Lecture PPTs Business Communication Unit III

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    Business Letters

    Unit III

    BBA N202

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    Latter

    Written communication or instrument that aff

    irms existence of a fact or obligation,

    or grant of a power or right.

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    letter writing

    Letter writing by itself is an art. It Is also a socialand business asset. The ability to write a goodand perfect letter can be as useful as the abilityto talk well and the ability to maintain excellent

    inter-personal relationships. In business,effective communication through letters savesmuch time, trouble and inconvenience. Itpromotes understanding as well as business.

    The letter one sends on behalf of a company oran organization is a representative of theorganization.

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    Business Latter

    Business letters are formal letters used for

    business-to-business, business-to-client, or

    client-to-business correspondence. There are

    a number of elements to a business letter.

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    A business letter is usually used when writing

    from one company to another, or for

    correspondence between such organizations

    and their customers, clients and other

    external parties. The overall style of letter will

    depend on the relationship between the

    parties concerned.

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    Qualities of an Ideal Business letter

    Simplicity of language: A business commercial letter shouldbe written in simple language so that receiver canunderstand the meaning and the significance of the letter.Confusing and complex words must be avoided.

    Conciseness: Business letters should be brief butinformative. It must be in such a size which is complete toprovide effective message. The following rules may befollowed to achieve conciseness in the message

    (I) Include only relevant facts.

    (ii) Avoid repetition as far as possible, (iii) Avoid trite and wordy expression. E.g. do not write a

    sentence like in close proximity to instead you write nearby,

    (IV) Organize the letter well.

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    Relevance: A good business letter should bearinformation which is relevant and state true fact. Itshould avoid irrelevant material that wastes readersmind and hides the important data. An effective

    business letter always aims at quality not quantity.

    Completeness: the writer of such latter must be carefulto make a complete picture in the mind of receiver. Anyincomplete or partial data must not be incorporated in

    a letter. In this regard the writer must have sufficientknowledge to organize the message in such a way thatcreates no confusion.

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    Specific purpose: The purpose of a business letter shouldbe specific enough to justify the success of the message.Vague message will bring no action but wastage of time,effort and money.

    Clearness: Messages of a business letter must be readableand clear. Intention of the writer must be communicatedproperly in clear tone to the reader or receiver.

    Free from error: A letter containing any error creates badimpression regarding the sender and his status. So, any sortof error should be avoided and for that sender must be pre-cautioned in using style, format, grammar and words.

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    Attractive Format: The format and style of a business letter shouldbe good looking. As we know, readers first impression is largelyinfluenced by the external appearance of the letter, so there shouldbe effort to make the letter eye catching.

    Courtesy: Courtesy implies politeness & friendly behavior towardsother then approached. It covers the important place in businesscommunication. It costs nothing but its positive impact is much tofacilitate friendly relation. The following principles help to promotecourtesy:

    i. Answer the letter promptly.

    ii. Omit irritating expressions.

    iii. Apologize sincerely for an omission.

    iv. Thank generously for a favor.

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    Salesmanship: Every letter must carry salesmanshipbecause such quality tells about the origin or source of aletter. As a result, good reputation builds up in the mind orreceiver.

    The You Attitude:

    The you attitude is a writing style that

    emphasize readers rather than the writer. Is and we shouldbe avoided and include as many yours as possible.

    e.g.

    Non You attitude: We welcome you to our shop for

    shopping. You attitude: You are welcome to your shop for shopping.

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    Tactfulness: This is the quality that goes handin handwith courtesy. It is very important in handling complaintsand adjustments and letters seeking credit. The objective oftactfulness lies in retaining the goodwill of someone eventhough his request has been rejected.

    The Positive Approach:Avoid nos and sorry as they areundesirable to all. They are unwelcome words. Insteadthere should be emphasis on positive thing. Even no can bewritten as another time and sorry can be said as I will try.

    Sincerity: Business latter must be written with due sincerity& honesty. The writer has to think about the interest of thereceiver & must show due respect to it.

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    Format of a Business Letter Tel. Name of the firm E-mail:

    Fax. Postal Address Website:

    Ref. Dated:

    To

    Name and

    address of the person to whom letter is sent

    Subject:

    Salutation,

    _______________________________________________________________

    Opening part _______________________________________________________

    ________________________________________________________

    ____________________________________________________________________

    Main part ___________________________________________________________

    ________________________________________________________.

    ____________________________________________________________________

    Concluding part ______________________________________________________

    _______________________________________________________.

    Complementary close

    Signature (name)

    Designation

    Enclosures

    CCPS

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    TYPE OF BUSINESS LETTERS

    These are the few instances in which businesscorrespondence takes place. Let us learn thedetails about some important business letters.

    i. Business Enquiry Letter

    Sometimes prospective buyers want to know thedetails of the goods which they want to buy, likequality, quantity, price, mode of delivery andpayment, etc. They may also ask for a sample.The letter written to sellers with one or more ofthe above purposes is known as enquiry letter.

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    Specimen of Business Enquiry Letter

    Tel. 23241053 M/s Acron Electricals E-mail: [email protected]

    Fax.: 23244155 22/c, Main Road Website: www.acronelc.comDarya Ganj, New Delhi-2

    Ref. PR/F/2002/27 Dated: July 27,2002

    M/s Bharat Fans

    Bharat Complex

    Hyderabad Industrial Estate

    Hyderabad - 500032

    Subject: Enquiry about the prices of fans

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    Dear Sir,

    We are dealing in retail trade of electrical appliances. We would beinterested in selling your product, Bharat Fans through our retailshowroom.

    Could you, therefore, send us your quotations and let us know the

    terms and conditions of payment. Thanking you,

    Yours faithfully,

    For M/s Acron Electricals

    Sd/-

    (A.B.Kumar)

    Partner.

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    ii. Quotation Letter

    After receiving the letter of enquiry from aprospective buyer, the sellers supply the

    relevant information by writing a letter that iscalled quotation letter. These letters arewritten keeping in view the information askedfor like price list, mode of payment, discountto be allowed etc. Businessman should replyto the inquiries carefully and promptly.

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    Specimen of Quotation Letter

    Tel. 508632-35 M/s Bharat Fans E-mail: [email protected]

    Fax. 508600 Bharat Complex Website: http://www.bhfan.com

    Hyderabad Industrial Estate

    Hyderabad - 500032

    Ref.-SL/F/2002/12 Dated: August 10,2002

    M/s Acron Electricals

    22/c, Main Road

    Darya Ganj, New Delhi-2

    Subject: Your letter No. PR/F/2002/27 dated July 27, 2002

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    Dear Sir,

    Thank you for your letter of enquiry. We would be glad to meet your requirements of selling our fanin your retail showroom.

    Our quotations are given in the price list enclosed. We offer 10% discount on order above Rs.50,000. Besides, we allow a grace period of 45 days for payment of dues to our regular customers.

    We are confident that you will find our prices competitive and our terms and conditionsreasonable. We look forward to meeting your requirements.

    Thanking you,

    Yours faithfully,

    For M/s Bharat Fans

    Sd/- (Des Gupta)

    Encl: Price List & Terms and Conditions Sales Manager

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    iii. Order Letter

    In the previous section, we have studied aboutletters of enquiry and reply to enquiry i.e.,

    quotation letter. The prospective buyer afterreceiving the reply to his enquiry letter maydecide to place on order with that business housewhich offers goods at minimum price and at

    favourable terms and conditions. Letters writtenby a buyer to the seller giving the order topurchase the goods is called order letter.

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    Specimen of Order Letter

    Tel. 3241053 M/s Acron Electricals E-mail: [email protected]

    Fax. 3244155 22/c, Main Road Website: http://www.acronelc.com

    Darya Ganj, New Delhi-2

    Ref. PR/F/2002/32 Dated: August 22,2002

    M/s Bharat Fans

    Bharat Complex

    Hyderabad Industrial Estate

    Hyderabad - 500032

    Subject: Your letter of quotation No. SL/F/2002/12 dated August10,2002

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    Dear Sir,

    Many thanks for your prompt reply to our enquiry letter of July 27, 2002.As we find your prices and terms quite reasonable, we wish to place a trial

    order as per the list enclosed. As pointed out in our enquiry letter, quality is important. Should the goods

    meet our expectations, substantial orders will follow.

    Payment will be made within the time limit prescribed in your quotationletter.

    Thanking You,

    Yours faithfully,

    For M/s Acron Electrical

    Sd/-

    (A.B.Kumar)

    Encl: Order List Partner

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    iv. Complaint Letter

    A complaint letter is written when the purchaser doesnot find the goods upto his satisfaction. It is normallywritten by the purchaser when he receives wrong,defective or damaged goods or receives incorrectquantity of goods. It can also be written directly to thetransit authority when the goods are damaged intransit. Thus, we may define a letter of complaint as

    the letter that draws the attention of the supplier orany other party on account of supply of defective ordamaged goods.

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    Specimen of Complaint Letter

    Tel. 3241053 M/s Acron Electricals E-mail: [email protected]

    Fax. 3244155 22/c, Main Road Website: http://www.acronelc.com

    Darya Ganj, New Delhi-2

    Ref. PR/F/2002/27 Dated: September 5, 2002

    M/s Bharat Fans

    Bharat Complex

    Hyderabad Industrial Estate

    Hyderabad - 500032

    Subject: Complaint regarding fans

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    Dear Sir,

    I would like to draw your attention to the fact that some fans are found missing inthe parcel, dispatched by you, which I received today. It appears that the followingitems were not included.

    Bharat fan super quality 3 (Three)

    Bharat fan standard 2 (Two)

    We will appreciate if the above fans are sent to us or the amount credited to ouraccount.

    Yours faithfully

    For M/s Acron Electrical

    Sd/-

    (A.B.Kumar)

    Partner

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    v. Recovery Letter

    The letter written by the seller for collection ofmoney for the goods supplied to the buyer iscalled recovery letter. The aim of recovery letteris to collect money without annoying thecustomers. The letter should include informationregarding the amount of arrears argument forpayment, and last date for payment. The

    language of recovery letter should be polite, sothat the customer is not offended and futuretransactions with him are not adversely affected.

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    Specimen of Recovery letter

    Tel. 508632-35 M/s Bharat Fans E-mail: [email protected]

    Fax. 508600 Bharat Complex Website: http://www.bhfan.com

    Hyderabad Industrial Estate

    Hyderabad - 500032

    Ref.-SL/F/2002/12 Dated: December 10,2002

    M/s Acron Electricals

    22/c, Main Road

    Darya Ganj, New Delhi-2

    Subject: Recovery of dues

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    Dear Sir,

    We believe that the payment of our bill No. 1713 dated September2,2002 must have escaped your attention. As the payment is duesince long, we would appreciate if you send us your chequeimmediately. Please let us know whether payment is being withheld

    for some special reasons. Thanking you,

    Yours faithfully,

    For M/s Bharat Fans

    Sd/- (Des Gupta)

    Sales Manager

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    Bank Letters :

    All businesses are doing financial transactions with banks.Business without Bank is a myth he are after. So, havingbusiness correspondence with banks is inevitablehereafter. We have to learn the business nuances ofdrafting letters to banks. Here are many such letters which

    bring into affect all the typical circumstances in which wehave to do letter-correspondence with banks. From thefirst point of opening a business to the level of expandingthe business to the international level, we have to seekthe help of the bank. Banks do not only the role of

    financing our business operations but also the role oftransforming our money to our customers and ourworkers. With the help of online transaction, we have torun our business. Here you will get all sports of help in thematter of letter-transactions with banks.

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    For Opening Saving A/c

    From :R.K. VIDESH,2, Stephen Road,CHENNAI 600 005.

    3rd October 1999

    To :

    The Manager,Central Bank,CHENNAI 600 002.

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    Dear Sir,

    I would like to open a Savings Bank Account in your branch. As perrules, you need an introduction letter given by a person who isalready holding an account with your branch. In this regard, I amenclosing a letter from Mr. S. Krishnan residing at 2, Bends Road,Chennai 5. His Savings Bank Account number is SK 33923.

    Kindly allow me to open an account with you.

    Thanking you.

    Yours faithfully,

    R.K. VIDESH

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    Account opening to the firm

    ABC Company Limited

    6, Pankaj Road,BANGALORE 560 030.Phone : 098 13245678

    Fax : 098 - 13245678

    9th December 1999

    To :

    The Manager,Syndicate Bank,BANGALORE 560 029.

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    Dear Sir,

    In the beginning of this month, I have opened a shop at the above address

    to deal with electrical goods.

    I would like to open a Current Account in your bank. In this regard, I amenclosing an introduction letter given by Mr. S.R. Gopinath, AstroElectronics situated at 3, Nirmal Road, Bangalore 30, who is holding acurrent account with you. His account number is SRG 43262.

    Should you require any specific details, please indicate. It will be mypleasure to furnish the same.

    I look forward to have banking operations with you for a long time to come.

    Thanking you.

    Yours faithfully,

    (K.S. MANJUNATH)

    Proprietor

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    Letter Requesting A Customer to

    Close His Account :National Bank

    191 / N - Patricia AvenueLiverpool 600 020

    Phone : 0011 - XXXXXXXXFax : 0011 - XXXXXXXX

    May 5 - 2009

    To :

    Mr. Som Nath,326 / H - Raman Nair Street,Maalyvalley 682 016.

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    Dear Sir,

    I regret to inform you that a cheque for Rs.1200 drawn in your account has beenreturned unpaid for lack of sufficient funds on your account.

    For the last six months it has been necessary to return six cheques unpaid, for youhad neglected to make provisions.

    You will appreciate that it is bad for you and quite damaging to the reputation ofthe Bank.

    I am, therefore, reluctantly compelled to request you to close your account.

    Yours Truly,

    For National Bank

    (V. RAJAN PETER)

    Manager

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