter? What are the points one should remember while
writing an enquiry letter.
6. Explain the various parts of a business letter with the help of a specimen.
7. What is meant by Quotation letter? How does it different from enquiry letter?
8. What is meant by Recovery letter?
9. What is meant by Order letter? Give a specimen of an order letter.
10. What is meant by Complaint letter? Under which situations is a complaint letter written?
11. State the important points one should keep in mind while writing a complaint letter in
business.
14.9 Key to Intext Questions
14.1
14.2
14.3
14.4
14.5
I. i. evidence ii. impossible iii. goodwill
iv. seek or give v.
convenient
II. i. T, ii. F, iii. F, iv. T, v. F
I. i. window, laminated ii. Please; Thank you, iii. relevant, iv. language,
v. attractive
II. a. iv, , b. iii, c. i, d. ii
i. salutation, ii. designation, iii. Subject matter, iv. salutation, v. three
True.
i, v
False. ii, iii. iv.
i. letter of complaint, ii. Transit authority, iii. collect money, iv. Buyer, seller
v. payment of outstanding amount.
Activity For You
i.
ii.
168
You want to buy a book from the Kalka Publication, which is situated at Kanchan
Bazar, Hyderabad, Andhra Pradesh - 500030. Write a letter indicating your
requirements.
Suppose you are the owner of a shop that sells ceiling fans. You received an enquiry
letter from M/s Aakash Hotels, Connaught Place, New Delhi seeking information
about the price and availability of fans. Write a letter in response to the enquiry made
by M/s Aakash Hotels.