Business Letter

Rumman Ansari   Software Engineer   2023-05-20   223 Share
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Business implies communication : oral and written ; and letters are an important media of written communication. A business is known by the letters it writes. Even when a deal is struck over the telephone or e-mail, still the transaction is confirmed by a letter. In this sense, letter has an important evidentiary and authentic value.

LAY-OUT of a Business Letter : A Business Letter must be written on a Company Letterhead, i.e. printed writing pad with the Company's name, and address. It must have a Reference No. and Date.

ARUNDHUTI ENTERPRISE
ION. S. C. Bose Road
Kolkata-700001

RefNo…………

Date……………..

 

To

........................................

........................................

........................................

Sub…………………………………..           

Sir/Sirs,

 

 ………………………………….. Body of the Letter………………………………………………………………

 

Signature
(NAME)
DESIGNATION
Date

Enclose :

 

 

Some important points to note :

  • write the address without any punctuation mark in between the number of the house/building and the name of the road/ street/lane : Only leave a gap :

23 N.S.C. Bose Road,

Kolkata-700001

  • Write the date cither as 10 May 2000 or May 10,2000. Only these two methods are acceptable in the international business world.
  • Do not put any punctuation mark after To' in the salutation part of the letter.
  • While addressing a particular man in the concern address him as ‘Sir’ ; but when you address the Company, address as ‘Sirs’.
  • Towards the end of the letter do not write ‘Thanking you'; better write, ‘Thank you’.
  • While addressing a man by his name, you should write Yours sincerely’ ; and if you address him by his designation, you should write ‘Yours faithfully’ or ‘Faithfully Yours’.
  • The language and over-all approach should be very fonnal but polite.

    • The area of business letter is a vast area. In the following pages some examples of business letter on various items are given. While you go through them, you should particularly note the language of the letter which varies according to the subject-matter and the tone of the letter.

     

    LETTER OF QUOTATION AND ORDER

    A business organisation decided to buy yearly requirement of stationer}' goods. Hence, a letter drafted asking a reputed concern to furnish the prices of different articles (Inviting Quotation) :

    K. Enterprise
    15 B. B. Ganguli Street
    Kolkata-700 001

    Our Ref : Pur-Enq/15/5/12

    15 May 2012

    Messers Variant Trading

    Mart 29 Mahatma

    Gandhi Road

    Kolkata-700 009

    Sirs,

    Sub : Inviting Quotation of Stationery Goods

    We have decided to buy the following types of stationery goods for yearly consumption of our office.

    1. 1. White paper 40 rims
    2. 2. Envelopes 60 dozens
    3. 3. Clips 100 dozen
    4. 4. Pins 50 packets
    5. 5. Pencil (Red & Blue) 10 dozen
    6. 6. Ink Refill (Red & Black, 8 dozen each)
    7. 7. Carbon Paper (Black) 12 packs

    We shall be glad to receive from you the lowest quotation for all these goods on or before June 15 1999. If your quotation suits us, the order will be placed within a fortnight of the receipt of quotation. Our terms are cash.

    Thank you.
    Yours faithfully,
    (SankarBanerjee)
    Proprietor

     

     

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