Format of Business Letters

// header part

Name of the sender

Sender’s Address

Date

Recipient’s Name

Recipient’s Address

//Body Part

Subject or Reference

Salutation (Dear Valued Customer)

First Paragraph

Second Paragraph

Third Paragraph

Subscription – Thanking You, Yours sincerely

Signature

Full Name

Enclosure (if any documents attached, it must be specified too)

 Sample Letters
Claim/Complaint Letter
1. Rajesh Mundra of 49 Hudson Lanes, Delhi, bought a color TV-set from M/s
Gupta Electronics, Kamala Nagar, two months ago. He finds that the set is
not up to the mark; its sound is not clear and the picture changes to black
and white every now and then. The trouble started about 15 days ago. Write
a letter to the dealer complaining about the TV-set and requesting him to
send his engineer to rectify the defect and if there is any manufacturing
defect, the dealer should replace it with a new TV-set.

49, Hudson Lanes

Delhi
March 04, 2020
The Dealer
 M/s Gupta Electronics
Kamala Nagar, Delhi.
Subject: Complaint about the TV-set
Sir
This is with reference to the purchase of a Citizen color TV-set from your outlet
against Cash Memo no. 123 dated August 2. For about a month and a half, it
worked well. But about 15 days back the TV-set started giving trouble.
It is not working properly. Its sound is not clear and the picture changes to black
and white every now and then. There appear stars and lines on the screen.
The set has one year’s warranty against any technical defect. I request you to
send your engineer to attend to it and rectify the defect. If he certifies that there
is some manufacturing defect, I request you to replace the set with a new one.
Yours sincerely,
Rakesh Mundra
Enclosure: Cash memo

Adjustment Letter: Accepting the claim

2. Write an adjustment letter to Ms. Anita Johnson responding to her
complaint regarding the refund for shipment of damaged goods she had
received. Accept to provide refund. You are Nikhilesh, Customer Relations
Manager at All In One Supplies.

All In One Supplies.

Limited Plot No. B-206,
New Functional Industrial Estate,
Surat, India

April 26th, 2020

Ms. Anita Johnson

Balaji Marvel,
Bengaluru

Sub: Refund of Damaged Goods

Dear Ms. Anita Johnson,

I have just received your letter regarding the shipment of damaged goods you
received through All In One Supplies. I regret the inconvenience that it has caused
you.
As per your claim and details regarding the matter, it has been found that your
claim of ₹2,00,000 for the broken furniture stands legitimately. We have already
dispatched the cheque through registered mail at the address provided by you. It
will reach at your doorsteps within 2 working days. The damage to your items was
a result of a mishap whilst transporting it. It was an unfortunate accident and a
big mistake that the items were not checked before delivery. We take all the
responsibility for the damage and the inconvenience caused to you.
I must remind you to keep the damaged items in the same condition in which you
received them until our representatives can inspect them. The inspection should
take place within 2 weeks. You will be informed beforehand so that you can
provide us with the timings which suit you the most.
I am sure that this unfortunate accident will not hamper our relationship in the
time to come.
Sincerely,

Nikhilesh Ahuja,
Customer Relations Manager
All In One Supplies

Refusal to claim: Reply Negatively against claim

3. As a manager of an Electronics company, write a reply to Ms. Chaitra
informing her that refunding for the Color copiers she had bought at a
clearance sale, is difficult for you.
 Unic Electronics
Phase-III
New Delhi

30/09/2020

Chaitra
B-1, Ashok Nagar
West Delhi

Dear Ms. Chaitra:

Ref: Your letter dated mm/dd/yyyy
We are sorry to hear that you are dissatisfied with the four 135 Zoom Color
Copiers you recently purchased. This model was designed for only the three
primary colors. Despite its inability to capture the nuances of shades as more
modern copiers can, you will find the X135 Zoom Color Copier to be a dependable
office companion with a long life.
We regret that we are unable to comply with your request to credit your account
for the full price of the copiers. These items were sold at a special clearance rate,
and we do not give credits or refunds on clearance items. However, we will be
happy to honor the service and maintenance agreement. Your satisfaction is
important to us.
Sincerely,

Name
Equipment Manager
Letter of placing order
4. You are Narendra Sharma, Head, Fitness Group of Gold Gym, 234, Ram
Vihar, Delhi. You wish to purchase certain herbal medicines and wellness
products. Write a letter to the Store Manager, M/s East India, 54, Preet
Vihar, Delhi placing an order for the specific products required by you.

Gold Gym
234, Ram Vihar
Delhi-110087
30th July, 20xx

The Store Manager

East India
Preet Vihar
Delhi-110092

Sub: Order for herbal medicines and wellness products

Dear Sir:
We have recently opened a fitness center at Ram Vihar and hence we
require certain herbal medicines and wellness products. You are the biggest
wholesale suppliers of products and offer the most competitive prices and
prompt services.

The order is as follows:

Sr. No Product Brand Quantity

1 Curcumin NOW 250
2 Gooseberry NOW 350
3 Coffee Extract NOW 250
4 Protein Powder ON 200
5 Creatine ON 200
6 BCAA ON 200
 We expect at least 15% discount and proper packing of the product. In case
of any damage in transit, the goods will be returned at your cost. Payment
would be made by cheque once the consignment is received, we expect
prompt delivery within a week.

Thanking you

Yours faithfully
Narendra Sharma
(Head, fitness group)

Order Confirmation Letter

5. As a Marketing Manager of Bestdesks Office Equipment Co. Ltd send a

confirmation letter to Technico Engineering Co. Ltd on receiving the order.

Bestdesks Office Equipment Co. Ltd

12 May,2021

Ref. No. 200/D/T-2

The Managing Director

Technico Engineering Co. Ltd
Connaught Place, New Delhi

Dear Sir,

We thank you very much for your order letter, No. OP-M/OE/82 of 4.5.88.
As desired by you we shall dispatch the article by Road Transport and
forward the documents through Bank of Baroda, Connaught Place Branch,
New Delhi.
 We draw your kind attention to page 4 of the catalogue, a copy of which is
enclosed, where it is clearly stated that we offer guarantee for one year for
the multifunction inkjet printers and not for two years as expected by you.
However, our services shall be always at your disposal whenever any
difficulty arises.

Although, on account of heavy demand for multifunction inkjet printers in

the market, we are normally not in a position to execute an order before
one month from the date of receipt of the same, we shall try our best to
dispatch the article at an earlier date.

We are confident that specially designed inkjet printers will earn your
satisfaction.

Yours faithfully,

Marketing Manager

Encl: One Catalogue

Order Refusal Letter Sample

6. You have received an order for 1000 gift boxes of certain dry fruits at ₹
2,400 per dozen boxes. But You cannot sell below ₹3,000 per dozen boxes,
write, a reply to refuse the order giving proper reasons.

Shri Dry Fruits

Gokul Nagar, Pune

2 March, 2021
Purchase Manager
Agarwal’s Mithai
Pune

Sub: Refusal of order No: 2/36-A/50

Dear Sir,

Many thanks for your order, No: 2/36-A/50 of 22 Feb,2021 for 1000 boxes
containing dry fruits of the famous brand Quicker Nuts. Your interest in
such goods supplied by us is a source of great encouragement to us.
However, we are very sorry, that we cannot accept your order at ₹ 2,400
per dozen boxes as our price are ₹3,000 per dozen boxes being competitive
and lower in the market. Also, the price offered to you at ₹3,000 per dozen
boxes is after the special discount of ₹50/box offered to you

As you know, such price left us with a very thin margin of profit and we
always think for the satisfaction of our customers. This, therefore, does not
allow us to reduce prices anymore. We shall be glad to fill up your order if
you will confirm your order within seven (7) days at ₹3,000 per dozen
boxes.

Yours Sincerely,

Rafeeq Sayed
Sales Manager
Shri Dry Fruits
 Order of Sports Goods Not Received

7. You are Ravi Kant, Purchase Manager of Sunshine Group of Institutions,

Vishnupuri Road, Indore. A month ago, you placed an order for the supply of
a few sports goods. So far you have not received the goods. Write a letter in
120-150 words to the Sales Manager, Star Sports Janjeerwala Square, Indore
requesting a speedy delivery of the goods.

Sunshine Institutions
Vishnupuri Road
Indore

6 March, 2020

The Sales Manager

Star Sports
Janjeerwala Square, Indore

Subject: Delay in Delivery of Sports Goods

Dear Sir/Madam:
This is in reference to the order I placed on 3 February, 2020 for several sports
goods from your store. Our order number is ABC12345.
The sports goods were supposed to be delivered on 3 March, 2020. However,
there has been a delay of four days in the delivery of the same. We are not
updated on the status of the consignment, which is very disappointing and highly
unprofessional. The equipment is required urgently as we are about to begin Inter
-collegiate sports competitions, therefore, I am writing to you requesting for
speedy delivery of the ordered products.
Thank you

Ravi Kant Mishra

Purchase Manager
Sunshine Group of Institutions

Business Inquiry Letter – Regarding the Purchase of Materials in Bulk

8. You are the owner of a newly opened boutique and wish to provide quality
apparel that attracts the goodwill of the customers. Write a letter to a
popular fabric supplier of Surat inquiring about the supply of materials and
other information required to initiate business with them.

89 B, Shammas Cottage
Karaikudi
Tamil Nadu – 630201

2 January, 2022

The Manager
Fabloe Cloth Company
Katargam Surat – 395003

Subject: Business enquiry for bulk purchase of fabrics

Dear Sir/Ma’am:
I am writing in regard to our intention to buy cloth materials in bulk. I came across
your store, and we had a talk with your supply manager in this regard.
I own a boutique that sells customized clothing, and I am in need of materials that
would be suitable for sarees, salwar suits and lehengas. I am looking for crepe,
georgette, double georgette, linen, cotton, silk cotton, jute, brasso silk, and
chiffon materials. It would be a great help if you could send me the colors and
patterns available in these categories and also the pricing details for each. I would
also like to know if it is possible for you to customize colors and patterns for me.
Once I have a look at the different patterns and colors you have, I will let you
know the ones for which you can send me samples. I will meet you in person to
discuss the final pricing and the quantity of different fabrics I need. Feel free to
contact me in case of any questions.

Thank you
Yours sincerely,
Signature
ALWIN ROY
Inquiry Letter Regarding Return and Replacement of Damaged Products
9. You have received damaged products from a cloth supplier and wish to
return them. You want the products to be replaced with good quality ones
on time for an event. Write an enquiry letter to the supplier asking for the
procedure to return and replace the damaged products.

Alankaran Events
8 January, 2022

The Manager
Akbar Road,
Hyderabad

Subject: Enquiry about the procedure of return and replacement

Dear Sir/Ma’am,
I am Smita Rachel, Assistant Buyer at Tailorman Clothing Company. I had ordered
100 suits on the 2nd of January, 2022, and I received them today (08/01/2022).
Upon checking them, I found that product numbers 22, 26, 54, 72, 89 and 93 have
been damaged. I would like to know what is the procedure for return and
replacement that is followed. It would be of great help if you could kindly get back
to me with the details as soon as possible so that I can initiate the process of
return at the earliest as we require the suits for an event next week.
Thank you in advance.

Sincerely,
Smita Rachel
Assistant Buyer
Alankaran Events
Contact: 017-59623468

Status inquiry letter

10. Oxford LTD wants to do business with your company named Planet Ltd. and
they have mentioned the name of Mc-Hill as a referee. You request Mc-Hill
to provide credit information regarding Oxford Ltd. by writing a letter.

Planet Ltd.
Coimbatore, Tamilnadu

1st July, 2020

Manager,
Credit operation
Mc-Hill Communication
Uttam Nagar, New Delhi.

Confidential

Ref: Request for Credit Information

Dear Sir,

The firm named below wishes to develop business with us and has given
your name as a credit reference:

Oxford Ltd.
 Indiranagar, Bengaluru

Any information you may furnish us will be treated as strictly confidential.

We shall appreciate an early reply and assure you of our willingness to

cooperate at any time. A stamped and addressed envelope is enclosed for
your convenience.

Yours faithfully,

A.R. Khan
Administrative Manager
Planet Ltd.

Request letter for Leave

11. Amit Sinha, Asst manager of ABC company needs to go to Bengaluru to
visit his parent who developed a medical emergency. Write a letter to your
manager requesting him to consider your leave application.

6th February 2021

Ashok Mehta
Manager
XYZ Company
11th Street, BIz colony
Mumbai, Maharashtra

Subject: Request Letter for Leave

Dear Mr. Mehta,

I am pleased to inform you that the project of ABC company, is on schedule and
we intend to deliver it before October this year. I want to congratulate you on
your imminent promotion.

I had a request to make to you. I have to make a trip to Bangalore this weekend
since I have had a phone call from my parent’s place and I came to know that my
mother is not keeping well. It is an emergency situation and I have to be there
with my parents for any kind of help they might need. Thus, I request you to
kindly grant me leave for three days. I will be resuming my work on Monday.

Thank you for your kind consideration.

Yours Sincerely,
Signature
Designation

Loan Request Letter

11.Write a letter to a Bank Manager requesting him to approve a loan for
upgrading your business entity

Amrit Singh
EatRight Restaurant
23rd Street, Kolkata, West Bengal

13 May, 2022

Ritwik Roy
Loan officer
ABD Bank
Subject: Small business loan of ₹10 lakhs

Dear Mr. Ritwik Roy,

The aim of this letter is to request a small business administration loan of ₹10
lakhs to upgrade my restaurant, purchase government-mandated equipment and
manage operational expenses. My business has shown a profit of over ₹20 lakhs
every year for the past five years.
My restaurant has been successful due to the reason of being the only available
restaurant offering authentic Thai food within a ten-kilometer radius. We procure
certified organic produce and high-quality mixing ingredients to prepare a variety
of dishes that represent the northern and southern Thai cuisines.
I require the loan to upgrade the kitchen, invest in new back-of-house equipment,
such as four new stovetops and refrigerators and expand the dining area to
accommodate more people by changing the floor plan. In the area, there are
several other ethnic restaurants that are also flourishing, yet I believe the market
for Thai cuisine is growing with more demand. On weekends, many people,
especially college students, frequent my restaurant.
To keep up with demand, I require a loan to expand the restaurant and cater to
the growing clientele. Attached you can find a business plan identifying my
financial projections for the next five years and stating my assets to date for your
review. The loan of ₹10 lakhs would allow us to hire the right talent for our
expansion. Increasing efficiency and sales can increase revenue enough by 2024,
according to our projections. These strong financials, combined with our 800 CIBIL
score, make us a credible and safe credit risk.
If you have any questions, reach out to me at +91-9428065579 or at
[email protected]. Thank you for your attention to my loan application.

Sincerely,

Amrit Singh
List of Enclosures: Business plan, profit-and-loss statement, cash flow statement,
balance statement

Request Letter for Donation

12. Write a letter to Mrs. Palak Singh persuading her to donate for Save People
Organization

Manohar Singh
Panchsheel Nagar
Bhopal

16 August 2020

Mrs. Palak Singh,

Bhansali Nagar
Bhopal, MP

Dear Mrs. Palak Singh,

We are pleased to introduce to you Save People, our organization. We at Save
People, buy houses and sell them to underprivileged people at lower prices. We
are in this work for 5 years. We are writing you to request your participation in
the program and provide donation to our organization. Your generosity will be
properly rewarded. You can drop down anytime to our office to talk to any of our
spokespeople in this regard. Please find enclosed a copy of our investments.
Thanking you in advance.
Warm Regards,

Manohar Singh,
Director

Requesting bank for a Letter of Credit

13.Write a letter to a Supplier requesting to open a credit account.

DST Corporation
Noida

15 June, 2021

The managing Director

Bharat Machinery Company
Lucknow.

Dear Sir:
Sub: Request for credit facility
The DST Corporation has been your loyal customer for a full year and has always
paid for your services in cash. Now we wish to request a ₹ 5,00,00 credit line,
effective with our next order.
As you know, we have recently expanded our business into five other locations
and are doing very well. However, now we must purchase larger quantities of
your product and would feel more comfortable if you would bill us for our
purchases on the first day of every month, rather than upon delivery.
If you would like more information concerning our financial standing and credit
history, please contact the following references:
1. Name, profile
Mail id, contact number
2. Name, profile
Mail id, contact number
3. Name, profile
Mail id, contact number
I hope to receive your prompt reply so I can plan future transactions accordingly.

Sincerely,
Name

Credit Refusal Letter

14.On behalf of a credit agency (ABC Ltd.) turn down the credit request of an
individual (Mr. Harsha), due to the large amounts of dues that he has, which
has led to a very low credit score for him.

ABC Ltd
Pune

20 May 2020

Name
Address of the Recipient
Dear Mr. Harsha,

On behalf of ABC Ltd, I would like to inform you that your request for credit
from our agency has been turned down.

While we welcome applications for credit, we do have a stringent policy for

approving these applications, and unfortunately, your credit score tells us
that we cannot take a chance offering you credit right now.

We would recommend that you undertake some assistance for refinancing

and debt management and work on improving your credit score first, and
then re-approach us after a few months. We will be more than happy to
assist you with this, and we also look forward to doing business with you in
the future.

Thank you for your interest in our agency.

ABC Ltd.