BUSINESS LETTERS

LET’S LEARN TO DRAFT A BUSINESS LETTER

BY Mrs. Monal Gupta
PGT ENGLISH
KVRRC FATEHGARH
FIRSTLY,WHAT ARE LETTERS?

The most common form of written communication is the letter.

Letter types include:

▪ Formal Letters – Job Applications, Letters to the Editor,

Business letters, Covering letter of Job Application

▪ Informal Letters - These are letters written to close associates.

WHAT ARE BUSINESS LETTERS ?
▪ A Business letter (or formal letter) is a formal way of
written communication between two or more parties.

▪ Format is the same as Formal Letters.

▪ Present your objective in a clear and concise manner.

▪ Remain polite and courteous, simply state the

problem(s) along with any other relevant information.
BUSINESS OR OFFICIAL LETTER
CAN BE USED FOR:

making asking for and

enquires giving
information

placing
orders and registering
sending complaints
replies
FORMAT OF BUSINESS LETTER
Sender’s Address
X---------------X line
Date (mm/dd/yy)
X---------------X line
Receiver’s designation
Receiver’s address
X---------------X line
Salutation (Sir/Madam)
Subject:
(Content in 3-4 paragraphs)
Yours sincerely
Signature
Full name
SOME STEPS IN WRITING BUSINESS
LETTERS.
1. (i) Introducing oneself if it is the first time you are writing
(ii) Referring to an earlier letter if you are
responding to it.

2. Stating the purpose of the letter

3. (i) Stating action/information required from the addressee

(ii) Explaining action taken/supplying information

4. (i) Urging action to be taken

(ii) Offering assistance in future
1. LETTER OF ENQUIRY
► A Letter of Enquiry could ► Include the following
be written to enquire content
about ► - Refer to the
► - a procedure for advertisement if
admission or membership mentioned in the
► - a training question.
programme/course ► - Specify the information
► - tour / travel that you need
arrangements ► - Conclude politely
► - sale / services requesting for a prompt
response
2. LETTER FOR PLACING AN
ORDER
► Goods ordered through a ► Include the following content
letter include ► - Refer to the advertisement
► - Books ► - Give details of goods being
ordered (brand , item, author,
► - Sports / laboratory colour/size etc,
equipment ► quantity, price if given
► - Magazines / journals ► - Give the mode of dispatch
► - Electronic gadgets and payment
► - Conclude politely asking for a
► - Garments
prompt and safe delivery of
► - Household items goods.
3. LETTER OF COMPLAINT
►The complaint could ► Include the following
content:
be against:
► Introduce & give details
► A social problem of product/service you
► Poor services by an wish to complain against
agency/organization ► Give causes of the
► Defect in product problem . Ask for action
to be taken.
► Conclude politely, hoping
for prompt action
SAMPLE LETTER OF ENQUIRY

You are Meena Saxena of Kanpur. You have come

across an advertisement of a coaching centre that
prepares students for the Pre Medical Test.

Write a letter to the director of the institute asking

for information that you require before you decide
to join it.
7, Greater Colony
Kanpur

August 21, 2020

The Director
Gupta Tutorials
25, High Street
Kanpur

Sir
Subject: Enquiry regarding PMT coaching
This is with reference to your advertisement in ‘The Daily Times’ dated January 16,
2015. I am preparing for the Pre-Medical Test. I am interested in joining your
institute, but before I do so, I would like the following information:

1) Duration and timings of the course.

2) Fee structure and mode of payment.
3) Strength of each batch.
4) Success rate of your institute.
5) Any scholarships awarded to meritorious students.

I would be grateful if you could give me a prompt response so that I can take a
timely decision to join your institute. A self-addressed stamped envelope has been
enclosed herein for the same.

Thanking you
Yours sincerely
Meena Saxena
Encl: Self-addressed stamped envelope.
 PRACTICE LETTER QUESTION

You are Aditya/Akhila. Write a letter to

KCG Infotech, Pune asking for details
regarding a summer course in Multimedia
offered by them.
THANK YOU