CBSE Class 12 English Business Letters Notes Set 01

This page covers the theory and format of business letters in English for Class 12, including the uses of a good business letter, the points to remember and the seven parts of the format. It also gives 18 sample letters in the formal business format on enquiries, quotations, orders, their execution, cancellation and complaints regarding an order.

Business Letters

These are letters written to correspond with organisations/associates regarding business dealings, actions, compliance of business law and order, accidents/loss etc.

The format of a business letter is same as other formal letters except that it may consist of a reference number when applicable and available.

A good business letter is key to new markets for your goods and services. A business letter must be correct in form, concise and to the point. It must convey the message clearly.

A businessman has to remain in constant touch with the buyers, sellers, agents, bankers etc. He must satisfy his customers.

A good business letter can
(a) sell goods
(b) create new customers
(c) bring back lost customers
(d) gives incentives to dealers
(e) settles old disputes
(f) brings confidence in buyers
(g) helps to explore new markets

In business letter we cover following letters
(a) Enquiries (Goods Payment), Quotations and their Responses
(b) Orders and Execution of Order
(c) Cancellation and Complaints Regarding Order
(d) Bank Correspondence
(e) Insurance Correspondence
(f) Tenants letters
(g) Railway Correspondence
(h) Correspondence with Post Office
(i) Condolence letters (Business Relations)
(j) Apology letters (Business Concern)
(k) Miscellaneous letters

Points to be Kept in Mind

Following points should be kept in mind while writing a business letter
1. When we write a business letter, we must assume that our reader has limited time in which to read it and is likely to skim.
2. Business writing strives to be short, clear and simple, rather than creative; it stresses specificity and accuracy.
3. The best business writer uses a style that is so clear that their messages cannot be misunderstood.
4. Business letter will be the first impression that you make on someone.

Format of Business Letter

Sample format of a business letter

Teksons & Company
5, Colaba Road, Mumbai
August 20, 20XX

Mr RK Jadon
Manager
Silver and Silver Art
18, Bhonsale Marg, Pune

Subject: Reminder for Payment Account no 792/Invoice 47

Dear Sir

Please refer to our earlier letter dated 30th July requesting therein to settle your long overdue account no 792 at your earliest.

We regret to write that you didn't respond to our letter. Keeping in view your indifferent attitude towards our request, we are constrained to stop your further supply of our goods with immediate effect.

We request you to settle your long overdue account, within 15 days of the receipt of this letter.

We are looking forward to receive full payment against your account at the earliest so that our cordial business relations are not spoiled unnecessarily.

Yours faithfully
P Shivdan Singh
Manager (Finance)

Parts of Business Letter

1. Senders' Address It includes the writer's address. Never put his/her name here.
2. Date This appears just below the senders' address after giving a blank line.
3. Recipients' Address This appears just below the date after giving a blank line.
4. Subject It includes concise statement of the topic of the letter.
5. Salutation It is a customary greeting with which the sender opens the letter.
6. Body of the Letter This paragraph may be shorter or longer. It describes on the purpose of writing.
7. Complimentary Closure 'Signature and Designation' This is written if it is applicable.

(a) Enquiries (Goods Payment), Quotations and their Responses

Calling quotations for electrical bulbs and tubes

Ram Departmental Store
Sadar Bazar
Meerut
January 9, 2002

To Messrs Ramesh Electricals
Lucknow

Subject: Request for Quotations

Sir

Please send us your lowest quotations for the following
1. 15 Bulbs 100W
2. 25 Bulbs 60W
3. 40 Tubes (full size)
4. 60 Tubes (half size)

Thanking you

Yours faithfully
For Ram Departmental Store
SD/-

Reply to the above

To Messrs Ram Departmental Store
Sadar Bazar
Meerut

Subject: Quotations Provided

Sir

We thank you for your enquiry dated January 9, 2002 and have pleasure in quoting as under
1. 15 Bulbs 100W Rs. 3.00 each
2. 25 Bulbs 60W Rs. 2.75 each
3. 40 Tubes (full size) Rs. 30.00 each
4. 60 Tubes (half size) Rs. 20.00 each

Installation charge for each bulb is Rs. 0.50 and for each tube Rs. 2.00.

Thanking you

Yours faithfully
For Ramesh Electricals
SD/-

Calling quotation for crockery

Super Market
Lajpat Nagar
New Delhi-110024
January 27, 20XX

The Bengal Potteries
Rajinder Nagar
Ghaziabad

Subject: Quotations and Discount Details Desired

Sir

Kindly send us your quotation for the following items
1. 20 dozen Soup Plates
2. 20 dozen Dinner Plates
3. 20 dozen Coffee Cups and Saucers
4. 20 Dozen Tea Cups and Saucers

Will you please let us know the maximum discount you can extend to us for an order of this kind.

We hope you will be able to meet our requirements. We would like to add that, if your product is satisfactory and terms competitive, we should be interested in a long term contract with you. We would appreciate a prompt reply.

Yours faithfully
For Super Market
Sd/-

Query letter from a new customer

M/S RT Enterprises
Satya Niketan, New Delhi
December 21, 20XX

CC Auto (P) Ltd
Vasant Vihar
New Delhi

Subject: Query Against Advertisement

Sir

With reference to your advertisement in The Hindustan Times dated December 19 could you please send us a copy of your latest catalogue and the price list. Please also inform us about the discount offered to the dealers as well.

Thank you

Yours faithfully
Manager (Marketing)

Supplier's request for payment of goods

Teksons & Company
5, Colaba Road, Mumbai
July 30, 20XX

Mr RK Jadon
Manager
Silver and Silver Art
18, Bhonsale Marg, Pune

Subject: Account no 792/Invoice 47

Dear Mr Jadon

As per our records, your above account is overdue for payment. The total amount outstanding is Rs. 11780.00. We request you to settle the account at your earliest.

However, in case you have any doubt or need any clarification in respect to any item, please let us know about that immediately.

We look forward to your early response.

Yours sincerely
P Shivdan Singh
Manager (Accounts)

(b) Orders and Execution of Order

Letter to supply goods on credit on the buyer's request

Birla Distributors
KK Jalan Road
Kolkata 700029
Telephone 032923123
Fax 032825200
September 29, 20XX

General Manager (Sales)
M/S Penguin Astriks Bros
B/85, Kolaba Marg
Pune (Maharashtra)

Dear Mr Jalan

With reference to our telephonic discussion yesterday, you were kind enough to agree on supplying goods on 30 days credit instead of cash. I convey my sincere thanks to you and would like to place the following order
1. One thousand golden brushes
2. One thousand silver brushes
3. One thousand iron brushes

Please supply the above items duly packed, ten brushes in each packet, at the earliest possible. You are requested to confirm the new terms and conditions formally.

Thanks

Yours sincerely
KL Dheer
Sales Executive

Note: Subject is omitted as the companies are corresponding for the first time.

Letter of supplier asking for references of goods

Penguin Astriks Brothers
B/85, Kolaba Marg, Pune (Maharashtra)
October 17, 20XX

Sales Executive
Birla Distributors
KK Jalan Road, Kolkata 700029

Dear Mr Dheer

With reference to your telephonic request to supply you goods on credit with quarterly settlement of the accounts, we have to inform you that as a policy, the management has sought two good references and a credit report from the bank you are dealing with for the last three years.

You are requested to furnish us the two references and a credit report from the bank at the earliest so that the matter can be concluded.

Thank you

Yours sincerely
RK Jalan
General Manager (Sales)

Letter to Publication for supply of books

M/s A K Gupta & Company
Lal Kothi Market, Jaipur
July 20, 20XX

M/s PK Publication
106, Karol Bagh, New Delhi, 110013

Sir

We are sending herewith a draft Rs. 21000/- no 184397 dated 15/3/20XX, drawn on Punjab National Bank, favouring M/S PK Publication, payable at New Delhi against the supply of following books
1. English Grammar By Gupta & Gupta 100 copies
2. English Vocabulary By Sharma & Gupta 50 copies

Please send the above books through Jaipur Golden Transport company, duly packed at the earliest.

Thanking you

Yours faithfully
AK Gupta
Partner

Letter of buyer expressing his inability to settle the account

Silver and Silver Art
18, Bhonsale Marg, Pune
September 06, 20XX

Manager (Finance)
Teksons & Company
5, Kolaba Road, Mumbai

Subject: Inability to Settle the Account

Dear Mr Singh

I apologise for not responding to your reminders to settle the account.

I want to inform you that our company incurred huge loss due to the earthquake that hit our city on June 27. This unforeseen and unfortunate turn of event rendered us helpless in making the payment of your overdue bills.

Our claims with the insurance company are in the process of settlement and we are likely to receive the payment by the end of this month. As soon as we receive the payments, we shall settle our account fully.

I would like to remind you that our accounts with you have always been quite regular and we have never given you a cause to complain.

This time, we may be late but our intentions are quite fair. I hope you will bear with us for some more time.

Yours sincerely
RK Jadon
(Manager)

Letter from a cement company demanding 50% amount in advance and two references to supply the cement required

M/s Cement Associates
Karol Bagh
New Delhi
May 10, 20XX

Mr RK & Sons
Akbar Nagar
New Delhi

Sir

We thankfully acknowledge your order no 1841 dated 12/4/20XX for supplying two thousand bags of cement.

In this matter, we like to inform you, that this is our first dealing. As per our business policy, yours being a new firm, needs to send 50% advance payment by draft and two references for all future dealings.

For your ready reference, we are attaching here a list of firms in Delhi who are registered with us.

We hope you will get these formalities fulfilled at the earliest.

Thanking you

Yours faithfully
Anil Shah
(General Manager)

Note: No subject mentioned as it is the first dealing between the companies.

Letter from a distributor to the dealer regarding increase in the supply rates due to strike of transport operators

Kolkata Bakeries Ltd
Registered office, 51, Dharmtalla Lane
Kolkata 700023
April 15, 20XX

M/s Pooja Distributors
Asansol (PB)

Subject: Supply of Britannia Breads

Sir

We are in receipt of your urgent call for supplying the bread at whatever cost.

As you are aware, due to strike of transport operators, it has become impossible to supply the bread by trucks.

We are sending your order with our sales executive Mr RV Sharma by passenger train as per your requirements.

You are requested to pay him Rs. 600/- extra, as excess charges, borne by us, in supplying the bread through train.

Thank you

Yours faithfully
R K Sharma
(Marketing Executive)

Letter to grant request for extension of time to clear the dues

Ramsons and Shamsons
147, Loha Mandi, New Delhi
September 23, 20XX

M/S Ram Kishan Enterprises
15 Chhatarpur
Delhi

Subject: Extension of Credit Period

Sir

We are in receipt of your letter dated 15th July in which you have requested us to extend your credit term with one more month for settling the dues.

We realise your circumstances, and keeping in view our long association we allow you a period of one month to clear the dues. Please note that this is being allowed as a special case.

Thank you

Yours faithfully
SD
Assistant General Manager

Letter to the supplier for an early delivery of goods (DC Motors) ordered

Kavery Paper Mills Ltd
Jahangir Road
New Delhi
February 11, 20XX

M/S AKME T Motors Ltd
26, Malwa Street
Mumbai-400023

Subject: Request for Early Delivery of Order no 112, Dated 14/01/20XX

Sir

We placed an order, numbered 112, dated 14/01/20XX, for supply of twenty small DC Motors. We accepted a delivery period of six months. But due to some changes in our project schedule, we need all the above motors within a period of three months instead of six months as agreed.

We will be obliged if you could arrange to supply these motors within three months.

Please confirm by return post.

Thanking you

Yours faithfully
TN Sangama
(Project Manager)

Reply of the supplier to the buyer about goods (DC Motors) ordered

M/S AKME T Motors Ltd
26, Malwa Street
Mumbai-400 023
February 25, 20XX

Kavery Paper Mills Ltd
Jahangir Road
New Delhi

Subject: Preponing the Date of Motor Delivery

Sir

We acknowledge your letter, dated 11th February, 20XX asking to supply the motors within three months instead of six months as agreed originally.

We have very seriously considered all the possibilities to accede to your request. Please note that we shall be able to deliver ten motors within three months and the rest ten motors will be delivered to you within next one month after that. We hope, it will solve your problem.

Viewing our long relationship, we will be trying our best to despatch the order at the earliest. Looking forward to an early reply from you.

Thanking you

Yours faithfully
Sr Manager (Marketing)

Reply of the buyer confirming the receipt of letter and conveying thanks for considering early delivery of goods (DC Motors) ordered received

Kavery Paper Mills Limited
Jahangir Road
New Delhi
March 6, 20XX

M/S AKME T Motors Ltd
26 Malwa Street
Mumbai-400023

Sir

We'd like to convey our thanks for considering our request and agreeing to supply ten motors within three months and the rest ten motors within next one month as informed by you vide your letter dated 25th February.

We appreciate your solving our problem sympathetically.

Thanking you again.

Yours faithfully
TN Sangama
(Project Manager)

(c) Cancellation and Complaints Regarding Order

Letter from the client claiming the deduction and for rectification of the mistake done

DWN Adwani and Sons
3/85 Ansari Road, Daryaganj
New Delhi 110007
August 17, 20XX

3D Document Printers
Z 124, Daryaganj
New Delhi

Subject: Wrongly Printed Leaflets, Ref no 2311/9

Sir

We have been dealing with you for the last seven years and we always found your work quite satisfactory. But this time we were very disappointed to see the leaflets produced by you for our publicity campaign of Polio Eradication Programme.

As per our agreement, all the leaflets must have been coloured with bright shine but instead we found black and white photos in the prepared leaflets. It is against the policy and the agreement signed.

We would like you to send your designer and the photographer so that the necessary rectification can be done. For all the mistakes, we shall be deducting ten per cent penalty as per the agreement.

Thanking you

Yours faithfully
NK Mathur
Senior Manager (Accounts)

A reply satisfying the client

3D Document Printers
Z 124, Daryaganj
New Delhi
August 25, 20XX

DWN Adwani and Sons
3/85 Ansari Road, Daryaganj
New Delhi-110007

Subject: Acknowledgement of Receipt of Letter Regarding Wrongly Printed Leaflets

Sir

We are in receipt of your letter dated 17th August, 20XX. We apologise for the inconvenience caused to you by our supply of black and white leaflets instead of fully coloured ones. The mistake took place due to lack of communication at our end.

You are one of our most valued and favoured clients. We are deputing our designer and the photographer who will contact you next Monday, for the rectification. We agree to the deduction as per the agreement.

Thank you for your patience.

Yours faithfully
MP Saraswat
(Proprietor)

Letter of acknowledgement of goods returned for necessary repairs

XYZ & Company
14/D Nai Sadak
New Delhi
August 19, 20XX

29 Godam N Road
New Delhi

Subject: Acknowledgement on Receipt of Defective Washing Machine for Repairs

Sir

We, hereby, acknowledge the receipt of the washing machine returned by you for necessary repairs.

We will be returning it to you as soon as the necessary repairs are made. We regret the inconvenience caused to you because of the defect in the machine supplied to you.

Please bear with us for a few days.

Yours faithfully
Manager (Customer Care)