Types of Business Letters

  • Post last modified:8 October 2021
  • Reading time:34 mins read

Letter Writing

The first sample letter is written in block format and the indented format. The letters can be written in any of the two formats. However, for simplicity, all the other letters have been written in block format only.

The students are also suggested to follow the same pattern.

  1. Inquiry Letters
  2. Reply Letters
  3. Order Letters
  4. Letters for Execution of Orders
  5. Complaint Letters
  6. Reply and Adjustment Letters
  7. Sales Letters
  8. Reminder Letters

Inquiry Letters

Inquiry letters are written by individuals or companies to other individuals or companies to inquire about their products or services.

Inquiry for Electrical goods- Indented Format
J. G. ELECTRICAL APPLIANCES
Asia Building, Opp., Driven-In Cinema,
Thaltej, Ahmadabad – 380054.

December 28,2020

The Sale Manager,
H.A. electrical Co. Ltd.,
Opp., Law Garden
Ahmadabad – 380009.

Dear Sir

Sub. :Inquiry for electrical goods
We have a shop for electrical goods in Thaltej area for 15 years. We saw your advertisement today in “THE TIMES OF INDIA” for electrical goods. We are interested in buying the whole range of ‘KAMA L’ fans especially ceiling fans, table fans & pedestal fans from your agency.

We would like to have the latest catalogue and price list of all the above-mentioned fans. Please tell us about the discount that you give on every purchase. Please inform us about the mode of payment and the mode of transport.

Our requirement is urgent so tell us whether you can send the goods in 7 days.

If your terms and conditions are favorable, we may soon place an order with you.

Thank you

Yours faithfully
Ayansh Singh

Inquiry for Electrical goods Block Format

J. G. ELECTRICAL APPLIANCES
Asia Building, Opp., Driven-In Cinema,
Thaltej, Ahmadabad – 380054.

August 10, 2020.
The Sale Manager,
H.A. electrical Co. Ltd.,
Opp., Law Garden,
Ahmadabad – 380009.

Dear Sir

Sub. :Inquiry for electrical goods.

We have a shop for electrical goods in Thaltej area for 15 years. We saw your advertisement today in “THE TIMES OF INDIA” for electrical goods. We are interested in buying the whole range of ‘KAMAL’ fans especially ceiling fans, table fans & pedestal fans from your agency. We would like to have the latest catalogue and price list of all the above mentioned fans. Please tell us about the discount that you give on every purchase. Please inform us about the mode of payment and the mode of transport.

Our requirement is urgent so tell us whether you can send the goods in 7 days.

If your terms and conditions are favorable, we may soon place an order with you.

Thank you

Yours faithfully
Ayansh Patel

Reply Letters

As the name suggests, these are the reply letters written by the individuals or companies to reply to the inquiry letters received by them.

GOOD SOUND SYSTEM DEALERS

23, Rudra Plaza, Opp., Judges Bungalows,
Aja bpur,Deheradun-248121

27th September 2020

Raja Electronics,
23, Shah Complex,
Defence colony.
Dehradun-248012

Dear Sir,

Sub. : Reply for an inquiry of AIWA Sound System.

We are glad and thankful that you have found interest in doing business with us. As you have requested we are sending the latest catalogue of AIWA Sound System along with the price-list. We are a dealer of AIWA and so we have the entire model shown in the catalogue. Our mode of payment is 30% cheque with order and 70% cash on delivery.

We transport goods by ‘UTTARAKHAND TRANSPORT Co. Ltd.’ after packing the systems in their original cartons and putting them in between thermocol sheets. We can supply any number of orders within ten days. We have also sent a copy of terms and conditions along with this letter. We hope that you will find our terms and condition favorable and place a large order with us.

Thank you

Yours faithfully
(M. S. Patel.)

Write a reply to an inquiry for getting your building painted & furnished.

HELLO INTERIOR DESIGNING AGENCY
123, Agrawal Complex, sirpur,
Indore-452002

September 2, 2020

The Chairman,
GANESHA COLLEGE OF COMMERCE
Vina yak Trust Building,
Opp, City Gold Cinema,
Rajendra Nagar,
Indore-452012

Dear Sir

Sub. : Reply to your Inquiry for painting & furnishing your building

We are glad to know that you have taken interest in our interior designing company. As you have been given the reference by Mr. P. S. Yagnik who is our regular customer be will try to help & satisfy your needs completely. As you have requested to send our interior designer, we will send him on September 10, 2020, during your college hours. We can decide the price &the charges only after you select the quality of paint & design of furniture.

We will give you 15% discount if your painting area increases from 1,50,000 sq. feet. We assure you the best quality of work.

Thank you

Yours faithfully,

Jaspal Bhatti
(Director)

Order Letters

These letters are generally written after the inquiries are done. They are written to place the order for the products or services by an individual or a company.

  1. Place an order with Messrs Shah & Shah Bros for Electric goods especially fans.

J. G. ELECTRICAL GOODS
Asia Trust Building,
Opp., Drive-In Cinema, sirpur,
Indore – 452002

September 7, 2020.
The Sales Manager,
M/s. Shah & Shah Bros.
123, Shah Complex, Rajendra Nagar,
Indore – 452012

Dear Sir,

Sub. :Order for electrical goods

We thank you for your reply dated September 5, 2019, about the electrical goods. We are placing an order with you as mentioned below.

Sr. No. Goods Specification Price Quantity

(1) CINNI A Size (Red) Rs. 1200/- 50
CEILING B Size (Yellow) Rs. 1000/- 50
FANS C Size (White) Rs. 950/- 150
(2) TABLE Red, Plastic body Rs. 1200/- 100
FANS

Mode of Transport: Gujarat Transport
Mode of Packing: Wooden Boxes and Cartons with bubble wrap
Mode of Payment: 30% C.W.O. 70% C.O.D.
Date of Delivery: By September 20, 2020.

As you have mentioned in your reply we are expecting 20% discount. We hope that you will complete the order in time. Thank you.

Yours faithfully,
Nishant Shah
(Proprietor)

ii. Place an order with Rajdhani Electronics for electronics goods like Stereo System, Microwave ovens, and Digital Diaries.

NIRAV HOME APPLIANCES
2, Sagar complex, Opp. Nalanda Complex,
Premchandnagar Road, Bagadganj,
Nagpur – 440008.

September 7, 2020.
The Sales Manager,
Rajdhani Electronics,
23, Sheilly complex, Jaitala,
Nagpur – 440036

Dear Sir,

Sub:Order for stereo systems, Microwave oven, Digital diaries.

We thank you for your reply dated September 4, 2020 about the home appliances. We are placing an order with you as mentioned below :

Sr. No. Goods Specification Qty Price
1 Stereo system Sony (Grey color) 10 15,000
1200 w PMPO
Panasonic (Black) 8 8000
900 w PMPO
Microwave A size 4 8000
Oven B size 6 5000
2 Digital 128 KB (Black color) 5 950
Diary 32 KB (Metallic blue color) 7 650

Mode of Transport: MEH TA TRANSPORT CO.
Mode of Packing: Hard boxes with thermocol sheets.
Mode of Payment: 25% C.W.O., 75% C.O.D.
Date of Delivery: By September 20, 2020.

As you have mentioned in your reply, we are expecting a 15% discount. We hope that you will complete the order in time.

Thank you

Yours faithfully,

Pooja Dave
(Proprietor)

Letters of Execution of Order: (Supplier)

These letters are written when the orders are executed. These letters can be of various forms and can have various reasons, like late execution or part execution of orders. There are four letters given here as examples.

  1. Draft a letter of execution to the buyer requesting him to grant you 5 days more for the execution of the order.

H. A. ELECTRICAL GOODS.
123, Shah Complex, Opp. Gota Garden,
Fatehgarh, Jaisalmer – 345027

September 24, 2020.

The Manager,
J. G. Electrical Shop,
Opp. Rupali Cinema,
Mohangarh, Jaisalmer – 345033

Dear Sir,

Sub:Execution of order

We received your letter for an order of 500 electric lamp shades to be sent to you by September 30, 2020. I regret to inform you that due to the riots in Jaipur, the factory for the manufacture of Lamp-Shades is in the area of curfew. It is very difficult to get the goods in 5 days. So we cannot send the goods by September 30, 2020.

The situation in Jaipur is getting normal and is likely to settle-down by September 27, 2020. Soon after that, the production will be carried out and we will send the goods latest by October 5, 2020. For this, we need an extension of 5 days. We hope that you will consider our situation critical and help our relationships grow better.

Thank you.

Yours faithfully
Ashutosh Rana
(The Sales Manager)

2.Draft a letter of execution for asking the supplier to accept the order in part delivery.

H. A. ELECTRICAL GOODS
123, Shah Complex, Opp. Bank Of India,
Agra Chauk, Agra – 282003

September 25, 2020

The Manager,
J.G. Electrical Shops,
Industrial Estate,
Agra – 282006.

Dear sir

Sub:Part execution of order

We are thankful to receive your order for 500 ‘cello’ chairs, dated September 12, 2020. You have requested to deliver these goods latest by September 30, 2020.

We are sorry to inform you that right now we have only 300 chairs in stock. We have sent these 300 chairs to you by ‘AGRA TRUCK TRANSPORT’, we will dispatch the remaining chairs within 3 days, and which will reach you by October 5, 2020.

Kindly understand our condition and please bear with the inconvenience caused. We have sent along with this the bill of the whole consignment worth Rs. 75,000.

We wait for your reply.

Thank you

Yours faithfully,
Sanjay Shukla
(The Sales Manager)

Encl.: Bill No. 7232 worth Rs. 75000.

Complaint Letters

As the name suggests, these letters are of course written to complain if the products or services do not meet the requirements. They need to be answered at the earliest.

  1. Draft a letter of complaint about defective electric fans and stating the adjustment in it.

RAINBOW ELECTRICALS
Ghee Kanta Road, Near Delhi Darwaja,
Ashiana,
Lucknow – 226012

September 28, 2020

The Manager,
Rich Collection,
Daliganj,
Lucknow – 226020

Dear Sir,

Sub. :Complaint about defective electric fans

We are thankful to you to execute our order very quickly for our order of 300 fans. We are sorry to inform you that the consignment which was received by us on November 5, 2020, had in it 7 fans in defective condition. When we checked the fans, we found that four fans are not working at all and 3 other fans had only two wind-blades in each.

We request you to replace the seven fans by checked and tested fans within a week. We are sending these fans by ‘Le Chalo Road lines’ and request you to send tested fans through the same transport.

We hope for a quick response.

Yours faithfully,
Nevin Jain

A Retailer has placed an order for ready made shirt & insists on delivery within 10 days. Write a suitable order complaint against the delay in the execution of this.

OXFORD SHIRT CENTER
1, Golden Tower, Ashram Road,
Ahmadabad – 380009

January 10, 2020.

The Sales Manager,
Tyagraj Bros.,
Station Road, Bangalore

Dear Sir

Sub. : Late delivery of goods

We are very sorry to draw your attention to the non-delivery of the shirts. We specifically mention in our order of December 10, 2020, to send the goods before January 1, 2021. We regret to inform you that we have received neither the goods nor the letter. The delay in our execution of the order has caused much trouble to us. We have lost profit & prestige.

Our valued customers could not buy shirts from us. They were disappointed. Please cancel our order if you cannot execute the order within 10 days from the date of the receipt of the letter. As a businessman, you can understand the importance of time in a business transaction. Please treat this complaint as a friendly letter.

Yours faithfully,
Navneet Pathak

Reply (Adjustment) Letter to Complaints

These letters are written as adjustments to the complaints sent by the clients. They are written in polite language and if any adjustment is possible, it is made.

1.Write a suitable reply to a customer who has a complaint of shortage in the weight of goods received by him.

GIRNARTEA CENTER
1, Golden Tower, Ashram Road,
Junagadh

January 10, 2020

The Sales Manager,
Chai and More,
Station Road, Ahmadabad

Dear Sir

We have received your letter dated 7th January 2020 in which you have drawn our attention to the shortage of 50 kg in the consignment of tea supplied by us. Thanks for drawing our attention to this fact. After receiving your complaint, we inquired with our packing department. We came to know that you have placed an order for 200 kg. of tea whereas we only sent 150 kg. by mistake.

Now we have dispatched off a case of tea weighing 50kg. tea by ‘GUJARAT TRANSPORT CO.’ today. We apologize for the inconvenience caused to you. We assure you that now on wards you will not have any cause to write to us about your complaint.

Yours faithfully
Mohammad Hussein

2.Draft a letter from GUPTA & SONS who have received a complaint from ‘JG FURNITURE MART’ that their order was received late by 20 days and so they have suggested and adjustment that they want 2% discount more.

GUPTA & SONS.
12, Kameshwar plaza,
Relief Road, Ahmadabad – 380001


2nd December, 2020

The Purchase Manager,
JG Furniture Mart,
Opp. Drive-In Cinema,
Thaltej, Ahmadabad – 380054

Dear Sir,

We have received your letter dated 30th November 2020 in which you have complained about goods received late by 20 days. For that, we are very sorry. Please accept our sincere apology and allow us to explain the cause of the delay. When we received your order, transporters were on strike. Their strike continued for 15 days. So we were not able to send your order in time. We agree that the late delivery of the goods has resulted in a considerable loss. We agree with your proposal and grant you an additional discount of 2%. Please find herewith the Credit Note worth Rs. 1500/-. We are sorry for the inconvenience caused to you.

Yours faithfully

V. K. Gupta
(Sales organizer)

Complaint Letters

Complaint Letters Complaint Letters As the name suggests, these letters are of course written to complain if the products or services do not meet the requirements. They need to be answered at the earliest.

1.Draft a letter of complaint about defective electric fans and stating the adjustment in it.

RAINBOW ELECTRICALS
Ghee Kanta Road, Near Delhi Darwaja,
Ashiana,
Lucknow – 226012

September 28, 2020

The Manager,
Rich Collection,
Daliganj,
Lucknow – 226020

Dear Sir

Sub:Complaint about defective electric fans

We are thankful to you to execute our order very quickly for our order of 300 fans. We are sorry to inform you that the consignment which was received by us on November 5, 2020, had in it 7 fans in defective condition. When we checked the fans, we found that four fans are not working at all and 3 other fans had only two wind-blades in each. We request you to replace the seven fans by checked and tested fans within a week. We are sending these fans by ‘Le Chalo Road lines’ and request you to send tested fans through the same transport. We hope for a quick response.

Yours faithfully
Nevin Jan

2.A Retailer has placed an order for ready made shirt & insists on delivery within 10 days. Write a suitable order complaint against the delay in the execution of this.

OXFORD SHIRT CENTER
1, Golden Tower, Ashram Road,
Ahmadabad – 380009

January 10, 2020.

The Sales Manager,
Tyagraj Bros.,
Station Road, Bangalore

Dear Sr

Sub. : Late delivery of goods.

We are very sorry to draw your attention to the non-delivery of the shirts. We specifically mention in our order of December 10, 2020, to send the goods before January 1, 2021. We regret to inform you that we have received neither the goods nor the letter. The delay in our execution of the order has caused much trouble to us. We have lost profit & prestige.

Our valued customers could not buy shirts from us. They were disappointed. Please cancel our order if you cannot execute the order within 10 days from the date of the receipt of the letter. As a businessman, you can understand the importance of time in a business transaction. Please treat this complaint as a friendly letter.

Yours faithfully
Navneet Pathak

Reply (Adjustment) Letter to Complaints

These letters are written as adjustments to the complaints sent by the clients. They are written in polite language and if any adjustment is possible, it is ma

1.Write a suitable reply to a customer who has a complaint of shortage in the weight of goods received by him.

GIRNARTEA CENTER
1, Golden Tower, Ashram Road,
Junagadh

January 10, 2020

The Sales Manager,
Chai and More,
Station Road, Ahmadabad

Dear Sir

We have received your letter dated 7th January 2020 in which you have drawn our attention to the shortage of 50 kg in the consignment of tea supplied by us. Thanks for drawing our attention to this fact. After receiving your complaint, we inquired with our packing department. We came to know that you have placed an order for 200 kg. of tea whereas we only sent 150 kg. by mistake.

Now we have dispatched off a case of tea weighing 50kg. tea by ‘GUJARAT TRANSPORT CO.’ today. We apologize for the inconvenience caused to you. We assure you that now on wards you will not have any cause to write to us about your complaint.

Yours faithfully
Mohammad Hussein

2.Draft a letter from GUPTA & SONS who have received a complaint from ‘JG FURNITURE MART’ that their order was received late by 20 days and so they have suggested and adjustment that they want 2% discount more.

GUPTA & SONS.
12, Kameshwar plaza,
Relief Road, Ahmadabad – 380001

2 December, 2020

The Purchase Manager,
JG Furniture Mart,
Opp. Drive-In Cinema,
Thaltej, Ahmadabad – 380054

Dear Sir,

We have received your letter dated 30th November 2020 in which you have complained about goods received late by 20 days. For that, we are very sorry. Please accept our sincere apology and allow us to explain the cause of the delay. When we received your order, transporters were on strike. Their strike continued for 15 days. So we were not able to send your order in time.

We agree that the late delivery of the goods has resulted in a considerable loss. We agree with your proposal and grant you an additional discount of 2%. Please find herewith the Credit Note worth Rs. 1500/-. We are sorry for the inconvenience caused to you.

Yours faithfully
V. K. Gupta
(Sales organizer)

SALES LETTER

Sales letters are generally written by companies to advertise and promote their products or services. They can be addressed to individuals or companies. They can be personalized or general. They are written in detail and in a way that catches attention. Proverbs and phrases can also be used.

1.Sales Letter for Vehicle Service


92, Darabji Road, Dadar, Mumbai
022 25985647


1st June, 2003
Dear Auto owner:

Before monsoons lash Kerala coast, make your vehicle rain-proof! Don’t wait for signs of trouble. Come in and give your automobile,it needs a rainwater servicing right now.

By doing special rainwater servicing of your vehicle at our service centre you will not only protect the steel spare parts with the help of rust-proof solution coatings but also protect its trade-in value. You can enjoy a great feeling of security every time you and your family are on a long drive. You will be confident that your automobile is not going to cause you any problems.

To ensure that your vehicle is free from seepage of rainwater in key areas and to ensure the smooth running of your vehicle in the heavy rains our expert service facilities are ready and waiting. Our mechanics are trained in the factories of automobile manufacturers; our service station is fully automated and controlled by computers. It has the latest tools and genuine spare parts. All are ready to make sure that your vehicle performs at its best. Remember, a checkup and special servicing now can easily save much of your time and huge expenses later when heavy rains start.

Drive-in immediately and hand over the enclosed concession coupon to one of our attendants for a 10% special discount.

Remember, a stitch in time saves nine!

Sincerely,
R.S.Sharma
Manager

2.Sales Letter for Water Purifier

Himalaya Health Care Industries Ltd.
C-6 M.I.D. Industrial Estate, Thane
PH.: 022 25859746

10th April, 2003
Mrs. Kaveeta Krishnamurthy,
486, Gulmohar Apartments,
Andheri East, Mumbai

Madam,

We know how much you love and care for your lovely children and each member of your family. The results of a recent survey conducted by the Indian Medical Association have revealed that nearly sixty-two percentage of diseases caused to the people are due to unfiltered, unboiled contaminated water. This ratio is above seventy percent in metropolitan cities like Mumbai. Boiling the water every day will be an additional botheration for you in your busy life. Moreover, it will be a costly affair considering the price rise and fuels shortage. We are, therefore, at your service to provide you with cool and pure drinking water right at your home. The research and development section of our company has designed and produced an elegant water filter cum-cooler by name HIMALAYA COOLER AND FILTER.

HIMALAYA COOLER AND FILTER provides you cool and pure water round the clock. It has wax filters which filter the water and keeps away all impurities. The body of the filter is made up of special material which automatically reduces the temperature of water without the use of any electric power. HIMALAYA COOLER AND FILTER is the only of its kind in India which does the work of water filter at the same time cools the water. It is also approved by Indian Standard Institute for its dependable performance. It is available in three sizes to suit the requirements of small families, big families and offices. You can find prices and other details from the enclosed catalogue.

Fill up the enclosed order form, detach and mail it today (postage free). You will be eligible for a special discount of 10% on the catalogue price if you book your order before the 1st of next month. To save you and the loving members of your family from health hazards, book your order today!

Yours caringly
Manager

Reminder Letters

These letters are written to remind an individual or a company about something important or urgent. These letters are short and to the point.

BALAJI TRADING CORPORATION
56, Station Road, Tirupati

August 10, 2020

Shakti Associates,
102, Main Road,
Hyderabad

Dear Sir

Please find enclosed Statement of Account upto 31st July 2020 showing a balance of Rs.28,500/- due from you as on 12th August, 2020 in respect of our Invoice Nos. 108 and 116.The duplicate copies of each of these invoices are also enclosed herewith.An early settlement will be appreciated.

An early settlement will be appreciated

Yours faithfully,
R.K.Venkatgiri
Credit Manager

BALAJI TRADING CORPORATION
56, Station Road, Tirupati

August 25, 2020

Shakti Associates,
102, Main Road,
Hyderabad.
Dear Sirs

Our books of accounts show an overdue balance of Rs.28,500 in your account. We sent you a reminder in this regard on 10th August, 2020. But it seems that it has escaped your notice due to your busy schedule. We, therefore, enclose a Duplicate Statement of account and request you kindly to settle the account at the earliest and oblige,We look forward to your prompt payment.

Yours faithfully,
R.K.Venkat giri
Credit Manager





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