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.

1. Dr. Bhim Rao
Ambedkar University ,AGRA
In Guidance Of: Presented By:
Dr. Ravi Shekhar Kumari Supriya
Sharma B.PharmaVIII Sem
Roll No:158287361009

2. Business letter is a form of written
communication within an organization or
between two organizations. It is
differentiated from a general letter by
its layout and form which is well
established by convention and practice.

3. BUSINESS
LETTER
CLAIM LETTER
QUOTATION
LETTER
SALES LETTER
COLLECTION
LETTER
ENQUIRY LETTER
JOBAPPLICATION
ADJUSTMENT
LETTER

4.  Sales letter is used to convince the customers
for an existing product or a new particular
product.
 A sales letter should be persuasive and contain
the main features of the product.

5. *Get attention from attractive opening.
*Arouse interest in the product.
*Present reader benefit information.
*Close with a clincher sentence.
*Mention about enclosures if added.

6. A claim letter is also called as complaint
letter.
It is written to rectify the mistakes made or
wrongs done.

7. *Explain clearly what has gone wrong.
*Give sufficient data if necessary.
*Motivate prompt action.
*Specify clearly what adjustment you would
consider fair.
*Address the letter to a senior officer of
the organization.

8. Adjustment letter is a reply to a claim
letter. It should not be sent in a moment of
excitement or anger. Take sometime to
restore to one’s usual self before writing
such letter.

9. *Convey good news first.
*Explain why things went wrong.
*Give additional information for the same
product.

10. A collection letter is written to persuade the
customers to make them the delayed
payment. Utmost tact should be used in
reminding them which should not affect the
business link.

11. *Tone should be persuasive.
*Purpose is to get the money and maintain
the business link.
*Do not use straightforward language to ask
for the payment.

12. An enquiry letter is written to seek
information from other organizations. It may
deal with a simple matter or a matter of
wider dimensions.

13. *Indicate the nature of enquiry at the beginning.
*State reasons for the enquiry.
*Clearly state what information you are seeking.
*Close with a statement which would elicit quick
response.

14. QUOTATION LETTER
A quotation letter is sent in reply to an enquiry
letter. It should contain point by point detailed
information.

15. *Mention the letter number and date of enquiry
letter to which reply is made.
*Give detailed information in points.
*Mention the terms and conditioned involved.
*Keep in mind that the letter will be examined from
several points of view: quality, price, promptness in
reply, etc.

16. A job application letter is like a sales letter;
it is written to sell one’s services. A job
application should be drafted carefully as it
is related with one’s career.
It carries sequence of information regarding
the qualification and experience.

17. The sequence of information in job application
letter usually follows the following pattern.
*Personal details.
*Educational details.
*Training its nature and duration.

18. 1. Heading
2. Date Line
3. Inside Address
4. Attention Line
5. Salutation
6. Subject Line
7. Body Of The Letter
8. Complimentary Closing
9. Signature Lines
10. Enclosures
11. Reference Initials

19. • Heading :- Includes the company’s logo/
symbol/name,address,ZIP,telephone number,
fax number, email address and website of the
company.
• Date Line :- Consist date,month,year.
• Inside Address :- 1.Personal or professional
title .
2.Name of reciver
3.His/Her professional
position.
4.Company Name
5.Complete Address

20. • Attention Line :- A line of text denoting the
intended recipient of organizations.
• Salutation :- The greeting that opens the letter
and is placed a double space below the letter
address.
• Subject Line :- It is use so that the reader
immediately knows what your letter is about.
• Body :- Contains the message or the information
to be communicated.
It has three parts :- 1. Introductory Paragraph
2. Middle Paragraph
3.Closing Paragraph

21. • Complimentary Closing :- It is written two
spaces below the last line of the body.
It is depend upon tone and degree of
formality.
Formal :- Respectfully yours,Sincerely,Yours
faithfully.
Informal :- Cordially yours,Warm Regards,Best
Wishes.
• Signature :- Written double space below
complimentary closing.
• Enclosures :- This line tells the reader to look
In the envelope for more.

22. • Reference Initials :- If someone else has
composed typed the letter for you , it is common
for them to indicate so with initials.

23.  OPENING
 Mention the best news or summarise the main idea.
 MIDDLE
 Explanations, details, reader benefits, background.
 END
 Use goodwill ending.
 Positive friendly, clear statement of action desired,
 motivation to action, willingness to help further,
 appreciation .

24.  OPENING
 Buffer
 Begin with reader interest information.
 Agreement, Appreciation, Assurance, Compliment,
 Cooperation
 Give good news(if you can grant only)
 MIDDLE
 Present negative element as positively as possible.
 Explanation and analysis of the circumstances.
 Decision, implied or expressed with resale and or
 helpful suggestions.
 END
 Positive, courteous, friendly, firm and forward
looking ending.