Top 11 Business Letter Examples

Business Letter Examples

The main function of business letters is to open up and maintain business relations. It introduces, promotes, and concludes business transactions. It is a substitute for face-to-face or telephonic conversation. It is often the sole means of communication over the barrier of distance. It is a low-cost and effective medium of communication. It plays an important role in the life and work of the business community. In this post, We have included the top 11 Business letter examples that will make you smarter.



Business Letter Examples


Business Letter Examples #1


Q. Write a letter to a supplier of computer goods inviting quotation regarding the requirements for up-gradation of the computers of your business concern.

Contact No. (033) 73845677
RAINBOW ADVERTISING LTD.
34, Netaji Subhas Bose Road,
Kolkata – 700071
Email: [email protected]

Ref. No.: Q-3/Comp-2/21
May 4, 2021

S. S. Computers
12, AJ.C. Road
Kolkata – 700016

Sub: Inviting quotation for up-gradation of computer

Sir,
I am writing this letter to inform you that we are planning to upgrade our computer system to make it suitable for the demand of the day. So, request you to send me a detailed quotation regarding the requirements for up-gradation of our computer system.

Here is a list of items to be upgraded:

  • Graphics card of 4 GB
  • RAM 4 GB
  • HDD capacity of 500 GB

Would you please guide us in selecting the latest upgraded devices and branded companies? The price range and the quality should be according to our satisfaction.

Kindly send us the quotation mentioning the unit price, terms, and conditions of delivery and payment within ten days from the date of receipt of this letter.

Thank you.
Yours faithfully,
Alamgir Khan
(Director)
Rainbow Advertising Ltd.


Business Letter Examples #2


Q. Write a letter to a manufacturer of the plastic base, Teflon base, stainless steel, etc. inviting quotation for purchase of some products for the production of cooking utensils and containers in your company.

COOKFIT LTD
15, Lower Circular Road, Kolkata – 700024
Email: [email protected]
Ref. No.: QT/11/21
March 2, 2021

Modern Industry Ltd.
28, Canal West Street
Kolkata – 700095

Sub: Inviting quotation

Sir,

We know that your company manufactures some products that suit our business requirements. So, we request you to send a quotation on the following items by March 15, 2021.

  • Plastic base for cooking utensils
  • Teflon for pans and pots
  • The stainless steel used for storage containers and plates

PLEASE NOTE THAT:

  • We require at least 1500 units of each item per month.
  • Payment will be made within seven days from the date of delivery.
  • The quotation would remain valid for six months from the date of submission.
  • We would appreciate a prompt response from you.

Hope that you would send us the lowest quotation and easy terms to start a long-lasting business relationship with us. If your quotation suits us, we would place a substantial order with you.

Yours faithfully,
Simanta Pal
(Production Manager)
Cookfit Ltd.


Business Letter Examples #3


Q. “Write a letter complaining that 5 boxes of T-Time biscuits supplied by Orion Biscuit Co. are unfit for consumption, suggesting that they should be replaced by fresh biscuits.

KARIMPUR CONFECTIONERY
College Road
Karimpur, Nadia, Ref. No.: Compl/B-2/21
April 17, 2021

Orion Biscuit Co.
56, B. T. Road, Titagarh,
24 Pgs (N)

Sub: Complaint about the damage of goods

Sir,

I am sorry to tell you that of all the boxes of biscuits supplied by you, five boxes of T-Time biscuits, are found to be damaged. The packets inside the boxes are torn and the biscuits have absorbed moisture. Today one of the customers has returned two packets of T-Time biscuits. These biscuits are now unfit for consumption.

As there has been a good demand for this brand of biscuit, I request you to replace the damaged boxes with fresh ones at your earliest.

Yours faithfully,
Bikash Saha
(Proprietor)
Karimpur Confectionary


Business Letter Examples #4


Q. Write a letter to M. K. Electronics, Kolkata, requesting for repair or replacement of the M. K TV set which you had bought from them only 2 months ago as it has developed certain defects.

M/s. M. K. Electronics,
75, Lenin Sarani,
Kolkata – 70013, March 16, 2021

Sub: Repair/Replacement of the TV set recently bought

Sir,
With due respect, I, a bonafide customer of your organization, would like to intimate you that I had bought an MK TV set (Model no. KG2017) from you only two months ago but it is not functioning properly now.

As it has developed certain defects within the guarantee period, I request you to make necessary arrangements for repairing or replacement of said TV set. Photocopies of the cash memo and the guarantee card of the said TV set are attached herewith for
your perusal and ready reference. Looking forward to your prompt action.

Thank you.
Yours faithfully
Sagar Saha
BG 21, Salt Lake
Kolkata – 700 064


Business Letter Examples #5


Q. 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 envisaged if it crosses the time limit suggested by you.

Contact No. (033) 25555529
P. D. ENTERPRISE
Multiple Business Centre
74, Serpentine Lane, Kolkata – 700014
Ref No.: Compl-3/St.-8/21, May 5, 2021

M/s. Multi Trading Mart
Wholesale supplier of stationery goods
15, A. P. C. Road
Kolkata – 700012

Sub: Delay in delivery of goods causing an adverse effect

Sirs,

We regret to remind you that you acknowledged our order dated March 15, 2021, and agreed to deliver the goods by April 15, 2021. But the goods have not yet reached us. This is causing great inconvenience and threatens the loss of one of our customers for whom they were intended.

In this critical situation, we regret to inform you that unless the delivery is made within a week from the date of receipt of this letter, we will be compelled to cancel the order. Moreover, we shall take action for recovery of any loss which we may sustain for non-delivery of goods within the stipulated time.

Since we trust you, we hope you will make every effort to deliver the goods as desired.

Thank you,
Yours faithfully,
Asim Biswas
(Manager)
P.D. Enterprise


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Top 10 Official Letter Examples

Top 10 Official Letter Examples

An official letter is by or to a person holding some office. It is concerned with official matters only. It is the most formal of all types of letters. In this post, we have included Top 10 Official Letter Examples that will make you feel like a Legend.


Business Letter Examples #6


Q. Draft a letter informing your suppliers that the refill (for ballpoint pens) delivered is not up to the quality of the sample which led to your placing of the order. State that you are compelled to take a serious view of the matter and to consider seriously the cancellation of the contract if the matter is not adjusted satisfactorily.

NEW STATIONERS
24, Baithakkhana Road
Kolkata-700012
Ref No.: 112/Com/21
May 3, 2021

Surya Works (Pvt) Ltd.
215, Bidhan Sarani,
Kolkata – 700072

Sub: Supply of defective goods adversely affecting our reputation

Sir,
Thank you for your prompt delivery of all the items of our order dated 10th April 2021. But we regret to inform you that the refill for ball-point pens you have supplied is not up to the quality of the sample which led us to place this order. The ink of the refills
is much lighter in color and fades gradually.

One of our old and valuable customers, for whom the order was intended, has returned all the refills today. This is likely to affect our business reputation adversely.

As a consequence, we are compelled to take a serious view of the matter. In this situation, request you to find out a means of an amicable settlement. Unless you do so, we shall be compelled to cancel the order.

Hope it will not be necessary to take a step which would be most unwelcome to us.

Yours faithfully,
Rajat Sarkar
(Proprietor)
New Stationers


Business Letter Examples #7


Q. Write a letter to your customer stating that the despatch of the wrong quality tea had been due to an error on the part of one of your packers. Express your regret for the unfortunate event and agree to allow a discount of 15% on the price

JASMINE TEA HOUSE, C. R. Avenue, Kolkata – 700073
Ref No.: AC/24/21
March 15, 2021

B. B. Tea
10, M. G. Road,
Kolkata – 700009

Sub: Apology for despatching wrong quality tea

Sir.
We acknowledge the receipt of your Letter No. Com/SI-10/21 dated March 10, 2021, and we beg apology for the serious mistake that occurred in supplying the goods.

However, we would like to state that the despatch of wrong quality tea was entirely due to wrong labeling by one of our packers. Actually, this consignment of tea was meant for another customer. But the packer inadvertently labeled it for consignment to you.

We assure you that proper measures have been taken to prevent the recurrence of such errors in the future. We are prepared to allow you a discount of 15% on the consignment.

Again, we appeal to you to accept our sincere regret for the inconveniences caused to you and hope that the matter has been settled to your complete satisfaction.

Thank you.
Yours faithfully
Abul Molla
(Sales Manager)
Jasmine Tea House


Business Letter Examples #8


Q. Write a letter to your customer stating that the wrong delivery of paints had been due to an error on the part of one of your packers. Express your regret for the unfortunate event and agree to replace the items immediately.

INTERNATIONAL PAINTS CO. LTD.
19, Chittaranjan Avenue,
Kolkata – 700073

Lokenath Paints
Panchanantala, Baharampur
Murshidabad
Ref No.: AP/115/21, April 15, 2021

Sub: Apology for wrong delivery of paints

Sir,
We acknowledge the receipt of your letter dated April 5, 2021. We beg apology for the serious mistake occurred in supplying paints.

However, we would like to state that the wrong delivery was entirely due to wrong labeling by one of our packers. Actually, this consignment of paints was meant for another customer. But the packer inadvertently labeled it for consignment to you.

We assure you that proper measures have been taken to prevent the recurrence of such errors in the future. We are prepared to replace the items within a week.

Again, we appeal to you to accept our sincere regret for the inconveniences caused to you and hope that the matter has been settled to your complete satisfaction.

Thank you.
Yours faithfully,
Samiran Ghosh
(Business Manager)
International Paints Co. Ltd.


Business Letter Examples #9


Q. Jayco Mills Ltd. has received an order from Barasia Brothers Ltd. Now draft a letter informing the latter that there will be a delay in the execution of the order due to the strike of cotton spinners. Assure the customer that delivery would be made as soon as the negotiation with the spinners is hopeful.

JAYCO MILLS LTD.
17, B. K. Roy Road
Kolkata – 700019
Ref No.: Joy/Re-5/21
February 12, 2021

M/s. Barasia Brothers Ltd.
15, B. T. Road
Kolkata – 700123

Sub: Delay in delivery against your order No. 112 of January 15, 2021

Dear Sir,
Thank you for your order of January 15, 2021, and your reminder letter dated February 2, 2021. But we regret to inform you that we need an extension of time in the execution of the order.

We are extremely sorry for the delay over which we have little control. The sudden strike of the workers has completely disorganized our business. We have tried our best to fulfill our obligations, but the sudden strike has rendered our attempts futile.

However, negotiations are under process and so, we have every reason to believe that we would be able to make delivery within a fortnight.

Hope you would approve of our proposal for an extension of the delivery date and allow us to overcome the present trouble.

Sorry for the inconvenience caused to you.

Thank you.
Yours faithfully,
Binod Raj (Partner)
Jayco Mills Ltd.


Business Letter Examples #10


Q. Write a letter to a supplier canceling an order for undue delay.

RAMMAN WOOL HOUSE
15, S. P. Mukherjee Road
Kolkata – 700026
Ref No.: Ord-per/12/21, January 24, 2021

The Manager
Minnat Woolen Mills Ltd.
15, M. G. Road, Chandigarh

Sub: Cancellation of our order of woolen goods

Sir,
We placed our order with you on December 11, 2020, and expected the delivery of goods within the first week of January. We regret to inform you that till now we have neither received the goods nor any communication from you explaining the delay.

The stocks of the goods ordered being exhausted, we are in a very difficult situation in handling our valuable customers. As those goods are in great demand, we are being continually pressed by our customers. Now we have no other alternative than to procure the goods from other sources to meet the present demand.

We, therefore, request you to treat our above-mentioned order as canceled.

Thank you.
Yours faithfully,
Arun Malhotra (Manager)
Ramman Wool House


Business Letter Examples #11


Q. Write a letter to your supplier intimating that the order will be canceled unless executed within the specified time.

S. BARUA & CO.
15, Park Street
Kolkata – 700016
Ref No.: Intimation-141/2/21, March 12, 2021

The Sales Manager
Indus Steel Pvt. Ltd. 150
20, D. H. Road, Kolkata – 700028

Sub: Cancellation of an order

Dear Sir,
We would like to draw your attention to the fact that we placed our order on February 15, 2021, vide our Letter No. 111.

In response to our order, you sent a letter of acceptance in which you promised to supply the materials within ten days. But till date neither the materials have been supplied nor we have received any intimation explaining the causes of delay. We are completely in dark about your intention.

As all the materials are urgently required for the completion of a time-bound project, your delay will adversely affect our reputation.

Under these circumstances, we regret to inform you that the order will be treated as canceled unless the materials are delivered within a week from the date of issue of this letter.

Yours faithfully,
Bikash Basu
(Manager)
S. Barua & Co.


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