BUSINESS LETTERS

• • Making enquiries/asking for information

• • Replying to enquiries/giving information

• • Placing orders and sending replies

• • Cancelling orders

• • Letters making complaints

WHAT IS A BUSINESS LETTER ;

A business letter is different from a personal letter in form, tone and content.
In personal letters we may follow an informal, or personal tone, content or
style. But business letters demand a formal and matter of fact treatment.
These letters are generally written to or by commercial and business firms
and enterprises, so they must be simple and systematic, brief and specific in
content and formal in treatment of the subject.

WRITING GOOD BUSINESS LETTERS

• • Be brief, clear and to the point.

• • Use separate paragraphs for separate topics.

• • The first para should indicate the theme of the letter.

• • Make a factual statement of facts.

• • Use simple and direct language. Avoid the use of long and high
sounding words and ambiguous construction.

• • Even while lodging a complaint or making criticism, you should

be polite and charming.

• • Avoid common-place and clumsy expressions.

• • Use a proper layout/format for these formal letters.

• • Extra space should be left between different sections and

 paragraphs.

Golden Rule. Always use:

• • Suitable format.

• • Well-organised content.

• • Appropriate language.

COMMON FEATURES OF FORMAL LETTERS

(a) BUSINESS LETTERS

Tel. No …………………………………………………………………………..

Our Ref…………………………………………………………………………..

Your Ref. (if needed)………………………………………………………..

Sender’s Address …………………………………………………………….

………………………………………………………………………………………

………………………………………………………………………………………

Pin …………………………………………………………………………………

Date ……………………………………………………………………………….

Inside Address…………………………………………………………………

………………………………………………………………………………………

………………………………………………………………………………………

Pin………………………………………………………………………………….
Sir/Madam

Subject

………………………………………………………………………………………
………………………………………………………………………………………
………

Introductory para

………………………………………………………………………………………
………………………………………………………………………………………
……….

………………………………………………………………………………………
………………………………………………………………………………………
……….

Main body of the letter

………………………………………………………………………………………
………………………………………………………………………………………
……….

………………………………………………………………………………………
………………………………………………………………………………………
……….

………………………………………………………………………………………
………………………………………………………………………………………
……….

………………………………………………………………………………………
………………………………………………………………………………………
……….

Concluding para

………………………………………………………………………………………
………………………………………………………………………………………
……….

………………………………………………………………………………………
………………………………………………………………………………………
……….

Yours faithfully

…………………………………………………………………………………….

Signature

Full Name …………………………………………………………………….

Designation ………………………………………………………………….

end. (if needed) …………………………………………………………….

c.c. (if needed) ……………………………………………………………

SAMPLE

16 Ring RoadNagpur – 01

November 30, 20xx

The DirectorABC Classes35 Patel StreetDelhi – 18

Subject: Enquiry about CAT Coaching Classes.

Sir
This is with reference to your advertisement in the ‘The Times of India’ for CAT
Coaching classes. I am keen on joining your institute

I have passed the B.Sc. degree examination with Statistics as the main subject.
Kindly let me know about the procedure of applying for the qualifying test and
its date. I would also like to know the duration of the coaching programme, the
duration and the number of classes per week along with the available mode of
classes. Could you please send me a copy of your prospectus? Information about
the fees payable and the study materials will be highly appreciated.

I would like to enroll as soon as possible. Your early response will enable me to
decide fast.

Thanking you.

With kind regardsXYZ

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