LAYOUT

1. HEADING
(Name and address of The Company)
Eg: SULTAN CHAND AND SONS
Publishers and Booksellers
47, Vallabhai Street,
New Delhi-19

2.DATE: (Can be given on the left or right, but left is preferable in a business letter)
Eg: April 30, 2019 / 30th April, 2019

3. INSIDE ADDRESS: (Name and Address of the firm to whom the letter is written)
Eg: The Learner’s Company
199, Mount Road,
Chennai-08

4.SALUTATION: (A complimentary greeting with which the writer open his letter)
Eg: Sir,
Madam,
Dear Sir,
Dear Madam,
Dear Sirs,
Dear Mesdames,
Dear Sir/Madam,
Dear Kumar, (If the person is known by name)
Respected Sir/Madam, (Used in Job Application Letters or if the person is in a higher position than
the letter writer)

5.BODY OF THE LETTER: (Part which contains the message or content of the letter. Usually divided
into (i) subject and reference (ii) opening paragraph (iii) main paragraph and (iv)closing paragraph)

5.1 Subject and Reference: (Sub: A brief one line theme of the letter and Ref: no. used to indicate usually
when a series of letter is sent or in replies to a previous letter)
Eg: Sub: Complaint regarding despatch of poor quality goods – reg.
Ref: Your order dated 10th March, 2019 /
Your letter dated 2 nd February 2019/
Our letter no.: VBD/105/18-19
5.2 Opening Paragraph: (Introductory remarks about a letter expressing pleasure/gratitude/reference/
acknowledgement)
Eg: Acknowledging your letter dated________ /
In response to your letter dated________ /
We have received your order _________/
Thank you very much for your order dated_______
5.3 Main Paragraph: (Contains the subject matter, should be brief and to the point taking care not to omit
important points as well)

5.4 Closing Paragraph: ( Closing remarks, must be final and complete, gentle but firm and motivate action
that the writer wants from his reader)
Eg: Hoping to hear from you at the earliest /
Thanking your good selves /
We shall be looking forward to your response /
We look forward to serving you
6. COMPLIMENTARY CLOSE: (A conventional and polite way to end a letter)
Eg: Yours faithfully / truly / respectfully / sincerely.

7. SIGNATURE: (Gives a authentication of the writer usually hand-written, containing the name and
designation of the writer)
Eg: **********
(Mr. XXX)
Accounts Manager [OR]

*********
For Sultan & Chand,
Managing Director

8. ENCLOSURES (Attachments like price list/catalogue/prospectus/order/invoice/bill/cheque/resume)

Eg: Encl : (1) Price List
(2) Catalogue
(3) ________
(4) _________
SAMPLE LETTERS

1. ENQUIRY LETTER
When a buyer wishes to get some information about the quantity, price, availability,etc of goods to
be purchased he writes an enquiry letter. They can be:
• Solicited Enquiry: Enquiry made in response to the seller’s advertisement
• Unsolicited Enquiry: Enquiry made at the buyer’s own initiative
• Enquiry for some favour: Enquiry made about some special price or some favourable terms
• Routine Enquiry: Enquiry made by an old buyer in the usual course of business

Example : Write a letter to you suppliers enquiring about the price and time of delivery of Raincoats,
overcoats and Gumboots:

AMBEDKAR GENERAL STORES

Wholesale General Merchants
Distributors & Retailers
70, K.G. Circle,
Bangaluru-23
15th February,2019

The Sales Manager,

Indian Rubber Works Ltd.,
84, Rampur Nagar,
Uttar Pradesh-06

Dear Sir,
Sub: Enquiry about the price and time of delivery of your products-reg.
We wish to introduce ourselves as general merchants of 25 years’ standing in the market. We plan the stock
your INRUBBER Brand products to expand our business.

Since major part of our clientele comes from rural and semi-urban areas, we are interested in medium quality
goods. Please quote your best prices, for 500 units of each of the three items viz., Lightweight raincoats,
Weatherproof Overcoats and Easy wear Gumboots in medium and small sizes and for both women and men.
Let us know whether you can despatch the goods within 15 days of the receipt of the order.

You can be sure that your products will have a large sale in this part and you will get regular orders from us
if your prices are competitive. We look forward to receiving and early reply from you.

Yours faithfully,
***********
For Ambedkar Stores,
Sales Manager.
 2. REPLY TO AN ENQUIRY LETTER
When the seller replies to the enquiries made to him it should contain prices, quotations and other
terms of sale such as discount, credit, delivery etc. always thank the party for his letter and show
appreciation for his interest in your company and show your willingness to serve or help the
customer in the form of additional information if needed.

Example: Write a reply to the above enquiry letter:

INDIAN RUBBER WORKS LTD.

Distributors & Retailers
84, Rampur Nagar,
Uttar Pradesh-06
25th February,2019

The Sales Manager,

Ambedkar General Stores Ltd.,
70, K.G. Circle,
Bangaluru-23

Dear Sir,
Sub: Reply to the enquiry on the price and time of delivery of our products-reg.
Ref: Your previous letter dated 15th February,2019
We are glad to know from your previous enquiry letter regarding your interest in stocking our products. We
are really happy to extend our business association with you and hope to continue our association with you.

The INRUBBER products are successfully marching ahead in all the markets they have entered. The
pleasing colours and designs along with lightness of weight of our Lightweight overcoats have attracted a
large number of women. Gentlemen proudly wear them because of the dignified look they gain. The quite
handy weatherproof raincoats and the new medium-height Gumboots are fast capturing the market.
We are pleased to quote you the following prices, common for Gents’ and Ladies’ varieties:

Lightweight raincoats : Medium (500 No.s) – Rs.67,500

: Small (500 No.s) – Rs.50,000
Weatherproof Overcoats : Medium (500 No.s) – Rs. 80,000
: Small (500 No.s) – Rs. 72,000
Easy wear Gumboots : Medium (500 No.s) – Rs. 45,000
: Small (500 No.s) – Rs. 62,900
The above Lightweight raincoats, Weatherproof Overcoats are available in assorted colours and designs.
The orders are received in multiples of 50s. The freight charges for Bengaluru will be Rs.1,800 for the above
goods and we are happy to give you a Trade Discount of 20% on your total order.

Your consignment will be despatched within ten days of the receipt of your order. Full details of our other
terms of business are enclosed. We look forward to serving you.

Yours faithfully,
*********
For Indian Rubber Works Ltd.
Sales Manager.

Encl: (1) Descriptive Brochures

(2) Copies of Sales Terms
 3. SALES / OFFER LETTER
An offer is general or voluntary sent to all prospective customers. These sales letter/ offer must be
attractive where the seller markets and advertises his products with the intent of arousing interest
from the other party. The writer should follow the ‘AIDA’ principle of Attracting the customer,
arouse Interest, create a Desire and make the customer end up in Action of buying his product.
A quotation is a specific offer made in response to an enquiry with the details about the specific
goods, terms of payment and conditions of delivery.

Example: Write a letter to the Secretary of the Cooperative Store of a college as a publisher offering a
sale of your book:

ANAND PRAKASHAN PUBLISHERS

70, Kocheri Building
Belgaum-64
24th January, 2019

Dr. XXX, M.Com., PhD.

Associate Professor and Head of Business Studies,
College of Commerce
Margoa-17

Sir,
Sub: Offer letter for sale of a newly published book –reg.
We are pleased to send you, by today’s post a complimentary copy of our new publication ‘Principles and
Practices of Management. Kindly give the book a trial in your class-room teaching and you will certainly
feel that it would be worthwhile addition to your library.

This book is designed to meet the requirements of brilliant as well as average students studying at the
bachelors’ level. The discussion of each topic is lucid and exhaustive. The approach is fresh and original.
The grading of the case studies is illustrative. The authors of this new text book not only have rich
experience but a thorough understanding of the problems faced by the students enabling them to write and
publish the book in a lucid way. Copies of the the next volume is also available in the market. As an
academic offer we would like to give you discount of 20% on bulk orders for your college library and
students.

We have attached a postal order form for your reference to order for our copies and also a subscription form
for our monthly journal of management. Looking forward to hearing from you.

Yours faithfully,
*******
(Mr.YYYY)
Sales Manager,
Anand Prakashan Publishers.

Encl: (1) Order Form

(2) Subscription Form
 4. ORDERS
An order form is like a reply to a seller making an offer for sale. In this letter the buyer orders for a
specific number of goods, give specification of the terms and conditions, manner of payment and
goods delivery. Order forms include all relevant instructions about time allowed for execution of the
order, about packing, insurance and transportation and about terms of payment.

Example: Write a letter to a supplier ordering for paints, varnish and mixers, mentioning the method
of payment and requesting for goods delivery by passenger trains:

BRIGHT BROTHERS
Dealers in Paints & Varnishes
36/2 Parry’s Corner,
Chennai-02
26th March, 2019

The Sales Manager,

National Paints Co. Ltd.
Ahmedabad-09

Dear Sir,
Sub: Letter for Ordering paints, varnishes and mixers –reg.
Ref: Your sales offer letter dated 2 nd March, 2019
Thank you for your quotation and the price list. We are glad to place our first order with you and happy to
be in close business association with you. Hope our association continues.

We acknowledge and thank you for the exciting trade offers and discounts given by you and expect to buy
the best quality paints, varnishes and mixers for our business dealings in Chennai. In reference to your letter
we would like to order the following list of items.
S. No. Description Quantity Unit Price Amount
( Tins) (in Rs.) ( in Rs.)
1. NAPCO Sky blue Paint (100ml) 12 160 1920
NAPCO Light green eco-
2. 10 170 1700
friendly paint (100ml)
3. NAPVAR varnish (500 ml) 25 70 1750
4. NAPMIX Paint Mixer (250ml) 15 50 750
Since the above goods are required to replenish our nearly exhausted stock of these items, we request you to
expedite the despatch by passenger train and add the carriage and freight expenses to the total amount. We
shall arrange for taking delivery of the goods at our end.

We look forward to receive the goods at the earliest. We would also like to receive the Invoice along with
the goods. We have enclosed a DD for the advance amount. The remaining payment will be transferred after
we get the delivery of the goods.

Yours faithfully,
*******
Sales Head,
Bright Brothers

Encl: Demand Draft Numbered: 605231

 5. EXECUTION OF ORDERS:
The letters which is written in reply to an order is called an execution letter. The orders received
must be promptly acknowledged expressing the seller’s pleasure and gratitude for the business
opportunity. Execution can be done in two ways:
• Execution in full: When the seller can execute the full order by immediately supplying the
ordered goods, he writes an execution letter committing the delivery of the entire goods.
• Execution in part: When the seller cannot execute the full order by immediately supplying
the ordered goods, he writes an execution letter committing to the partial delivery of the
goods immediately and supplying the remaining goods at later date.
• Denial/Refusal of an order: When the seller cannot execute the order due to reasons like non-
availability / disinterest / heavy orders / unacceptable terms / strike / uncleared previous dues
etc. he denies to accept the order and replies the denial by a letter.

Example 1: Write a reply letter to the buyer who ordered for paints, varnish and mixers, mentioning
the full execution of his order:

NATIONAL PAINTS
Wholesaler in Paints and Hardware
85, Rema Bazaar
Ahmedabad-09
30th March, 2019

The Sales Manager,

Bright Brothers. Ltd.
36/2 Parry’s Corner,
Chennai-02
Dear Sir,
Sub: Execution letter for the order of paints, varnishes and mixers –reg.
Ref: Your order letter dated 26th March, 2019
Many thanks for your order of 26th March which we take as an indication of you increased interest business
association with us. We are glad to inform you that we have been supplying the high quality paints across
global customers and we promise you that our products would of international standards.

All the items ordered by you have been despatched and you shall be getting them in about four days’ time.
Your customers will certainly be pleased with the excellent quality of the NAPCO products. Our new range
of eco-friendly paints are fast moving and are being demanded by customers all around. We would also like
to introduce our exclusive range of rarely available colours with germ-protection substances and kids-
friendly elements added in it. We are happy to send a sample tin along with your order for your use and
examination.

If you wish to have any further information write to us and we will be glad to serve you in any matter
relating to our business. Looking forward for the development of our mutual business relations and assure
you of our best attention to your orders.
Yours faithfully,
*******
Sales Head,
National Paints

Encl: Invoice and Railway Receipt

Example 2: Write a reply letter to the buyer who ordered for paints, varnish and mixers, mentioning
the part execution of his order:

NATIONAL PAINTS
Wholesaler in Paints and Hardware
85, Rema Bazaar
Ahmedabad-09
30th March, 2019

The Sales Manager,

Bright Brothers. Ltd.
36/2 Parry’s Corner,
Chennai-02

Dear Sir,
Sub: Execution letter for the order of paints, varnishes and mixers –reg.
Ref: Your order letter dated 26th March, 2019

Many thanks for your order of 26th March which we take as an indication of you increased interest business
association with us. We are glad to inform you that we have been supplying the high quality paints across
global customers and we promise you that our products would of international standards.

All the items ordered by you are in stock except NAPCO Light green eco-friendly paints where have only 5
tins left in stock. We expect them from our suppliers on the second week of April. We have despatched the
available stock by train and it will reach you in four days’ time. We assure you that the remaining order will
be despatched by the end of April.

We trust the delay in supplying these goods will not in-convenience you and request you to write to use to
confirm that you still require them. We will be glad to serve you in any matter relating to our business.
Looking forward for the development of our mutual business relations and assure you of our best attention
to your orders.

Yours faithfully,
*******
Mr. XYZ
Sales Head,
National Paints

Encl: Invoice and Railway Receipt

 6. COMPLAINT & ADJUSTMENT LETTER:
Letters which are written by the buyer complaining about the imperfections and mistakes in
execution of the order by the seller is called a Complaint Letter. These can be written for various
reasons like Incomplete or defective order / wrong despatch of goods / defective packaging /
abnormal delay in delivery / wrong or inferior quality of goods / damage of goods in transit etc.
The letters which is written by the seller in return for handling the complaints is called an Adjustment
Letter.

Example 1: Write a reply letter to supplier complaining the damaged condition of condensed milk
ordered.

KR Ruban & Bros.

General Merchants
35, Central Market
Kolkata-03
11th March, 2019

The Secretary,
Dairy Products Ltd.
84/2 Banarjee Street
Kolkata-24

Dear Sir,
Sub: Complaint of goods received in damaged condition –reg.
Ref: Your order delivered dated 10th March, 2019

We regret having to point out to you the unsatisfactory execution of our order. Your delivery of 50 tins of
Cow Brand condensed milk arrived yesterday in a heavily damaged condition.

A number of tins are dented and out of shape while many others are punctured with their contents having
partly leaked out. We report the damage to our delivery agents at their local office before taking delivery of
the packages. But they have disclaimed all responsibility, saying that the damage has been caused by loose
packaging. The tins are unsalable right now in their present condition.

We expect that such mistakes will be avoided in the future for our continued association with you. As far as
this delivery is concerned we request you to replace the whole order and replenish with a new stock as
quickly as possible for serving our business needs.

Yours faithfully,
*******
Mr.XXX
For KR Ruban & Bros.
Sales Head.

Encl: Invoice
Sales Receipt
Example 2: Write a reply letter to the buyer who has complained on the damage delivery of goods,
and assuring him of necessary adjustments and repairs.

DAIRY PRODUCTS LTD

Wholesaler in Dairy Products
84/2 Banarjee Street
Kolkata-24
12th March, 2019

The Sales Head,

KR Ruban & Bros.
General Merchants
35, Central Market
Kolkata-03

Dear Sir,
Sub: Adjustment of damaged goods delivered –reg.
Ref: Your letter dated 11th March, 2019

We are sorry to learn from your letter of April 11 that the condensed milk tins which you had ordered for
your weekend sale arrived so badly damaged that you could not accept them.

As we have enquired the matter the packaging was done properly and we expect the goods could have been
damaged in transit. We acknowledge that your business might be paused because of our damaged delivery.
Hence we send you today another consignment of 50 Cow Brand condensed milk tins by speedy delivery
which will reach you promptly. Please leave the damaged tins with our delivery agents while you collect the
new order by tomorrow.

We appreciate your writing to us promptly and hope that your customers will be satisfied with the
condensed milk as ever before. We again regret the inconvenience caused and assure you that such mistakes
will be avoided in future. We look forward to have for our continued business association.

Yours faithfully,
*******
Secretary,
Dairy Products Ltd.

Encl: (1) Invoice

(2) Motor Receipt
 7. BANK LETTERS
Banks constitute the most important part in financing the business. Letter to and from the bankers are
very significant in a business. Business Correspondence can be to open a bank account / letters to
stop payment of a cheque / request for credit or overdraft facility etc.

Example: Write a letter to a banker seeking for loan approval for your business expansion against
certain surety.

VENUS COMPANY LTD.

Dealers in Notebooks and Stationeries
96/1 Eden Gardens
Hyderabad-27
12th April, 2019

The Manager,
HDFC Bank,
Reddy Nagar Branch,
5, Nizam Nagar,
Hyderabad-03

Dear Sir,
Sub: Letter seeking loan approval – reg.

We, as a long standing credit worthy business customer, are happy to inform our tremendous growth in our
business. Our recent marketing and advertising strategies helped us to position ourselves as the No.1 dealer
in Notebooks and Stationeries across the Northern Telangana Region.

Since all the orders with our new business suppliers are to supplied on credit and as we are appointing new
regional heads and supervisors for our expanded business, we are obliged to approach you for a term loan.
We would like to apply for a loan of Rs. 5,00,000/- for one year. This amount would cover 80% of our
financial requirements on account of the increased business activity. The remaining 20% have planned to be
met by us from our internal sources. For the security we would mortgage our Business Premises and Factory
which is worth Rs.6,18,000/-. Please find enclosed the registration certificates of the properties.

Please let us know whether your Bank can help us in the matter and if so on what terms. An early reply will
be highly appreciated.

Yours faithfully,
*******
For Venus Company Ltd,
Managing Director.

Encl: (1) Registration Certificate of the Business Premises

(2) Registration Certificate of the Factory
 8. JOB APPLICATION LETTER
Application letters are written when someone need a job. They are personal letters incorporating few
features of a business letter. They are usually written in response to an advertisement or can be
written voluntarily also.

Example: Write a job application letter for the post of a medical representative:

XXX, B.Sc.,
18/C Rajaji Street,
3rd Block,
Bangalore-09

15th April, 2019

The HR Manager,
Pharma Associates,
72, Woods Road
Bangalore-24

Respected Sir,
Sub: Application for the post of Medical Representative-reg.
Ref: Advertisement dated 14th April, 2019

In response to your advertisement in the Indian Express dated 14th April, 2019, I am applying for the post of
medical representative in your esteemed institution, which suits my qualifications and aptitude.

I am a science graduate with Microbiology as my major group. My high school and college education has
been completed in the city of Bangalore. I passed my 12th Grade with 78% and graduated from ABC College
with First class Distinction (72%). I am keenly interested in the field of biology and have assisted few
researches in the field of pathology. As a person medicine and pharma industry has interested me right from
my graduation. Also, during the entire 3 years of my college, I have served the college in different capacities
as organiser and secretary. So, I have had the ample opportunity to meet different people for obtaining
advertisements for the college events. These qualification and skills would definitely be of help for my job
as Medical Representative.

I request you to consider my application and await a personal interview to substantiate and demonstrate my
aptitude. I have enclosed my resume and copies of my qualification certificates along with my letter.

Yours truly,
******
XXX

Encl: (1) Curriculum Vitae

(2) Copies of Certificates

CURRICULUM VITAE
1. PERSONAL DATA:
Name : XXX
Date of Birth : 6th August, 1997
Age : 22 years
Height : 167 cms
Weight : 62 kgs
Marital Status : Unmarried
2. CONTACT INFORMATION:
Address: XXX, B.Sc.,
18/C Rajaji Street,
3rd Block,
Bangalore-09
Mobile: 9874523611
Mail id: [email protected]

3. STATEMENT OF PROFESSIONAL OBJECTIVE:

To work as a Medical Representative with an esteemed organisation like yours with the ultimate aim
of finding a position on the pharmaceutical industry to coordinate and contribute in easy accessibility
of medicines.
4. ACADEMIC AND PROFESSIONAL QUALIFICATION:
Examination Year of Passing Board/University Percentage of marks
S.S.C 2014 CBSE 82%
H.S.C 2016 The Karnataka Board 78%
B.Sc 2019 Karnataka University 72%

• Certifications in Basic Computer and Lab Technology

• Worked as research intern at Internpartner for a period of 2 months
• Worked as a part-time research assistant for a period of 6 months

5. EXTRA-CURRICULAR ACTIVITIES:
• Member, College Planning Forum for the academic period 2018-19
• Represented College Football team and won inter-collegiate tournaments
• Secretary, NSS Unit of our college.
6. REFERENCES: (1) Dr. YYY, Head of the Department of Microbiology, ABC College.
(2) Dr. ZZZ, Physical Director, ABC College.

******
(XXX)
 9. REFERENCE / TESTIMONY LETTER
Letters which are written for referring a candidate for a job position or giving a testimony of his/her
character is known as a reference or a testimonial letter. This gives and authentication and identity
for a candidate who looks in for a job in a new firm.

Example: Write a testimonial letter for an employee:

INDIAN RUBBER WORKS LTD.

Distributors & Retailers
84, Rampur Nagar,
Uttar Pradesh-06
25th February,2019

TO WHOMSOEVER IT MAY CONCERN

I take great pleasure in certifying Mr. XXX who has been working with us for the last six years. He is
familiar with all aspects of office work and has and has bought dignity and distinction to every seat he has
occupied.

He joined the company as trainee and raised to the position of Team Leader within two years. He has
expressed great commitment and leadership in all his assignment and projects. For the past four year he has
been working as a Team Leader & Project Trainer in the field of Structural Designing. He is a man of
integrity and dynamism and will prove as an asset to any organisation he joins.

As we are re-organising our company we cannot offer a job compatible for his high experience and
qualification. Very reluctantly we had to part with Mr. XXX. I wish him success in life.

********
Mr.YYY
General Manager
 10. E-MAILS
Usage of electronic mails in today’s business has become inevitable since it is convenient and quick.
It has drastically changed the usage of written letters in the business world. The significance of e-
mails lies in its short and precise messages in contrast to a letter.

Example: Write an e-mail to a supplier complaining the damaged condition of the goods sent:

From: thesalesmanager.kr&[email protected]

To: [email protected]

Re: Complaint of goods received in damaged condition –reg.

Dear XXX

We regret having to point out to you the unsatisfactory execution of our order. Your delivery of 50 tins of
Cow Brand condensed milk arrived yesterday in a heavily damaged condition. A number of tins are dented
and out of shape while many others are punctured with their contents having partly leaked out. The tins are
unsalable right now in their present condition.

We expect you to replace the whole order and replenish with a new stock ASAP for serving our business
needs. PFA scanned copy of the invoice.

YYY,
General Manager