MEANING OF BUSINESS LETTER

Business letter is a letter written in formal language( English) , usually used when writing from one business organization to another or for correspondence between such organizations and their customers , clients and other external parties.

ESSENTIALS OF A GOOD BUSINESS LETTER

Correctness and neatness Conciseness Comprehensive and simple Courteous Clarity Completeness

TYPES OF BUSINESS LETTER

Letters of Enquiry The letters written for the purpose of knowing about the quality, quantity and price of the goods and the conditions of the business are known as enquiry letters. The enquiry letter is the foundation of business relations. While writing these letters, the following points should be borne in mind:

TYPES OF BUSINESS LETTER

A clear and detailed description of the goods to be purchased should be mentioned in the letter enquiring into the information about them. In the enquiry letter a catalogue providing the detailed description of the goods required should be demanded. The price list and the conditions of business should also be demanded. Terms of payment, whether on credit or against cash payment should also be demanded. If there is such a commodity the sample of which can be provided, the same should be demanded.

TYPES OF BUSINESS LETTER

If you require some special rebate in connection with the purchase, it should be mentioned. The present and future demand should be mentioned in the letter. This makes it convenient for deciding the terms and conditions of the business.

Sub: Enquiry Ramesh Book Depot, 150 Purana Bazar, Agra(UP) Sir, We shall be really pleased to establish business contacts with you for the purchase of some publications of UttarPradesh. Kindly send the price list available with you and the terms and conditions of the buisness at the earliest, so that we can immediately place the order. Yours faithfully For Videshi Pustak Mandir (Rajesh Kumar Verma) Manager

TYPES OF BUSINESS LETTER

Letters of Quotation After receiving the letter from a willing party, the seller writes a letter to the possible purchaser replying to his query. This letter is called the reply to enquiry or the quotation letter. Since a quotation letter is written in reply to an enquiry, therefore while writing it first of all the receipt of the letter should be acknowledged with thanks. Then very humbly a reply in all aspects about the demanded should be framed.

Sub: Quotation Sir, We are grateful to you for your letter no. 45 dated August 31,2010 and thank you for the interest shown in our commercial concern. We feel ourselves very fortunate for having attracted your keen interest. The samples and the price lists of the goods under your enquiry are being dispatched separately by a registered parcel. Kindly acknowledge its receipt. We are sure that the goods will be according to your market requirements and the terms of business will prove favourable, and you will give us an opportunity to serve you by placing the order for the goods. It will not be out of place to mention here that it is our policy to sell on cash only, but we assure you that our prices are far less and more appropriate than those of other suppliers of this city. We are waiting for your order. Yours faithfully For Sheetal Brothers ( Ajay Kumar Mittal)

TYPES OF BUSINESS LETTERS

Letters of Order If the purchaser approves the quoted prices, the quality of goods and the terms and conditions of business, he sends the purchase order. The purchaser should send the order describing the quality of goods clearly. The quality of goods, their quantity and other details should be mentioned clearly in the order.

TYPES OF BUSINESS LETTERS

The order letter is a very important document of business. Therefore, the following points must be kept in mind while writing it: Detailed description of the goods, for which the order is to be placed, should be mentioned. Size, kind, number of the commodity should be clearly mentioned. Every commodity should be written separately in the order. The price of that given item in the price list should also be written. While placing the order, it should be clearly mentioned whether the goods will be purchased against cash or credit. If some amount is being sent along with the order that should also be indicated.

TYPES OF BUSINESS LETTERS

The place and time of delivery of the goods should also be stated in the letter. The means of transport to be used should also be clearly indicated. It should be clearly stated whether the goods are to be transported through train, truck or by post. There should be clear mention about packing, or insurance. If some special type of packing is required and the goods have to be insured against any damage on the way, it should also be made clear as to who will bear the packing and insurance cost.

TYPES OF BUSINESS LETTERS

If the order is being placed on the basis of some advertisement, its reference should be quoted in the order letter. If the order is being sent under some terms and conditions they should also be incorporated clearly. If the consignment is to be received through a bank, the name of the bank should be clearly indicated.

Sub: Order for Goods Sir, Kindly accept our thanks for your letter No.31- D/301 dated July 25,2010. Sending the price list, sample of the goods and the terms and business on your request so promptly is really commendable and is a clear indication of the fact that you are keen to increase business relations with new enterprises. Since your goods are according to our demand and the terms and conditions of business are favourable to us, we are pleased to order the following goods with a request for early supply: 1. Sarees No. 723(5 1/2 yards size) in different colours 2 bales 2. Assamese silk No.11( different colours) 10 rolls Kindly send the above consignment by passenger train and the related railway receipt through the State Bank of India ( city branch).Kindly pay special attention to the packing of goods. Yours faithfully For Lovely Cloth Store, ( Ram Dayal Agarwal) Proprietor

TYPES OF BUSINESS LETTERS

Letters of Acceptance The order for the purchase of goods in just a proposal and it has no meaning until and unless it gets a standing shape. Commercial custom demands that as soon as the order is received, a letter should be written acknowledging its receipt.

Sub: Receipt of Order Letter Sir, We are grateful to you for your order letter No. 360/ July 15,2010. All the goods ordered shall be dispatched to you within a week. Your instructions regarding packing, etc., shall be fully followed. Yours For Sachin Cloth House ( Kamla Prasad Tiwari) Partner