Letter Writing

Writing effective letters is an art which can be mastered by

practice. Nowadays, although modern means of
communication have replaced personal letters, formal letters
are still in vogue. Trade, official correspondence, public
representation, complaints, transactions and communication
with people are still conducted through letters. Therefore, the
art of writing letters should be cultivated by everyone.
Types of Letters
Letters can be broadly divided into two categories: formal
letters and informal letters.
Types of Formal Letters
A. Business Letters (for making enquiries, registering
complaints, asking for and giving information, placing orders
and sending replies)
B. Letter to the school or college authorities, regarding
admissions, school issues, requirements / suitability of courses
C. Letter to the Editor
D. Application for Job
Format of a Formal Letter
1. Sender’s Address
2. Date – dd/mm/yy
3. Recipient’s designation and address
4. Subject
5. Salutation
6. Body of the letter
7. Complimentary close
8. Sender’s name
The formal letters are written in block format. There is no
indentation. Each block begins with the margin on the left hand
side. Extra space should be left between different sections and
paragraphs. Punctuation marks are omitted in address and date
in the block format.
A. Business Letters
1. Letter of Enquiry
As the name suggests, the letter is written to enquire about
services, goods, courses or a product.
Enquiry for goods
The following points need to be kept in mind while writing a
letter of enquiry for goods.
1. It is a first time communication between two parties. There
is no prior contact with the firm, so there is a need to introduce
yourself /your firm and your / your firm’s reputation in the first
paragraph.
2. Talk about your requirements along with reasons, quotations
of prices and detailed catalogue of products (if required), mode
of payment, delivery and discount permissible on bulk orders in
second paragraph.
3. Conclude the letter stating your hopes / expectations.
SAMPLE LETTER
You are Sanjay Singh. You have recently opened a restaurant
‘The Invitation’ in 4/3 Model Town, New Delhi. Write a letter
to the Manager of the Cottage India Emporium inquiring
about the latest furnishings and upholstery items for the
same.
4 / 3 Model Town
New Delhi
18th September 2020
The Manager
Cottage India Emporium
Lajpat Nagar
New Delhi
Sub: Enquiry for furnishings and upholstery
Sir
I have recently opened a restaurant in Model Town. The
structural look has already been given to the hall. As a second
step, I am going to place a purchase order for interior
decoration to a firm like yours. I would therefore like to invite
terms and conditions at which your company would be able to
provide furnishing and upholstery items.
We require wall to wall carpets red in colour for all rooms so
that the printed walls and ceilings could match with floor
covering. Besides this we require curtains with matching
upholstery. In this context, we would appreciate if you could
send some samples. It would enable us to select suitable
material in tune with the colour scheme and ambience of the
place. Let us know the mode of delivery, payment and trade
discount you allow on bulk orders.
Note that the demand is urgent. Please respond to matter as
early as possible. Hoping for your kind co-operation.
Yours Sincerely
Sanjay Singh

2. Letter of Quotation
The letter of quotation is written in response to the queries
made in the letter of enquiry.
Details to be included:
1. The first paragraph starts with a polite thanks to the client
for enquiry along with a wish to start business with him.
Mention the date on which the enquiry letter was received.
2. The second paragraph answers all the queries made by the
client in the enquiry letter.
3. Conclude the letter in the third paragraph with a hope or
wish to continue the deal further.
SAMPLE LETTER
You are the Manager of Cottage India Emporium. Write a
reply to the enquiry made by the manager of ‘The Invitation’,
stating your quotation. Sign as R.K. Gupta.
Cottage India Emporium
Lajpat Nagar New Delhi
20th September 2020
The Manager
The Invitation
4 / 3 Model Town
New Delhi
Sub: Quotations for furnishings and upholstery items
Sir
We thank you for your enquiry dated 18th Sept, 2020 for the
supply of furnishings and upholstery items for your newly
constructed restaurant. We wish a long term liaisoning with
your enterprise.
We are glad to send a catalogue of our latest collection along
with the price list which we hope would meet all your
requirements. We have a wide range of items available in
different designs, shape and materials. The fabric used is of
excellent quality. We offer a trade discount of 15 % on the
payment made within 7 days of the delivery. We accept
payment through demand draft or cheque.
Looking forward for a prompt reply in the matter.
Yours Sincerely
R K Gupta

Letter of Placing Order

The letter placing order is written when the client is satisfied
with the terms and conditions specified by the firm. This is not
a first time communication with the firm. You already have the
quotations and other details.
Details to be included:
1. Start the letter saying thanks to the firm, supplying the order,
for sending their quotation. Mention that the terms and
conditions specified by them suits your requirements. Place the
order also in the first paragraph itself.
2. Mention details of the order in second paragraph. Mention it
in a tabular form to be more clear.
3. Talk about the expected date of receiving the order, mode of
payment, discount etc. in the third paragraph.
SAMPLE LETTER
You are the manager of ‘The Invitation’. Write a letter to the
manager of the Cottage India Emporium placing your order for
furnishings and upholstery items.
4 / 3 Model Town
New Delhi
22nd September 2020
The Manager
Cottage India Emporium
Lajpat Nagar
New Delhi
Sub: Placing order for furnishings and upholstery items
Sir
We thank you for your catalogue and the latest price list, both
of which cater to our expectations. Since our requirement is
urgent, kindly arrange the delivery of the following items
immediately:
S. No. Item Specification Number
1. Curtains Sample C-14 40 sets
2. Sofa Covers Sample SC-14 25 sets
3. Carpets Sample CA-14 25 sets
4. Table Cloth/Napkins Sample TN-14 30 sets

We hope that the items would reach us by 28th Sept, 2020. We

assure you of payment by draft after adjusting 20% trade
discount as specified by you. We reserve the right to reject or
exchange any of the items that do not correspond to our
requirements.
Yours Sincerely
Sanjay Singh

Complaint Letter
These letters are written to remind people / firms about their
defective products or poor services.
Details to be included
1. The first paragraph states the reference point, the bill or cash
memo number along with the date on which the goods /
products were received / bought. It also mentions the purpose
/ reason of writing the letter (dissatisfaction with the
purchase).
2. The second paragraph discuss in detail the problems with the
goods / products, the problem which you have to face due to
that.
3. The third paragraph states what further action do you expect
the firm/seller to take. The language should be polite but firm.
SAMPLE LETTER
You are the manager of ‘The Invitation’. Write a letter of
complaint to the manager of ‘Cottage India Emporium’ for
supply of defective furnishings and upholstery items to your
restaurant.
4 / 3 Model Town
New Delhi
8th October 2020
The Manager
Cottage India Emporium
Lajpat Nagar
New Delhi
Sub: Complaint against defective furnishings and upholstery
items
Sir
This is with reference to our order no. PHQ5934 dated 22nd
Sept, 2020 regarding the purchase of furnishings and
upholstery items for our newly constructed restaurant. We
regret to state that goods delivered do not correspond to our
requirements.
The quality of fabric received for sofa covers is found poorer
than expected. It does not all match with the samples sent
earlier by you. The colour scheme of the curtains is also not the
same as specified. It seems goods not ordered have been sent
by mistake. Inspite of the fact that an early delivery was
guaranteed the goods were delivered after a delay of 10 days.
We await your explanation in this regard and expect that the
faulty goods will be replaced at the earliest as per the
expressive terms of the order.
Yours Sincerely
Sanjay Singh
SAMPLE LETTER
You are Nikhil/Nisha staying at 53, Banjara Hills, Hyderabad.
Last summer, you bought a colour television from the ‘Clear
Vision of Hyderabad, with a warranty of 2 years. Off late you
discover that the television set has developed some problems.
Write a letter to the dealer complaining about the problems
and requesting him to get the defect rectified. Also request
him to replace it, if needed against the warranty that goes
with it.
53, Banjara Hills
Hyderabad

7 March 20XX

The Proprietor
Clear Vision
Hyderabad

Sub: Complaint against CTV – MS-21

Sir
It was only last summer, 15 June 2019 to be precise that I
bought a smart LED TV from you paying Rs.40,000. The model is
Sony CTV – MS-21 and the Invoice No. is 1487 dated
15.06.2019.

Last week it started giving trouble. I thought that the sound

problem was due to a weak signal and that it would pass, but it
recurred with more frequency. When I tried to adjust the knobs
the picture got blurred. Sometimes the colours fade away.

To resolve the problem I would appreciate if you get the TV set

checked properly by your service engineer. Since the TV set is
within the guarantee period of two years, you are requested to
replace it in case the defect is beyond repair.
Yours sincerely
Nisha/Nikhil