Seminar on TYPES OF LETTERS

PRESENTED BY GROUP NUMBER : 1

GROUP MEMBERS
ABDUL AZEES K K (1) E S DHANASREE (11) JITTO C REJI (21) MUHAMED FARASH A (31) SABRY ABDUL RAZAK (41) SHAFIQ MON(51)

BUSINESS LETTERS

Presented by: ABDUL AZEES KK (1)

Business Letter
It is a communication of information on matters of trade and commerce. Modern improvement in communication and growth of commerce and industries has enhanced their usefulness. Objective of business letter is not just to inform the reader but to influence his attitude and action and to achieve desired goal.

Characteristics of Business letters

Correctness Clarity Conciseness Courtesy Length Beginning and End Paragraphing

The Seven Cs of Business Letter Writing

1. 2. 3. 4. 5. 6. 7. Clear Concise Correct Courteous Conversational Convincing Complete

Tips for good letter writing

Provide all information clearly while keeping in mind to whom you are writing, so that there is no guessing on his part. Reply according to the attitude of the incoming letter. Be clear, courteous and precise. Avoid ambiguity. Be as polite and polished as possible. Avoid monotony and dryness, introduce variety. Revise the letter before closing it.

Layout of business letters

The appearance of letter reveals the character of writer and organization to which he belongs. Letterhead, preferably printed or engraved, should contain the name, nature and address of the company. Attention to be paid to structure, layout and form.

Parts of business letters

Heading Date Inside address Salutation Subject Body of letter Complimentary close Signature

TYPES OF LETTERS
ENQUIRY LETTER ORDER LETTER CIRCULAR LETTER AGENCY LETTER SALES LETTER MEMOS

ENQUIRY LETTERS

PRESENTED BY : E S DHANASREE(11)

Enquiry Letter
How to Write
The letter should clearly and precisely states his needs One should be courteous, compact and definite One should give the rough estimate of the goods required Ask the supplier to send the goods Indicate the period of time by which goods are to be supplied Request the literature of the goods In case of machine, request for demonstration Ask for guarantee and normal span of life Ask the supplier to state the credit and discount offered Ask the supplier to state terms and condition Ask the supplier to quote the lowest price

Sample of Enquiry letter VINIT ENTERPRISES

10, Edward Road, Mumbai-1 The Commercial Attach, Japanese Embassy Delhi-5. Date------------

Dear Sir, We are planning to add to our stock standard electronic software and hardware of Japanese manufacture. We shall be glad if you could send us a list of Japanese manufacturers who are likely to be able to supply us printers, Integrated Circuits, Hard Disk Drive, Tape Drive etc. The specification of the same are attached herewith. Please let us know whether you will be able to supply information from your records. We hope we may hear from you very soon. Yours faithfully S. Gopalan General Manager Vinit Enterprise

An enquiry for the supply of power generating set

The Dawn Mills Co Ltd DDA Shopping Centre, New Delhi-110065 Dated 19th July 2009

M/s Modi Mirrlees Blackstone Ltd DDA Shopping Centre, New Delhi-110065
Dear Sirs, We have read your advertisement in Business India of 25th June 2009, regarding power generating sets. We shall be obliged if you will send us particulars of your power generating sets of different electrical and engine output. We should like to know whether you can supply the power generating set of high fuel efficiency. We require the set which is suitable for continuous, base load, heavy duly operations. We look forward to hearing from you within next few days. Yours faithfully, C. Parikh General Manager The Dawn Mills Co. Ltd.

ORDER LETTER

PRESENTED BY : JITTO C REJI (21)

Order letter
The Order letter should have legal significance. It can be produced at court The letter writer must thank the supplier for quotation He must give all the essential details of the goods to be supplied
Description of goods (with reference to catalogue no) Prices (with reference to catalogue no) Discounts (with reference to catalogue no)

Mention the quantity desired

Special instructions about the packaging

Specify the mode of transport Specify the time and place of delivery Instructions if insurance needed Specifically ask for after sales services needed He should affirm upon the terms and conditions related to payment

Sample copy of order letter

North star Electronics 14 Bhuleshwar Road Nasik-1 19th august 2009 M/s Sylvania Brothers 5, Prasad mansion Henry James Road Bombay-5

Dear Sirs, We are in receipt of your catalogue and price-list on 14th August 2009, for the various electrical items manufactured by you. We note with pleasure your kind gesture to allow us a discount of 5 percent on our orders. Please supply the following merchandise at the rates and terms specified in your catalogue. Sr. No. Particulars Quantity Unit Prices 1. Sylvania Bulbs 100 W 50 BoxesRs. 110 2. Sylvania Bulbs 100 W 100 Boxes Rs. 90 3. Electric Hater 500 W 20 Sets Rs. 28

4. 5.

Electric Heater 100 W Sylvania Tubes

Page 2 of 2
20 Sets

Rs 35 10 BoxesRs. 950

Kindly pack the articles in plywood cases and mark them as NEN, while booking the parcel. Please send the articles by passenger train, carriage forward to Nasik Station. We reserve the right to cancel the order and reject the consignment if the delivery is not made on or before 30th August 2009. We shall be grateful for prompt delivery as the goods are needed urgently. Yours faithfully, S. Patwa Proprietor North Star Electricals.

COMPLAINT LETTER AND CIRCULAR LETTER

PRESENTED BY : SABRY ABDUL RAZAK (41)

Complaint Letter
There are many occasions for writing claim or complaint letter. The goods supply are not satisfactory The wrong goods are supplied The goods are in defective packaging The goods are delivered in damaged condition Delay in execution of the order Variance in ordered quantity The excessive prices of the goods are charged Variance in agreed terms and conditions

Guidelines for making a complaint

Addressed to a person who is directly responsible Make it immediately as it is discovered Begin with the expression of regret It should be fair, courteous, temperate and polite. It should be apologetic Mistake should be clear Explain extent of inconvenience, and damaged caused by mistake Make a polite inquiry what supplier proposes to do. Give concrete suggestions to supplier how to put the matter right

Sample copy of complaint letter

Vijay cloth Store 61, Station Road Hubli-12
The Sales Manager, Mayur Trading Co. Backbay Industrial Estate, Bombay-5 Dear Sir, Subject- Your Consignment No. PM51 Dated 3rd Oct. 1989. Thank you for the dispatch of five dozen Mayur Sarees sent to us by you as per our order No. V55 dated 30th Sept 1989. On going through the consignment, our foreman has found that the quality of the sarees is much poorer than the sarees which were supplied previously. The sarees certainly do not match the samples you sent us. It confirms the fact that there must be some mistake in making up the order. We are returning one of these sarees together with a sample from a previous order so that you may compare them and realize the fact. As these sarees are not of the ordered quantity, we have no choice but to ask you to take them back and replace them with the sarees of ordered quality. please let us know what you propose to do in this matter as soon as possible. Yours faithfully, Mukun Desai Proprietor Vijay Cloth Stores

Circular letter
When a businessman has to communicate a formal message to a number of customers, shareholders, suppliers, business friends, employees etc, he sends it through circular letters. It conveys messages about certain fundamental changes in the structure and policy of the business organization. Occasion that needs circular letters.
Change in address Opening of new departments, shops, branches and expansion of premises Introducing a new product. Announcing rise or reduction in prices Announcing the agency obtained Announcing retirement or death of partner.

Announcing new branch through circular letter

Dear Sir/Madam, We are pleased to inform you that we are opening a new branch of wholesale electronics stores on 5th Aug------. The name and address of the new branch is given below: Nayantara Electricals 7, Vijaya Bazar, Central Road Silchar----At this new branch all our well known goods and services will be available. As this place is spacious, we are able to receive our customers more conveniently at the counter. We have also arranged customers waiting room and show room at this branch. Our branch manager Mr. S. K. Desai and his assistants eagerly await your visit . This will be very happy to receive you at the counter.

Yours faithfully.

AGENCY LETTER AND SALES LETTER

PRESENTED BY : SHAFIQ MON (51)

Agency Letters
A large business houses often has its purchase thorough their sales dept. But small business houses purchases through the system of agency. A person or a firm which acts for another is an agent, and a person or a firm which appoints agents is called as the principal of that agent. The smaller firms buys and sell through commission agents, brokers, commercial travelers and other types of agent. Generally the contract to an agency is given for one year but it can be renewed after one year.

Sample copy of offer of appointment sales agency

Dear Sirs,
Mr. S. J. Richards, the Sales Manager of Bombay Pharmaceuticals has recommended you as a reliable and progressive firm of agents. We need a firm with experience of the pharmaceuticals, trade and good business connections with the leading buyers in the area of Bombay, Poona, Kolhapur and Ratnagiri. We prefer the firm with centrally placed offices, showrooms and go-downs in the above mentioned cities. We have been informed that you have the kind of experience and the facilities we need. There is a steady and promising market for our pharmaceutical products in different parts of our country and there is no doubt that a really active agent like you can bring about big increase in our sales. If you are interested in handling this agency, we should be pleased to make you this offer. We earnestly hope that this agency would prove mutually beneficial. As we wish to reach a quick decision, we look forward to hearing from you very soon.

Yours faithfully,

Sales Letter
The sales letter are written to selected class of customers to sell particular kinds of goods and services. The selected class may be religious group, age group, financial group, social group and financial group. The sales letter writer always keeps in view the needs and requirements of the receiver. A sales letter is written with the purpose of persuading and convincing the prospective buyer to buy a particular product or service from the manufacturer or the dealer. It aims at promoting the sale. Writer writes a letter giving personal touch.

British health products India Pvt Ltd

15, Floor, Chiranjiv Tower 43, Nehru Place New Delhi-110019 Dear Mr. Joshi, 14th July 2009 Does a short run leave you exhausted? Do you have the energy to play with the kids after the days work? No? Then you are in poor health, and it may be weight related. The good news is you can do something about it with a little help from British health products. British health will offer, not miracle cures or instant solutions, but products that are scientific, simple, proven and most of all, safe. These will be nutritional and dietary supplementation plans to help you attain the right weight through weight loss or gain, as necessary. These will also be a plan to help you maintain your weight. British Health will also introduce other products for people whose busy lives leave them with very little time to look after their health. These will be very little time to look after their health. These will be a range of products designed specifically for quick energy, for digestive disorders, for feminine problems and others. The British Health range will also include everyday foods formulated in a nutritionally correct manner. All made in association with Booker of the U.K. Booker is the market leader in health foods and nutritional supplements. British Health products brings you the best-selling healthcare products modified to suit Indian climates, cultures and food habits. For any information on the these products and how to obtain them by VPP just fill and send the postcard attached herewith. Yours faithfully,

MEMOS

PRESENTED BY : MUHAMED FARASH A (31)

Memos
Write to your subordinates, supervisor To Inform of decision, action. To request decision, action. To provide information of any kind. To remind someone of action which is required Written in Semi-Block format and Full Block format

Sample-Memo
(fully-block format)
NAME OF THE COMPANY INTEROFFICE MEMORANDUM Date: Reference: To: From: Subject: ......................................................................................................... ...................................................................... NAME Signature Encls:.

Sample Memo
(fully block format)
Name of the Company & Logo Memo Title, Date & Ref. Sender-Receiver & Sub.

Main Part & Schedule

Conclusion
Sign.- Designation CC and Other related info.

Types

Sample-Memo (semi-block format)

TO: FROM:

NAME OF COMPANY INTER OFFICE MEMORANDUM REFERENCE: DATE:

SUBJECT:.. . NAME SIGNATURE

Difference between
full block & semi block memo
NAME OF THE COMPANY INTEROFFICE MEMORANDUM Date: Reference: To: From:

NAME OF COMPANY INTER OFFICE MEMORANDUM TO: FROM: REFERENCE: DATE:

Subject: .. .. ..
NAME Signature Enclose:

SUBJECT:.. .
NAME SIGNATURE