Q.6 How many types of business letters ? Discuss them.
Related Questions -
Q. What are the different modes of business communication? Discuss in detail.
Ans. There are different types of business letters : -
(i) Credit Letters: -
Credit letter are letters for promising save payments in future. It is a commonly used letter in modern day trade.
Types of credit letters -
(1) Request for Credit
(2) Enquiries about Status
(3) Response to Status Enquiries
(4) Letter Granting Credits
(5) Letters Refusing Credits.
An example of letter requesting for credit is as below.
D. P. Computer system Pvt. Ltd.
Allahabad
15 November 2005
The Sales Manager
L. G. Electronics Ltd.
64 G, CG Complex
New Delhi
Dear Sir,
We have been informed that you are the main suppliers of LG computers in Northern India.
We are selling PC, Lap tops and computer peripherals for last ten years. We have an annual turnover of Rs. 70.00 Lakh. Our average sale of PC is 300 an year.
We should be oblige if you supply 60 PC of following configuration on 90 days credit term.
LG Pro, 256 MB Ram, 40 GB HDD, DVD RW, Colour TFT monitor Windows XP pre loaded.
P1 find our bankers and references below which is supply goods to us for last 7 years.
1. Punjab and Sindh Bank
Main Branch
Civil Lines, Allahabad
2. Sunny computers
N. 17 Cannought Circus
N. Delhi
P1. inform us in case you want any other information.
Thanking you
Yours Sincerely
(Jayant Khare)
Manager
Ex. How is a letter placing order organised. Write a letter placing order for 30 LCD Monitors in a business establishment. (2009-10)
Ans. (i) Letter of Order: -
Orders are the requests for despatch and delivery of goods or the rendering of services either against payment or on credit. Such letters should include particulars with regard to the quantity, size and other specifications. Example of a letter placing an order.
Star Electronics
1 Akbar Road
New Delhi 110 002
25 January 2010
Mr Dinesh
STAPLES
36 Chandpole Bazaar
Jaipur 302 001
Dear Sir:
This letter is in response to the conversation held with you over phone and subsequent mails.
We are opening our office in a prime location of the city. We would like to place an order with you for 30 LCD Monitors in a business establishment. Please ensure all the 30 LCD monitors are of highest quality and of the Latest brand.
Payment will be made by DD once we receive the goods at our office.
Yours Truly,
Hitesh Jain
HRM
Star Electronics.
(ii) Letters of Enquiry: -
Letters of enquiry request information from another company. A business man may write a letter of inquiry asking information about the quality, price and availability of the good to be purchased. Such letter should be written in courteous language. Inquiries may be of two types :
1. Solicited Inquiry : Solicited inquiry means an inquiry made in response to the advertisement of the seller.
2. Unsolicited Inquiry : Unsolicited inquiry means an inquiry made by the buyer at his own initiative. He inquires about the good he wants to purchase.
Example :
227/1 Lukerganj
Allahabad
Mr. Bajpai
Friends Book Depot.
Civil Lines
Calcutta
Dear, Mr. Bajpai
I am a student of B.Tech. (Mechanical Branch). I discovered your name from Library. Could you please take a few minutes to supply more information on the following books.
(i) Professional Communication (Author – Malti Agrawal)
(ii) Technical Communication (Author – Menaxi Raman)
Your cooperation would be greatly appreciated and would help me to further my education in my respective field. You can write to me on above address.
Thank you.
Sincerely
Rajan Malhotra
(iii) Quotation Letters: -
Quotation is similar to a letter of inquiry. In quotation rates of goods or service required is invited. The quotation is issued to get the information about the good or services. It helps the organisation to find cheapest of supplier and identifying the source of material. These days it is customary to invite quotation from several supplier.
A quotation for Purchase of 100 PCs
Snksham Enterprises
Lal Bangla Kanpur
12 November 2005
The sales Manager
APS industries Ltd.
13, Rajaji Marg N. Delhi
Dear Sir,
We would like to buy 100 PCs along with necessary peripherals and software for setting up a new office at Faridabad. We shall be obliged if please send us your lowest rates for the same along with details and terms and condition at an early sate. The details of specification of computer system required are as under:
IBM Net vista
Intel Pentium IV Dual care processor 2.8 GHZ
256 MB RAM, 80 GBHDD
16 X Combo drive
JBL speakers
Colour Monitor
Windows XP Pro.
100 Hrs free Internet connection
We would like the delivery of computer items by 25th Feb 2006. Kindly let us know that whether you would be able to supply the PCs by this date.
We look forward to here from you soon.
Sincerely
(Sudhense Gupta)
Manager Purchase
(iv) Claim or Complaint Letters: -
A claim letter is written for rectification of defects or to get a concession for a loss. The letter should be written in such a manner that it can produce its effect forcefully without humiliating the other party. It should be courteous in approach so that it can inspire the supplier to rectify the defects etc.
The broader guidelines are as under:
(i) The nature of problem should be clearly mention.
(ii) It should be written in a courteous manner.
(iii) It should have a copy of cash-memo attached with.
Letter of Complaint
Jauhari and sons
Allahabad
21 August, 2008
M/S Amul Dairy Products
Anand, Gujarat
Subject: Complaint about 50 damage tins of condensed milk.
Dear Sir,
We have been using the condensed milk of your firm for our products for last 10 years. You had been able to satisfy our all requirements in the past.
The standard and quality of 50 tins of condensed milk supplied by you against our demand dated 5 Nov 2004 was not up to the mark. The tins were damage . As we have been your customers since last 10 years. We would like to get these tins replaced by you. We would also request you to be more careful in future about the quality of your product.
Yours sincerely
Jauhari & sons
Allahabad
(vi) Adjustment Letters: -
Adjustment letters are letters written in reply to claim letters. When you write an adjustment letter, you have the following twin objectives to achieve:
· to satisfy your customer
· to safeguard the reputation of your organization.
Example :
Apex mattresses Ltd.
Daryagunj, Vijay nagar
New Delhi-110005
Telephone: 011-2345678
Our Reference: MA/32
Your reference: TT/472
11 May 2003
Steelco Furnitures
50, Lenin Sarani
Kolkata,
Dear Madam:
Thank you for your letter no. TT/472 dated 7 may 2003 wherein you have brought to our notice the flawed consignment. We are very sorry to learn about the inconvenience it has caused you.
As soon as we received your complaint, we investigated the matter and found out that some of the mattresses delivered to you last week did not have proper and adequate packaging. Consequently, they have suffered these damages during the incessant rains when the consignment was in transit.
We have despatched 65 new properly packaged mattresses to you today.
We are once again extremely sorry. But assure you of our best services in future.
Yours Sincerely,
S. Khurana
Sales Manager.
(vii) Sales Letters: -
Sales letters are the most cost-effective and time-efficient means of marketing your products or services. They are also a form of advertising. But unlike press and television advertising, which are meant for everybody, sales letters are targeted to selected types of customers.
Features of Good Sales Letters: -
· Like an advertisement, it aims at converting the reader into a customer.
· In order to convert a reader into a buyer, it first grips his attention and rouses his desire to purchase that product.
· It promotes the sale of that product.
· It eventually results in expanding the customer network as it wins a permanent customer.
There are three parts of sales letters -
(i) Introduction (ii) Main body (iii) Conclusion.
Ex. Write a sales letter to promote the sales of a mobilephone. (09-10)
Ans. Accer Pvt. Ltd.
Stanley Road
Delhi
22 August 2010
Richa Electronics
Allahabad
Dear Mr. Tripathi
Sir, we are dealers in mobile phones, we would like to offer our services to you by supplying ten mobile phones to your esteemed shop.
We assume you that the mobile phone supplied by us would be most modern and with latest technology. The technical details and specification of the phone is attached along with the letter.
Looking forward for your order please.
Sincerely
(jayant Rajan)
Accer Pvt. Ltd.
Delhi
General Information
10 No. Pcs. (Mobile phones)
Make ! LG
Rate ! Rs. 4000/-per phone.