BUSINESS LETTERS
SAMPLES
Example 1
You are jolly of Class XII. You are interested in pursuing a course in visual
communication. You have seen an advertisement issued by the National
Institute of Communication, Pune, offering courses in Media and
Communication. Write a letter to the Director seeking information about
their courses, fee structure, placement opportunities, etc. (All India 2009)
Answer:
D-4020 ABC Lane
XYZ City
May 5, 2021
The Director
National Institute of Communication
Pune
Subject: Enquiry about course in Media and Communication
Sir,
This is in response to the advertisement in ‘The Daily’ dated April 30, 2021
regarding courses offered by your institute in Media and Communication. I have
just appeared for my class XII examination and am interested in pursuing a
course in Visual Communication. As very little information is available about
this course, I would be extremely grateful if you could send me detailed
information about it so as to enable me to move on to the next step and try to
seek admission in your reputed institute.
Please forward the following details at the earliest:
1. Procedure for Admission
2. Duration of the Course
3. Eligibility Criteria
4. Course fee (instalment for each term)
5. Placement opportunities available after course completion
6. Any other relevant information related to this course
I am extremely keen to join the above- mentioned course and would be obliged
if you mail me a Prospectus for the same in the self- addressed stamped
envelope enclosed herewith. Awaiting an early response from your end.
Thank you.
Yours truly,
Jolly Sachdeva
( JOLLY SACHDEVA)
Example 2
As the Sales Manager of M/s Universal Book Suppliers, 26 Ansari Road,
Daryaganj, New Delhi, write a letter to the Librarian Scindia School,
Gwalior offering information regarding the sale of dictionaries and
illustrated children’s encyclopaedias.
Answer:
Universal Book Suppliers
26, Ansari Road
Daryaganj
New Delhi
May 5, 2021
The Librarian
Scindia School
Gwalior
Sub : Quotation price of Dictionaries and Encyclopaedias
Sir,
We thank you for short listing us and sending the letter of enquiry (Ref. No.
SCG/CE/54-03) dated May 3, 2021 and are happy to furnish you the required
information. We are one of the leading suppliers in India and our products are
equally popular at home and abroad. We look forward to establish trade
relations with your esteemed institution.
We stock dictionaries and encyclopaedias published by Indian as well as foreign
publishers. We have books suitable for all age-groups of school going children.
As desired by you, we are enclosing our latest catalogue. It contains the
information you require.
We shall offer 15% trade discount given to educational institutions on this
category of books. Additional discount of 5% is offered on orders beyond Rs.
50,000. We need two weeks’ time to make free delivery of the order. We
accept payment by demand draft only. It should be payable at New Delhi. I
hope our terms will meet your approval and we’ll receive your order soon.
Thank you.
Yours truly,
S. Ravindran
(S. RAVINDRAN)
(SALES MANAGER)
Example 3
Write a letter to Lightways Sports, Amarrpalli, Thane, placing an order for
sports articles (Minimum 4) to be supplied to your school, ABC
Matriculation School, Civil lines, Pune. Sign as Ravi/Raveena, Sports
Secretary.
Answer:
ABC Matriculation School
Civil Lines,
Pune XXXXXX
May 5, 2021
The Manager
Lightways Sports
Thane XXXXXX
Subject: Order for sports goods
Sir,
This bears reference to the quotation (Ref. No.: 9365/16521) dated April 3,
2021. We wish to inform you that our school management has decided to place
an order with your company, for the supply of sports goods. The price quotation
submitted by your company has been approved and the institutional discount of
10 per cent offered by you has been accepted.
Please process the order and send on the above mentioned address.
Name of the Items Product Code No. of Items Remarks
Football FB 052 10 Adidas
Cricket balls CB 034 10 Leather
Tennis balls TB 048 20 Vicky (brand)
Cricket bats CBT 035 10 Adidas
Kindly ensure that all the items are in good condition, packed properly and
delivered within 15 days. The payment will be made by cash once the items
reach the school. Any loss or damage caused during transportation will be the
responsibility of the supplier. Further please note that transportation chargers
shall be to your account and invoice should include 10% trade discount,that is
permissible to educational institutes. Looking forward to the prompt delivery of
the order.
Thank you.
Yours truly,
Raveena Khanna
(RAVEENA KHANNA)
(SPORTS SECRETARY)
Example 4
Write a letter to the customer service manager of Ganesh Electronics Pvt.
Ltd. , Delhi , complaining about a defect in the music system purchased
from the store. Sign yourself as Gauri/Gaurav. (100-150 words)
Answer
[Link].58 Block-D
Sector 26, Rohini
New Delhi- 110085
May 5, 2021
The Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Rohini, New Delhi- 110085
Subject- Complaint regarding the defect in music system
Sir
I hereby write to complain regarding the defect in the music system (purchase
no. MS-845/07/2020) w.r.t Invoice no. MS-475/07/2020 purchased on April 2,
2021 from your store.
The music system worked properly for one month but it has not been
functioning properly for the past three days. The sound breaks whilst the songs
are being played and the system hangs multiple times. Coupled with this, the
songs stop playing abruptly and require the system to be restarted. Since the
music system is still in the warranty period of six months, I wish to get it
replaced at the earliest.
I expect you to look into this matter without any delay and provide a new
working music system of the same brand. I have enclosed a copy of the bill of
purchase for your reference.
Yours truly,
Gauri Kant
( GAURI KANT)