CBSE Class 12 English Business Letters Notes Set 05

These Class 12 English notes on business letters bring together post office correspondence, condolence letters between business associates, and apology letters from a business concern. All 15 sample letters follow the formal business letter format, including complaints, an enquiry, letters of sympathy and apologies for delays, damaged goods and defective items.

Correspondence with Post Office

Post office offers mail related services such as acceptance of letters and parcels, provisions of post boxes or accounts, sale of postage stamps, packaging and stationery. In addition to this, many post offices provide and accept government forms and applications and banking services such as savings account and money orders. Letters to post offices may be written either to file a complaint or to enquire about the above mentioned services.

Some letters of Correspondence with Post Office are as follow

Letter to the Postmaster complaining about non-receipt of the parcel by your sister, sent by you two months ago

151, South Block Colony
Meerut (UP)
April 26, 20XX

The Postmaster
Head Post Office
Meerut

Subject: Non-receipt of Parcel

Dear Sir

I had sent a registered parcel at House no 186, Sector 15, Faridabad on 15/3/20XX vide your receipt no 4129. The parcel has not been received by the residents even after two months. It appears either the parcel has been delivered to somebody else or it has been lost in transit.

You are requested to enquire about the same and apprise me with the factual position without any further delay.

Thanking you

Yours faithfully
Manika Nanda

Letter to the Postmaster complaining about the broken post box in your area

29, Block C
Pitampura
New Delhi
March 16, 20XX

The Postmaster
Post Office, Pitampura

Subject: Complaint About Broken Post Box in the Area

Sir

I am a resident of Pragati Apartments, Pitampura, New Delhi. I am dejected to write to you about the broken post box in our area.

I had complained about it several times in the post office verbally but all in vain. The broken post box is not only unsafe due to the chances of theft and misuse of letters and parcels, but also because of the weather conditions that can cause damage to the posts.

I humbly request you to get the post box repaired or replaced at the earliest so that we can continue to avail your valuable services without any hitch.

Thank you

Yours sincerely
Prachi Duggal

Letter to the Postmaster complaining about the delay in receiving letters

132 Defence Colony, Jaipur
February 2, 20XX

The Postmaster
Defence Colony
Jaipur

Subject: Complaining About the Delay in Receiving Letters

Sir

This is to bring to your kind notice that I have not been receiving my letters and parcels on time. The letters from Delhi and Jaipur take more than a week to reach me whereas the time period of maximum two days is required for the same to be delivered.

I'll be obliged if you could kindly trace the cause of this delay and take necessary measures to rectify it.

Thank you

Yours faithfully
Renu Jain

Letter to the Post Office Manager to enquire about various fixed deposit schemes being offered

12, U&V Block
Shalimar Bagh, New Delhi
September 9, 20XX

Post Office Manager
Shalimar Bagh
New Delhi

Subject: Enquiry About Fixed Deposit Schemes

Sir

I am eager to deposit a fixed amount of Rs. 50000/- in the name of my daughter under your fixed deposit schemes for the girl child.

I request you to kindly apprise me about all the available schemes by sending a catalogue and form for the same by the return of post. An early reply is appreciated.

Thank you

Yours sincerely
Sonam Taneja

Letter to the Postmaster complaining about the negligent attitude of the Postman

115 Subhash Nagar
Jaipur
August 25, 20XX

The Head Postmaster
General Post Office
Jaipur

Subject: Complain of Negligence of the Postman of our Area

Sir

I want to draw your kind attention towards the negligent attitude of Mr PK Ghai, the postman of this area. He is quite irregular and negligent in his work. He does not deliver the letters and parcels on daily basis.

He often throws the letters or gives them to children playing in the streets. Many a times, the letters are lost. This has resulted in personal and business loss to some people.

He has been warned to mend his ways but he turns a deaf ear to the requests of the residents. Therefore, you are requested to look into the matter and take necessary actions.

Thank you

Yours faithfully
Gaurav Khurana
(R/O Subhash Nagar)

Letter to Postmaster regarding wrong delivery of letter

BC-5 (West)
Shalimar Bagh
New Delhi
August 18, 20XX

Post Office
Shalimar Bagh
New Delhi

Subject: Return of Wrong Letter

Sir

This is to inform you that I've been delivered a letter addressed to Mr Rajiv Batra, BC-5 (East) Shalimar Bagh (marked 'confidential') by mistake.

I'm enclosing the sealed letter (as was received) so that you can deliver it to its destined address at the earliest. Please make sure that such a mistake is not repeated in future as it may result in loss for the concerned person.

Thank you

Yours sincerely
Pradeep Sharma

Condolence Letters (Business Relations)

Letters written to business associates expressing sympathy or grief on any kind of loss are included in this sub-category of business letters. Some examples of Condolence Letters are as follow

Letter of condolence on the death of a business associate

PTR & Company
SZ/4, Kota Road
New Delhi
December 2, 20XX

M/S A to Z Company
A/141, Hazrat Ganj
Agra (UP)

Respected Srivastava Sir

I am shocked to learn about the unfortunate demise of your partner Mr Kamal Mathur. I can very well understand your personal and professional loss due to his untimely and sudden demise.

He was a man of great talents and remarkable business acumen. He will always be remembered with great respect not only by his friends and acquaintances but also by his business associates.

Please convey my deepest condolence to his family. May his soul rest in peace.

Yours sincerely
Ashok Palawat
(Managing Director)

Letter expressing sympathy on major loss in stock market

Neo Concepts
43, Paschim Vihar
New Delhi
July 7, 20XX

Playtech Solutions
A-16, Naraina
New Delhi

Sir

I am astonished to notice that the value of the shares of your company have fallen drastically over a period of one month. Though the cause is internal, you may find us standing beside the management of your company at every step.

We have had cordial business relations since twenty years now and the face of the market has yet failed to deter our faith in you and your company. We are still at your service 24 x 7.

We hope you will not lose the strength and get back stronger.

Yours sincerely
Manager
Neo Concepts

Letter expressing sympathy on loss/damage due to theft

Kurret Ltd
48A Wazirpur
New Delhi
August 13, 20XX

Playtech Solutions
33 Paschim Vihar
New Delhi

Respected Praveen Sir

I was distressed to learn about the theft in your house that took place last Sunday. You were fortunate that the thieves couldn't break open the locker of your almirah which saved your valuables. I hope your house was fully insured and whatever loss you have suffered will be compensated by the insurance company.

You can contact me if you need any help or cooperation without any hitch.

Yours sincerely
Sandeep
(Director)

Apology Letters (Business Concern)

Letter of apology for the inconvenience caused by the Inverter

Worriless Solutions
Outrum Lane
New Delhi
July 15, 20XX

2155 Birdhi Lane
New Delhi

Dear Mr John

I have come to know that you are facing a lot of problem with the Inverter we had installed at your office.

I was out of station for the last three days and our engineer, though tried to solve your problem, yet failed to satisfy you.

Now, I am at your service and the first thing we are going to do is to replace the Inverter with the new one immediately. I am sure that it will work for you. We are however very sorry for the inconvenience caused to you. Please accept our sincere apology.

I also assure you that what happened in your case was indeed a rare situation. We haven't faced any problem with this model of inverter so far.

We accord highest priority to the customer satisfaction and try our best to provide the highest standard of service to them. Please don't hesitate to ring us if you face any problem in future.

Thank you

Yours faithfully
Manager (Customer Care)

Letter of apology for delay in supplying the goods

Pradhan Esprits Ltd
19/R2 Tank Road
New Delhi
August 29, 20XX

QQ Complex and Goods
A/52 Bhiwadi
New Delhi

Dear Sir

It is for your kind information that the 'Cotton Dresses' ordered by you, are now available with us in sufficient stock.

We like to convey our sincere apology for not supplying the clothes earlier as the factory was closed on account of heavy rains.

Please accept our sincere apologies for the delay in delivery. We are thankful to you for your kind patience. Please visit us or send your fresh order at the earliest. We are always at your service.

Yours truly
Pankaj Shah
(Sales Executive)

Letter of apology for the damaged goods

SN 12 Chawsi Bazar
New Delhi
October 1, 20XX

Neo Concepts
24A Chattarpur
New Delhi

Dear Mr Gurnani

It was distressing to learn that the marble slabs we sent to you last week were received by you in bits and pieces. As per your request, we are sending you more slabs as per your specifications.

Please return the broken marble slabs to the driver at the time of delivery of fresh slabs.

I am sorry about this unfortunate incident and sincerely request for your continued patronage.

Yours sincerely
ML Chhabra
(Sales Manager)

Letter of apology for the delay in refunding money

13, Narayan Vihar
New Delhi
October 4, 20XX

Samtex Printers
14, Sadar Bazar
New Delhi

Dear Sir

We are in receipt of your letter dated 14th August, 20XX and learned the cause of your annoyance.

We are indeed sorry for the delay in refunding your security money. The mistake, unfortunately, happened due to an error in feeding the computer.

The accounts department has been instructed to issue a cheque to you at once. You will receive the same within three days by speed post.

I am grateful that your letter brought the mistake to my attention and I appreciate your patience in settling this matter. I personally apologise for the inconvenience caused to you.

Yours faithfully
Prakash Mohanti
(Chief Executive)

Letter of apology for supplying more than the ordered quantity

Arhat Ltd
144/B Ashok Vihar
New Delhi
May 24, 20XX

12 Rajpur Road
New Delhi

Dear Sir

With reference to your email dated 20th May, we apologise for supplying you 20 cases of Detergent soaps more than what you actually ordered. The mistake took place due to the misreading of the order by the employees concerned as the carbon copy of the order book was not clear.

You have two options available
(1) You can send back the extra cases on our expenses.
(2) You can keep the extra cases and we shall bill you thirty days from now.

Please let us know your preference and accept our sincere apology. We shall take all the necessary measures to avoid the recurrence of such a mistake in future.

Thank you

Yours faithfully
Rama Kant Sharma
Manager (Administration)

Letter of apology for a defective item

84/2 Hauz Khas Village
New Delhi
July 2, 20XX

19, Phase 11
Defence Colony
New Delhi

Dear Mr Jadeja

We thankfully acknowledge your letter dated 17th May through which you've informed us that the 'Fan' purchased by you was found defective.

We are sorry that you had to experience this problem. We have deputed our mechanic Mr Surendra Nath who will look into the problem. He will mend it if possible or else replace the fan immediately, so please don't worry about it.

We submit our apology to you for the inconvenience caused.

Yours sincerely
Praveen Singh
Executive (Customer Care)