THE TAMIL NADU NATIONAL LAW SCHOOL,

TIRUCHIRAPPALLI.

ACADEMIC SESSION:
2014-2015

BUSINESS COMMUNICATION

“LETTER ON DELAY IN EXECUTION OF

ORDER”
SUBMITTED TO: SUBMITTED BY:

DR.T.S AGILLA MOHIT AGARWAL

Asst. Professor. ROLL NO. –37

TNNLS B,Com.LL.B(HONS.) SEM-II

Tiruchirappalli.
 DECLARATION

I, Mohit Agarwal hereby declare that the project work entitled “LETTER ON DELAY IN
EXECUTION OF ORDER ” submitted to Tamil Nadu National Law School; Tiruchirappalli,
is the record of a bonafide work done by me under the supervision and guidance of Prof. Mrs
T.S AGILLA , Faculty of business organisation, Tamil Nadu National Law School;
Tiruchirappalli.

All information furnished in the project is true to the best of my knowledge and belief devoid
of plagiarism. If under the circumstances plagiarism is truly established, then the Law
School may be pleased to proceed with any action against me according to the University’s
rules and regulations.

MOHIT AGARWAL

B.Com.,LL.B(H).

20-04-2015.

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 CERTIFICATE

This is to certify that the Research Project entitled:“LETTER ON DELAY IN

EXECUTION OF ORDER ”submitted to the Tamil Nadu National Law School;
Tiruchirappalli, in fulfilment of the requirements for internal component for B.COM; LL.B
(HONS.), first Semester is an original and bonafide research work carried out by MOHIT
AGARWAL under my supervision and guidance. No part of this study has been submitted
to any University for the award of any Degree or Diploma whatsoever.

Date: 20-04-2015

Place: Tiruchirappalli.

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 ACKNOWLEDGEMENTS

At the outset, I take this opportunity to thank my Professor T.S AGILLA from the bottom of
my heart who has been of immense help during moments of anxiety and torpidity while the
project was taking its crucial shape.

Secondly, I convey my deepest regards to the administrative staff of TNNLS who held the
project in high esteem by providing reliable information in the form of library infrastructure
and database connections in times of need.

Thirdly, the contribution made by my parents and friends by foregoing their precious time is
unforgettable and highly solicited. Their valuable advice and timely supervision paved the
way for the successful completion of this project. Hence as a student, I am extremely
grateful and forever deeply indebted to him.

Finally, I thank the Almighty who gave me the courage and stamina to confront all hurdles
during the making of this project. Words aren’t sufficient to acknowledge the tremendous
contributions of various people involved in this project--- as I know ‘Words are Poor
Comforters’. I once again wholeheartedly and earnestly thank all the people who were
involved directly or indirectly during this project making which helped me to come out with
flying colours.

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 PREFACE

This project is intended to carry out an extensive research on the given topic by the
supervisor. The material evidence presented in this project is purely based on secondary
sources and also certain standard of textual analysis have been thoroughly detailed. The
research and analysis conducted by the researchers are bona-fide and purely for academic
purposes.

Every effort is made to keep the project error free. I would gratefully acknowledge the
suggestions to improve the project to make it more useful.

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 TABLE OF CONTENTS:

CHAPTER I (7)

 INTRODUCTION……………………………………………………………….7

CHAPTER II (8-11)

 TYPES OF BUSINESS LETTER ……………………………………………8

 OBJECTIVES……………………………………………………………………9
 ADVANTAGES AND DISADVANTAGES OF LETTER ..............................10

CHAPTER III (11)

 METHODOLOGY………………………………………………………………11

CHAPTER IV (12-14)

 ORDERS AND THEIR EXECUTION ----------------------------------------------12

 HINTS FOR DRAFING ORDER LETTER -----------------------------------------13

CHAPTER V (15-17)

 EXECUTION OF ORDERS - DEFINATION---------------------------------------15

 FORMAT OF DELAY IN EXECUTION LETTER ---------------------------------16

CHAPTER VI (16-17)

 LETTER------------------------------------------------------------------------------------16

CHAPTER VII (18-19)

 CONCLUSION…………………………………………………………………..18
 BIBLIOGRAPHY………………………………………………………………..19

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CHAPTER I-

INTRODUCTION
A business letter is usually a letter from one company to another, or between such
organizations and their customers, clients and other external parties. The overall style of letter
depends on the relationship between the parties concerned. Business letters can have many
types of contents, for example to request direct information or action from another party, to
order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly
to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes
useful because it produces a permanent written record, and may be taken more seriously by
the recipient than other forms of communication.
Business letter is an old form of official correspondence. A business letter is written by an individual to an
organization or an organization to another organization. Business letters are written for various
purposes. One writes a letter to enquire information, apply for a job, acknowledge someone's work, and
appreciate one's job done, etc. As the motive of writing the letter is different, the style of the letter changes and
you get different types of business letters. The various types of business letters are used by different people to
serve their purpose of sending the message across.
There are various types of business letters. Through Business letter we can
easily communicate to the Person, Individual, or a Group of Persons whosoever we want to
communicate very accurately and conveniently.

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 CHAPTER II

Types of Business Letters

There are mainly 5 types of Business Letters:

Inquiry letters:Inquiry letters ask a question or elicit information from the recipient. When
composing this type of letter, keep it clear and succinct and list exactly what information you need.
Be sure to include your contact information so that it is easy for the reader to respond.

Complain letters:The words and tone you choose to use in a letter complaining to a business may
be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a
professional tone if you want the company to listen to you.

Sales letters:Typical sales letters start off with a very strong statement to capture the interest of the
reader. Since the purpose is to get the reader to do something, these letters include strong calls to
action, detail the benefit to the reader of taking the action and include information to help the
reader to act, such as including a telephone number or website link.
Adjustment letters:An adjustment letter is normally sent in response to a claim or complaint. If the
adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual
and let the customer know that you understand the complaint.

Order letters: Order letters are sent by consumers or businesses to a manufacturer, retailer or
wholesaler to order goods or services. These letters must contain specific information such as model
number, name of the product, the quantity desired and expected price. Payment is sometimes
included with the letter.

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 OBJECTIVES
The objectives of making this project i.e. Writing a Execution of Orders (delay in execution)
Letter is to know about how to write an attractive sales letter its Demerits and Merits ,how to
write an effective and attractive letter so as to gain the attention of the person to whom a letter is
written.

ADVANTAGES OF BUSINESS LETTER

 Exchange business related information: Letter is the best media of exchanging

information. Businessmen can easily exchange information related to business activity.

 Convey information: The basic purpose of any business letter is to convey information
regarding business activities. Information can be transmitted through business letter to
customers, suppliers, debtors, government authorities, financial institutions, bank and
insurance companies and to any other parties related with the business.

 Find the new sources of product: A b letter can help to find the sources of a new product
in home and abroad.
 Expand markets: By means of a business letter a producer can easily create market of his
product. Through goodwill messages and through circular letters existing market can be
expanded.
 Establish business relationship: Another important purpose of business letter is, it helps
to establish mutual relationship with the customers, suppliers and with the other interested
parties.
 Low cost: As a media of communication writing a letter is very cheap than those of others.
The other forms of communication are too expensive for a small firm to bear.
 Building goodwill and image: An excellent business letter increases the good will of the
business organization. In this electronic era messages can be sent within few seconds
through electronic media but a well decorated business letter has its own importance in
creation positive image of the company.

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  Maintaining records and references: Business letters are also used to maintain
documentary evidence. A business letter acts as a proof document which is completely
absent in other means of communication. Letters can be preserved for future reference.
 Maintaining the secrecy: A business letter maintains the secrecy of both the buyers and
the sellers on business affairs.
 Save time: A business letter saves the valuable time of both seller or sender and buyer or
receiver.
 Easiest: Business letter is the easiest, sagest and the most convenient means to transmit at
any place.
 Credit business: It is quite impossible to contract credit business without business letter.
A business letter plays a vital role in credit trade which is a common figure in business
world.
 Creation of demand: Business letters especially circular letters used to create demand for
new products. Circular letters can communicate many people in the same time.
 Placing order: It is a very common purpose for using business letter. Both trading and
manufacturing concerns need to place orders for finished goods or raw-materials to run the
business.
 Conclude transaction: This is one of the specific purposes of business letter. To conclude
in completed transactions business letters are frequently used.
 Others: Preventing misinterpretation, Reducing the probability of distortion, Preventing
tendency of non-acceptance, Giving instruction, Decision making, Overcome
misunderstanding etc.

DISADVANTAGE OF BUSINESS LETTER

 Formal structure: Some rules must be followed in drafting a letter. To follow the rules is
a limitation of the business letter, because experience is necessary of the letter, as
experience is necessary to write it.
 Old media: Business letter is an old written means of communication. But there are many
modern forms of written communication.
 Complex language: Sometimes business letter is written in complex language for lacking
of sense. If it occurs, business letter becomes meaningless.
 Missing: Business letters may be missed. But it is impossible for E-mail, fax, telephone
etc.
 Taking time: In this modern era of communication letter is considered as slow moving
tool of communication. It takes more time than any other form of communication. But the
modern devices take no time to send written document such as e-mail, fax etc.

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  Secrecy: Sometimes business letter fails to maintain business secrecy.
 Costly: In comparison to other form of communication business letter is costly.
 No immediate response: There is no immediate feedback in business letter.
 Others: Red-tap-ism, lack of flexibility

CHAPTER III

METHODOLOGY
I have work on this project “Writing a EXECUTION OF ORDERS(Delay In Execution )
LETTER’’.I have used the second hand resources which I have taken from various
media,journals etc.

CHAPTER IV

ORDERS AND THEIR EXECUTION

ORDERS

For a buyer, marketing enquiries is the first stage . it enables him to get information necessary to
place his order . on the part of the seller , his reply to the enquiry is the stage from where he
expects and endeavours to obtain orders from prospective buyer . the quotation are the offer
made by the seller and the orders by the buyers are the acceptance of the offer . this acceptance
,which is in the form of an order is the thread . which establishes a legal relationship between the
seller and buyer .the order must be briefly but clear , complete and accurate so that it may be
correctly understood and promptly executed.

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 HINTS FOR DRAFTING AN ORDER

1. Thank the seller for his quotation especially when special terms have been offered ; or add a
note of apperciation in case of a repeat order

2. Give specification of order

(a)exact trade name , catalogue number , size , colour ,style design or colour

(b)price and discount

(c)quantity desired for each item

(d)alternative goods ,if acceptable

3. Give shipment of forwarding directions ; goods to be sent by parcel post , goods or passenger
train truck or ship

4. Give special instruction , if any,forf marking ,insurance etc.

5.State the manner of payment

6.Close with what you wish to emphasis

(a)quality

(b)prompt execution

(c)discount

(d)time factors

CHAPTER V

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 EXECUTION OF ORDERS -DEFINITION
The letter through which the seller informs the customer that the ordered goods have been
delivered is called order execution letter. Once seller receives order from customer, he can accept
or reject it. Whether the order is accepted or rejected, the seller must inform it to the customer.
When the seller accepts the order and delivers the ordered items, he writes the order execution
letter. The purpose of writing this letter is to inform the customer about the date of delivery,
mode of transportation used, the probable date at which customer will get the shipment and the
total price. The invoice is usually enclosed with this letter.

In some cases the seller may find it difficult to execute the order promptly or within the period
specified by the buyer. delay in shipping the goods may be caused by many factors like goods
being out of stock, production being held up on account of the scarcity of raw material,
machinery breakdown, strike or lockout, heavy orders on hand , shifting the premises , the
customer asking for credit or more favorable or special terms etc. in all these cases it is desirable
to explain the cause of delay . the customers should be informed about the probable time within
which goods can be dispatched ,courtesy also demands that the seller assures his customer that
they are not being unduly inconvenienced .

Hints For Drafting Letter Delay In Execution Of Order

1.Thank the party for his order

2.Explain clearly the reason for delay . regret the inconvenience

3.Convience the customers that the circumstances are beyond your control

4.State , if the possible , the date by which you can execute the order

5.Assures the party the revised commitment will be honoured

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FORMAT OF DELAY IN EXECUTION LETTER
HEADER:

_______________________Headline____________________

Organisation Letterhead
OR
Your Name

Your Designation

Your Address (can be positioned to the left, right or centre)

Date(can be positioned to the left, right or centre, before/after or at the start)

BODY:

Dear Recipient(Salutation)

1st Paragraph

2nd Paragraph

3rd Paragraph

CLOSING;

Subscription - Thanking you, yours sincerely etc

Your Signature

YourTyped (FirstName Last Name)

Your Contact

Encl: ________________

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DELAY IN EXECUTION LETTER:

Your ref : C/24/8-20

Our Ref : SAL / 6 / 1425

6 November - 19XX

To :

Mr. Ramian Md Yusof,

Manager,
Pasar Mini Merdeka,
45 Jalan Ulu,
42700 Banting,
Selangor.

Dear Mr. Ramian

Dear sir,
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We are pleased to receive your order non . C/24/8-20 of 30 march for 250 meters
of SWASTIK curtain fabric of the model patterns sent by you
the quality and the pattern selected by you are available only in imported cloth .
since our current stock has just been exhausted, you can get it only after 25 April ,
when we expect our stock to be replenished.
but we are afraid if our foreign manufactures do not have in stock the pattern
selected by you , there may be further delay .
we therefore request you to extend the time for the delivery of the goods by 3 more
weeks . we assure you that you will be receiving the consignment in the third week
of may if you can hold order till then.
However , if your requirements are very urgent we offer you a substitute ,
DIAMOND curtain fabric . many of our customers have recently have used it and
found it very satisfactory . besides , being an indigenous product , it costs much
less than the SWASTIK brand fabric . we have enclosed sample patterns and price
list of the DIAMOND fabric .
We hope you will confirm your orders subject to extension of time .

Yours faithfully

encls: S ix Sample Patterns , Price list

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CHAPTER VII

CONCLUSION

Having discussed the characteristic, merits, limitation, of letter we may know how to write an

effective Delay in execution letter. Delay in execution letters are important because they serve

as a formal method of communication between people. They provide valuable information on

business-related matters, such as purchase transactions, and they serve a legal purpose. Delay in

execution letter also are used as a reference material to future transactions between individuals

and organizations. Furthermore, Delay in Executution letter promote and sustain good will. Good

business relationships are formed and maintained through effective communication. Properly

written letters give a positive impression of a company or individual. Every business needs

constant marketing and promotion of its products or services, and one of the ways this is done is

by sending letters to customers and clients. These letters serve as a micro-level substitute for

advertisements.Retailers and agents also distribute new information to clients through formal

letters. Through this communication tool, existing contracts are reinforced, and new ones are

forged. Letters enhance an organization’s image and reputation and maintain ethical business

values

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 BIBLIOGRAPHY:

VARIOUS BOOKS

BUSINESS MANAGEMENT-DINKAR PAGER

BUSINESS ORGANISATION –RK SHARMA

BUSINESS ORGANISATION AND MANAGEMENT –Y.K. BHUSHAN

ESSENTIAL OF MANAGEMENT-KOONTZ $ O’DONNEL

MANAGEMENT AND ORGANISATION BEHAVIOUR-PAUL HERSEY AND KEN

BLANCHARD

VARIOUS WEBSITES

HTTP://WWW.TYROCTY.COM

HTTP://WWW.CLB.NIC.IN

HTTP://WWW.IIMB.ERNET.IN

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