A letter is a way to communicate, and business letters are used for communication-related to buying and selling. These letters are used for various business transactions. The main purpose of business letters is to start and keep business relationships.
Business Letters help in promoting, introducing, and finalizing business deals. Business letters are used instead of talking in person or over the phone. They are often the only way to communicate when distance is a barrier.
Writing business letters is a cheap and efficient way to communicate. It plays a significant role in the work and life of businesses.
Advantages of Business Letter
- Letters are an inexpensive way to communicate compared to other methods.
- They can be used for all types of business communication.
- Letters create a written record of all business transactions.
- The format of a letter is easy to use.
- They can be sent safely and quickly by post, courier, or messenger.
- The length of a letter can be adjusted to the situation.
- They allow for corrections and edits before the final version is sent.
- The letters are clear and to the point.
- They make unpleasant tasks easier.
- Business letters benefit both the sender and receiver.
Instructions
When writing a business letter, follow these instructions:
🌴 Avoid using cliches or overused phrases like “We wish to advise” or “Enclosed please find”.
🌴 Use only necessary words and phrases, and avoid using jargon or pet words like “Bottleneck” or “Envisage”.
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🌴 Use simple and appropriate language instead of bookish words.
🌴 Avoid pedantic (bookish) words. Use common but appropriate equivalents.
🌴Don’t use extra words or padding, and avoid negative phrasing. Instead, use positive and concise language.
🌴 Avoid using insulting or antagonizing words, and keep your sentences short.
- EXAMPLE
- Negative: We cannot supply the goods until we receive payment.
- Positive: We will supply the goods as soon as we receive your payment.
Business Letter Format
HEADING:
- Write the name of the firm and the nature of the business.
- Add a reference number, if necessary.
ADDRESS:
Write the recipient’s name, job title, and full mailing address.
GREETING SALUTATION:
- Begin the letter with a polite greeting, such as “Dear Mr./Ms.” followed by the recipient’s last name.
- Add a subject line that briefly explains the purpose of the letter.
BODY OF THE LETTER:
- Write a short introduction that explains the reason for writing the letter.
- Add a few paragraphs to provide more details and information.
- Conclude the letter by summarizing the key points and stating any requests or next steps.
COMPLIMENTARY CLOSE:
End the letter with a polite closing phrase like “Sincerely” or “Thank you”.
SIGNATURE:
Add your name, job title, and signature.
ENCLOSURE:
If you are including any additional documents, list them at the end of the letter.
Business Letter Samples
Business Letter Sample #1
Q1. Write a letter to the supplier complaining that the varnish is of inferior quality. However, you may offer to retain the goods on the condition that an allowance of 15% is made in the price, failing which the supplier should dispose of the goods.
To,
The Sales Manager,
ABC Paints Pvt Ltd,
30, Shakespeare Sarani,
Kolkata – 700017,
May 9, 2023
Subject: Complaint about the inferior quality of varnish
Dear Sir/Madam,
Copyright Notice:📚 Teachers and students are granted permission to use, reproduce, and distribute this content solely for educational and non-commercial purposes. 🚫 Unauthorized copying, distribution, or reproduction for commercial purposes is strictly prohibited. Any infringement may result in legal action.
We regret to inform you that the varnish we received from your company is of inferior quality. We had ordered a premium quality varnish, but the product that we received does not meet the expected standard. The varnish is not drying properly and is leaving uneven patches on the surfaces, which is causing great inconvenience to our business operations.
However, we would like to retain the goods provided an allowance of 15% is made in the price. If the above condition is not acceptable to you, we request you to dispose of the goods immediately.
We hope that you understand the gravity of the situation and take the necessary action to resolve the issue. We have been doing business with your company for a long time, and we expect you to maintain the high-quality standards that we have come to associate with your brand.
Thanking you in anticipation.
Yours sincerely,
Ravi Sharma
(Manager)
Sunrise Enterprises
Contact No. (033) 22222222
10, Central Plaza
Kolkata – 700078
Business Letter Sample #2
Q2. Write a letter complaining that defective goods have been supplied. Ask them to replace them immediately. Otherwise, it would adversely affect the reputation of your business concern.
To,
The Customer Care Manager,
XYZ Electronics Pvt Ltd,
15, Princep Street,
Kolkata – 700072,
May 9, 2023
Subject: Complaint about defective goods
Dear Sir/Madam,
We regret to inform you that we have received a consignment of defective electronic goods from your company. The goods received are not functioning properly and are causing great inconvenience to our business operations.
We request you to immediately replace the defective goods with new ones. Failure to do so would adversely affect the reputation of our business concern, and we may have to consider legal action against your company.
We hope that you take immediate action to resolve the issue and ensure that we receive only quality products from your company in the future.
Thanking you in anticipation.
Yours sincerely,
Ravi Sharma
(Manager)
Sunrise Enterprises
Contact No. (033) 22222222
10, Central Plaza
Kolkata – 700078
Business Letter Sample #3
Q3. Draft a letter to your supplier complaining about the shortage in the weight of the consignment of tea you have just received. Give details and ask for a suitable remedy.
To,
The Supply Chain Manager,
ABC Tea Pvt Ltd,
20, Raja Santosh Road,
Kolkata – 700027,
May 9, 2023
Subject: Complaint about the shortage in weight of tea consignment
Dear Sir/Madam,
We regret to inform you that the consignment of tea that we received from your company is short in weight. We received only 90 kg of tea, whereas we were supposed to receive 100 kg as per the order.
We request you to investigate the matter and take necessary action to ensure that such incidents do not occur in the future. We also request you to provide a suitable remedy for the shortage in weight of the consignment.
We have been doing business with your company for a long time, and we expect you to maintain the high-quality standards that we have come to associate with your brand.
Thanking you in anticipation.
Yours sincerely,
Ravi Sharma
(Manager)
Sunrise Enterprises
Contact No. (033) 22222222
10, Central Plaza
Kolkata – 700078
Business Letter Sample #4
Q4. Write a letter to your supplier complaining about the supply of medicine crossing the stipulated expiry date, as printed.
ABC Pharmaceuticals Ltd.
10, New Town Road
Kolkata – 700156
May 10, 2021
M/s. XYZ Medical Supplies
25, Park Street
Kolkata – 700016
Sub: Complaint about the supply of expired medicine
Dear Sir/Madam,
I regret to inform you that the consignment of medicine delivered by you on May 5, 2021, has expired, which is a clear violation of the agreement between us. The expiry date printed on the medicine packaging was April 30, 2021, which has been crossed already.
As you are aware, this medicine is used to treat critical illnesses and its efficacy is severely compromised once it has crossed the expiry date. This has caused significant inconvenience to our customers, and we have had to recall the entire batch, resulting in a significant financial loss for us.
We expect our suppliers to adhere to the highest standards of quality, and it is regrettable that we have received such a substandard product from your company. We demand an explanation for this, and we expect you to take appropriate measures to prevent such incidents from occurring in the future.
We request you to replace the entire consignment immediately, with fresh stock, and take necessary measures to prevent such incidents from recurring. We also request you to reimburse us for the financial loss that we have incurred due to this incident.
Thank you.
Yours faithfully,
Anirban Mukherjee
Manager, ABC Pharmaceuticals Ltd.
Business Letter Sample #5
Q5. Write a letter seeking an extension of time for delivery of goods because of the unexpected rush of orders.
ABC Enterprises
5, Park Avenue
Kolkata – 700026
May 10, 2021
M/s. XYZ Traders
15, Strand Road
Kolkata – 700001
Sub: Request for an extension of time for delivery of goods
Dear Sir/Madam,
We placed an order with your company for the supply of 100 units of X product, with a stipulated delivery date of May 15, 2021. However, we have been facing an unexpected rush of orders, resulting in the unavailability of manpower and other resources to process the order in time.
We value our business relationship with your company and understand the importance of timely delivery of goods. However, due to unforeseen circumstances, we would not be able to receive the goods on the stipulated date.
We request you to extend the delivery date by a week, which will allow us to manage our resources better and fulfill our commitments to our customers. We assure you that we will make the payment for the order as per the original payment terms.
We sincerely apologize for any inconvenience caused due to this delay and hope for your understanding and cooperation.
Thank you.
Yours faithfully,
Rajesh Singh
Manager, ABC Enterprises.
Business Letter Sample #6
Q.6 Write a letter to the supplier of computer products inviting a quotation regarding the up-gradation requirement of the computers of your business concern.
Star Advertising Ltd.
34, Rajendra Prasad Road
Kolkata – 700071
Contact No. (033) 73845677
Email: starbowadvertising@gmail.com
Ref. No.: Q-5/Comp-2/21
June 1, 2021
Tech Hub
18, Park Street
Kolkata – 700016
Subject: Request for Quotation for Computer Up-gradation
Dear Sir/Madam,
We are planning to upgrade our computer system to keep up with the demands of the present day. Therefore, we would like to request a detailed quotation from you regarding the necessary requirements for the up-gradation of our computer system.
The following items are to be upgraded:
- Graphics card of 2 GB
- RAM 4 GB
- HDD capacity of 1 TB
Could you please suggest the latest and best-branded devices to meet our requirements? The price range and quality should be satisfactory to us.
Please send us the quotation with the unit price, delivery terms, and payment conditions within ten days from the date of receipt of this letter.
Thank you for your cooperation.
Yours faithfully,
Amit Kumar
(Manager)
Star Advertising Ltd.
Business Letter Sample #7
Q.7 Write a letter to a manufacturer inviting a quotation for the purchase of some products for the production of cooking utensils and containers in your company.
Cooking Essentials Ltd.
27, Park Street, Kolkata – 700016
Email: cookingessentials@gmail.com
Ref. No.: QT/14/21
June 1, 2021
Monika Industries Pvt. Ltd.
54, Purbasha Road
Kolkata – 700095
Subject: Request for Quotation
Dear Sir/Madam,
Thank you for considering our company as your potential supplier. We are pleased to provide you with a quotation for the following items, which we believe meet your business requirements:
- Aluminum base for baking trays
- Ceramic coating for non-stick pans and pots
- 18/10 stainless steel for food storage containers and dinnerware sets
Please find the details of our quotation below:
- Aluminum base for baking trays: Rs. 50 per unit
- Ceramic coating for non-stick pans and pots: Rs. 120 per unit
- 18/10 stainless steel for food storage containers and dinnerware sets: Rs. 150 per unit
Please note the following terms and conditions:
- The minimum order quantity for each item is 1500 units per month.
- Payment must be made within seven days from the date of delivery.
- The quotation is valid for six months from the date of submission.
- We aim to provide prompt responses and customer service.
- We strive to offer the most competitive prices and easy terms to start a long-lasting business relationship with you. If our quotation meets your requirements, we look forward to the opportunity to work with you and fulfill your orders.
Please do not hesitate to contact us if you have any questions or concerns.
Thank you for your cooperation.
Yours faithfully,
Suman Gupta
(Purchasing Manager)
Cooking Essentials Ltd.
Business Letter Sample #8
Q.8 “Write a letter complaining that 5 boxes of biscuits supplied by Good Snacks Co. are unfit for consumption, suggesting that they should be replaced by fresh biscuits.
ABC Confectionery
12, Main Street
Newtown, PA 19073
Ref. No.: Compl/B-2/23
May 9, 2023
Good Snacks Co.
89, C. R. Avenue, Kolkata,
West Bengal
Sub: Complaint about damaged biscuits
Dear Sir/Madam,
I regret to inform you that out of the boxes of cookies we received from your company, five boxes of ‘Munchies’ cookies were found to be damaged. The packets inside the boxes were torn, and the cookies have become moist. Recently, a customer returned two packets of ‘Munchies’ cookies, which were no longer fit for consumption.
As ‘Munchies’ cookies are in high demand, I kindly request you to replace the damaged boxes with fresh ones as soon as possible.
Thank you for your cooperation.
Sincerely,
Pinaki Bose (Owner)
ABC Confectionery
Business Letter Sample #9
Q.9 Write a letter to ABC. Electronics, Kolkata, requesting for repair or replacement of the Refrigerator set which you bought from them only a month ago as it has developed certain defects.
To,
The Customer Service Manager,
ABC Electronics,
23, Park Street,
Kolkata – 700017,
May 9, 2023
Subject: Repair/Replacement of the Refrigerator recently purchased
Dear Sir/Madam,
I am writing this letter to inform you that I am a customer of your esteemed organization. I bought an ABC Refrigerator (Model No. 1234) from your store just a month ago. Unfortunately, it has stopped working properly.
Since it is still under the warranty period, I request you to kindly arrange for its repair or replacement as soon as possible. I have attached photocopies of the cash memo and warranty card for your reference.
I hope you will take immediate action in this matter and provide me with a functional refrigerator. Please do let me know the further process and procedure to be followed in this regard.
Thanking you in anticipation.
Yours sincerely,
Rahul Bose
Flat No. 14, Silver Spring Apartments
New Town, Kolkata – 700156
Business Letter Sample #10
Q.10 Write a letter to your supplier protesting against the delay in delivery of goods. Explain the adverse effect of the delay and indicate the action planned if the time limit suggested by you is exceeded.
To,
The Sales Manager,
XYZ Stationery Mart,
25, Park Street,
Kolkata – 700016,
May 9, 2023
Subject: Delay in delivery of goods
Dear Sir/Madam,
We regret to inform you that we placed an order for stationery items with your esteemed organization on April 1, 2023, and were promised delivery by April 30, 2023. However, we are disappointed to note that we have not yet received the goods.
The delay in delivery of the goods is causing us great inconvenience and is adversely affecting our business operations. We have a customer waiting for these stationery items and the delay has made us look unprofessional and unreliable.
In view of the above, we request you to kindly expedite the delivery of the goods as soon as possible. If we do not receive the goods within a week from the date of this letter, we will have no option but to cancel the order. Furthermore, we shall be compelled to take legal action for the recovery of any loss we may sustain due to the non-delivery of goods within the stipulated time.
We hope that you understand the urgency of the matter and take immediate action to deliver the goods. We look forward to a prompt and positive response from your end.
Thanking you in anticipation.
Yours sincerely,
Ravi Sharma
(Manager)
Sunrise Enterprises
Contact No. (033) 22222222
10, Central Plaza
Kolkata – 700078
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