Business Letters

 The Enquiry letters

 Letter of Placing an Order
 Complaints letters db

The structure of the business letter has a number of elements. Generally the following elements are included
in the structure of the business letter. Each element has a define place and specific position.

 Element of Structure of Business letter :-

1) Letter- pad of the organization.
2) Data.
3) Reference
4) Inside address means To
5) Attestation line means To
6) Subject – means business letter
7) Salutation- means Respected Sir/ Madam
8) Main body of the business letter- writing two paragraphs in simple sentence
9) Complementary close.
10) Signature / Name of Sender
11) Enclosures
 Enquiry letter
1) Ask only the question needed.
2) Use simple language/ Use proper tense.
3) Be clear and direct.
4) Be polite.

ENQUTRY LETTER

 You need some books for first year diploma in Engineering urgently. These books are not
available in your city, Draft an enquiry letter to the manager, Universal Books Depot Connaught
place New Delhi asking the w books are available in the store.

 Write a letter to Registrar2- University of Pune, enquiry about the short term English Language
course and requesting a copy of their prospectus.

 You want to purchase some electrical equipment for your workshop. Write a letter of inquiry to
Hindustan Electrical Appliances Co.Ltd., Pune.
 GOVERNMENT POLYTECHNIC, AMRAVATI
GADGE NAGAR PACHAWATI, AMRAVATI (M.S)
Ref: - GPA/ Enquiry/ 123 Date: - 1st Jan 2013
To,
The Proprietor,
Swastik Furniture Private Limited,
Nagpur, (M.S)
Subject: - An enquiry about the furniture.
Respected Sir / Madam,
I am Mr. A.B.PATIL working as a Principal in above College. We have recently
make renovation in our College we need some furniture for the interior decoration.
Unfortunately, we could not get these fumitories in our city. I would like to know
whether following items are available.
i. SOFA (3 Siter) (2 Nos)
ii. MOVING CHAIRS (5 Nos)
iii. CUBOURDS (10 Nos)
iv. COMPUTER TABLE (20 Nos)
Please let me know your terms and condition and mode of payment send your leaflet as
early as possible.
A waiting for your early reply.
Thanking you.
Yours Faithfully,
Mr. A.B.PATIL,
Principal,
Government Polytechnic,
Amravati.
 Sourabh Sunil Sawant
18, Chitrale Society,
Railway Station Road,
Amravati,
10 April, 2013.
To,
The Registrar,
University of Pune,
Ganeshkhind Road,
Shivajinagar, Pune-411005.
Subject: - Enquiry about short term English language course.
I am Sourabh S. Sawant from, Amravati I have Completed B.E. in computer
Technology form Sant Gadgebaba University Amravati, It is for additional knowledge and
advantage. I wish to do short term course in professional or communicative English, In have
learned that University of Pune runs a course like this.
I would like to know about the course. Its duration, admission procedure its fee
structure and curriculum etc. I will be obliged to you if you kindly reply me soon.
Thanking you,
Yours Faithfully,

Sourabh S.Sawant.
 Regal Workshop
B-6, Sinhagad Road,
Vadgaon Bd., Pune.
Date: 18/01/2007.
To,
Sales Manager,
Hindustan Appliances Co-Ltd.
Pune.
Subject:- Inquiry regarding availability of electrical equipments.
Dear Sir,
Regal workshop is seeking the information of availability of given electrical
equipments. I wish to know if you will supply the following list of equipments and if so then
at what cost and under what terms and condition.
Sr.No Electrical Equipments Quantity
010 Hindustan Irons 20
02 Hindustan Ceiling Fans 20
03 Hindustan Heaters 30
04 Hindustan Tube Lights 30

Please provide the information of the mentioned items at the earliest possible. Also
give the information about the mode of payment and transportation of the goods.
Thanking you.
Your Faithfully,
The Proprietor,
Regal Workshop, Pune.
 Order Letter
If the buyer of good is satisfied with the terms and conditions quoted by the seller he places an order
for the goods most large companies, which send out several orders every day, do not write separate
order letters but use a printed from this purpose.
Whether a company used an order from or writes a separate order from following factors
should be specified while placing an order.
1. The quality of good.
2. The quality of goods.
3. The types of packing required.
4. The price and the mode of payment.
5. The mode of transport.
6. The time and place of delivery.
7. Insurance of the goods in transit.
8. The right to reject the goods on account of a defect in quality or delay in the delivery.
The legal position of an order is clear while it is not exactly a contract, it has a legal
significance in the sense that a buyer cannot holds a seller responsible for not doing something
which is not clearly mentioned in the letter containing the order.
In the same way the seller cannot expect the buyer to pay more or accept goods different from
those mentioned in the order.

 Write an order letter to the manager, Digital Computer Plaza, of 100 Computer for your college
as the Principal of the college Provide all the Specifications about the computers.

 Write a letter placing an order with the proprietor, Modern Book Store, Pune-16 for the
following books, one copy each.
1. Animal farm – George Orwell
2. Oliver Twist- Charless Dickens
3. Pride and Prejudice – Jane Austen
State the terms and conditions.
 Place as order with the Best wholesale station Mart, Dader, Mumbai for different items of
stationary for your college co-operative store.
 ASSP Polytechnic,
Nagar Road, Pune- 28
Po No : ASSPP/PO/72/12-13 Date:- 1st March 2012
To,
The manager,
Digital Computer Plaza,
Mumbai-09.
Subject :- Order for 100 Computers for our College.
Reference :- your quotation No. DCP/2012-2013.
Respected Sir,
With reference to above mentioned I am so thankful to you for providing the
quotation regarding computer with given specification on the basis of this. I would like to
give an order for hundred computers for our college. The relevant details are given as below.
Sr.No Items Details Number
01 Monitor 17” 20
02 Intel Mother 31 DG 20
Board(Original)
03 Micro Processor Core to Dvo 20
04 Hard Disc 80 GB 20
05 DVD Writer LG 20

I have attached Demand Draft No. 23415 dated 28th of February 2012 State Bank of
India in favor of your starry for 50,000/- . The remaining payment will be paid after the
delivery of all the computers. As a matter of fact we need delivery within a week, if you
provide good service then we will increase the number of computers for next time.
Thanking you,
The terms and conditions.
1. All items should be in company sealed pack.
2. Damage of any item should be replaced.
3. The transportation should be borne by you.
4. The remaining 50 % payment will be given at the time of delivery of computers.
You’re faithfully,
The Principal
 Shree Gajanan Polytechnic

Mumbai Highway, Tathawde, Pune

Po. No : SGP/PO/12/43. Date: - 12th January, 2002

To,

The Proprietor,

Modern Book Store,

Pune-16.

Subject :- Placing an order of books .

Reference :- With the reference of your quotation.

Sir,

I am happy to inform you that the college committee has sanctioned your books, your quotation is
found to be competitive in price compared to other quotation so kindly make the necessary arrangement and
supply the following list of books within five days.

The list of Books.

Sr.No Name of the Books Author/ Publisher Quantity

01 Animal Farm George Orwell 1
02 Oliver Twist Charles Dickens 1
03 Pride and Prejudice Jane Austen 1

The Term and Conditions.

1. The books should be well packed in the boxes.

2. Damaged and misprinted books should be replaced.
3. The transportation should be of your.
4. The remaining 50% Payment will be given at the time of delivery of book.
I hope you will send the listed books as early as possible as our college library needs them very
urgently.
Enclosure:- The cheqve No .27973 of Rs, 5,00/ as an advance of the 50/ of the amount.
Yours Faithfully,
Principal,
Shree Gajanan Polytechnic,
Pune.
 Institute of Technology
Garden Street,
Thane [East],
PO.NO. : IOT/PO/75/12-13. Date: 10th July, 2012
To,
The manager,
Best wholesale stationery Mart,
Dadar, Mumbai.

Subject: - Order for different stationery items.

Reference: - your quotation No. BWSM/Q-35/12

Respected Sir,
With reference to the quotation furnished by you, I would like to place order for the
following mentioned stationery items required or gently in our college Co-operative store.
The details of the required stationery item are as follow:
Sr. No Item Number
01 Scientific Calculator 100
02 Drafter 100
03 Whitener (Camlin) 200
04 Pens(Cello-Red, Black,Blue) 50 Boxes each
05 Punching Machine 50
06 Stapler and Pins 100
07 Drawing Sheet 2500
08 Marker Pens 100

Kindly find enclosed demand draft No. 543210 dated 09 July, 2012 State Bank of India
Favoring your store for Rs,15000/-.
The remaining Payment will be made on the delivery of the material in stated. Condition
since it is an urgent requirement it should be immediately dispatched. Providing good and
quick service will ensure more order in future.
Thanking you,
Yours faithfully,
The Storekeeper,
IOT, Thane.
 Complaint Letter

 One must be careful in the business world as sometimes things go wrong and when thing go wrong the
aggrieved party will complain.
 There are occasion when you, as a businessman too will have to complain the purpose of this chapter
is to show how complaints and claims can be made without souring the relation between buyers and
sellers.
 The letters of complaints is always written for :
a) Goods quality or improper quantity of goods received
b) Goods arriving in late
c) Goods arriving in a damaged condition.
d) Defective packing.
e) Goods differing from the sample.
f) Goods differing from those specifically ordered.
g) Higher price.
h) Mistake in bill or invoice.
i) Poor, service, discourtesy shown by staff of seller.
j) Reminders for payment.
k) Goods delivery to the wrong.
l) After sale poor service.

 Write a letter of complaint to the state Electricity Board about the irregular Power supply in
your area.

 Draft letter of Complaint to the above Publisher for the receipt of damaged consignment.

 Write a letter of complaint to M/S. Singh & Singh informing about the delay of goods.
 Senhsnan Society
09, Revenue Colony, Ramnager, Pune-15.
To,
The Chief Engineer,
State Electricity Board,
Shivajinager, Pune-04.
Subject: - Complaint about the irregular Power supply in our area.
Respected Sir,
I am the secretary of snehsadan society. I regret to inform you that from last six
months the colony is very much irregular we the residents of this area complained to the sub-
division for three times. But there is no response from them because of irregular power supply
we have to face many problems. There is no fixed schedule for power cut. Many times at
night the power is cut. It creates disturbance in some accidents as the street lights are also off
situation. The water supply is also affected due to fervent power failures.
We have suffered so much due to the irregular power supply that is why we
complained to you about this and wish you will personally look into this matter and solve the
problem at the earliest.
Thanking you,
Yours Faithfully,
Secretary,
Senhsanan Society.
 Institute of Technology
Teacher’s Colony, Dambivali (East)
To,
The manger,
Bharat Publications,
14,L.B.S. Marg, Girgaon,
Mumbai-03.
Subject : - Complaint for the damaged Consignment.
Reference :- Order letter No. IOT/PO/87/12-13, dated 24 June, 2012.
Dear Sir,
I placed an order for the reference books in the subject of communication skills, Applied
Sciences and Engineering the Mathematics according to the name of required you sent the consignment
of reference books ordered for.
I regret to inform you that same 15-20 copies of the reference books are in total damaged
condition. I ordered for 75 copies but. I have received only 70 copies it is now with you to enquire with
your packing department.

You have to urgently inform me about how you will treat with this order by either replacing
the damaged books or reducing the cost please, there for, let me know you.
Thanking you,
Yours faithfully,
The Librarian,
IOT, Dambivali.
 THE FINE ELECTRONIC STORES
Wollen Street, Mumbai-02
4th March, 2012.
To,
M/S Singh & Singh,
Mumbai-24.
Subject :- A letter of complaint for delay in electronic goods.
Dear Sir,
We had placed an order with you for twelve dozen electronic goods you had promised to
deliver these in time in November 2011, still we have not got, the delivery of the goods.
We are, however, agreeable to continue the order in anticipation of an additional 10%
discount.
If you not find it convenient to allow this discount then we have no option but to cancel the
order as you were not able to deliver then according to the terms of the order placed with you in
September 2011.
Thanking you,
Yours Faithfully,
Proprietor.