Kindly let me know about the procedure of applying for the qualifying criteria and exam date

(if any). I would also like to enquire about the duration of the concerned coaching program,
the duration and the number of classes per week along with the available mode of classes.
It would be great if you could share the information about the fees payable and the study
materials.
I would like to enroll as soon as possible. Early response will be highly appreciated.
Thanking you.
With kind regards
XYZ
• Order Letter
Order letters are basically the purchase order letter, where the sender is ordering a
particular commodity. Purchase order letters are usually drafted by the purchasing
department of any organization.
Format of Formal Letter: Booking Orders.
Points To Remember:
– Details of the order must be stated clearly including complete information like the
quantity of the goods, model number (if available), etc.
– Mention proper information related to the shipping like the mode of shipping, shipping
location and the desired date for the goods to be shipped must be clearly stated.
– Payment Related inquiries must also be stated clearly including the mode of payment,
date of payment or terms and conditions regarding payment.
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
Epitome Furniture
Ajmer− 25
Dear Sir,
Sub.: Order for furniture.
As per our telephonic conversation, on behalf of our company I would like to place an order
for the supply of the following set of furniture.
Model No. Name of the Item Quantity
2356 Sofa 25
4568 Coffee Table 12
1256 Table 34
8907 Chairs 68
According to our last discussion, we are sending a demand draft of Rs. 50,000 as an
advance payment for this order. The rest will be paid at the time of delivery. Kindly ship the
above order at the above-mentioned address.
Kindly adhere to the terms of the agreement. We hope to receive the order in four working
days.
Thanking You.
Yours truly
XYZ
HR
• Letter of Complaint
Letter Of Complaint is usually written to make the receiver aware of the issues that you are
facing and how you expect him/her to resolve those issues as early as possible.
Format of Formal Letter: Registering Complaints
Points To Remember:
– Use polite yet assertive words regarding complaint issues.
– Mention the complaint in detail, the reader should be fully aware about the issue n order
to address it.
– Specify the action you want the recipient to take, it would signify that you are just not
pointing out the problem, you are providing a solution to it.
– Provide order information including the date of arrival, order number, or the details of the
previous complaint (if any)
– Specify the expected response time, if you keep deadlines, it signifies the importance of
the issue.
– Attach a copy or a specimen of the invoice or any other receipt
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
Epitome Furniture
Ajmer− 25
Dear Sir,
Sub.: Complaint against Order No. ET098654.
This is with reference to Order No. ET098654 place on Oct 4, 20xx. The order consists of
office stationery and business cards. As per the agreement, we were hoping to receive the
order latest by Oct 8, 20xx. First of all the order did not reach in time. Also, the quality of the
papers is questionable and the design of the business cards is not matching with the
selected one.
We have faced a lot of inconvenience due to this.
Kindly ensure that the order will be replaced latest by Oct 20, 20xx, failing which payment
will be stopped or the order will be canceled from our end. I request you to look into the
matter and do the needful as soon as possible.
Thanking you.
Yours truly
XYZ
General Manager
• Reply to a Letter of Complaint
This letter is written to signify that the letter is received and you will be taking the required
actions as soon as possible. It creates a positive impact in the mind of reciever that his/her
issues were taken seriously.
Format of Formal Letter: Reply to the Letter of Complaint
Points To Remember:
– Apologize for the error from your side
– Mention the course of actions you will take for the concerned issues and the time
required to do so
– Assure the customer for no more future grievances and troubles
– Be very clear and specific about every detail
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
PrintFine
Delhi− 25
Dear Sir,
Sub.: Reply to the complaint against Order No. AB93646.
This is with reference to your Order No. AB93646 which you placed with our company on
Oct 5, 20xx.
We sincerely apologize for the inconvenience caused. Right now we are facing problems
with the supply from the manufacturer’s end.
We ensure that we will replace the order latest by Oct 20, 20xx also such issues will not
occur in the future again. We would appreciate your support on this matter.
Thanking You.
Yours Truly
QPR
Manager
• Promotion Letter
Format of Formal Letter: Promotion of new developments and up-gradation.
Points To Remember:
– Use clear, error-free sentences expressing definite terms
– Proper use of punctuation and correct spelling
– Avoid slang, fancy terminologies of jargon
– Clearly discuss the promotion
– Avoid using abbreviations
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
PrintFine
Delhi− 25
Dear Sir,
Sub.: New Branch at HJ Colony.
We are glad to announce the grand opening of a new branch of our company in QPR Colony,
Delhi on Dec 05, 20xx.
You have been a valuable client to us. We are extremely delighted to inform you that this
branch is also fully efficient. We have worked to make ourselves more efficient and provide
you with better quality solutions. We are dedicated to providing you with the best service
that you deserve.
We would be very happy to have you as our guest in our branch and encourage you to share
your feedback about our products.
Looking forward to your visit to our new branch.
Thanking you.
Yours truly
XYZ
HR
• Sales Letters
Format of Formal Letter: Sale Intention.
The purpose of this letter is to make a sales pitch. You are informing the receiver about your
new product which you have recently launched and how will it be beneficial to that person.
Make sure you mention all the Unique Selling Points of your product in the letter
Points To Remember:
– The language must be formal
– Avoid slang and use of abbreviations
– The content must be clear, concise and understandable
– Pay attention towards the targeted audience
– Provide proper details, features, uses of a newly launched product
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
AutoBoss
Delhi− 25
Dear Sir,
Sub.: New scheme of an automobile loan.
It provides us with immense pleasure to inform you that we have launched a new scheme
for an automobile loan. As a respectable and trusted client, we are providing you with the
details of this scheme.
The rate of interest of this loan is comparatively lower to the schemes of other banks. The
bank also provides an opportunity to buy or sell any of the automobiles.
Please feel free to contact us if you have any queries regarding the same. This service is
fast and free and we will provide you with the service within 24 hours.
Looking forward to hearing from your side.
Thanking you.
With regards,
KLM
Bank Manager
• Recovery Letters
Recovery letters are basically loan recovery letters, where you are requesting the receiver to
clear off the debts if they have failed to clear it on time.
Format of Formal Letter: Collect money from a client or a customer
Points To Remember:
– The language of the remainder must be polite
– The detailed information and the reasons must be clear and understandable by the client
– The language should be formal
– Provide the detail of legal action in case of non-payment of further delay in clearing the
dues
Example:
Ajmer Road,
Jaipur – 26
October 13, 20xx
The Manager
AutoBoss
Delhi− 25
Dear Sir,
Sub.: Reminder for paying dues.
This is to remind you that your organization has taken a loan of Rs. 2 crores on June 18,
20xx. As per the agreement and loan guidelines, on completion of one and a half year, you
were required to pay back 80% of the principal amount with the due interest.
Since now we have received just 50% of the principal amount. As the payment is due since
long, we would appreciate if you could make the full amount deposit at the earliest.
I request you to kindly look into the matter within the next six working days. In case of
failure of payment, strict legal action will be taken. Kindly acknowledge the matter.
Thanking You.
Yours Sincerely
FMG
Manager
Now, that you know all about the complete Format of Formal Letter and in case you want to
read more about the SSC MTS Descriptive Test, read the articles mentioned below!