The letter is that the price of the conversation by mail. It's the foremost important means of written language. All organizations got to stay in-tuned with customers, suppliers, government departments, and more. Organizations also got to exchange information with various stakeholders. Communication is required to put orders, solicit inquiries, and execute orders. For this sort of communication, the medium employed by the organization is letters. This letter is understood as a letter.
In the words of H.A. Murphy Et Al., "the most often used medium for writing messages to people outside the organization is business letters."
"A letter is that the process of performing a business transaction in writing," says w. J. Weston.
Function or purpose of letter :
Businessmen got to communicate with suppliers, debtors, creditors, customers, and other stakeholders to exchange information. Business letters are basically wont to communicate with the above parties.
According to ricks and gow, "the main purpose of a letter is to supply information, instructions, requests, inquiries, money transfers, orders, advice, corrections, and questions."
Purpose of letter -
1. Communication of information: the essential purpose of a letter is to convey information about business activities. Information is often sent through business letters to customers, suppliers, debtors, government authorities, financial institutions, banks, insurance companies, and other parties involved within the business.
2. Completion of transaction: this is often one among the precise purposes of the letter. Business letters are often wont to draw conclusions on completed transactions.
3. Demand creation: business letters, especially circular letters wont to create demand for brand spanking new products. A circular letter can reach many of us at an equivalent time.
4. Goodwill creation: during this electronic era, messages are often sent via electronic media within seconds, but well-decorated business letters have their own importance in creating a positive image of the corporate. I have.
5. Business expansion: you'll expand your existing market through goodwill messages and circulars.
6. Establishing relationships: another important purpose of business letter is to assist establish relationships with customers, suppliers, and other stakeholders.
7. Evidence: business letters also are wont to maintain documentary evidence. The characters are often saved for future reference.
8. Contact: business concerns not only send messages, but also receive information from outside. Every company needs differing types of data from the surface to run a business. Business letters allow companies to inquire about what they have.
9. Order: employing a letter may be a quite common purpose. Both trade and manufacturing concerns require ordering finished products or raw materials to run a business.
10. Problem solving: conflicts and misunderstandings can occur during the course of your business. Business letters play a crucial role in resolving such misunderstandings.
Business letters are a crucial a part of any business or profession. They're written by different people with different motivations. Writing a letter is essentially an art. With regular and regular practice, writers can develop an honest sort of writing a spread of business letters. Below are a number of the important features that letter writers got to follow carefully.
1. Clarity: the letter must be clear. The aim of communication must be clarified. Whether informing, inviting, repeating, emphasizing, reminding, presenting, posing for participation, or clarifying, the aim must be clearly stated.
2. Impact: the letter should produce the specified impact. Every letter features a purpose behind it, and therefore the letter must have a transparent purpose. The aim of writing a letter isn't just to contact the customer. Every letter has an intended effect that has got to be felt.
3. To supply the specified effect: often must be emphasized. Emphasis are often placed in some ways. You'll do this by placing it within the right place, that is, within the important position. It is often done repeatedly.
4. Related information: the letter must provide the relevant details that form a part of the message. Facts, figures, illustrations, and other such information that are accurate, reliable, and relevant to the context of communication should be incorporated into the letter.
5. Conciseness: good oral or written language should incorporate this important feature. Conciseness may be a vital attribute for business letters. Time is vital to everyone involved within the business.
6. The time you'll allocate to read a letter is certainly limited. You've got unlimited time to read a letter, reread it, or pull out the whole message.
7. Simplicity: simplicity may be a hallmark of excellent communication. Simplicity refers to simple understanding. Simple writing is that the opposite of complex and sophisticated writing. The art of straightforward writing is mastered through conscious effort and practice. Letters written during a simple, easy, informal style with easy-to-understand words will attract attention and make an impression.
8. Timeliness: business letters got to be timely so as to be effective. The letter should be written and shipped on time. Some messages are urgent. They need action "immediately" or "urgently" or within a selected time-frame. The letter that conveys such a message should reflect the associated urgency.
9. Language: language may be a vital aspect of business communication. First and foremost, you would like to form sure that the language you employ is acceptable, that is, a language that your readers can rest assured. Additionally to English and Hindi, companies in several parts of the country commonly use different local languages. Public sector organizations like banks follow formulas in three languages.
10. Appeal: A good letter should appeal to the reader's sensibility. It should make a good impression beyond the message it conveys. It should have elegance, which means taste, beauty, and dignity.
11. Style: Style refers to how to write. It constitutes a collective feature of the way things are written, impressed, or presented. Each person has their own unique style. Stylistic style to make an impact requires continuous conscious effort.
12. Positive approach: In the final analysis, a good business letter has a positive approach. It creates a friendly atmosphere. It avoids negative emotions. To write a really good letter, you need to be properly prepared.
Enquiry Letters.
A Business Inquiry letter is a letter written for communication between two organizations or persons belonging to 2 different organizations inquiring regarding some business they're doing together or hoping to try to in future. it's a proper letter and hence one has got to be polite and humble. In some cases, the sender might not have ever met the receiver. One has got to be precise and to the purpose and not drag the letter.
A business letter is a letter where two concerned parties discuss business. Business inquiry letter are often of the many types. The letter of enquiry are often about certain products or services of the receiving company. It can ask the status of the ongoing work being done by the company receiving the letter.
A letter also is a proof for the business being done between 2 organizations and as a history for future references. this sort of letter is brief and to the purpose . just in case the sender doesn’t have the expertise regarding the inquiry being made he/ she will also ask the receiver to help them.
Letter of inquiry is one among the most important sorts of business letters. When a buyer wishes to urge some information about the quantity, price, availability etc. of products to be bought or about the terms of sale, payment etc he writes a letter of inquiry to the seller.
Inquiry Letter
According to Morris Philip and others, “the letter that seeks information concerning the goods and services from a business concern is termed an inquiry letter.”
Quible and others said, “letter of inquiry may be a sort of business message that asks the recipient for information or assistance.”
In the opinion of r. V. Lesikar et al., “letters that asks questions or information about anything is called inquiry letter.” Business communication
According to Gartside, “an inquiry letter asks information like catalogue, quotation, sample and price of a product form a seller during a concise and clear way.”
So, we will define the letter of inquiry as a letter sent to the vendor from the potential buyer asking information about the price, quantity, availability etc of a product and the terms of sale, terms of payment, service etc.
Objectives of Inquiry Letter in Business Communication
Every letter has some certain objectives or motives and inquiry letter isn't an exception. it's written on different occasions for various reason. Inquiry letter is written so as to hold out one among the subsequent objectives bellow-
1) To get the price quotation of specific commodities
2) To ask for catalogue
3) To know payment terms
4) To know the past records of job applicant
5) To know the credit worthiness of a firm or an individual
6) To ask for folders
7) To get recommendation from former employer
8) To know the financial strength of a firm or an individual
9) To know the business reputation of a firm
10) To know the transportation facility provided by the firm
11) To obtain information about social status of an individual or a firm
12) To evaluate the performance of an individual or a firm
13) To find out about the quality of a product
14) To know the availability of an item
15) To make request for sample etc.
Types of Inquiries Letter in Business Communication:
Inquiries could also be of various types supported the target, information sought and therefore the initiatives taken. There are generally four sorts of inquires letter-solicited inquiry, unsolicited inquiry, inquiry for a few Favor and routine inquiry letter. These are discussed below-
1) Solicited Inquiry: An inquiry made in response to the seller’s advertisement and publicity is named a solicited inquiry. Actually, it's a response by the customer to the advertisement or publicity of a seller.
2) Unsolicited Inquiry: An inquiry made at the buyer’s own initiative is named unsolicited inquiry. This kind of inquiry is formed when a buyer wants to understand anything from the vendor.
3) Inquiry for some Favor: An inquiry made not about goods but information like special price or favourable terms is named inquiry for a few Favor.
4) Routine Inquiry: An inquiry made by an old or regular buyer within the usual course of action is named routine inquiry. Most of the business inquires fall during this category.
So, we discover that there are differing types of inquiries, regardless of the type is that the bottom line of success of an inquiry depends upon how it's written.
Business Inquiry Letter Writing Tips-
1) The letter must be written politely and humbly since it's a formal letter.
2) Keep the letter brief and concise and sticking to the purpose and posing for what you would like straightforwardly.
3) Be clear about what does one want from the receiver.
4) Tell them of your requirements if you're ordering a custom made product.
Business Inquiry Letter Template
From,
____________
____________
____________
Date: _________ (date on which the letter is written)
To,
____________
____________
____________
Subject: Business Inquiry Letter
Dear _________ (name of the receiver),
We would like to buy a lot of ___(product). We would like to see your company catalogue which has details of all the products that you manufacture. We will go through it and see if any products meet our requirement.
We have a huge requirement, and we hope that you will be able to meet our demands. We are in search of ____(your requirement). We would also like to know if you make a custom-made product as per the requirement within a stipulated time.
In case we like your designs and products we would like to place an order, and we would work out the pricing in person. We could send one of our representatives from our end to oversee the products and finalize the price.
We shall discuss the further matter after you send the catalogue. In a case of any queries, feel free to contact me.
Yours sincerely,
____________
(Name and signature)
Sample Letter
The following letter is a sample of Business Inquiry Letter.
From,
Rhett Butler,
Pearson Litt Firm,
Mystic Falls.
Date: 11 March 2017
To,
Ashley Wilkes,
KASH Furniture,
Mystic Falls.
Subject: Business Enquiry Letter
Dear Mr Wilkes,
We have recently opened our new office in Mystic Falls, and we would like to buy a lot of wooden furniture which includes tables, chairs, and desks. We would like to see your company catalogue which has details of all the furniture that you manufacture. We will go through it and see if any products meet our requirement.
We have a huge requirement, and we hope that you will be able to meet our demands. We are in search of modern, compact and sturdy furniture for our office. We would also like to know that if you make furniture on demand or if you could design new furniture for our office as per the requirement within a stipulated time.
In case we like your designs and products we would like to place an order, and we would work out the pricing in person. We could send one of our representatives from our end to oversee the products and finalize the price.
We shall discuss the further matter after you send the catalogue. In the case of any queries, feel free to contact me.
Thanking you.
Yours truly,
Rhett Butler
Sample
Mittal from Chandigarh, Punjab, who is planning to is it all the holy places of v South India with your aged mother and father for a month’s time this September.
1/1, Mittal’s Villa Punjab – 555555 12 March 2012 Tours Manager Sir/Madam I am greatly pleased to be told about your tour agency by a friend of mine who recently availed your service for a trip to Ootty and Kodaikanal. I am planning to take my aged parents on to a visit to all the Hindu temples and Churches, especially the Church of St. Philomina in Mysore and Meenakshi Temple in Madhurai, for a week’s time. Apart from the holy places, we also wish to visit Thekkadi and backwaters in Kerala and Ootty in Tamilnadu. Kindly tell me the details regarding the places you cover in your pilgrim packages. What is your mode of transport? We prefer hygienic buses or cars with working air conditioners. We would be alright with three star or five star stay in just a single room with television and cable connection. We wish to be provided with strictly vegetarian breakfast but welcome fish or chicken for lunch and dinner/supper. Besides, inform us the details of your charges for stay, food and travel, all separately. Looking forward to an earliest reply, Yours truly |
Replies to Enquiry Letters:
Thank you for your inquiry regarding our [product or service name]. In response to your query, [list here needed information: prices, availability, etc…]. additionally, to the information provided above, I have enclosed a sample [brochure, catalogue, etc…] that contains more detailed information about our products and services.
It would be my pleasure to welcome you in my office to debate in additional details your requirements and to examine how I can assist you in fulfilling them. Alternatively, I can visit yours if it’s more convenient.
In the meanwhile, if you've got any questions or need more clarifications, please don't hesitate to contact me.
I hope to hear from you soon.
Inquiry Letter Reply:
Thank you for your interest in [product or service name]. To answer your question, [list here needed information: prices, availability, etc…]. I even have also attached a copy of detailed specifications and prices for your reference.
I would wish to know your requirements in more detail and explain to you how our [products or services] can assist you in that regard. Perhaps we will arrange a meeting [next week] at a mutually convenient time and place to discuss more.
In the meanwhile, if you've got any questions or need more clarifications, please don't hesitate to contact me.
Looking forward to do business with you
Inquiry Letter Reply:
Thank you for contacting us regarding [product or service name]. To deal with your concerns, [list here needed information: prices, availability, etc…]. you'll find detailed information about each product on our website [www.something.com] alongside specifications and images.
If you would wish to know more on how we will assist you, i will happily pay you a visit to discuss your requirements intimately.
In the meanwhile, if you have any questions or need more clarifications, please don't hesitate to contact me.
Thank you for considering us to be your partner.
Inquiry Letter Reply:
Thank you for your interest in our products and services. In response to your query, [list here needed information: prices, availability, etc…].
If you have any questions or need more clarifications, please don't hesitate to contact me.
I look forward to your order.
Reply to Inquiry
Sample Lines
Opening Paragraph
1) We are cheered to hear from you that your school has chosen our showroom for our world-class furniture.
2) I feel honoured to know that your school has given us a chance to serve you with our world-class products.
Main Paragraph
1) Answering your queries, i would wish to bring to your notice that we don't use more than 20% plastic or PVC for the manufacture of any of our items.
2) Apart from teak wood and rose wood, we use imported ply from Taiwan, Malaysia and China.
3) On behalf of the company, I assure you the most effective and cheap prices available in the city.
4) You can rely on the standard of our products because we sell in 40 nations including the USA, Australia and Japan.
Closing Paragraph
The letter that's written by a possible buyer to the vendor requesting him to deliver goods is known as an order letter. By writing inquiry letters, buyers can collect necessary information about the worth, quality of products and terms of sale. If the customer finds the quoted price, quality of products and terms of sales satisfactory, he places an order to provide goods in his address. The vendor delivers the products according to the buyer’s order.
In times, sellers supply printed orders forms to the customers and customers place orders by filling up those printed order blanks. During this case, the printed order sheet or blank is considered because the order letter.
Factors to Be Considered in Writing Order Letter or, Contents of Order Letter
Through order letter, the potential buyers request the suppliers to deliver goods to them. In modern time, printed order blanks or order forms supplied by the vendor are typically used for placing orders. However, in absence of order blanks and buy order forms, order letters are written. Such letters contain three major categories of information:
1. Information about the things being ordered
An order letter must contain full particulars of goods ordered. Such information include the followings:
2. Information relating to shipping
Shipping information is very important. In absence of shipping information, there can arise misunderstanding between buyer and seller. Shipping information may include the followings:
3. Information relating to payment
Mode of payment of prices for the ordered items must be clearly indicated. the vendor will accept the order letter only when both of them come to a standard ground relation to payment of price. Payment information includes the following:
The above-stated factors are usually included so as letter. However, the customer can include the other instruction or element if he thinks necessary.
Order Letter Sample
Color World 1st September 2012 Manager, Sub: Order for various paints. Dear Sir, Thank you for your quotation and the price list. We are glad to place our first order with you for the following items:
Since the above goods are required immediately as our stock is about to exhaust very soon. We request you to send the goods through your “Motor” van as the carriage inward is supposed to be borne by you. We shall arrange payment within ten (10) days to comply with 5/10, Net 30 terms. Please send all commercial and financial documents along, with goods. We reserve the right to reject the goods if received late. Yours faithfully, Mohammed Tareq
|
Order Confirmation Letter Sample
National paints Cch Ltd 6th Sept 2012 Purchase Manager Sub: Confirmation of Letter dated September l, 2012. Dear Sir. We thank you for your order No. p-3-7 dated September l, 2012 for various paints. The order is in the process of execution and it will be dispatched on 8th September, by our Motor van. We have taken special care for the quality and packing of the paints and we hope that you will find them highly satisfactory. We thank you again for your kind offer of the paints and hope that you -will extend your similar co-operation in the future. With best regards Yours faithfully A K Rahman |
4) Credit and Status Enquiries
Letter of credit is that the common and used letter format in business communication. So, we r are getting to discuss about A Letter of credit sample and definition of letter of credit. A recommendation letter that requests a private or organization for providing any specific amount is known as letter of credit. Such a letter is written to Favor business facilities and financial assistance to moving business agents. Thanks to mutual relation, such a letter is communicated between sender and receiver who are found to be business or personal friends. The bearer of such letter gets the advantages from the receiver of such letter-Letter of credit is of two types:
1. Ordinary letter of credit: Such a letter is addressed to single person or organization.
2. Circular letter of credit: Such a letter is addressed to varied person or organizations.
The following matters must be included in a Letter of Credit:
1. Receiver’s name and address
2. Bearer’s name, address and complete identification
3. Bearer’s attested specimen signature
4. Objective of letter of credit
5. Request for providing financial/help and thus the respective limn.
6. Proper documentation of the cash receipt and forwarding of like an evidence.
7. Reimbursement system of the paid amount.
8. Duration of the letter of credit
9. Security and cautiousness.
10. Assurance for similar future assistance.
The purpose of a letter of recommendation is to assist a known person obtain a benefit.
(1) it's going to be written to recommend an applicant for a job to his prospective employer. in this sort of letter the writer mentions the applicant’s name, gives a brief account of his background and qualifications and certifies his character and skills . the writer should state facts and nothing but facts. The language should be simple and therefore the sort of writing should be courteous.
(2) A letter of recommendation is also written to recommend a business friend to other business friends doing a similar kind of business. the aim of this sort of advice letter is to introduce a business friend to a different businessman with a view to assisting him in forming new business connections or obtaining credit within the market.
In this type of recommendation letter the author should mention the complete name of the person recommended the aim of recommendation and the person’s financial status and goodwill. The writer will make an invitation to the effect that the addressee may give all possible help to the person recommended. The letter should be an easy one and will contain nothing but the truth.
At an equivalent time, the writer should make it clear that he can take no personal responsibility for the person recommended. just in case of a letter of credit (see below) there- is such personal responsibility. The letter should close with thanks for any services which will be rendered.
In case of a letter of credit the author introduces a person to the addressee and also requests him to pay a particular sum of cash or to deliver some goods to the person introduced. A letter of credit is a vital instrument in foreign trade by which the banker of an importer introduces the importer to an exporter in order that the latter can send the products to the importer safely and therefore the payment is guaranteed. A letter of credit from a banker utilized in foreign trade features a specified form.
An ordinary letter of credit shall contain the name and address and other particulars about the one that is being introduced, the name and address of the addressee to whom it's to be presented for payment, the quantity or limit of the amount of money to be paid, the specimen signature of the one that is introduced (this shall be compared with the signature to be made by him at the time of taking the payment), the period of validity of the credit and other instructions regarding payments, if any.
Letters of credit are broadly classified into:
(a) Commercial:
These are issued by businessmen in favour of their sales representatives or other agents who are authorised to gather payments or issued by bankers in favour of their customers mostly in foreign trade. Commercial letters of credit could also be again of various types: Revocable (which are often revoked within the stipulated period of credit), irrevocable (hot to be revoked), revolving (such a letter of credit becomes valid again after the stipulated period is over) etc.
(b) Non-commercial:
These are issued by banks to their customers or travellers which they will en cash at other places from the branches of these banks there. These are as good as travellers’ cheques. People can tour and spend money without carrying cash actually.
Letters of recommendation and letters of credit is classified into two:
(a) Simple:
Such a letter is addressed to one single party.
(b) Circular:
Such a letter is meant for variety of parties.
Specimens of different sorts of letters of recommendation and of credit are given below.
Specimen 7:
Letters of Recommendation:
Example 7:
Suppose a person wants a job in any firm. He has academic qualifications but he needs recommendation from a reliable and respectable person on the basis of which an employer car trust him and provide him with an employment. Such a recommendation letter may be written by a person or by firm or company (a) meant for any particular employer or (b) meant for any employer. A former employer may write such a letter in favor of his past employee.
(a) Recommendation Letter meant for a particular employer.
Plasticon (India)
200 Brabourne Road, Calcutta 1
(Manufacturers of plastic goods)
Telephone: 26 1235
Telegraphic Address: Plastic
Ref. No. Misc./23/89
January 5, 1989
Messrs. Chemo flax Co.
178 Nariman Avenue
Bombay 400005
Dear Sir,
Sri Pravin Popat has been an employee of ours in the Sales Department since 1972. He possesses a good B. Sc. degree with Honors in Chemistry. His knowledge in Chemistry has helped him much in grasping the problems of manufacturing plastic goods.
During his service here, he has discharged his duties with loyalty and merit. I am sorry to leave him as he is forced, under some pressure from his family, to leave Calcutta and settle in his own State. Any organization will be proud of having a trusted and hard-working person like Sri Popat. I recommend him for any post of trust and responsibility.
I shall appreciate very much if Sri Popat is absorbed in your concern.
Yours faithfully
For Plasticon (India)
R. Merhotra
Proprietor
Letter of Credit Sample:
The Omega Bank of Dhaka Dec. 1st, 04 Letter of Credit Dear Sir, We are pleased to introduce Mr. Mijanur Rahman, sales Manager, Star Network Ltd, Dhaka, Who has been a valued customer of ours for the past ten (10) years. He is undertaking a tour of Chittagong, Khulna & Jessore to explore the possibilities of setting up distribution outlets in these districts for their computer accessories. We request you to provide him with required funds up to Tk. 50,000 (Taka fifty thousand only) against sight drafts drawn on this office; each draft is issued by you should be clearly marked with L/C 50287. Â This L/C is valid up to Jan 25, 04 and all drafts during this period will be honored by us. The amount of each draft should be entered on the back of this L/C. Yours faithfully, Khorshed Khan |
Sample Credit Letter Template
Use our free Sample Credit Letter to help you get started.
From,
_____________
_____________
_____________.
Date: _____________. (Date on which letter is written)
To,
____________
____________
____________.
Subject: ____________. (the Main purpose of writing the letter)
Dear ______(Sir/ Madam)
I am writing this letter to you on behalf of ______(mention the name of the company). We have received a request from you regarding the issue of sample credit letter. We are happy to inform you that we are attaching herewith the sample format for issuing credit grant letter after considering the details given by you and have made changed as per your suitability. In the grant letter, we have covered documents to be attached, approval from the relevant authority, the date, and the exact amount.
Kindly note that we have not taken sanction of the said letter by any person or it is not sheltered by copyrights and also which can too reserve with any legal procedures in regards to the forged practices. Hope to get a positive response from your side. Please contact us if there is any confusion, or any changes are to be done.
Thanking you,
Yours Sincerely,
____________ (Name and signature of the sender)
____________. (Name of the organization)
Sample Letter
The following is the Sample of a Credit Letter.
From,
Universal InfoTech Solutions,
Bangkok, Thailand.
July 14, 2010.
To,
Kris Howrang,
Party Starter Ltd.,
Street No.- 295,
Bangkok, Thailand.
Subject: Credit Letter.
Dear Kris,
This is with regards to your request for issuing a sample credit letter; we at Universal InfoTech solutions as a reply are glad to enclose the sample format for the issue of the credit grant letter according to the particulars supplied by you and changed as suitable to you. The particulars as given in the grant letter involve the date, enclosures to be attached, sanction from the concerned person, and the amount in words and figures. You are requested to note that this sample letter is not sanctioned by the authorized person and also protected by copyrights which can also stand by with any legal processes in the matters of fake practices.
Awaiting positive response from your end. Kindly let us know if there are any inconsistencies or the changes/additions to be made in the final letter of approval.
Thanking You.
Yours Sincerely,
Norte Pongsuang.
Status Inquiry Letter
The letter that's written for obtaining information about a commercial enterprise is termed as business status inquiry letter. Generally, one commercial enterprise writes this letter to another commercial enterprise for collecting information a few prospective customers.
When a firm wants to buy goods on credit, it gives one or more references to which the vendor can invite some information about the credit seekers. Usually, banks, trade associations or competing business firms are mentioned as references. the vendor then writes the inquiry letter to the referees requesting them to supply some information about the customer.
The purpose of scripting this letter is to get information related to:
In light of the above discussion, we will conclude that when a commercial enterprise writes an inquiry letter to another commercial enterprise, financial organization or trade association to get information about creditworthiness or financial capability of a customer who has applied for credit purchase, it's called business status inquiry letter. Basing on the information supplied by the referees, the seller decides whether to establish business transactions with the firm.
Objectives or importance of business status inquiry letter
Business status inquiry letter plays a crucial role in modern business. the subsequent are the main objectives of writing this letter:
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Status Inquiry letter
Reply to Status Inquiries Letter
A. Favorable Reply
MC Hill Communication 7th July, 04 A. R. Khan Ref: Replying to Status Inquiries Dear Sir, Your letter of 1st July, 04 regarding credit status of Oxford Ltd. of Dhaka reached in time. We are glad to inform you that we have been maintaining a good business relation with Oxford Ltd. for the past ten (10) years. Their record of payment during this period has been entirely satisfactory. Their business ability and financial strength are held in high esteem in the business of modern technology. We would like to add that our confidence in this firm has never been broken and you can do business without any hesitation. We feel happy to provide a reference for him. Yours faithfully S. A, Akash |
B. Unfavourable Reply
MC Hill Communication 7th July, 04 A. R Khan Ref: Replying to status inquiries Dear Sir, Writing about the credit standing of the firm you mentioned in your letter of 7th July, 04, We must advise you to consider the application carefully. In the past two (2) year’s this firm has been deferring payments for long periods. It takes commitment but fails to comply. Furthermore, their financial strength is no more satisfactory and their reputation is getting down day by day in the business arena. As a result, we and other suppliers are giving them goods on a cash basis only. We suggest a line of caution. The above information is strictly confidential and we don’t accept any responsibility for it. Yours faithfully S. A. Akash |
5) Sales Letters
It may target a selected group to grab their attention. it's sort of a salesman discussing the aim but in the sort of a letter. A sales letter are often general or particular in nature.
Objectives and Advantages of Sales Letter
Objectives of Sales Letter:
1) A sales letter aims at reaching the reader to get the product.
2) Introduction and marketing of new products and services.
3) To reach potential customers.
4) Expansion of the market.
Advantages of Sales Letter:
Elements and Format of Sales Letter
Elements of Sales Letter
Headline: Here the writer wants to grab the reader’s attention toward the main purpose of the letter.
Introduction: it is the introductory paragraph. Introduction within the sales letter provides the details of the merchandise or the service. It also provides the reader with the price, quality, saving and other related information.
Body: Here the author builds his credibility. The writers provide with the value of the product, its difference from other similar products, an inventory of satisfied customers, terms of contract etc.
Call to Action: in this section, the writer asks for the reader’s response and may express the gratitude. It also includes various details like warranty, discount etc.
Format of Sales Letter
Writing Tips for Writing Sales Letter
1) Introduce the ideas in a way that compels the reader to require a positive action.
2) Introduce yourself and the product well.
3) Be clear in what you're offering.
4) Choose your words as per the targeted audience.
5) Always use a headline.
6) Make the first sentence of every paragraph count.
7) Use of font styles, font sizes, bullets, and numbering etc.
8) Use relevant statement showing the credibility of the merchandise .
9) Suitable closing sentences.
10) Correct use of salutation.
11) Proper and complete details of the merchandise and availability.
12) Always elicit attention, build interest, desire, and call of action.
13) Have a straightforward and convincing tone.
14) Avoid creating confusion and uncertainty.
15) Avoid being clever and funny.
16) Include your name, signature, and other contact details.
17) Do not use fancy words or slangs.
18) Always revise and edit the letter.
Types of Sales Letters
A sales letter features a specific purpose to satisfy. the varied purposes are often the introduction of a replacement product or service, availing new offers, selling incentive etc. allow us to discuss a number of them here.
Introductory
This type of letter is written to a customer or a consumer to introduce to the corporate or a product. It also explains how readers will get benefit from the merchandise or the service. It must grab people’s attention, build their interest and call to action.
Product Update
As the name suggests, this sort of letter is to explain the advantages of new products over older ones. Other details sort of a limited period to get and discount also can be included.
Selling Incentive
It promotes existing products among current customers. this sort of letter must build some excitement among the reader to buy the product.
Thank You
A sender writes this letter to thank the purchasers to be a part of the business. It shows the worth of the customer. a quick mention is given on the supply of product for the customer.
Holiday Celebration
This letter gives a chance to supply a product as a gift for customers. It also shows the discounts and therefore the offers limited to the vacation celebration.
Invitation
It is an invitation to the customers for any celebration. This helps the customers to feel important.
Lost Customer
This type of letter is for the customers who haven't been too active recently. It helps the organization to bind with them and offers them good deals.
6) Complaint Letters
Orders need to be executed with all possible care so that there's no fault in the quantity or quality of products supplied, in making out the invoice or the bills, within the mode of transport, in packing, etc. Whenever there's any mistake in any of the above ways the customer makes complaints and he may make claims for compensation. Some-times the compensation must be paid or the matter may be settled through adjustments.
A buyer after receiving the products may write a Letter of Com-plaint making some claims or otherwise on account of the subsequent reasons:
(a) the products aren't up-to the standard.
(b) the quantity varies from the order placed or from the description in the invoice or the bill.
(c) the products are damaged or defectively packed.
(d) the price doesn't tally with the quotation.
(e) There has been delay in despatching the products.
(f) The mode of transport is different from what was agreed upon—causing damage to goods, delay in arrival etc.
The writing of a complaint letter is delicate though the buyer has sufficient reasons to be displeased of annoyed. The complaint letter shall be courteous but firm. The allegations made must be justifiable and factual. It shall be prompt and within reasonable time. The supplier is given a chance to rectify the defect or to form adjustments. If the complaint made is proved to be untrue, then the complainer shall acknowledge it during a sportive spirit.
A Letter of Adjustment is sent by the supplier suggesting rectification of error and thereby settling the dispute. On receiving a complaint, the supplier must make a thorough investigation to seek out the explanation for the fault and to verify it. Accordingly, on the one hand he shall write to the customer asking for adjustments and on the opposite hand he shall take steps internally in order that that sort of fault isn't repeated. He shall assure the customer that such quite mistake shall not be repeated in future.
If the complaint is found to be untrue, the customer shall politely inform it to the customer, without displeasing him in order that the customer isn't lost. the general maxim followed by businessmen is that “the customer is usually right”. A supplier must, however, be tactful and in no circumstances shall accept gross injustice done by a customer making false complaint. A letter of adjustment could also be little long so that the supplier can explain his position fully. It shall be courteous and tactful.
Specimen 3:
Letters of Claim, Complaint and Adjustment
Example 3:
Messrs. Garments Stores of Calcutta, a dealer in garments receives a consignment of readymade woolen sweaters from Punjab Wolen Products of Amritsar too late for the winter season.
Garments Stores
Grant Street, Calcutta
(Dealers in all types of readymade garments)
Telephone: 44 9098
January 17, 1989
Messrs. Punjab Woolen Products
Main Road, Amritsar
Dear Sirs,
Re: Your Consignment No. 30971:
This is to bring to your immediate notice that we have just received your Consignment No. 30971 containing 250 pieces of woolen sweaters of different sizes against our Order No. 238 of 7.9.88.
The winter season in Calcutta has been on since December last. Market for woolen goods in Calcutta catches up in early December and gains momentum prior to the Christmas. In this context we have nothing to do with your goods received as late as in the second week of January.
We placed our order as early as on 7.9.88 so that we get sufficient time to dispatch the goods in time. It is very strange that you have taken four months to execute the order.
We regret to state that we are compelled not to accept the consignment. You are requested to arrange for taking the goods back.
Yours faithfully,
Garments Stores
Proprietor
A collection letter is a written notification to tell a consumer of his due payments. it's an official message to a borrower. a set letter may include reminders, inquiries, warnings or notification of possible legal actions. Although a set letter may be a firm notice to a borrower, it must be written during a polite way. One shouldn't use slang, offensive, and abusive words.
Characteristics of Collection Letter
Types of Collection Letter
A collection letter is broadly classified into three categories. They are
1. General Reminders.
2. Inquiry letters.
3. Official collections letters.
Reminder Collection Letter
It is written with an assumption that customer forgets to form the payment. General assumptions like money problems or medical issues are made. Always use a friendly manner to write down it.
Inquiry Collection Letter
As the name suggests, the main purpose of this sort of letter is to create an inquiry. the writer wants to inquire about the explanations for the delay of the payments. Here, the author asks for the keenness to assist the customer. One can give the choice of partial payments here. It helps to keep up a good relationship with the customer.
Appeal collection Letter
A writer writes this letter when the borrower isn't responding to any of the previous remainders. Here, the author uses an aggressive approach without being rude. One must maintain fairness.
Ultimatum Collection Letter
Here the author mentions the action which may be taken in case of failure of payment of the loan. One uses the logical and fair statements. Various punishments like debarring from further business, legal actions are stated in this letter.
4. Collection:
In business, credit facilities need to be granted by one businessman to a different . Every business has some debtors (mainly buyers), at the end of financial periods. Businessmen allow credit to others taking all the care by ascertaining the financial standing of a debtor from the bank or from fellow traders.
Bank reference or taking a letter of credit from bank is a quite common affair. In spite of these precautions sometimes payments aren't received from the parties. A Collection Letter means a reminder sent to a debtor requesting him to pay.
There are different sorts of debtors:
(a) Some debtors pay only after getting a reminder.
(b) Some debtors have willingness to pay but due to difficulties are unable to pay.
(c) There are debtors who deliberately avoid or delay payments. The tone and elegance of letters are different sorts of debtors. a set letter must not hurt the debtor nor shall lower his prestige. At the same time, it must be effective. Sometimes variety of or a series of letters need to be written.
The tone of such letters become gradually harder and ultimately ends with a threat for action. The primary letter shall be a gentle reminder. The other also shall be mild with a regard to the first letter and should be accompanied with a replica bill. The third letter shall be hard and firm mentioning the inconvenience caused by the non-payment. The fourth letter shall contain a requirement for payment within a specific date. The last letter may be a threat for action.
It has to be noted that the style of writing a casual reminder letter and the first letter of a series is that the same.
Collection Letters
Example 4:
Suppose Technicon Engineering Co. Ltd (Specimen Letter 2, Specimen Letter 6—Example 2 and Specimen Letter 7— Example 1 ) fails to make payment on receiving the supply of LIPI Typewriter from Office Equipment Co. Ltd,.
First Letter:
The Heading (except the Ref. No. and the Date), the Inside Address and the Complimentary Close shall be the same as in Specimen Letter 7.
Ref. No. 200/D/T-3
June 2, 1988
Dear Sir,
Re: Our Bill No. 759 of 17.5.88:
We draw your attention to our above-mentioned Bill for supplying one LIPI Typewriter. In your kind order of 4.5.88 you requested us to send the article through Bank of Baroda, Connaught Place Branch, New Delhi. We expected the Bank Draft immediately after the article had reached you. Unfortunately, we have-not yet received the payment. Perhaps our Bill has escaped your attention.
We shall be glad if you kindly dispatch the Bank Draft at your earliest convenience.
Second Letter:
Ref. No. 200/D/T-4
June 19, 1988
Dear Sir,
Re: Our Bill 759 of 17.5.88:
We draw your attention to our letter No. 200/D/T-3 of 2.6.88 requesting you to make the payment at an early date.
We regret to find that no payment has been received by us so far nor the aforesaid letter has been acknowledged. However, we are sending herewith a duplicate of the Bill for your reference requesting you to expedite the payment.
End: A copy of Bill No. 759 of 17.5.88
Third Letter:
Registered with A/D
Ref. No. 200/D/T-5
June 26, 1988
Dear Sir,
Re: Our Bill No. 759 of 17.5.88
We regret to point out that our letters of 2.6.88 and 19.fi.88 drawing your attention to pay for our Bill No. 759 of 17.5.88 go unacknowledged.
You should admit that the amount is overdue and it is not possible for us to wait any longer. We did not ask for any advance as you requested us to send the article through your bank. It is not our principle to allow such a long credit to our customers.
You are, therefore, requested to send the Bank Draft by return post.
Fourth Letter:
Registered with A/D
Ref. No. 200/D/T-6
July 5, 1988
Dear Sir,
Re: Our Bill No. 759 of 17.5.88:
It is highly regrettable that in spite of our repeated reminders of 2.6.88, 19.6.88 and 26.6.88 you have not cared to settle the account and have not even acknowledged the letters by way of ordinary business courtesy.
In the circumstance, we are compelled to advise you that if we do not receive the payment from you within three days from the receipt of this letter, we shall have no other alternative than to hand over the matter to our Law Department.
We trust, you will realize the situation and do the needful to avoid unpleasantness.
Final Letter:
Registered with A/D
Ref. No. 200/D/T-7
July 10, 1988
Dear Sir,
Re: Our Bill No. 759 of. 17.5.88:
We have to inform you that as we have not received any reply to our letter No. 200/D/T-7 of 5.7.88 as well as to all the previous letters requesting you to make the payment for our Bill No. 759 of 17.5.88 we have, this day, handed over the matter to our Law Department for necessary action.
You will hear from the Department soon.
Circular letter is one of the oldest sorts of letters. this type of letter originated in ancient time when people felt the need of circulating any message to a large number of individuals at a time in the same way.
Generally, the letter that's won’t to circulate any special message to a large member of audiences at the same time is known as circular letter. it's one of the cost-effective means of circulating information or introducing new products to mass people. However, circular letters aren't only used in business, but also in social, political and personal affairs.
Prof. W. J. Weston said, “A circular letter is one which is meant to be read by variety of correspondents. it's of the nature of an advertisement and is typically a business announcement or an effort to advance business.”
From the above discussion we can say that circular letter may be a quite written announcement that's distributed to a large number of people to convey any commercial or non-commercial message at minimum time, costs and efforts. Drafting circular letter is only an art. It should be drafted in such how that can attract readers’ attention and may serve its purpose.
Importance or advantages of circular letter
Circular letter circulates information relating to a company, its products and services etc. to a large number of individuals at a time. It plays a crucial role within the growth and development of business. Its importance is briefly discussed below:
1. Easy method of conveying information: Circular letter is that the most easy, simple and effective thanks to convey any information to a large number of individuals.
2. Achieving economy: Circular letter are often used for wide publicity of products. As a result, organizations can save cost of sending letters to different parties separately and may gain economy.
3. Saving time: Circular letter transmits information to a large number of individuals at a time. It doesn't require reaching each individual separately. Thus, it saves time.
4. Less effort: Circulating information to every individual separately is a time consuming and laborious job. Circular letter helps to overcome this problem. Through circular letter, we will communicate with large number of individuals at a minimum effort.
5. Creating market: Through circular letter, a company can inform potential customers about its products and services. during this way, new market are often created.
6. Increasing consumer’s confidence: Convincing and attractive circular letter can easily touch the reader’s heart and thus helps to boost consumer’s confidence on the company’s products.
7. Creating public consciousness: In circular letter, information like price, quality, utility, place of availability, etc. are mentioned in detail that creates people more conscious about the product.
Key takeaways:
References: