RBSE Solutions Class 12 English Letter Writing Business Letters

Rajasthan Board Rbse Class 12 English Letter Writing Business Letters

(For making enquiries, registering complaints, asking for and giving information, placing orders and sending replies.)

Letter-Writing

Letter-writing (पत्र-लेखन), or expression, is a very important skill. It is an excellent way to show your thoughts and feelings. Usually, a good letter must have the following points:

1. The purpose of the letter should be clear in your mind.
2. Simple language should be used in the letter.
3. All points should not be written in a single paragraph. All points of the letter should be presented in a neat and clear way. Different paragraphs should be used for different points.
4. Good handwriting is very important. Neat writing makes a very good impression on the person who receives the letter.

In simple words: Letter writing is about clearly sharing your thoughts. Use simple language and put different ideas in separate paragraphs. Good handwriting helps make a good impression.

🎯 Exam Tip: Always plan your letter's main points before writing to ensure clarity and logical flow.

 

Business Letters

(For making enquiries, registering complaints, asking for and giving information, placing orders and sending replies)

Business letters include all those letters sent by a customer to a trader or a business organization.

In simple words: Business letters are formal letters from customers to companies for things like asking questions, making complaints, or placing orders.

🎯 Exam Tip: Business letters require a formal tone and specific structure, focusing on clarity and conciseness to convey the message effectively.

 

3. The name and address of the firm writing the letter should be written on the left side of the letter, followed by the date of writing the letter below it.

4. The address of the firm to whom the letter is being written should be written on the left side of the letter.

5. If the letter is being written to an individual, Mr/Shri is written before their name. If the letter is being written to a firm, Messers or M/s is written before its name.

6. The letter begins as follows, on the line below the salutation:

• We are pleased to receive your letter No.- dated.
• Thanks, for your letter No.- dated.
• With reference to your letter No.- dated.
• Please refer to your letter No.- dated.
• I shall be much obliged if you send me...
• Please despatch as early as possible.

7. After the letter ends, "Yours faithfully" is usually written on the second line from the left.

8. After this, the sender's signatures are placed. If the letter is written by a firm, its owner does not sign it. This task is done by someone else. So, in such a situation, the word "For" is written before the firm's name, and the signatures are placed below it. The designation of the signatory is written below.

9. The necessary details and quantity of the item being ordered must be written to avoid any confusion.

10. The method of payment you will use should also be mentioned, e.g., Cheque, Draft, Money Transfer (RTGS/NEFT), etc.

In simple words: When writing a business letter, include sender and recipient details, start with a proper greeting, and sign off formally. Always be clear about what you need and how payment will be made. If writing on behalf of a company, use "For" before the company name.

🎯 Exam Tip: Remember to always include the date, a clear subject line, and accurate contact information for both sender and receiver in business letters.

 

🎯 Exam Tip: Use "Dear Sir" for individuals and "Dear Sirs" for firms or companies when the recipient's name is unknown.

 

(i) Making Enquiries

Question 1. As the proprietor of Kitty Garment Showroom, write a letter to M/s Amba & Brothers inquiring about the range of children's wear and variety they provide. Invent all the necessary details.
Answer:
Kitty Garment Showroom,
Mohan Nagar,
Sriganganagar.
14th November 20-
The Manager,
M/s Amba and Brothers,
Nai Sarak,
New Delhi.
Subject: Information about the Children's wear
Sir,
We have recently opened a new showroom for children's wear. We are familiar with your highly respected name in the market. We are keen to partner with you and grow in this field. Therefore, please send us full details about the types and styles of children's clothing you offer. Also, please inform us about the following:
• Discounts you offer on a new business relation
• Usual concessions
We look forward to a positive response from you.
Yours faithfully,
Raja Chaudhary
(Proprietor)
In simple words: The owner of Kitty Garment Showroom is writing to M/s Amba & Brothers to ask about their children's clothes. They want to know what types of clothes they sell, what discounts are offered for new customers, and what special deals are usually given.

🎯 Exam Tip: When writing an inquiry letter, clearly state your purpose, list specific details you need, and express eagerness for a response to get comprehensive information.

 

Question 2. You are Naina of Bhilwara. Write a letter to the Manager, Shagun Garden, Jodhpur to find out the rates for conducting the wedding reception of your sister on the lawns, enquiring about the catering cost per head, service and decoration charges and advance to be paid. (Business letter)
Answer:
9 B.R.C. Vyas Nagar,
Ajmer Road,
Bhilwara.
22 August 20-
The Manager,
Shagun Garden,
Jodhpur.
Subject: Rates for conducting the wedding reception
Dear Sir,
We plan to hold our sister's wedding reception on your garden lawns on the evening of 23 September 20-. We expect about two hundred guests, including children. We may also need four rooms. You would need to arrange the decoration, catering, and service for the wedding.
Please provide the following details about the event:
• The catering cost per head
• Service charges
• Decoration charges
• Room charges
• Amount of advance money to be paid.
In simple words: Naina from Bhilwara is writing to Shagun Garden in Jodhpur to ask for prices to host her sister's wedding reception. She wants to know the cost for food per person, charges for service, decoration, rooms, and the advance payment needed.

🎯 Exam Tip: For event inquiries, specify the expected number of guests and any special requirements (like rooms or specific services) to get accurate price quotes.

 

Question 3. You are Sameer, the Tour Incharge of Senior Secondary School, Ajmer. You are planning to organize a tour to a place of historical importance during the summer break. Write a letter to the National Travel Agency, Ajmer enquiring about the charges, facilities and all other necessary details. (Business letter)
Answer:
Pratap Senior Secondary School,
Ajmer.
20 May 20-
The Manager,
The National Travel Agency,
Ajmer.
Subject: Enquiry about the charges and facilities of a tour
Dear Sir,
Pratap Senior Secondary School, Ajmer, is planning a three-day tour to a historical site during the summer vacation. Students from classes XI and XII will visit Delhi. There will be 180 students in total, along with six teachers and three peons.
Kindly provide the following information about the charges and facilities you offer:
• How will you accommodate us?
• Number of rooms and their total charges
• Arrangement of breakfast, lunch, and dinner and the charges per head
• Arrangement of four luxury buses and their charges
Yours faithfully,
Sameer
(Tour Incharge)
In simple words: Sameer, from Pratap Senior Secondary School, is writing to a travel agency to ask about a three-day school trip to Delhi. He wants to know about lodging, meal costs per person, bus charges, and other facilities for 180 students and 9 staff members.

🎯 Exam Tip: When organizing a school trip, clearly mention the number of students and staff, duration, destination, and all required amenities to ensure a smooth planning process.

 

Question 5. Write a letter asking for the settlement of an overdue account. This letter will be sent from wholesaler to retailer. (Business letter)
Answer:
Radha Prakashan,
New Block,
Jodhpur.
15 August 20-
M/s Narayan Book Depot,
13 Mohini,
Banswara.
Subject: Overdue account settlement
Dear Sirs,
This letter is a reminder regarding the settlement of your outstanding account. We have not yet received payment for the goods supplied to you. We kindly request you to clear the dues at your earliest convenience to maintain our business relationship. Prompt payment helps us continue to provide you with the best service. Please find the original invoice enclosed for your reference. We look forward to your quick action.
Yours faithfully,
For Radha Prakashan,
Neetesh Agrawal
(Manager)
In simple words: Radha Prakashan is writing to M/s Narayan Book Depot to ask for payment of an old bill. They want the outstanding amount to be paid quickly so their business relationship can continue smoothly.

🎯 Exam Tip: In a letter for overdue payments, always maintain a polite yet firm tone, clearly state the outstanding amount and date, and request prompt settlement.

 

(ii) Registering Complaints

Question 6. You took delivery of six cases of crockery from Kota. Out of six cases, one case was delivered to you broken and the contents were found damaged. Write a letter to the Claims Superintendent, West-Central Railway, Jabalpur about the loss and request him to accept your claim.
Answer:
14/A Lal Darwaza,
Kota.
February 22, 20-
The Claims Superintendent,
West-Central Railway,
Jabalpur.
Dear Sir,
We received six cases of crockery from Bawa Glass Factory, Delhi, on February 15, 20-, against R/R No. 720307. We regret to inform you that one of these six cases was broken, and its contents were severely damaged. The invoice value for this damaged case is Rs. 1500/- (One thousand five hundred only). We have enclosed the original invoice with this letter. We hope our claim will be approved, and we request an early payment for the damages.
Hoping to hear favorably from you soon.
Yours faithfully,
For Rana Crockery,
Ram Mohan
(Manager)
In simple words: Rana Crockery is writing to the Claims Superintendent because one of their six crockery cases arrived broken and damaged. They are asking for a claim of Rs. 1500, with the original bill attached, and hope for a quick payment.

🎯 Exam Tip: When writing a complaint letter, include all relevant details like date of delivery, invoice number, specific items damaged, and the exact nature of the damage for a clear and effective claim.

 

Question 8. You are Anoop living at 7, Adarsh Nagar, Churu. You purchased a washing machine from a dealer. Write a letter for its replacement. (S S Exam 2013)
Answer:
7, Adarsh Nagar,
Churu.
13 October 20-
M/s Tulip Appliances,
M.G. Road,
Jaipur.
Subject: Complaint regarding the defective washing machine
Dear Sirs,
I bought a washing machine from your showroom with a 2-year warranty. However, only eight months have passed, and it has already started giving me trouble. For the last month, the dryer has not been working properly, and the machine makes a loud noise during washing. Yesterday, I even received an electric shock when I switched it on. I hope you understand how urgent this situation is and will send a technician to fix these issues or replace the machine very soon.
Yours faithfully,
Anoop
In simple words: Anoop is writing to M/s Tulip Appliances about a washing machine he bought that is now faulty. The dryer is not working, it makes a lot of noise, and he even got an electric shock. He wants them to repair or replace it quickly under warranty.

🎯 Exam Tip: When complaining about a defective product, always mention the purchase date, warranty period, specific defects, and what action you expect (repair or replacement).

 

Question 10. You have placed an order for few books with Mohan Pustak Mandir, Chaura Rasta, Jaipur. You have not received the books to date. Write a letter to them complaining about the non-compliance of your order. You are Satish Gupta residing in Ram Nagar Colony, Churu. (Business letter)
Answer:
Ram Nagar Colony,
Churu.
20 January 20-
M/s Mohan Pustak Mandir,
Chaura Rasta,
Jaipur.
Subject: Complaint about non-receipt of books ordered
Dear Sirs,
I placed an order for several books with you on 1 January 20-. I also sent a money order (No. 677777) dated 1 January 20- for the required amount. I regret to inform you that the books have not been received yet. This delay in fulfilling the order has caused me concern. The books I ordered are urgently needed, especially the English Grammar books, which are important for my RAS entrance exam preparation. Since the books have not arrived, my studies are being affected.
Kindly dispatch the books as soon as possible. If the books are not received within one week, the order will be cancelled. Your prompt attention to this matter would be greatly appreciated.
Yours faithfully,
Satish Gupta
In simple words: Satish Gupta is writing to Mohan Pustak Mandir because books he ordered and paid for have not arrived yet. He needs them urgently for an exam and asks for quick delivery, threatening to cancel the order if they don't arrive within a week.

🎯 Exam Tip: When complaining about a delayed order, include your order number, payment details, the date of order, and clearly state the consequence if the issue is not resolved quickly.

 

Question 11. Write a letter to the Standard Book Co., Ajmer, complaining about the poor quality of books supplied to your library. You are Nikhil, Librarian of Govt Senior Secondary School, Ajmer. (Business letter)
Answer:
Govt Senior Secondary School,
Ajmer.
20 March 20-
M/s Standard Book Company,
12 - Naya Bazar,
Ajmer.
Subject: Supply of poor quality books
Dear Sirs,
We are regular customers of yours. We placed an order for about four hundred books for the school library. We are disappointed to tell you that the books supplied are of poor quality. We would like to bring the following defects to your attention:
• Thirty copies of World History are from the 2011 edition, and twenty copies of English Grammar by R.K. Lakhani are from the 2009 edition, even though newer editions are available.
• The twenty copies of Modern Algebra by R.K. Kapoor that we ordered are in very bad condition.
We expect you to replace these old-edition and defective books.
Yours faithfully,
Nikhil
(Librarian)
In simple words: Nikhil, the librarian, is complaining to Standard Book Co. about old and damaged books sent to the school library. He needs the books to be replaced with new editions and good quality copies.

🎯 Exam Tip: When complaining about product quality, specify exact quantities of defective items and clear reasons (e.g., old editions, physical damage) to ensure proper replacement.

 

Question 12. Write a letter to M/s Jain Traders, Ajmer complaining about the quality of computers received in response to your order. You are Ramesh, 18-D, Mahaveer Nagar, Ajmer. (Business Letter) (S.S. Exam 2016)
Answer:
18-D Mahaveer Nagar,
Ajmer.
20 April 20-
M/s Jain Traders,
Ajmer.
Subject: Poor quality of computers
Dear Sirs,
I purchased a computer set from you on 16th January 20-. Your service engineer installed it the same day. I regret to say that the quality of the set is very poor. The speakers are not working, and the monitor displays shaky lines, making the picture unclear. The printer is also not functioning well. We had ordered i-3 processors, but you supplied core 2 duos, which has a significant price difference between the two operating systems.
Your company has a good reputation in the computer market, but this deal does not match your image. We request you to replace the computer as soon as possible with one of better quality and newer technology.
Yours faithfully,
Ramesh
In simple words: Ramesh is complaining to M/s Jain Traders about a new computer set. The speakers, monitor, and printer are not working correctly, and he received an older processor model than what he ordered. He wants the computer replaced with a better one.

🎯 Exam Tip: When complaining about electronics, detail specific malfunctions and discrepancies between what was ordered and what was received, as these concrete facts strengthen your request for replacement.

 

(iii) Asking for and Giving Information

Question 13. Write a letter on behalf of M/s Gupta & Sons, 14-A/21, Kanhaiya Street Sikar to M/s Sita Ram Om Prakash, 18- Chaura Rasta, Jaipur asking quotations for woollen clothes and their rates of discount and terms regarding payment. (Business Letter)
Answer:
M/s Gupta & Sons,
14-A/21 Kanhaiya Street,
Sikar.
January 10, 20-
M/s Sita Ram Om Prakash,
18- Chaura Rasta,
Jaipur.
Subject: Enquiry for quotations for woollen clothes
Dear Sirs,
Please send us your price-list and quotations for woollen clothes within one week of receiving this letter. Kindly let us know the discount rate you offer and your terms for payment and delivery. We hope for an early reply.
Yours faithfully,
For Gupta & Sons,
Ramesh Gupta
(Manager)
In simple words: M/s Gupta & Sons is writing to M/s Sita Ram Om Prakash to get prices for woollen clothes. They also want to know about discounts, payment conditions, and delivery terms, asking for a reply within a week.

🎯 Exam Tip: When requesting quotations, always specify a deadline for the price list, and clearly ask about discounts, payment options, and delivery terms to avoid future misunderstandings.

 

Question 14. Write a letter on behalf of M/s Sita Ram Om Prakash, 18- Chaura Rasta, Jaipur to M/s Gupta & Sons, 14-A/21, Kanhaiya Street Sikar sending quotations for woollen clothes and their rates of discount and terms regarding payment. (Business Letter)
Answer:
M/s Sita Ram Om Prakash,
18 Chaura Rasta,
Jaipur.
16 January 20-
M/s Gupta & Sons,
14-A/21 Kanhaiya Street,
Sikar.
Subject: Reply about quotations for woollen clothes
Dear Sirs,
With reference to your letter asking for quotations for woollen clothes, we are pleased to send you the following price list:

We look forward to receiving your order soon. Payment will be accepted through multicity cheque of Punjab National Bank payable at Jaipur upon receipt of goods.
Yours faithfully,
For M/s Sita Ram Om Prakash,
Prabhu Dayal
(Manager)
In simple words: M/s Sita Ram Om Prakash is sending a price list for woollen clothes to M/s Gupta & Sons. The list includes prices and offers for sweaters and caps, and they are waiting for an order. Payment will be by cheque upon receiving the goods.

🎯 Exam Tip: When providing quotations, clearly list all items, quantities, prices, any special offers, and specify the payment and delivery terms to ensure a smooth transaction.

 

Question 15. You are P.N. Pandey from Meena Pustak Mandir, Chaura Rasta, Jaipur. Write a letter to Mr Raghunath Pathak, Manager, Modern Book Depot, 27 Kote Gate, Bikaner replying to his request for your full catalogue. (Business letter)
Answer:
M/s Meena Pustak Mandir,
Chaura Rasta,
Jaipur.
24 February 20-
Mr Raghunath Pathak,
Manager,
Modern Book Depot,
27 Kote Gate,
Bikaner.
Subject: Reply for sending catalogue
Dear Mr Pathak,
Thank you for your letter dated 18th February. We are pleased to send you a copy of our catalogue. The terms and conditions for wholesale dealers are as follows:
• 15% discount for wholesalers over the usual 20% discount.
• The books are sent by transport. Half the expenses are borne by us.
• Payment is accepted through RTGS and NEFT.
We await your order.
Yours faithfully,
P.N. Panday
(Sales Manager)
In simple words: P.N. Pandey from Meena Pustak Mandir is sending a catalogue to Mr. Raghunath Pathak. The letter explains that wholesalers get an extra 15% discount, half the transport costs are covered, and payments can be made via RTGS or NEFT.

🎯 Exam Tip: When replying to a catalogue request, always include details about discounts, shipping methods, and acceptable payment modes to encourage a new business relationship.

 

Question 17. Write a letter to M/s Mittal Publishing House, D-26, Industrial Area, Mathura ordering some books by post.
Answer:
95 Ashok Marg,
Jaipur.
18 March 20-
M/s Mittal Publishing House,
D-26, Industrial Area,
Mathura.
Subject: A purchase order for Books
Dear Sirs,
I shall be grateful if you could kindly send me the following books by V.P.P. (Value Payable Post) at the given address:
• Excellent English Course - XII one copy
• Chemistry Refresher Smartbook - XII one copy
Thanking you,
Yours faithfully,
Mohan Sharma
In simple words: Mohan Sharma is writing to Mittal Publishing House to order two books: "Excellent English Course - XII" and "Chemistry Refresher Smartbook - XII". He wants them sent by post and will pay upon delivery.

🎯 Exam Tip: When placing a book order, clearly state the title, author, edition (if critical), and quantity of each book, and specify the desired mode of delivery and payment.

 

Question 18. You came across an advertisement for Career Boosters in “The Times of India" for the preparatory books of Medical Exams and decide to buy them. Write a letter to the Manager of Career Boosters placing an order for the same. You are Ranjan Sharma, 210 Pratap Ganj, Chittorgarh. Use the information given in the advertisement.
Answer:
210-Pratap Ganj
Chittorgarh
4 May 20-

The Manager
Career Boosters
IInd Floor, Sabal Buildings
Jodhpur

Subject: Order for preparatory books of Medical Entrance

Dear Sirs,
With reference to your advertisement in the esteemed newspaper 'The Times of India,' I would like to purchase books for Medical Entrance Exams preparation. As per your terms for cost and postal charges, I am sending the required amount via Money Order. I hope for the earliest possible delivery of these study materials, which are very important for my preparation.

Yours faithfully,
Ranjan Sharma
In simple words: This is a letter to order medical entrance exam books. The writer saw an ad in the newspaper and is sending money through a money order to pay for the books and delivery.

🎯 Exam Tip: When writing a letter based on an advertisement, always refer to the advertisement's details (like the newspaper name and what was advertised) in the opening paragraph of your letter.

 

Question 19. You are Subash, Sales Manager, Mittal Publishing House, Mathura. Write a reply to N. K. Jain, from Naya Bazar, Hindaun telling him about the order placed by him.
Answer:
Mittal Publishing House
D-26 Industrial Area
Mathura
22 July 20-

N.K. Jain
Naya Bazar
Hindaun

Subject: Reply to order

Dear Sir,
Thank you for your order. We are pleased to confirm the following details for your purchase:

1. Excellent English Course Class XII - 200/-
2. Excellent Maths Refresher Smartbook Class XII - 150/-

The postal charges for your order are 46/-, making the total payment 396/-. You can send this amount by money order or demand draft. We look forward to your payment and will dispatch your order promptly.

Yours faithfully,
For Mittal Publishing House
Subhash
(Sales Manager)
In simple words: This letter is a reply to a customer's order. It confirms the items, their prices, and the total amount to be paid, including postage. It also tells the customer how to send the payment.

🎯 Exam Tip: In a reply letter about an order, clearly list the items, prices, and any additional charges to avoid confusion. Always state the payment method and expected next steps.

 

Question 20. You are Shyam Arora, the manager of Mohan Publishing House. Write a letter in response to the bulk order of books by Diwan Educational Academy, Bikaner. Produce the necessary details.
Answer:
Mohan Publishing House
Jaipur
16 November 20-

Diwan Educational Academy
Bikaner

Reference: No. 284/3
Subject: Replying to the order placed by you

Sir,
We are very grateful that you chose us for your bulk order of books. This is our first time working with you, and we hope it will not be the last. We are happy to accept your request for a 15% discount on the bulk purchase. Additionally, we will give an extra 5% discount since you are an educational institution. We promise to deliver the books on time and in good condition.

Warm regards,
Yours faithfully,
Shyam Arora
(Manager)
In simple words: This letter is a response to a large order for books. The publisher thanks the academy, confirms the discount they will receive (15% for bulk plus 5% for being an educational institution), and promises timely delivery of good quality books.

🎯 Exam Tip: When responding to a bulk order, acknowledge the order, clearly state any discounts offered, and reassure the customer about delivery and product quality to build a good business relationship.