Anurag Singh

Types of Letter

Enquiries
How to Write
The letter should clearly and precisely states his needs One should be courteous, compact and definite One should give the rough estimate of the goods required Ask the supplier to send the goods Indicate the period of time by which goods are to be supplied Request the literature of the goods In case of machine, request for demonstration Ask for guarantee and normal span of life Ask the supplier to state the credit and discount offered Ask the supplier to state terms and condition

Sample VINIT ENTERPRISES letter of Enquiry

10, Edward Road, Mumbai-1 The Commercial Attach, Japanese Embassy Delhi-5. Date------------

Dear Sir, We are planning to add to our stock standard electronic software and hardware of Japanese manufacture. We shall be glad if you could send us a list of Japanese manufacturers who are likely to be able to supply us printers, Integrated Circuits, Hard Disk Drive, Tape Drive etc. The specification of the same are attached herewith. Please let us know whether you will be able to supply information from your records. We hope we may hear from you very soon. Yours faithfully S. Gopalan General Manager Vinit Enterprise

Replies (Quotation)
How to Write
Letter should be promptly attempted Thank the enquirer at the beginning Offer trial demonstration in case of machine Mention the goods available to him Send the price list and catalogue available Mention other charges like package, freight, carriage, insu Mention the discount offered Mention if the offer is open for limited time Mention the desired mode of the payment Mention credit facilities if have with terms and condition Mention time, node, and place of delivery

Sample of Reply letter

Japanese Embassy Delhi-5 Dated 18th July 2007 M/s Vinit Enterprises 10, Edward Road Mumbai-1 Dear sir Thank you for your enquiry letter of 15th July 2007. we are pleased to learn from your letter that you are interested in the electronic paraphernalia of Japanese manufacturers. We are enclosing herewith the illustrated catalogues and price-lists of the material required by you. The price-lists and catalogues are obtained from different Japanese manufacturers. We have marked the items on the catalogues which match the specification in your letter. We shall be glad to send you any further information you may need. Yours faithfully Joe Hunn The Commercial Attach

An enquiry for the supply of power generating set

The Dawn Mills Co Ltd DDA Shopping Centre, New Delhi-110065 Dated 19th July 2009 M/s Modi Mirrlees Blackstone Ltd DDA Shopping Centre, New Delhi-110065 Dear Sirs, We have read your advertisement in Business India of 25th June 2009, regarding power generating sets. We shall be obliged if you will send us particulars of your power generating sets of different electrical and engine output. We should like to know whether you can supply the power generating set of high fuel efficiency. We require the set which is suitable for continuous, base load, heavy duly operations. We look forward to hearing from you within next few days. Yours faithfully, C. Parikh General Manager

Reply for the supply of power generating set

Modi Mirrlees Blackstone Ltd DDA Shopping Centre, New Delhi-110065 Dated 21st July 2009 The General Manager The Dawn Mills Co. Ltd Ferguson Road Lower Parel Mumbai-13 Dear sir, We are gratified to learn from your letter of 19th July 2009, that you are interested in our power generating sets and have pleasure in sending you our illustrated catalogue describing the engine types with their engine output and electric output. Ours are the worlds most reputed and most proven power generating sets. They are suitable for continuous, base load, heavy duty operations. Their unique features are high fuel efficiency, reliable operations and rugged design. We assure prompt aftersales service and ready availability of spares. We hope you will take full advantage of our offer. Yours faithfully M. G. Mahajan Sales Manager

Order letter
The Order letter should have legal significance. It can be produced at court The letter writer must thank the supplier for quotation He must give all the essential details of the goods to be supplied
Description of goods (with reference to catalogue no) Prices (with reference to catalogue no) Discounts (with reference to catalogue no)

Mention the quantity desired Special instructions about the packaging Specify the mode of transport Specify the time and place of delivery Instructions if insurance needed

Sample copy of order letter

North star Electronics 14 Bhuleshwar Road Nasik-1 19th august 2009 M/s Sylvania Brothers 5, Prasad mansion Henry James Road Bombay-5

Dear Sirs, We are in receipt of your catalogue and price-list on 14th August 2009, for the various electrical items manufactured by you. We note with pleasure your kind gesture to allow us a discount of 5 percent on our orders. Please supply the following merchandise at the rates and terms specified in your catalogue. Sr. No. Particulars Quantity Unit Prices 1. Sylvania Bulbs 100 W 50 Boxes Rs. 110 2. Sylvania Bulbs 100 W 100 Boxes Rs. 90

4. Electric Heater 100 W 5. Sylvania Tubes

Page 2 of 2
20 Sets 10 Boxes

Rs 35 Rs. 950

Kindly pack the articles in plywood cases and mark them as NEN, while booking the parcel. Please send the articles by passenger train, carriage forward to Nasik Station. We reserve the right to cancel the order and reject the consignment if the delivery is not made on or before 30th August 2009. We shall be grateful for prompt delivery as the goods are needed urgently. Yours faithfully, S. Patwa Proprietor North Star Electricals.

Hints for drafting Reply letter

Thank the buyer Provide the specification regarding goods dispatched Attach the copy of invoice to the letter Mention the mode of dispatch Mention the enclosure of the receipt, like lorry receipt, railway receipt, bill of loading. Or state to send the bill of receipt by VPP Express the hope that the goods will fulfill the needs Request for payment as per previous correspondence

Sample copy of reply letter

M/s Sylvania Brothers 5, Prasad mansion Henry James Road Bombay-5 19th august 2009 North star Electronics 14 Bhuleshwar Road Nasik-1 Dear Sirs We were very pleased to receive your order of 19th August 2009, for various electrical items manufactured by us. We welcome you as our one of the most valued customers. The consignment is dispatched today by passenger train, carriage forward to Nasik Station. We hope the consignment will reach you in good time. We have confidence that our handling of your first order will lead to further business between us. Yours faithfully, G. G. Manik Sales Manager M/s Sylvania Electricals Ltd Bombay-5.

Hints for Drafting Declining order Thank the buyer for the order

Express regret for his inability Propose a alternate product if available Politely state the reason for declining the reason Politely draw the buyers attention to the quotation. Restate the price quoted is lowest and further reduction is not possible Express willingness to fulfill the order Express hope to serve the buyer next

Credit and Status inquiries

Hints to draft Credit letters

The supplier should thank the buyer for placing order Express the pleasure at the request made for credit facilities Assure the customer for maintaining the confidentiality Request the customer to provide the name of certain references from whom credit cross check can be made

Eagle Glass Manufacturing company limited Karve Road, ogelwadi Pune-77 M/s Classic General Stores, 65, Jamadar Lane Belgaun-13 Dear Sirs,

Sample copy of letter of credit inquiry

We are thankful for your order of 15th April 2009 for 40 dozen cups, 40 dozen saucers and 40 dozen Plates. We appreciate your interest in our products, and we are glad to know that you wish to have that you wish to have business dealing with us. According to the standing policy of our company, we require trade and bank references that support your business and financial standing. We would request you to send the names of your bankers and two trade referees. It will enable us to execute your order on credit basis. On completing our routine credit inquiries with your referees, we shall execute your order immediately. Your faithfully,
A.S. Vaze. Sales Manager

Reply furnishing references

M/s Classic General Stores, 65, Jamadar Lane Belgaun-13 Eagle Glass Manufacturing company limited Karve Road, ogelwadi Pune-77 Dear Sir, We are receipt of your letter of 18th April 2009 and accordingly we are giving below our credit references: 1. Canara Bank, Tilakwadi Branch, Belgaun-7 2. Mr. Manik Mehta, Anupam Departmental Stores, 37, Tilakwadi, Belgaun-7 3. M/s Vikas General Stores, 37, Shahapur Road, Belgaum. We hope that these references will be found satisfactory to you and request you to complete the credit formalities within a week. We look forward to your prompt execution of our order which will pave way to a mutually profitable business relationship. Yours faithfully, S. V. Shastri M/s Classic general Stores, Belgaun-13

Hints for drafting Status enquiry letters

Make humble request for providing necessary references Mention complete name and addresses of the customer. Mention the amount of credit and the period for which it is asked Ask the referee to provide complete information about character, business capacities, resourcefulness, financial position, past status, knowledge and experiences. Ask the to consider information confidential Enclose the self addressed envelop with the letter Letter should be courteous, compact, confident and definite.

Sample of Status inquiry letter

Eagle Glass Manufacturing company limited Karve Road, ogelwadi Pune-77 Mr. Manik Mehta Proprietor, Anupam Departmental Stores, Belgaum-7 Dear Sir, We have received an order from M/s Classic general stores, 65, Jamadar Lane, Belgaum-13, for glassware amounting to Rs, 45,000. they have given us your name as a reference. M/s Classic General Stores have asked for the credit facility for a period of 2 months. As we did not have the pleasure of dealing with them in past, we want to know about their credit worthiness. We shall be grateful if you will give us information relating to their business standing and financial status. As we understand that you have been dealing with them for many years, we request you to let us know, in particular, whether you consider it would be reasonable to grant them credit for the amount and period mentioned above. Any information that you give us will, of course, be treated as strictly confidential. Yours faithfully A.S. Vaze. Sales Manager M/s Eagle Glass Manufacturing company limited Karve Road, ogelwadi, Pune-77

Favorable reply
Anupam Departmental Stores, Belgaum-7 The Sales Manager M/s Eagle Glass Manufacturing company limited Karve Road, ogelwadi, Pune-77 Dear Sir, We have received your inquiry of ---- and are glad to inform you that the firm in question enjoys respect and unquestionable confidence in the local market. It is a sound business party known to us for the last fifteen years. From our dealing with them we have already found them prompt in the settlement of their account. They have built up a flourishing business and are rated high in the local business circles as trustworthy and competent. We consider them worthwhile for the credit limit under your contemplation. This opinion is given to you without obligation on our part and it does not commit us to any responsibility. But we fully believe that you will find our information borne out by facts Yours faithfully, Manek Mehta Proprietor

There are many occasions for writing claim or complaint letter. The goods supply are not satisfactory The wrong goods are supplied The goods are in defective packaging The goods are delivered in damaged condition Delay in execution of the order Variance in ordered quantity The excessive prices of the goods are charged

Complaints and adjustment

Guidelines for making a Addressed to a person who is directly responsible complaint

Make it immediately as it is discovered Begin with the expression of regret It should be fair, courteous, temperate and polite. It should be apologetic Mistake should be clear Explain extent of inconvenience, and damaged caused by mistake Make a polite inquiry what supplier proposes to do. Give concrete suggestions to supplier how to put the matter right

Sample copy of complaint letter

Vijay cloth Store 61, Station Road Hubli-12 The Sales Manager, Mayur Trading Co. Backbay Industrial Estate, Bombay-5 Dear Sir, Subject- Your Consignment No. PM51 Dated 3rd Oct. 1989. Thank you for the dispatch of five dozen Mayur Sarees sent to us by you as per our order No. V55 dated 30th Sept 1989. On going through the consignment, our foreman has found that the quality of the sarees is much poorer than the sarees which were supplied previously. The sarees certainly do not match the samples you sent us. It confirms the fact that there must be some mistake in making up the order. We are returning one of these sarees together with a sample from a previous order so that you may compare them and realize the fact. As these sarees are not of the ordered quantity, we have no choice but to ask you to take them back and replace them with the sarees of ordered quality. please let us know what you propose to do in this matter as soon as possible. Yours faithfully, Mukun Desai

 The complaint is to be regarded as the information of the event It is aim at keeping the customer and his goodwill Make it known to the customer that the correspondence is trying to help Dont display arguments and critical attitude The justified complaint must be admitted readily Explain the reason for going wrong Tone should be courteous If complaint is not justified, it should be brought immediately to the notice of the customer A sarcastic and abusive complaints should not be answered The supplier should assure that the similar mistake will

Guidelines for making adjustment letter Complaint must be answered as promptly as possible

Sample copy of Adjustment letter

M/s Vijay Cloth Store 61, Station Road, Hubli-12 Dear Sir, Subject: Our consignment PM 51 dated 3rd Oct. 1989 Your complaint letter of 7th Oct 1989 about the mistake in our consignment has caused us a good deal of concern and regret. We are thankful to you for bringing the matter to our notice. We shall be grateful to you if you return the consignment to us. We shall gladly replace it with the ordered goods. We assure you that such mistake will never occur again. Yours faithfully C.S. Patel Sales Manager Mayur Trading Co.

Sample copy of complaint for damaged goods

Dear sirs, While thanking you for the your consignment of Sylvania bulbs, tubes and heaters against our order of 19th Aug 2009, we are sorry to report that there boxes of tubes are badly damaged when delivered on 10th Sept 2009. On a careful examination it was found that the tubes were not carefully packaged in the boxes. With this letter we are sending the labels from the boxes of the damaged tubes and shall be glad if you will replace all the three boxes of the damaged tubes. Yours faithfully,

Sample copy of the reply

Dear sirs, We note with regret the contents of your letter of 11th Sept 2009 and feel sorry to learn that 3 boxes of sylvania tibes in our consignment were received in a damaged conditions. Our enquiries with the warehouse manager revealed that all the possible care was taken while packaging the tubes in the boxes. It seems that the damage to those boxes must have been caused by rough handling in transit. The consignment of bulbs and tubes require delicate handling in carriage. We are taking up the matter with the authorities of transport. Please send the boxes of damaged tubes to us at our cost. We will be able to replace them next week. Yours faithfully,

Complaints for defective Quantity Dear Sir,

We have received the consignment of sewing machines dispatched by you on 18th May 2009, against our order of 12th May 2009. When we came to examine the machines, we found that one of them having glaring defects in it. The machine having defective quality is RP2R Royal Sewing Machine. The defects are inexplicable in comparison with the other model RP5R. RP2R model of your sewing machine is quite unsuitable to our needs and we have no choice but to ask you to take it back and replace it by the model RP5R Royal Sewing Machine. If this is not possible, then we are afraid we shall have to ask you to cancel our order. May we expect your reply by return of post? Yours faithfully Vinod Shah Proprietor Kasturi Tailors

We note with regret the complaint contained in your letter of 19th May 2---- that you are not satisfied with the quantity of the RP2R Royal Sewing Machine supplied to your order of 12 may 2---. Considering your adverse opinion about the operational aspect of the machine, we have instructed our technical representative, Mr N. R. Premdasa to contact you immediately to examine the machine. It is disappointing that RP2R model having good reports from the scores of the tailors was found unsuitable by you. We shall supply the RP5R model within a week if thee defective RP2R machine could not be repared to your satisfaction. We hope this will now settle the matter to your complete satisfaction. Yours faithfully S. Kumar

Reply

The supplier shoulders the delicate responsibility of collecting the dues and retaining the customers. Dues not collected can become one of the cause of failure in business. A part from maintaining accounts of credit, preparing periodical statements and collecting the dues promptly, suppliers has to write series of collection letters to the customers. In case of customer who are unable to make the payment in time strategic approach is followed.

Collection Letter

Hints to write the collection letter Before drafting the letter, the supplier must try to understand the
peculiar nature of the customer and his business condition. The supplier has to refer to the previous correspondence. The tone should be cheerful, positive and firm. He must assume that the customer will clear his account . Suppliers should state in you attitude to persuade the customer. Customer should not ask for customers favor (should not apologies). Figure and facts about the overdue accounts should be stated. Supplier should express the confidence. Request the customer to explain in delay. It should not be too brief. There should be interval of a week between two collection letters. The supplier should know that the threat and ruthless language results in losing the customer.

Procedure of collection letter

Sending statement of account Reminder Stronger reminder Inquiry and discussion Appeal, urgency and demand. Legal action.

Sample of reminder 1
Dear Sir, Your attention is called to our account no B-15 dated 5th june 2009, of Rs 80,000/-, which has not yet been settled. Perhaps it has escaped your notice. A cheque for this will oblige. We are enclosing the statement of account for your ready reference. We look forward to an early settlement and to receiving your next order. Yours faithfully, R. K. Bahu Properietor Kasturi Traders.

Sample of reminder 2
Dear Sirs, May we refer again to our letter of 30th July and our June Statement of account indicating the payment of the balance of Rs. 8000 due to us from you? We now ask you to be good enough to send us your cheque within the next few days. Yours faithfully

Sample of reminder 3
Dear sirs, We are sorry that our letters dated 30th July and 10th Aug. requesting you for the settlement of our account of Rs, 80,000, have remained unnoticed. No doubt there is some special reason for the delay in payment and we should welcome an explanation and also remittance by return of post.

Sample of reminder 4
Dear Sirs, We very much regret that we have not received any reply to our three previous requests of 30th July, 10th Aug and 25th Aug, for payment of the sum of Rs. 8000o still owing on your account. We cannot keep this account open still longer and we call upon you to favor us with your cheque for the overdue payment without further delay. Your faithfully.

Sample of reminder 5
Dear sirs, It is very difficult to understand why we have not received any reply to our four previous letters of 30th July, 10th Aug, 25th Aug and 10th Sept. about the sum of Rs 80000 overdue on our June statement of account. Though we are most anxious to avoid doing anything from which your credit and reputation might suffer, we are forced to inform you that unless we receive your cheque in full settlement by 30th Sept 2009 we shall be compelled, much against our will, to take legal steps to obtain payment.

Final collection letter

Dear Sirs, We are both surprised and disappointed for not having received any answer from you to our letter of 20th Sept 2009, regarding the long overdue payment of Rs 80000/on your account. Although our relations in the past have always been good, we cannot allow the amount to remain unpaid indefinitely. We regret to inform you that we are now reluctantly compelled to place the matter in the hands of our solicitors. Yours faithfully,

Circular letter
When a businessman has to communicate a formal message to a number of customers, shareholders, suppliers, business friends, employees etc, he sends it through circular letters. It conveys messages about certain fundamental changes in the structure and policy of the business organization. Occasion that needs circular letters.
Change in address Opening of new departments, shops, branches and expansion of premises Introducing a new product. Announcing rise or reduction in prices Announcing the agency obtained

Announcing new branch through circular letter

Dear Sir/Madam, We are pleased to inform you that we are opening a new branch of wholesale electronics stores on 5th Aug------. The name and address of the new branch is given below: Nayantara Electricals 7, Vijaya Bazar, Central Road Silchar----At this new branch all our well known goods and services will be available. As this place is spacious, we are able to receive our customers more conveniently at the counter. We have also arranged customers waiting room and show room at this branch. Our branch manager Mr. S. K. Desai and his assistants eagerly await your visit . This will be very happy to receive you at the counter.

Agency Letters
A large business houses often has its purchase thorough their sales dept. But small business houses purchases through the system of agency. A person or a firm which acts for another is an agent, and a person or a firm which appoints agents is called as the principal of that agent. The smaller firms buys and sell through commission agents, brokers, commercial travelers and other types of agent. Generally the contract to an agency is given for one year but it can be renewed after one year.

Sample copy of offer of appointment sales agency

Dear Sirs, Mr. S. J. Richards, the Sales Manager of Bombay Pharmaceuticals has recommended you as a reliable and progressive firm of agents. We need a firm with experience of the pharmaceuticals, trade and good business connections with the leading buyers in the area of Bombay, Poona, Kolhapur and Ratnagiri. We prefer the firm with centrally placed offices, showrooms and go-downs in the above mentioned cities. We have been informed that you have the kind of experience and the facilities we need. There is a steady and promising market for our pharmaceutical products in different parts of our country and there is no doubt that a really active agent like you can bring about big increase in our sales. If you are interested in handling this agency, we should be pleased to make you this offer. We earnestly hope that this agency would prove mutually beneficial. As we wish to reach a quick decision, we look forward to

Sample copy of reply by sales agency Dear Sirs,

Thank you for your letter of 19th Nov, ---, offering us an agency for your pharmaceutical products in the area of Bombay, Poona, Kolhapur and Ratnagiri. We are sure that we shall be able to develop good demand for your goods with our well established relations. We are aware of the popularity of your products in other districts of Maharashtra. With our contacts, goodwill and efforts we shall successfully introduce your goods in these markets. Before meeting with you to discuss the details, it is right to inform you that we consider minimum commission rate of 8% on net invoice values. A lower rate of commission will not be considered. Secondly we require the agency contract for the minimum period of five years to compensate for the hard work in the initial stages. We would also like to know the arrangements for publicity. We hope that you would agree with our basic terms. Your offer will be accepted with pleasure if the stated terms are agreed by you. Yours faithfully,

Sales Letter
The sales letter are written to selected class of customers to sell particular kinds of goods and services. The selected class may be religious group, age group, financial group, social group and financial group. The sales letter writer always keeps in view the needs and requirements of the receiver. A sales letter is written with the purpose of persuading and convincing the prospective buyer to buy a particular product or service from the manufacturer or the dealer. It aims at promoting the sale. Writer writes a letter giving personal touch.

Sample copy of personal letter

Dear Mr. Rao Here is a splendid opportunity for you to buy HIS DESIGNS Shirts and pants at exclusive prices. Every man dreams to look handsome and elegant on some special occasion. Our HIS DESIGNS Shirts and pants are made for those special occasions to make your dreams come true. HIS DESIGNS shirts and pants are made of fine material and experts tailoring. As you are one of our regular customers, we would like to tell you about our completely new velvet textured terrene safari shirts and pants. At their amazingly low prices, they are really a splendid value for your money. The stock of velvet textured safari, shirts and pants at exclusive prices is limited. We are offering them only to our regular customers. We are giving a special discount of fifteen percent for you until 25th December. So dont delay, place your order today.

British health products India Pvt Ltd

15, Floor, Chiranjiv Tower 43, Nehru Place New Delhi-110019 Dear Mr. Joshi, 14th July 2009 Does a short run leave you exhausted? Do you have the energy to play with the kids after the days work? No? Then you are in poor health, and it may be weight related. The good news is you can do something about it with a little help from British health products. British health will offer, not miracle cures or instant solutions, but products that are scientific, simple, proven and most of all, safe. These will be nutritional and dietary supplementation plans to help you attain the right weight through weight loss or gain, as necessary. These will also be a plan to help you maintain your weight. British Health will also introduce other products for people whose busy lives leave them with very little time to look after their health. These will be very little time to look after their health. These will be a range of products designed specifically for quick energy, for digestive disorders, for feminine problems and others. The British Health range will also include everyday foods formulated in a nutritionally correct manner. All made in association with Booker of the U.K. Booker is the market leader in health foods and nutritional supplements. British Health products brings you the best-selling healthcare products modified to suit Indian climates, cultures and food habits. For any information on the these products and how to obtain them by VPP just