Letter Writing

The most common form of writing

Aim of letter writing

To persuade your reader to agree to what you say,
and to act accordingly
6 Cs of good letter writing
Clarity

Completeness

Conciseness

Consideration

Correctness

Courtesy

Three kinds of letters

Letters you initiate
Letters you write in reply
Letters you write to follow up some communication

Five
Fivesteps
stepsto
toplanning
planning
Set
Set aside
asidetime
timefor
for handling
handlingcorrespondence
correspondence
Decide
Decidepurpose
purpose
Gather
Gatherrelevant
relevantinformation
information
Arrange
Arrangethe
thematerial
materialin
inlogical
logicalorder
order
Select
Select the
theright
righttone.`
tone.`

Elements of a Letter

Date

Heading(/Letterhead)

Reference

Inside address

Attention Line

Salutation

Subject

Body

Conclusion

Signature

Enclosures

Date
The date line indicates the date the letter was
written
Use the American date format (place the month
before the day)
For example:
October 22, 2010
Oct 22, 2010

Heading/Senders Address
One line below the date
Senders name (in case of a company or firm)
Address
Telephone no.
Fax number
E-mail address
Telegraphic address
Printed or typed in the middle of the page
If written by hand, it should be on the left hand side

Example of Heading/Senders Address

GUPTA ENTERPRISES
7, Barakhamba Road
New Delhi-ll000l

NOTE:
No senders address is mentioned if
both the sender and the receiver belong
to the same organization.

Inside address
Receivers full name and designation
Address as on the envelope
Written on the left hand side
In ordinary cases, Mr., Mrs., or Ms.is used
Name of the company if there is no name or
designation
Messer's is used if the company has a nominal
feature in its name

Example of inside address

October 22, 2010
GUPTA ENTERPRISES
7, Barakhamba Road
New Delhi-ll000l
Kalindi Fertilizers Ltd.
Maincross Road crossing
National Highway 2
Gurgaon
The Vice Chancellor
Jaypee Institute of Information Technology University
A-10 Sector-62
Noida

Salutation
On the left hand side
Two spaces below the inside address
Its the greeting of the addressee
Its the written
conversation

equivalent

of

Hello used

in

In case of an organization, Dear Sirs is used

In case of an officer or designation Dear Sir or Sir is
used, the former being less formal

Sir/ Madam

For official correspondence

Dear Sir/ Dear Madam

For business correspondence

Dear Sirs/ Dear Mesdames

For firms

My dear

For informal letters

The Subject Line

The purpose of the letter in brief
Like a newspaper headline
Should be underlined or highlighted

Examples- The Subject Line

Sub: Transfer of shares
Sub: Request for overdraft facility
Sub: Request for organizing JIVE 11

Body of the letter

Two spaces below the salutation
Opening paragraph
Main paragraph
Closing paragraph
(No. of paragraphs vary with type of letter/content)

Opening paragraph
Designed to attract the readers attention
Should open with acknowledgement or gratitude
or
With a reference to the previous letter
or
Introduction specifying the nature of business
or
the occasion for writing the letter

Opening paragraph
Please refer to your letter No. A/21 of May 20,
2010.
We thank you for your enquiry of 29th May and
are glad to know that you are interested in our
products.
We wish to introduce ourselves as general
merchants of 10 years standing in our area..

MAIN PARAGRAPH
Contains all the relevant details
Should be brief and precise
Should be written in simple and clear words
Avoid ambiguity

MAIN PARAGRAPH
It would be competitive and hence justifiable if
you allow us either an additional trade discount
of 3% discount apart from the 7% trade discount
you have already offered. In view of the present
large order of Rs. 75,000 and the subsequent
orders you would be regularly getting from us,
you should still find these terms very attractive.

Closing paragraph
Should restate the purpose of the letter
Request some type of action
Some examplesWe look forward to receiving an early reply from you.
These goods are needed to execute our customers urgent
orders; hence we look forward to getting a prompt reply from
you.

Complimentary close
Four spaces below the body of the letter.
On the left hand side.
ExamplesYours sincerely / Yours faithfully / Yours truly

SIGNATURE
Lends authenticity to the letter
Without signature, a letter has no value at all
Placed below the complimentary close
The name of the person signing the letter is
typed below the signature

Optional Elements
Your reference/Our reference
Attention
Identification marks (Confidential)
Enclosure

Your reference/Our reference

An identification no.
Above the inside address

Attention
Addressed to an organization
Directed to a specific person
Name/Designation
Between the inside address and salutation

Enclosure
Two spaces below the signature
No. and brief details of documents

Types of Business Letters

Information Letters
Enquiry Letters
Orders
Tenders

Complaint Letters
Sales Letters

Quotations
Payments
Follow ups

Letters of enquiry describe what the writer wants and why.

The more unusual the request, the more convincing the
reason needs to be.
Enquiry Letter enquiring about some product advertised in
a newspaper

Heading:

Jackson Brothers
23rd Street
New York, NY 12009

Date:

September 12, 2010

Inside Address: GUPTA ENTERPRISES

7, Barakhamba Road
New Delhi-ll000l
Salutation:
Subject:
Main Body:

Dear Sirs
Enquiry about camera
With reference to your advertisement in yesterday's
New York Times, could you please send me a copy
of your latest catalogue. I would also like to know if it
is possible to make purchases online. Looking
forward to a speedy response.

Courtesy close: Yours faithfully

Signature Block:(Signature)
Name
Designation

Reply

All enquiries must be replied promptly

Delay conveys a poor image of the person responsible

Complete information (e.g. price, discount, credit

delivery etc.) should be provided. Cover all relevant
points.

Must be a convincing one.

QUOTATIONS

A specific offer of sale made in response to an enquiry

It includes details about the prices of the goods needed,

terms of payment, conditions of delivery etc.

An estimate of how much something will cost.

Competitive in nature, i.e., lower and more attractive

than what the seller thinks his competitors in the market
would quote.

Inviting Quotations and Placing Orders

Inviting
Invitingquotations
quotations

Describe
Describerequirements/specifications
requirements/specificationsclearly
clearly
Request
Requestseller
sellerto
toquote
quoteprices
pricesand
andterms
termsofofpayment
payment
Ask
Askfor
forsamples
samples
State
quantity
State quantityand
andtime
timeframe
frame
Ask
Askfor
fordetails
detailsofofguarantees,
guarantees,accessories,
accessories,spares
spares
Installation
Installationterms
terms
Duration
Durationofofvalidity
validityofofproposal
proposal

Sending
Sendingquotations
quotations

Sales
Salesletter
letterincluding
including
Mode
Modeand
andterms
termsofofpayment
payment
Place
Placeand
andmethod
methodofofdelivery
delivery
Method
Methodofoftransport
transport
Charges
Chargesviz.
viz.sales
salestax,
tax,octroi,
octroi,freight,
freight,insurance
insurance
Packing
Packingand
andforwarding
forwardingcharges.
charges.

Enquiries and reply to

enquiries lead to orders
and their fulfillment
A quotation should be
attractive enough to
secure an order

Placing
Placingorders
orders

Clarity/complete
Clarity/completedetails
detailsand
and
specifications/catalogue
specifications/catalogueno.
no.
Color,
Color,size,
size,quality
qualityetc.
etc.
Quantity
Quantity
Mode
Modeofofpayment
paymentand
andtime
timelimit
limit
Mode
Modeofofshipment
shipment
Address
Address
Proper
Properpacking/insurance
packing/insuranceissues
issues

Invite quotations
Date
------------------------------------------------Dear Sir
We wish to buy the following items of electronic equipment for our laboratory. We
would be grateful if you could provide us the pricing , inclusive of full particulars
and technical details. The quantity we propose to buy is mentioned against each
item. Since the processing of the purchase proposal may take some time, kindly
send us quotation valid for at least 3 months.
Item Description
Quantity
------------------------------------------------------Also let us know how much time would you take to process the order and deliver
the equipment. Also kindly include details of guarantee period and any after sales
facility provided by you.
We look forward to hearing from you.
Yours faithfully
Purchase officer

QUOTATION
From: ABC Company
Street Address
City,
Telephone and fax
Date prepared: ______________
Valid until: _________________
Quotation No: _________________
Prepared for:
---------------------------------------------------------------------------------------------------------------------------

Item Description

Quantity

Unit Price

Amount

Terms
&&Conditions:
Prepared
by:
Terms
Conditions:
_____________________________________________________________

Orders

[Date]

[Addressee]

Dear [Name]:

This is an order for the following merchandise: [description]

Please ship as soon as possible via [transportation company].

Payment terms shall be as discussed. Any questions regarding this

order should be directed to [Name, address, phone number]. Thank
you for your prompt and expeditious handling of this order.

Yours truly

Sales Letter
Purpose

Catch the readers attention

Arouse his desire to buy

Convince him that your product or service is the

best in market and he needs it

Motivate him to act quickly

Writing a sales letter

Introductory
Introductoryparagraph
paragraph

Making
Makingaastriking
strikingstatement
statement
Stating
Statingaasignificant
significantfact
fact
Making
Makingaaspecial
specialoffer
offer
Focusing
Focusingon
onthe
thecentral
centralselling
sellingpoint
point
Make
Makespecial
specialappeals
appealstotopride
prideofofpossession/vanity
possession/vanity

The
TheBody
Body

Explain
Explainthe
thequalities
qualitiesofofproduct
product
Convince
Convincehim
himthat
thatthe
theclaims
claimsare
aretrue
true
-Trial
-TrialOffers
Offers
-Guarantees
-Guarantees
-Free
-FreeSamples
Samples
-Testimonials/Statistics
-Testimonials/Statistics

Concluding
Concluding Paragraph
Paragraph

Closing
Closingparagraph
paragraphtotomotivate
motivateaction
action
-For
-Foryour
yourconvenience
convenience
-Limited
-Limitedstocks
stocks
-Order
-Orderform
formisisenclosed
enclosed

Sales Letter
Document Makers
2398 Red Street
Salem, MA 34588
March 10, 2010

Conclusions
Conclusionsto
tobe
beavoided
avoided

You
Youwill
willregret
regretyour
yourdecision
decisionifif
you
youdont
dontorder
ordernow..
now..
Indecision
Indecisioncan
cancause
causeyou
youloss
lossof
of
Such
Suchopportunities
opportunitiesdont
dontcome
comeagain
again
We
Wehope
hopeyou
youbelieve
believeus.
us.

Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
Dear Mr. Smith
Are you having trouble getting your important documents formatted correctly? If you are like
most business owners, you have trouble finding the time to economically produce goodlooking documents. This is why it is important to have a specialist take care of your most
important documents.
As Documents Makers, we have the skills and experience to come in and help you make the
best possible impression. May we stop by and offer you a FREE estimate of how much it
would cost to get your documents looking great? If so, give us a call at and set up and
appointment with one of your friendly operators.
Yours sincerely
(signature here)
Richard Brown
President

Complaints and follow-up

Causes
Goods

found damaged

Inferior

quality or defect

Order

carelessly fulfilled

Delay

in supplying goods

Wrong
Poor

invoicing

after sales service

Guidelines for drafting complaints

Regret the need to complain in a calm and

courteous style
State clearly what has gone wrong
Reference of order, quotation, date of arrival of
goods
Refer to inconvenience/ loss caused in terms of
money, sales
Suggest rectification steps
Close with expression of faith, expectation of
prompt action

Model letters

JUNE 7,2010
Gupta Enterrises
7, Barakhamba Road
New Delhi-110001
Messers Ashoka Garments
II, Gandhi Market
Bombay-270001
Dear Sirs
Sub: Your letter No. A/21
Please refer to your letter No. A/21 of May 20, 2010.
We are glad to know that our terms and conditions are acceptable to you. You will
always receive prompt and efficient service as a valuable client.
You are requested to send your orders. Our catalogue is enclosed herewith.
Yours faithfully
M.L. Gupta
Sales Manager

Fill up with preposition

August 10,2010
Brookers India Ltd.
6, Shakespaere Sarani
Calcutta
The Chairman
35, 11 Cross, Bellary Road
Banglore
by
at
of
Dear Sir,
at
in
We were impressedof your display
office furniture
the Expoquip
trade fair
in
of
held
Madrid
January.
for
We are a group
retailers specializing
the saleof
top-quality nonelectronic office equipment, and we are seeking a supplier
our stores.
Could you send us your
materials used in
to latest catalogue and price-list, details
your products, and information regarding credit terms and discounts?
We look forward
receiving your reply.
Yours faithfully
Kuldeep Singh

(Fill up with correct preposition)

Feb.15,2010
South End Sports
South Extesion Ph-1
New Delhi
of
The Sales Director
UK Cycles Ltd
G.T.Road, Sahibabad

for

in
in

with

of
Dear Sir
on
We read your advertisement
racing cycles
the current edition
Cyclists and are interested
your products
to
from
particularly touring bikes.
We are a large retail company
cycle shops throughout Germany .
We would like your catalogue and a price list quoting prices.
Please let us know your terms
trade, including quantity discounts,

Let us practise
Write a letter of reply from UK Cycles Ltd. G. T Road,
Sahibabad to South End Sports South Extension Ph-1
New Delhi.
Thank him for his letter, quoting the date
Give him the following information:
Discounts- quantity discounts or orders over $10,000
Delivery time- usually three months after receipt of order
Credit facilities only after trading for at least one year with
the company
Thank him for his interest in your company, and close the
letter in the appropriate manner.

Oct. 4, 2010
UK Cycles Ltd
G.T.Road, Sahibabad
The Managing Director
South End Sports
South Extension Ph-1
New Delhi
Dear Sir
Thank you for your letter of 15th February, in which you asked about our terms of trade.
We give quantity discounts on orders exceeding $10, 000, but cannot offer credit facilities
until at least one year after beginning a business relationship. We can normally guarantee
delivery of our goods within three months of receiving the order. We have pleasure in
enclosing our latest catalogue and price-list, which we hope will be of interest to you.
Thank you for your interest in UK Cycles, and we look forward to hearing from you.
Yours sincerely
Robert Morris
Sales Director
Enc. one