BUSINESS

CORRESPONDANCE
 What is Business
correspondence?

Business correspondence refers to

the exchange of letters, emails,
memos, reports, and other written
or printed materials between
individuals, companies, or
organizations in a business setting.
Importance of
business
correspondence
1. Maintaining a Proper Relationship
It is not always possible for any business or organization to reach to
any person in particular. This will cost any business. Here, the
business correspondence will be a rescue for any business.

2. Serves as Evidence
Any written form of communication serves as evidence. A
business correspondence helps the person in a business to
keep a record of all the facts. These written records will serve
as evidence
3. Create and Maintain Goodwill
It helps in creating and maintaining goodwill between a business
and a customer. Any letter to enquire, complaint, suggestion or
feedbacks helps a company to grow and maintain goodwill.
4. Inexpensive and Convenient
It is a cheap and convenient form of business communication.

5. Helps in the Expansion of Business

A business correspondence helps a business to achieve the
set goal. It also ensures the expansion of a business. With no
waste of time and proper utilization of manpower and
resources, a business can expand
 Answering quotation
Inviting quotation
Types of business Tenders
Orders
correspondence Tenders
Sales letters
Claim letters
Adjustment letter
Quotation
What is Quotation?
 A quotation is a document that a seller provides to a
buyer to offer goods or services at a stated price under
specified conditions.
 Also known as quotes, sales quotes, or sales quotations,
quotations are used to let a potential buyer know how
much goods or services will cost before committing to
the purchase.
 Types of
Quotation

Inviting Answering
Quotation Quotation
Inviting Quotation……
 Inviting quotations is a common practice in
business when a company is seeking to purchase
goods or services from a vendor or supplier. This
is done to find out the cheapest and best source
of supply of goods required. A great care is
necessary in drafting such letter so that right
seller can be located as quickly as possible.
The following are some tips and elements that should be
included in an effective invitation for quotations:

 Clear Request.
 Deadline.
 Contact Information.
 Selection Criteria.
 Instructions.
 Confidentiality.
 Follow-Up.
 Clear Request: Clearly specify the goods or services required and any relevant details such as
quantities, specifications, delivery dates, and payment terms.
 Deadline: Include a deadline for submitting the quotation to ensure vendors have enough time
to provide a comprehensive proposal.
 Contact Information: Include contact information for the person in charge of the procurement
process, including email, phone number, and address.
 Selection Criteria: Outline the criteria for selecting the winning proposal, such as price,
quality, and delivery terms.
 Instructions: Clearly provide instructions on how to submit the quotation, including the format
required and any additional documents that need to be included.
 Confidentiality: Include a statement that the information submitted will be kept confidential
and used only for the purpose of the procurement process.
 Follow-Up: Include a plan for follow-up and next steps, such as when vendors can expect to
hear back about the status of their proposal.
 Overall,
a well-written invitation for
quotations can help ensure that the
procurement process runs smoothly and
that vendors provide comprehensive and
competitive proposals.
 Requesting for a Quotation Letter with the Fee Details of Various Courses
25 B, Pavilion Apartments
Anna Nagar
Chennai – 600023
21st August, 2021
 
The Managing Director
VITA Training Academy
39, Alangad Census Town
Paravur, Ernakulam – 683513
 
Subject: Enquiry about Selenium Automation with Java/Python and Selenium with Appium courses
 
Respected Sir/Ma’am,
I have been working as a Manual Tester for four years. I am looking for short-term certificate courses to upskill myself and to suit the growing
needs of my company. I came across your institute and found it to be highly promising and efficient.
I would like to know the details about the fees and duration of the Selenium Automation with Java/Python and Selenium with Appium courses. It
would be highly appreciated if you could provide me with a quotation of the fees applicable for each of the courses as I have to submit it to the
management. Also, if there are other Automation courses that would be suitable, please let me know.
I request you to kindly send me the quotation letter as soon as possible so that I can start taking classes soon.
Thanking you
Yours faithfully,
Signature
Abhishek Baghel
Answering Quotation
 The supplier sends his offer after he receives the
inviting Quotation Letter.
 Answering quotations is an important part of the
procurement process when a company receives
proposals from vendors or suppliers in response
to an invitation for quotations.
What to include in your quote?

 Business details.
 Quote date, quote number and expiry date.
 Costs.
 Variations and revisions.
 Options.
 Terms and conditions.
 Timeline.
 Negotiation.
 Business details
Include your legal entity name and trading name, address, Australian business number
(ABN), contact details and website.
 Quote date, quote number and expiry date
Material costs and supplies can increase quickly. Without an expiry date, you may have
to honour a quote that will lose you money.
 Costs
Provide a line item breakdown of costs and the total cost. Make sure you show the
GST component. Consider adding a buffer into your labour costs in case the work
takes longer to complete.
 Variations and revisions
List additional accessories or services that are not included in the base level quote.
These could be things your customer hasn't considered and could create upselling and
value-adding opportunities.
 Options
Consider if there are any alternatives or add-ons you wish to include. There may be an
opportunity to upsell.
 Terms and conditions
Indicate what payment methods you accept and when you require
payments If the proposal is accepted, indicate the next steps for
finalizing contractual terms, such as a timeline for signing the
contract and any other necessary documentation.
 Timeline
Offer the expected time for completion or schedule of work—it is
important to add a buffer in your expected timeline to cover any
issues you may experience, such as staff shortages or supply
issues.
 Negotiation
If the proposal is not competitive, provide reasons for this and
indicate if there is any room for negotiation.
Overall, an effective response to a quotation can
help to establish a good relationship with the
vendor and ensure that the procurement process is
successful. It is important to be clear, concise, and
courteous in your response and to provide all
relevant information that the vendor may need to
make an informed decision.
 Responding to the Request for a Quotation Letter
VITA Training Academy
39, Alangad Census Town
Paravur, Ernakulam – 683513
23rd August, 2021
 
Mr. Shanu Shyam
25 B, Pavilion Apartments
Anna Nagar
Chennai – 600023
 
Subject: Reply to your request for quotation letter dated 21/08/2021
 
Dear Sir,
Thank you for your letter. We appreciate your interest in taking up certificate courses at our training centre.
We would like to point out that we offer hands-on training for all IT related courses. You will also be required to work on a real-time project for the
successful completion of the course.
Given below are details regarding the various courses for your reference. We have also given the fee details for other courses related to Selenium
automation.
S. No. Course Duration Fee (INR)
1. Selenium with Java 40 hours 12000
Please feel free to contact us in case of any doubts or queries.
Yours faithfully, Selenium with
Signature of the Managing Director 2. Python 45 hours 15000
Rahul Kumar Selenium with
Managing Director, VITA Training Academy 3. Appium 40 hours 18000
Contact number: 9xxxxxx65
Email id : Rahul kumar @gmail.com Selenium with Rest
4. API 50 hours 20000
By : Abhishek & Rahul
 0RDERS
This Photo by Unknown Author is licensed under CC BY-SA

FEBRUARY
2 0 23
LARANA
COMPANY

ABOUT ORDERS

Orders in business are a way

for companies to
communicate their
purchasing requirements to
vendors or suppliers. The
following are some tips and
elements that should be
included in an effective
LARANA
COMPANY

01 CLEAR AND CONCISE 02 ACCURATE

INFORMATION

03 PURCHASE ORDER NO. 04 DILIVERY AND

SHIPPING
AND PAYMENT TERMS
INFORMATION

QUALITY 6 FOLLOW
5 CONTROL UP
 LARANA
COMPANY

CLEAR AND CONCISE

o

Clear and Concise: Clearly specify the goods or services

required and any relevant details such as quantities,
specifications, delivery dates, and payment terms .
LARANA COMPANY

ACCURATE INFORMATION

Accurate Information: Include accurate

and up-to-date information, including
the vendor's name, address, and contact
66 %
details, as well as the company's billing
and shipping addresses..
LARANA COMPANY

PURCHASE ORDER NO.

Purchase Order Number:

Assign a unique purchase order
number to the order for
tracking and reference
purposes.
LAANA COMPANY

PAYMENT TERMS

Payment Terms: Clearly

state the payment terms,
such as the due date for
payment and any
discounts for early
payment
Delivery and Shipping Information: Provide clear instructions for delivery and shipping, including the expected delivery date, delivery location, and any special delivery
instructions.

LARANA COMPANY

DELIVERY AND SHIPPING

INFORMATION Element 5 Element 1
20% 20%

Delivery and Shipping

Information: Provide clear
instructions for delivery Element 4
20%
Element 2
20%

and shipping, including the

expected delivery date, Element 3
20%

delivery location, and any

special delivery
instructions.
LARANA COMPANY

QUALITY ORDER

Quality Control: Specify any

quality control requirements,
such as product inspection or
testing, and any
documentation that should
accompany the goods or
services.
 FOLLOW UP

Follow-Up: Include a plan

for follow-up and next
steps, such as when the
vendor can expect
payment and when the
company expects
delivery.
TENDER
B Y R A J B A G R I
WARDIERE INC.

WHAT IS TENDER?
A tender is an offer or invitation to bid for a
project or to accept a formal offer such as a
takeover bid. This term usually refers to the
process through which the government and
financial institutions put forward invitation bids
for large projects. These bids are to be
submitted within a given deadline. Another
application of the term tender or tendering is
when shareholders submit their shares or
securities in response to a takeover offer.

2022
Company
 Tendering process
1.Tender process is determined

There are four types of tender opportunities .These

include
1.Open tendering
2.Select tendering
3.Multi-stage Tendering
4.Invited Tendering

2.Request of tender is prepared

Tender request are invitation to suppliers to

provide a competitive offer to win a contract for
the supply of their
Products of services.
WARDIERE INC.

3.tenders are invited

An invitation to tender is used as a formal invitation to make an offer for the
supply of goods and services. The invitation to tender (ITT) letter is one of the
first steps in this 'buying' process, and is often the most exciting for the
companies providing their goods and services

4.Suppliers respond
You should first obtain all relevant documentation .Then:
A. Attend any pre tender briefing sessions being concluded.
B. Clarify any uncertainty
C. Plan your response
D. Prepare your response
E. Submit your response in the right format, on time and at the right location.
2022
Company
5.Evaluation and selection
Each tender will be checked for compliance, and if
compliant, then evaluated against the criteria
specified in the tender documentation. The tender
that offers best value for money will win the business.

6.Notification and debriefing

When a contract has been awarded, the successful
tender will be advised in writing of the outcome.
Unsuccessful tenders are also advised and offered a
debriefing interview.

Address : 123 Anywhere ST., Any City, ST 12345

7.contracts established and managed
Once you have been notified that your tender is
successful and have been awarded the contract, it is
important to meet all requirements and manage the
contract effectively.
 HOW TO WRITE AN EFFECTIVE
TENDER?
CLEAR AND
COMPREHENSICE
Provide a clear and
comprehensive description of the
goods or services required,
including specifications,
quantities, and any relevant
delivery or performance
standards.
TERMS AND
CONDITION
Include the terms and conditions
that apply to the tender, such as
the expected delivery date,
payment terms, warranty or
guarantee requirements, and any
quality or safety standards.
Evaluation
Criteria
Set clear deadlines for submitting
the bid, and any other relevant
dates, such as a site visit or pre-bid
meeting.
 Confidentiality and
Deadlines Communication
Non-Disclosure

Include a confidentiality and Provide a point of contact for any

Set clear deadlines for
non-disclosure clause to questions or clarifications related
submitting the bid, and any
protect sensitive information, to the tender, and ensure that all
other relevant dates, such as a
such as trade secrets or communication is clear and
site visit or pre-bid meeting.
financial information. concise.
 FORMAT OF
SALES LETTER
CLAIM LETTER
 WRITING A CLAIM
LETTER

• Clearly state the problem

• Explain the impact
• State your desired resolution
• Provide documentation
• Maintain a professional tone
 CLEARLY STATE THE
PROBLEM
Begin the letter by stating the specific problem, including the
date and time of the incident and any other relevant details.

EXPLAIN THE IMPACT

Explain how the problem has impacted you, your business
or your customers.
 STATE YOUR DESIRED
RESOLUTION
Clearly state what you would like the company to do to
remedy the situation. Be specific and reasonable in your
request.

PROVIDE DOCUMENTATION
Provide any relevant documentation, such as receipts,
invoices, or photos, to support your claim.
MAINTAIN A PROFESSIONAL
TONE

Even if you are frustrated or angry, it is important to

maintain a professional tone in the letter. Avoid making
personal attacks or using inflammatory language.
 Types of Claim letters
• Future delivery of the products with correct items.
• Replacement of defective products.
• Repair of the damaged products.
• Reduction in the price.
• Credit the amount to purchase account.
• Cancellation of order or portion of order.
• Rescheduling the payment installments.
• Correction of error in bill.
• Partial or full refund of the purchase price of the product or service.
Adjustment
Letter
STUDIO SHODWE

Adjustment Letter
• An adjustment letter in business is a
written response to a claim letter.
The purpose of an adjustment letter
is to acknowledge the problem and
provide a solution or compensation
to the customer.

• When writing an adjustment letter in

business, there are a few important
things to keep in mind:
STUDIO SHODWE

Acknowledge the problem

Begin the letter by acknowledging

the problem that the customer
experienced.
STUDIO SHODWE

Express empathy

Express empathy for the

inconvenience or frustration that the
customer may have experienced.
STUDIO SHODWE

Provide a solution

Provide a solution to the problem or

explain what steps are being taken to
address the issue.
STUDIO SHODWE

Offer compensation

Offer compensation or an alternative

solution to the customer.