Letters on Educational Matters
There are occasions when teachers and children’s parents have to correspond with one another. More often than not such correspondence relates to the absence of the child from school. However, there can be other matters too, concerning some other educational problems. Some of these are:
1. Getting a certificate.
2. Complaint on lack of facilities in school or other inconveniences.
3. Inquiries about child’s progress in his/her studies and the teacher’s reply.
Letter to School for Certificate
Start your letter by giving reasons for asking for the certificate:
1. This is to inform you that I have been transferred to Hyderabad and will be leaving
Delhi on the tenth of this month to take charge of my new post.
2. You will be pleased to learn that my son Rajiv who has passed his higher secondary from your school this year, plans to apply to an American university/ Education Ministry for a scholarship for higher studies.
3. It will be of interest to you to learn that my son, Chandra Kiran, who has completed/ finished his education this year at your school, plans to apply for a job with the
Government of India/ Escorts Ltd.
4. You will be happy to know that my daughter, Rani Rao, who is a student of Class X in your school wishes to participate in the Science Talent Competition next month.
Request for Certificate itself:
5. Hence, I would request you to issue a school leaving certificate to my son, Amit
Kumar, a student of VII D of your school so that he can be admitted to a school there.
6. Therefore, you are requested to give him a character certificate to be enclosed with such an application.
7. This is to request you to give a provisional certificate of passing the said examination to be produced at the time of interview.
8. I learn that a merit certificate from her school is necessary for entry to this competition.
Therefore, I shall be grateful if you issue the certificate.
9. He has been asked to get a character certificate and mark sheet from the school when he appears for the interview. Therefore, please issue the same.
Inform if the certificate is required by a fixed date:
10. Kindly arrange to issue this certificate by the end of this week.
11. For your information, this certificate has to be submitted before the first of next month. 12. As I have to leave Delhi in the first week of next month, kindly instruct your office to make testimonials available to us by this month end.
13. Since the interview is scheduled for next Monday, he requires it before that.
14. I request you to let me have the certificate immediately as there is only one week left for the final interview.
15. I will feel obliged if you release the certificate before the 15th of this month.
Express thanks:
16. Thank you for the trouble.
17. Please excuse me for putting you to trouble.
18. Thanking you.
19. I will feel obliged for this favour.
20. I will be grateful for your timely gesture.

Sample Letter
Respected Sir/Madam,
This is to inform you that I have been transferred to Hyderabad and will be leaving Delhi on the tenth of this month to take charge of my new post. Hence, I request you to issue a school leaving certificate to my son Amit Kumar, a student t of VII D of your school, so

that he can be admitted to a school there. Kindly arrange to issue this certificate by the end of this week.
Thank you for the trouble.
Sincerely,
Letter of Complaint to the Head Master
If there is lack of educational or other facilities in the school a letter of complaint can be written to the Headmaster of the school.
Start the letter in this way:
1. I am deeply pained to learn from my son about the attitude of some of your teachers towards the students.
2. As the father of one of your students, I consider it my moral duty to bring to your notice the sad state of affairs in some classes of your school.
3. May I take this opportunity to express my concern on the teaching standard in my son’s class.
4. I am writing this' letter mainly to bring to your kind notice the unsatisfactory sanitary conditions/ catering arrangements that I noticed during my recent visit to your school.
5. This is to bring to your kind notice the misbehaviour of the school bus driver/conduct with students.
6. This is to suggest you a few measures you could take to improve the general conditions in your school.
7. I am quite disturbed to learn about the unhealthy conditions around your school.
8. It is quite surprising that your school, although well established, is totally lacking in sports facilities.
Then mention some complaints (educational):
9. I have been informed by my son that during the course of one month the Physics teacher has been changed thrice, and as a result, the studies have suffered badly.
10. My daughter tells me that her Sanskrit teacher has been on leave for more than a month now and no substitute has been arranged.
11. I can see from my daughter's homework that her Mathematics teacher expects the students to know things that he/she does not teach in the class:
12. I have noticed that my son gets much more homework than a child of his age can handle. After that, mention other complaints:
13. For the last few days the school bus has been arriving half an hour late and, as a result, my son always misses his first period in the class.
14. I noticed that the school canteen totally lacked hygiene, with flies hovering over the eatables. 15. According to my son, the toilet in the school is badly maintained and he fears that this might lead to the spread of diseases.
16. The desks are not dusted properly and, as a result, the students' clothes get spolled.
17. The water tank which provides drinking water to the students is not regularly cleaned and hence there is always a danger of spreading infection.
18. I am quite pained to learn that young children are beaten mercilessly by some teachers for minor offences.
19. It is quite disturbing to learn that some students bully other children.
Close the letter by expressing hopes for early corrective measures:
20. I hope I have managed to bring home to you the basic -problem and you will take prompt action to solve it.
21. It is clear that you will have to employ better staff and offer them better terms if you don't want your students to suffer.

22. Strict supervision of your canteen/ sanitary staff is necessary and I expect you would arrange for it.
23. May I request you to see that the students are not unnecessarily burdened.
24. De you will consider my suggestions in good spirit and my complaint will be heeded to. 25. May I request you to reprimand the bus driver.
26. May I request you to kindly instruct your teachers not to beat the children very harshly. Sample Letter
Respected Sir / Madam,
May I take this opportunity to express my concern on the teaching standards in my son's class? I have been informed by my son that during the course of one month the Physics teacher has been changed thrice and, as a result, the studies have suffered badly. It is clear that you will have to employ better staff and offer them better terms if you don't want your students to suffer.
With regards,
Yours faithfully,

Letter from Teacher to Parents Regarding Students' Progress
This letter can be written by the teacher on his/her own or he/she can do so in reply to the parent's/ guardian's letter.
Begin the letter in this way:
1. Thank you for your letter enquiring about your son, Atul's progress in the school
2. Thank you for your enquiry about your son's progress in the class.
3. I have received your note asking for information regarding your son's progress in school. 4. I am pleased to learn that you have been showing a keen interest in your school.

The following sentences are suitable in reply:
5. I am writing this note as I feel you are interested in knowing how your daughter is dong at school.
6. I think it is my duty to inform you about your son's performance in the class.
7. I am sure you would like to know how your son is faring in his studies.
8. May I take this opportunity to inform you of your son's progress in his studies.
9. I am informing through this letter about your son's progress in sports and other extracurricular activities.
Now, apprise of the student's progress in studies:
10. I am sorry to inform you that of late he has been careless in his work.
11. I regret to inform you that in the class he is more busy talking than listening.
12. He is certainly an intelligent boy, but remains inattentive in the class.
13. Mira is certainly/ definitely trying to make up in Mathematics, but I feel she will take some mere time to catch up with the rest of the class.
14. I am happy to say that Leela has now improved a lot and is doing well.
15. But for a slight weakness in English, Prakash has now come up to the average standard of the Class and continues to make good progress.
16. Govind is a bright boy and if you arrange for a private tuition in English for just a month, he will be able to make up the deficiency.
17. Anita, of course, finds Geometry a little tough, but I am paying individual attention to her and hope she will catch up with the rest of the class.
Some other matters relating to the student can also be mentioned:
18. If Prakash maintains his touch, he will soon be selected for cricket team of Delhi
State.
19. Although he is an intelligent boy he is a little quarrelsome.
20. I am happy to note that Deepak shows leadership qualities in all school activities.
21. I have noticed that Neelu has a flair for painting and she should be encouraged in that.
Suggest ways for improvement of the student:
22. I am sure, with a private tuition in English, Gopal will be able to do well on the whole in the annual examination.
23. May I suggest that your daughter needs special coaching in Mathematics to prepare herself for the final examination.
24. He does not need anything but a little supervision in his home-work.
25. Just a little more care on his part will improve the quality of his work considerably.
26. With her talents she might emerge as a good painter in future.

Give suggestions for improvements in student's conduct! behaviour:
27. Perhaps a few words of parental advice from you would be enough.
28. It has to be explained to him that his quarrelsome nature creates problems for everybody. 29. I am happy to say that Renu is a very well-behaved girl.
30. With a little more supervision he will manage to do quite well.
The letter can be closed in this way:
31. I hope this information is of some use to you.
32. If you need any more information about your son's progress in school, you are most welcome to call on me.
33. Sometimes young boys take time to settle down. So I do not think you should worry too much about Kewal.
34. However, there is no need to worry. I am sure he will improve soon.
35. I am sure' you will appreciate this information.

Sample Letter
Dear Mr. ………,
Thank you for your letter enquiring about your son, Atul's progress in the school. He is certainly an intelligent boy, but remains inattentive in the class. Just a little more care on his part will improve the quality of his work considerably. I hope this information is of some use to you.
With regards,
Yours sincerely,

Letter from Parent to Teacher Regarding Student's progress
Start your letter by giving reasons for doing so:
1. As I had been away on an official tour for more than a month, I could not supervise my son's studies.
2. As a result of pressing business engagements for quite a few weeks, of late, I could not attend to my daughter's studies.
3. On account of my illness, I have not personally attended to my son's studies for quite a few days.
4. This being the end of the financial year, I was tied up with the office work and thus, could not pay much attention to my sister's studies.
5. The annual examinations are approaching nearer and I felt it necessary to know about the performance of my daughter in the class.
6. As I was away to Europe for three months on a sales promotion campaign for my company, I could not pay attention to my daughter's studies.
Now, enquire about your son’s/ daughter's progress in studies:
7. May I ask you to let me know in detail about his/her progress in the class.
8. I would, therefore, request you to let me know if his progress is satisfactory.
9. So, please let me know how he is doing.
10. Could you let me know about his/her progress?
11. His last monthly report indicated that he was a little weak in English. So I would like to know if he has improved this time or not.
12. His performance in the last quarterly exam was unsatisfactory. Do you advise me to arrange for a private tuition?
13. Please let me know how he can improve to catch up with the rest of the class.
14. Please inform what lessons he/she has missed during his/her absence.
15. Please write to me at the earliest about the progress she has made during this period – and also about the subjects she is weak at.
Write about the usefulness of the information to be received:
16. This would help me considerably to supervise his studies in a better way.
17. Your letter will help me decide whether he needs private coaching in any subject or not. 18. If you suggest, my sister who is a university teacher could coach him.
19. Information about his performance in the, class will enable me to make some tutorial arrangements, if needed.
20. Your suggestions will help me considerably in my attempt to improve her/ his performance. 21. With your suggestions I shall feel better equipped to help her in her examinations.
22. Your information will enable me to monitor his/her improvement.
Close the letter by giving thanks:
23. I will feel obliged if you help me in this regard.
24. Please excuse me for the trouble.
25. Thanking you.
26. Your advice will go a long way in improving/helping her/his career.
27. I shall feel highly obliged for your invaluable help in this regard.

Sample Letter
Respected Sir,
As I had been away on an official tour for more than a month, I could not supervise my son’s studies. So, please let me know how he is doing. Your letter would help me decide whether he needs private coaching in any subject or not. Please excuse me for the trouble.
Thanking you,

Yours sincerely,

Letter to the Headmaster/Principal on Student's Absence
Give details about the child and his absence:
1. This is to request you to grant my son, Atul, a student of VIII B of your school, leave for a week, i.e., from July 3 to July 9.
2. My son, Rakesh Arora, is unable to attend the class for two days, i.e., 14th and 15th of this month.
3. My daughter, Priti Kumari, student of class VIII B will remain absent from her class for three days, i.e., from 1st to 3rd of this month due to a marriage in the family.
4. This is to intimate you that my niece, Rashmi, a student of class VI B won't be able to attend her class tomorrow.
Give reasons for absence from school:
5. The boy is running high temperature and the doctor has advised him complete rest.
6. Her sister has had a baby and there is nobody at home to look after her for two days.
7. He is accompanying us for the marriage of one of his cousins in Kanpur.
8. He is going to visit his grandmother who is seriously ill.
9. His mother has been admitted to the hospital for an operation today.
10. We have a function today on the occasion of his younger brother's first birthday.
Request for granting leave:
11. Kindly grant him/ her leave for this period.
12. She/he may be granted leave for these days/ this period.
13. We will try to make up for whatever loss in studies she/he suffers.
14. Kindly sanction leave for the said period.
Express your thanks:
15. Thanking you.
16. I will feel obliged for your kind help.

Sample Letter
Sir,
This is to request you to grant my son, Atul, a student of VIII B of your school, leave for a week, i.e., from July 3 to July 9.The boy is running high temperature and the doctor has advised him complete rest. 5 Kindly grant him leave for this period.
Thanking you,
Yours sincerely,

Letters on Office Matters
Writing an application for sick or casual leave is a normal official practice by an employee. However, there are many other subjects on which he might write a letter to his superior. Some of these are:
1. Increment of promotion.
2. Resignation.
3. Request for a transfer
4. Request for a reference
5. Compliant on some inconvenience in the office.
Out of the above letters, the application for sickness or letter of resignation can brief. The current trend in most of the offices is that there will be printed forms like Printed Leave
Application Form, in which details can be filled, but, still the learners should know how to write a leave application. Other letters mentioned above can be detailed, listing the reasons for writing such a letter.

Letter of Increment! Promotion
Start the letter by giving your tenure and performance in the job:
1. I have been employed with your company for the last three years and during this period, I have discharged my duties to the best of my abilities.
2. Ever since I joined this company, I have put in my best efforts and all my colleagues appreciate my work.
3. As you are aware, I have been working as an Accounts Assistant in this office for the last five years and have also officiated as an Accountant whenever the latter was on leave.
4. I am sure you are aware of the fact that I will complete five years in this office by the end of this month.
5. This is to inform you that I have completed five years of service with the organisation.
Now give reasons for the necessity of writing the letter:
6. However, I think my performance has gone unnoticed because I have not got any increment so far.
7. Although I have been entrusted with some additional work, my salary has not been revised for almost three years.
8. I hope I deserve a promotion to the next rank which is long overdue.
9. However, despite the general appreciation of my work, I have not got any promotion/I have been superseded by Mr. Pillai who had been my junior.
10. I learn that Mr. Das is leaving by the end of the year and his post is likely to fall vacant. 11. I think I should have got a better increment than what I got this time.
12. I learn that the Accountant under whom I have been working, is being transferred to the Head Office on promotion.
13. I understand that a new branch of our company is being opened in Kanpur for which you require experienced staff.
14. I feel that an increase in my salary is long overdue.
15. After such a long period of sincere service I feel I deserve a promotion.
Thereafter come to the point by giving suggestions:
16. You are well acquainted with the fact that of late the inflation has been very high.
17. Therefore, may I request you to consider my case for an increment /a promotion?
18. You know about the increasing cost of living in Delhi and now I struggle to make both ends meet.
19. I, therefore, enclose an application for that post and hope that considering my past record, you will take a favourable view of it.
20. I, therefore, apply for the post of Manager of the new branch and hope that my competence and experience will assure you of my ability to serve the company to the entire satisfaction of the management.
Close the letter with an expectation of a favourable consideration.
21. I hope you will consider my case favourablv.
22. I earnestly hope that this request will be given due consideration.
23. As you are aware of my family circumstances. I hope you will take a favourable view.
24. I feel confident that the management will be generous in recognizing and rewarding my merit.
25. I am looking forward to a favourable response from you.
26. All my colleagues also feel the same way.
27. I assure you that I will do my best to justify your confidence in me.

Sample Letter
Dear Sir,
I have been employed with your company for the last three years and during this period, I have discharged my duties to the best of my abilities. However, despite' the general appreciation of my work, I have not got any promotion. I learn that Mr. Das is leaving by the end of the year and his post is likely to fall vacant. Therefore, may I request you to consider my case for a promotion? I assure you that I will do my best to justify your confidence in me.
Thanking you,
Yours faithfully,

Resignation
In the beginning give reasons for resignation:
1. I feel happy to inform you that I have been appointed the Manager of Delhi Branch of
Bharat Tubes and have been asked to take charge in a month's time.
2. I am deeply concerned to learn that you have turned down my request for Increment/ promotion despite the fact that I have always been very serious with my work.
3. Since my husband has been transferred to Bombay, I am sorry to state that I can’t continue in my present job here.
4. You are, perhaps, aware of the fact that I am expecting within a few months. I feel I can’t continue with my job as the baby will require constant attention for the first few years. 5. I am sorry to say that my salary is too meager as compared to the duties I perform in the office.
6. I am happy to inform you that I have been offered an Executive's post with an advertising company.
Thereafter, submit resignation for acceptance:
7. I. therefore, tender my resignation from my present post.
8. My resignation may, therefore, be accepted with effect from the first of next month.
9. Therefore, I am hereby giving one month's notice prior to my resignation.
10. As I am required to join there immediately, I pray that you waive the clause of three month’s notice and relieve me immediately, considering my long service with you.
11. It is requested that my accounts be settled as soon as possible.
12. It was a pleasure to work with you and I very much regret to have to leave.
13. The leave that is due to me may kindly be encashed.
14. The leaves lying to my credit maybe adjusted against my notice period.
15. I will always remember with gratitude the encouragement I have always received from you and shall definitely miss you.
16. I am indebted to you for all the knowledge and experience I have gathered during my stay with you.

Sample Letter
Dear Sir,
I feel happy to inform you that I have been appointed the Manager of Delhi Branch of
Bharat Tubes and have been asked to take charge in a month's time. I, therefore, tender my resignation from my present post. It is requested that my accounts be settled as soon as possible. I am indebted to you for all the knowledge and experience I have gathered during my stay with you.
With regards,
Sincerely,

Request for Transfer
At the outset give reasons for seeking transfer:
1. I regret to inform you that for the last one month because of internal bickering among the staff members I have been feeling quite uncomfortable here in the Bombay branch.
2. You have observed that the prolonged illness of my aged father has made it necessary for to make frequent trips to Delhi.
3. This is to inform you that my husband has recently been transferred to Bombay and, therefore, it would no more be possible for me to continue here.
4. I am sorry to say that because of the humid climate here in Bombay/ Calcutta, I have not been keeping good health ever since I Joined this branch.
5. I am afraid, I don't find the atmosphere in this branch very congenial.
6. Since housing problem is very acute in Calcutta and I cannot afford to pay very high rent, I find it difficult to work here.
7. This new branch being very small, I find myself unable to exercise my capabilities fully. Then make a request for transfer:
8. May, I therefore, request you to transfer me back to the Head Office?
9. So, I would request you to transfer me to our branch office in Bombay/ Calcutta/
Delhi, so that I could live with my husband.
10. It would be very kind of you if you could kindly transfer me to Delhi so that I can properly look after my ailing father.
11. I may, therefore, be permitted to regain my health and serve the organization better by being transferred to a place where the climate is healthy.
12. I am sure that my transfer to the main branch will help me expose my potential better and thus help the organization too.
13. We have branches at many small places also where I could easily get a decent accommodation at reasonable rent.
14. I would request you to kindly accede to my request and do the needful.
15. I hope, considering my past performance, you will take a favourable view of this request. Sample Letter
Dear Sir,
You may have observed that the prolonged illness of my aged father has made it necessary for me to make frequent trips to Delhi. It would be very kind of you if you could transfer me to Delhi so that I can properly look after my ailing father. I would request you to kindly accede to my request and do the needful.
Thanking you,
Sincerely,

Request to Employer for Reference
Start by giving reasons for your request:
1. I had applied for the post of an Accountant in a Bombay based organization. Now they require a letter from my previous employer.
2. I have been called for an interview for a position in Air India's Junior Management
Cadre. As I have to submit a letter of reference at the time of interview. I would request you to issue the same to me.
3. I would like to apply for the post of an Asstt. Manager in General Mills which was recently advertised. I need to enclose a certificate of experience along with this application and, hence, would request you to issue the same to me.
Now describe your activities:
4. I hope you would appreciate my requirement and do the needful.
5. I think you have always been satisfied with my work, and hope you will say all you can in my favour.
6. This is a promising offer and can ensure me a bright future within the limits of my qualifications and experience.
7. I hope my work for this firm has been satisfactory and you will always encourage me to seek better prospects.
8. This is a permanent post and there are many chances for my career advancement.
Close the letter hopefully:
9. Of course, I will always feel indebted to this Organization which has taught me a lot.
10. I hope I will always receive encouragement from you to make progress in life.
11. Although I am applying for a new post, I would request you not to take it as my dissatisfaction with your organization.
12. Even if I don't get this job, I will, of course, keep on working with you. But it is my earnest request to you not to have any apprehension about my sincerity towards work.
13. I hope you will appreciate the fact that all of us always try for better prospects in life.
You understand how badly I need a transfer. And this job will get me that.

Sample Letter
Dear Sir,
I had applied for the post of an accountant in a Mumbai based organization. Now they require a letter from my previous employer. I hope you would appreciate my requirement and do the needful.
With regards,
Yours faithfully,

Leave Application
First of all give reasons for the application for leave:
*(I regret to inform you that………)
1. due to a sudden attack of influenza/malaria I have been confined to bed with fever and am unable to attend the office.
2. due to the sudden demise of my father, in Bombay, I have to leave immediately to perform/attend to his last rites.
3. of late I have been having shooting pain in my back/head, and hence, I need a few days’ rest.
4. my son has suddenly taken ill and he has to be admitted to the hospital.
5. I have to perform Shradha ceremony of my late mother.
6. I have to go out of town for two days to attend my brother's wedding.
7. This is to inform you that my B.A/M.A examinations begin from next month and so I require two weeks’ leave in the beginning of the month.
After that make a request for sanctioning leave:
8. It will be very kind of you if you grant me casual leave for today only.
9. It is, therefore, to request you to grant me leave for two days, i.e., today and tomorrow.
10. So, please grant/sanction me leave for a week from today.
11. Whatever pending work there is, I will finish them soon after I join duty.
12. Please grant me leave for these two days and oblige.
13. Enclosed is a medical certificate for your kind perusal.
14. The leave may kindly be granted. The medical certificate will be submitted later on.
15. In my absence Krishnan has agreed to handle some of the urgent matters I deal with.

Sample Letter
Sir,
I regret to inform you that due to a sudden attack of influenza I have been confined to bed with fever and am unable to attend the office. It is, therefore, to request you to grant me leave for two days i.e., today and tomorrow.
Thanking you,
Yours faithfully,
*This part of the sentence will only be used with letters concerning illness or death.

Letter for Office Complaints
One often has occasions to complain about certain matters regarding one’s office. It could be concerning lack of amenities or some other inconveniences. Such a letter is in two parts, first describing the cause of complaint and the second offering a solution.
Start the letter by giving the nature of your complaint:
1. I regret to say that because of over-crowding in our room, free movement has become extremely difficult.
2. This is to inform you that the lighting in our room is inadequate/insufficient. Thus, it becomes very difficult to work, especially in winter evenings.
3. I regret to inform you that our room is exposed to the sun and in summer it becomes too hot to work there.
4. I have to inform you very reluctantly that the gentleman on the table next to mine used objectionable language which should not have been used in the presence of a
5. I regret to inform you that the new clerk we have appointed is rude and discourteous.
Suggest some corrective measures, if possible
6. I hope you will look into this matter and take corrective measures soon.
7. I am sure a slight reprimand from you will correct his ways.
8. May I, therefore, request you to provide us with more electric bulbs.
9. We, therefore, request you to get the water cooler repaired immediately.
10. I hope you will take care to get a few curtains for the windows to prevent the glare of the summer sun.
11. I am sure you will look into our grievances and take proper remedial action.
12. Please oblige us by taking necessary measures.

Sample Letter
Dear Sir,
This is to inform you that the lighting in our room is insufficient. Thus, it becomes difficult to work, especially in winter evenings. Please oblige us by taking necessary measures .
With regards,
Yours faithfully,

Business Letters
(Main Characteristics)
"Good correspondence is the soul of successful business. Without correspondence there can be no trade. Modern business is the greatest romance of the age. It spins out money which can buy law and life".
A business letter needs a careful drafting because a well-written letter can go a long way in producing desirable results. It may clinch a sale, sort out a complaint or fetch a customer. It is a very straight forward document, but at the same time, friendly and conversational in tone. It is also a substitute for a personal talk or conversation a on telephone. Let your letter be a credit to yourself and your firm. Such a letter cannot be written by just anybody. It is an expert's job. If the letter has mistakes and faulty constructions it can do serious damage to business dealings.
However, there is nothing very complicated about these letters. In every company large amount of business and considerable sales are done through mail. Thus, every letter has its bearing on the balance sheet. Every outgoing letter is a spokesman of the company’s policy. It is silent but not dumb. It helps to increase the reputation of the firm. It opens markets and outlets for goods and services. It is a way to make profit.
Since the business has become extremely complicated nowadays, the ability to write good business letters is an asset. The correspondence between the head office, branches, production units and sale depots makes the functioning of a company smooth. Thus, a letter has both internal and external uses and importance.
Considering the fact that a letter gets only a few minutes of the reader's attention, the message must be clear, correct and concise. The letter should be well organised as to perform multiple functions of conveying a message, building good will and creating a favourable response. It is difficult to avoid negative ideas but what matters most is how they are put. A skilful correspondent handles the negative attitude with a tactful positive approach. Almost all negative ideas can be put in a positive way e.g.,
Negative

Positive

1. We cannot despatch the consignment until you inform where it is to be delivered. We shall dispatch the consignment as soon as you let us know where it is to be delivered.

2. We shall be careful to avoid delay in future. We shall take care to ensure prompt delivery in future.

3. Unless the old dues are cleared, further goods cannot be despatched.

You are risking your own goodwill by delaying our payment.

Everyone has a style of his own. But, however good it might be, there can be scope for further improvement. A good style is an asset to a writer. And it can be perfected with practice and training. For an effective letter the correspondent must have a clear knowledge of the product the services or the subject he is dealing with. And he must put all this with a flow of good and impressive language .
For an organisation or a commercial set-up, correspondence has a vital bearing on its relations with customers. Invaraibly, the prime need for giving a clear-cut and simple message is that there is no difficulty in understanding the message conveyed.
Simple and natural language is the key to good business correspondence. The letter should be friendly in tone and content. In your telephonic conversation you would not say, "It is regretted that the goods cannot be delivered today". Rather say, "I am sorry, we cannot deliver the goods today,” Thus the letter should be framed keeping in view what the situation demands, and as emplicity as one spends with the other.
Some tips for good letter writing:
For writing effective business letters, we are giving some useful tips below:
1. While writing a business letter keep in mind whom you are writing to. Give all the information he needs clearly so that there is no guessing on his part.
2. Catch the attitude of the incoming letter and reply accordingly.
3. Use conversational language in the letter, wherever required.
4. Be clear, courteous and precise. Avoid ambiguity.

5. Be as polite and polished as possible.
6. Avoid using high sounding words. If the letter demands, the reply should be elaborate and detailed one.
7. Discard stereotyped language.
8. Use effective phraseology.
9. Avoiding monotony and dryness, introduce variety in the letter.
10. A long letter should be divided into paragraphs.
11. The opening should be particularly catchy, as it has lasting impact on the reader.
12. Revise the letter before closing it.
13. Avoid repetitions.
The tips explained in detail:
Keep you letter's reader in mind:
This can be best done by keeping the reader's point of view in mind. Anticipate his feelings, requirements and give sure and subtle replies. Visualise the letter's impact on yourself. If it is impressive and effective, the job is done.
Catch the attitude:
The reply should be in tune with the letter received. Think out the objective clearly and then reply accordingly. Skill, tact and practice are necessary for tackling different queries and approaches.
Use natural and conversational language:
The letter’s tone should be friendly and natural. It should be simply written to convey a message for impressing the reader:

Avoid
I have pleasure in informing you
Please be good enough to advise us

Write
I am pleased to tell you (or to say)
Please let us know

Write clear and definite language, avoiding ambiguity:
Think before you write. Express yourself in clear and simple language. Avoid using stereotyped language. It should not cause reader's guessing, but being definite. It should also be unambiguous.
Be courteous and considerate:
'Courteous' does not mean that unnecessary adjectives are used. E.g., ‘Your esteemed order’ etc. Your approach should be on the positive side without meaning any discourtesy.
Avoid business jargon:
Avoid the use of words and phrases which the reader fails to understand easily. Jargons are the words that are specific to a subject and should not be used in general letters. The letter should be short, simple and to the point. Lengthy letters bore the reader.
Avoid
1.We express our regret at being unable to fulfil your order on this occasion with customary promptness

Write
We sorry we cannot meet your present order immediately.

2. Under active consideration

Being considered

3 . With reference to

About

4. in connection with

For

5. it should be noted that

Please note

Discard stereotyped language:
Modern business letters do not use old terminology that make the letters stereo-typed.
Avoid
1. Adverting to your letter
2. We beg to acknowledge

Write
Referring to your letter
We have received

3. Your esteemed favour to hand
4. The favour of your early reply will oblige.
5. Under separate cover
6. Your goodself
7. Kindly take into consideration
8. Assuring you of our best attention at all times.

Received your letter
An early reply is expected
Separately
You
Please consider
We assure you of the best of our attention. Use effective phraseology:
The letter should be simple and easily understandable. Use of familiar and easy words is desired. Avoid
1. Communication
2. Will you be good enough
3. In the near future
4. It gives much pleasure
5. We will execute your order expeditiously
6. We beg to acknowledge receipt of your favour

Write
Letter
Will you please
Soon, shortly
I am pleased; I am happy
We will process your order promptly
Thanks for your enquiry/order

Introduce variety:
Avoid monotony and repetition. Use active voice on the whole but for variety use passive voice at places.
Avoid
1. Please let me know at once if you are unable to deliver the goods or not.

Write

2. We have noted with surprise the contents of your letter.

If you are unable to deliver the goods, please inform me/us immediately. It was with surprise that we noted the contents of you letter.

3. We despatched the goods on 15th

The goods were dispatched on the 15th.

4. You did not sign the order form

The order form was not signed.

Coping and closing of effective letter:
A. Opening
Although 'Thank you for your letter', This refers to your letter' etc., are normally used one can introduce variety with expressions like 'I was glad to receive your letter', 'When I received your letter of ……..etc .
B. Closing:
Avoid
1. We shall deal promptly with any orders you place with us.

Write
Your orders will be dealt with promptly. 2. Thanking you in anticipation.

Thanking you/Thank you.

3. Hoping to hear from you soon.

I hope to hear soon from you

4. Trusting this meets with your approval.

I trust you will approve of this.

Revising the letter:
Peruse your letter before signing and revise if necessary before mailing it. Also put the following questions to yourself:
1. Is the letter impressive?
2. Is the letter well drafted?
3. Are spellings and punctuation correct?
4. Is the message clear and simple?
5. Does the letter fulfil the reader's needs?
6. How would you, yourself, react to such a letter?
If all the above questions have a positive reply, your letter is ready to be mailed.
Construction of Commercial Correspondence
The letter is like an organic being, having a head, body and tail. Business letters, unlike personal letters, have certain formalities to observe. Effective correspondence is the mainstay of any business. Successes and failures in business depend also on effective communication. Since a good deal of money is involved in business dealings, the correspondence has to be handled with a lot of tact. Everything has to be calculated and complete. Even the stationery used should be of good quality. A shabby letter can spoil company's image. Be brief and natural, courteous and conversational.
It is discourteous to start a letter with the expression of regret or remorse. Express pleasure in hearing from the other party. After this, go on to the business aspects of the letter, enlisting in different paragraphs the items you want to bring to the reader's notice.

As in case of personal letters, the main parts of a letter, apart from the text of the message, are: the heading, date, inside address, salutation, close and signature. However, certain variations can be there in different cases. The letter must first make a visual impressions as the first impression counts.

The appearance of a letter largely depends on the quality of paper and print, neatness of the fold, the style of lay-out etc. In every good Company neat and efficient clerical attention is paid to the make-up of the letter.
Essential parts of a letter with special emphasis to business letters:
1. Letterhead,
2. Date,
3. Inside address,
4. Salutation,
5. Body of the letter,
6. Complimentary closure,
7. Signature and designation,
8. Enclosure reference,
9. PS. (Post script)
1. Letterhead:
The letterhead is the printed heading giving the name and address of the company.
Generally it occupies about six and a half centimeters of space from top. Use types of moderate size and with a modern face. Simplicity of design is an essential requirement.
The letterhead should have only necessary information and that too in a brief form. But, it must have:
1. Name of the company
2. Complete address
3. Nature of business
4. Telephone number, telegraphic address and e-mail address, if any,
5. Address of Registered Office and branch office, if any.
6. Logo of the company, if any
2. Date:
The date should appear on the right hand margin two spaces below the upper margin. The year is written in full as 1999. The date can be written in any of the following ways:
1. On the right hand margin e.g.
2nd August, 1999. or August 16, 1999.
On the left-hand side top:
2nd August, 1999. or August 16, 1999.
3. Inside Address
The inside address includes the name and address of the addressee. This is exactly the same address as given on the envelope.
Fully-indented style:
To
M/s. Universal Book Stall,
Post Box NO.540,
New Delhi-12.
Blocked style:
M/s Universal Book Stall,
Post Box NO.540,
New Delhi-110 012.
A business letter must have the address of the addressee inside too, because, when the copies of such letters are filed, their identification is necessary.
Salutation/Attention line:
The, salutation is a complimentary term used to begin a letter. A letter addressed to an organization or a firm begins as under:
Sir/Madam
Dear Sir
Dear Sirs

Gentlemen*
Dear Mr..... (Name)**
Originality, of course, pays in business correspondence and equally so in business contacts. If one is writing to somebody familiar it is preferable to begin the salutation by name e.g.,
Dear Mr. Sharma,

5. Body of the letter:
A reference line will help the addressee to understand the subject matter of the letter and refer it to the relevant file. This reference line can go below the salutation.
The body of the letter conveys the main message to the person or the firm. If the letter deals with different subjects they should be put in different paragraphs, in the order of importance. 6. Complimentary Close:
The complimentary close should be consistent with the salutation and the content of the letter. It should express regard and respect for the addressee. A good correspondent uses appropriate words. The pairs of salutations and the complimentary closures often used are given below:
Salutation
Dear Sir(s) Dear Madam
Dear Mr.

Complimentary close
Yours truly/ Yours faithfully
Yours faithfully***
Yours sincerely

7. Signatures:
There are different styles of putting the signatures after the complimentary close.
Sometimes the letter is signed by some junior official on behalf of a senior. In that case,
“for” is prefixed before the signature. In case of women 'Miss' or 'Mrs' is put in the parenthesis days, however 'Ms', is also being used for women which does not tell anything about their marital status. The name and designation of the signatory are typed leaving space for signature.
8. Enclosure reference:
Usually the letter is accompanied by some enclosures. It may be a bill, a proforma invoice, a copy of previous reference, a self-addressed envelope, a leaflet etc. In such a case it is necessary to mention the number of enclosures so that the despatcher can check the same at a glance. It also helps the addressee to identify the enclosures expected.
9. P.S. (Postscript)
In case of some important omission, it can be mentioned at the bottom of the letters PS. It should not generally exceed three lines. Sometimes its aim is to get pointed attention of the reader. As it stands at last it leaves a lasting impression on the leader.
P.S.
1. Don't forget that the sale closes on 9th of this month.
2. How is your new venture in Bombay coming up?
3. I read your latest article in The Hindustan Times and found it quite interesting and enlightening 10. The address on the envelope:
This is invariably the same as the Inside Address. Mr. and Esq., should never be used together. If you have to write Est., after the name, do not use Mr. Noadays. However,
Esqr., is scarcely used. It is preferable to use Dr. before the name instead of writing M.D. or Ph.D. after the name. Medical professionals, nowadays, write their names by prefixing
"Dr." and suffixing their professional degree.
The address on the envelope should be typed or neatly written leaving a space of about 4
c.m. on the top. This space can be used for franking the postage mark or affixing the postage stamps.
The address should be broken into 3 or 4 lines:
1. The name and designation of the chief executive e.g., Proprietor, Partner, Manager,
Managing Director etc., of the firm/office should be followed by the name of the business organization. 2.Locality, Street, Road etc.,

3. Name of the town/city preferably in bold letters.
4. Name of the state and pin code e.s.,
The Sales Manager,
M/s. Leader engineering works,
46, Darya Ganj,
New Delhi -11 .00 02.
Mr. James T Sobers,
Divisional Manager,
25, Esplanade Road, (W.B.l.
Different parts of the address like designation, name of the street etc., should preferably be used in separate lines.

Streamline your letter
Some General Guidelines:
1. Gone the days when the business letters were written in hand. These days business letters are generally typewritten or computer generated. Handwritten letters can be illegible and thus hamper business dealings. Moreover, they create a bad impression on the receiver.
2. The typist should be efficient. Care should be taken to type letters and correctly.
Erasers should be avoided. If a letter has too many corrections it should be re-typed. If done on a computer, it can easily be edited. The stationery should be handled with clean hands and it should be ensured that poor quality paper is not used for letters.
3. The typewriter should be kept clean and should have a good ribbon.
A good typist is one who sees to it that:
1. the type is clean;
2. the touch is even;
3. the eraser’s impressions are unnoticeable;
4. there is absence of 'strike overs’;
5. there are no ink/pencil corrections;
6. alignment of capital letters with small letters is correct;
7. spacing of the typed area on paper is correct;
8. spacing between words and lines is correct;
9. In case of Electric or Electronic Typewriter, most of the above are automatically taken care of. A word processor or a Computer has innumerable options and facilities to edit, and manipulate a letter or document. In the latest software like MS Office, most of these are menu driven in the system itself.
Forms of indentions
A letter may be typed or indented in three different ways.
1. Block or Straight Edge Form:
This is the most common one practised throughout the world. The introductory address, salutation, body paragraphs and complimentary close, begin at the left-hand margin.
Single spacing is used with double spacing between paragraphs not indented.
2. Indented Form:
The inside address and subsequently each paragraphs are indented to the same distance from the margin. Single or double spacing may be used between the lines.
3. Semi-block or Combination Form:
This form is also quite popular. The inside address is in block form and not indentedwhile the body of the letter is arranged in indented paragraphs.
Block Form
Letter-head
May 12, 1999
M/s. Jugal Kishore & Sons,
Main Avenue,
Santa Cruz,
Bombay-55.
Gentlemen,
This letter is in full block form. Every line including the date and the complimentary close, it at the left hand margin. Since there is no indention, this form takes the shortest time to type. It is useful where correspondence is large. It is the latest in styles of lay-out and is now universally popular.
Yours faithfully,
Manager

Indented Form
Letter-head
November 18, 1999
M/s. Mehta & Company,
Green Avenue,
Calcutta.
Dear Sirs,
This is the indented form which is now out of date. The inside address is indented and each paragraph begins five spaces away form the margin.
Although the appearance is good, time is wasted because of indentions.
Yours faithfully,

Semi-Block Form
10 September, 1999
M/s. Sehgal & Sons,
M/s. Industrial Town,
Jullundur City.
Dear Sirs,
This is the semi-block form and is quite common in correspondence. Here, the date, complimentary close and signature are written on the right-hand side. It is a modification over the modern Block Form.
Yours truly,
Supervisor
Summary of a good business letter:
A good business letter is one which can:
1. Sell goods,
2. Revive old clients/customers,
3. Secure new customers and business,
4. Convince customers,
5. Stimulate dealers,
6. Create goodwill,
7. Collect bad debts,
8. Adjust complaints,
9. Open up new outlets,
10. Influence the balance sheet.
Other points to be remembered:
• Investment in correspondence for business pays in the long run.
• A good letter, like a seasoned diplomat, fetches goodwill and business.
• In correspondence, promptness is a must. It avoids delays in business activities.
• Try to understand all implications of assurances/commitments given in your letter.
• Business calls for action at the right time. Learn to cash it at the proper moment.
• Every letter should be well-written, well-set. The stationery used should be the best that the company can afford.
• The language of the letter can do wonders. Be selective in the choice of words and phrases. A good style and expression can make the letter a treat for its reader.

Different Types of Business Letters
A modern business man has to deal with different kinds of letters in his routine activities.
It is not easy to classify the business letters or to give a detailed list of all such letters.
Different situations require different approaches. Different kinds of letters which are usually written are as under:
Letters of enquiry and replies
Circular letters
Letters containing offers or quotations
Letters ordering goods
Letters acknowledging orders
Follow-up letters
Letters acknowledging goods received and making payments

Letters regarding claims, complaints and adjustments
Insurance letters
Letters regarding forwarding of goods
Export and import trade correspondence
Correspondence with government offices
Banking correspondence
For every kind of letter, different styles and terminology are used. Care should be taken to understand different forms of letters, their requirements and their implications.
Leers of enquiry
Today, mess world there are numerous enquiries to be made as more and more goods and services are offered for sale, backed up by massive publicity. Interested parties wish to find out more about the product than the advertisement tells them. The letter of enquiry asks about specific details about the product. A hotel manager as a user may ask for information about a washing machine while a dealer may be interested to know about the trade terms for retailing the same. Such a letter may include the following points:
1. Request for information with reference to the advertisement;
2. The purpose for which information is sought.
Circular letter
Sometimes information regarding change of address, opening of a branch office or getting a new telephone connection etc. is brought to customers/client’s notice through a circular letter. Such a circular letter is either cyclostyled or printed.
Letters containing offers or quotations
An offer is in the form of a circular and is meant for the general public including the regular customer. Here the intention may be to clear the old stock or to expand the market. However, a quotation is a specific offer for sale, in response to an enquiry. The language of such a letter should be persuasive in order to win over the customer.
Letters ordering goods
While placing an order for goods, mention the articles required by you. Such a letter must contain full directions on forwarding, full name and address of the sender etc. Lack of information causes unnecessary delay at both ends.
Letter acknowledging order:
All orders should be promptly acknowledged, especially if the order requires some times for its execution. The buyer feels satisfied on getting the acknowledgement. However, the probable date of despatch should also be indicated.
Follow-up letters:
Follow-up letters are important as they show a continuing interest in the client. The language of the letter must be persuasive to win over the customers. The aim should be to coax the wavering customer into buying the product.
Letters acknowledging goods received and making payments:
The acknowledgement of goods soon after they are received is an effective business practice. In case there is a delivery note from the sender, it should be signed and returned.
The mode of payment may be through a cheque or a bill of exchange. Bill of exchange is used both for internal and foreign trade.
Letters regarding claims, complaints and adjustments:
Sometimes the goods are damaged in transit because of careless handling by rail or
This results in complaints. Such a complaint should be firm and polite in tone. adjustment and understanding should be exhibited.
Insurance letters:
Often the exported goods are insured to avoid future complications. The fire and marine assurance are necessary as it saves the businessmen from future losses and risks.
Letters regarding forwarding of goods:
The goods within the country are moved through private carriers and the railways.
Usually there is no correspondence while despatching or receiving goods except filling up a few forms. Complaints or claims, however, may crop up on account of delays, losses or damage
Export and import correspondence:
This correspondence calls for not only skilful handling but alertness of mind, technique and complete knowledge on the part of the correspondent. The business is usually done through Forwarding Agents/Commission Agents. The Forwarding Agent is responsible for receiving the goods and their safe Shipment. Since foreign correspondence is expensive unnecessary correspondence should be avoided. Email has brought a lot of relief in case of foreign correspondence in terms of cost, accuracy, speed etc. The exported goods should be insured against risks.

Correspondence with government offices:
Every company has to correspond with a number of Government departments. At times there are proformas to deal with them but correspondence is also necessary on a number of occasions. Some of the government departments with which an ordinary citizen may have regular dealings include those of Income Tax, Sales Tax and Posts and Telegraphs,
CCI & E, DGS & D etc.

Banking correspondence;
The bank accepts deposits and maintains different types of accounts with its clients. The services of the bank are many and of varied types but usually done through printed forms and proformas like cheque, bills, handis, bills of exchange etc., But sometimes correspondence becomes necessary. Take care to be polite and learn the routine bank terminology for effective correspondence.
Business Inquiries
Dealer's First Inquiry from Manufacturer about his Product
Introductory:
1. We have come across the advertisements about your domestic appliances in various magazines and newspapers.
2. Of late we have been watching with interest for your advertisement on television about the readymade garments for children and cotton shirts.
3. We have come across your advertisement in the "Industrial Journal" and understand that you are one of the major manufacturers of machine tools/office furniture/handlooms.
4. Thank you for the literature you have sent to us about your hardware products.
5. I have been informed about your high quality products by my friend, Mr. Gulab
Sharma, who is one of your customers.
Ask for detailed information about the product:
6. Could you provide us with more details about their range, size, quality, prices etc. and send us samples through your representative?
7. Please send us samples and more information about their prices, quality, range etc.
8. Are the parts used in your machines indigenous or imported?
9. Our requirements are of 15 m.m. bolts. Do you manufacture this size? Can you supply us this size?
10. As we plan to place a huge order, please let us know what is the maximum quantity you can supply us by the end of January.
11. We attach much value to the sample. It is a must before placing the orders.
12. We understand that you manufacture silk saris. and would supply us 100 pieces within 15 days.
13. How long will you take to deliver the goods as per our order? We would like to have the supply within 15 days.
14. What is the mode of transport to send the goods at the earliest. We want to place an early order and get the supplies within a week.
15. Time factor is very important. It is ascertained before we place orders for the supply of goods. We stick to it strictly.
Give information about yourself:
16 We are one of the largest dealers in quality bolts in this area and wish to expand our range of stocks.
17. We are the only big dealer of electrical gadgets in Bilaspur, and we would like to stock the latest items of this type.
18. We deal in all types of hand-tools and wish to be up to date about new products.
19. We are one of the biggest furniture suppliers to the government agencies in our area.
20. We have direct approach to the industries and they always look eagerly to us for supply. The brochure enclosed tells all about our organization.
21. We have only last year acquired the dealership of Escorts Tractors, and we want to stock the ancillaries.
Ask about trade terms:
22. Kindly let us know your terms of trade and the best discount on large orders.
23. On what terms can you supply us the goods?

24. State in your reply your terms of payment as well as trade discount.
25. Please let us know at the earliest about the extra charges for the transportation of goods. 26. Mention clearly the discount on the goods and terms of payments.
27. Can you please arrange to insure the goods before despatch?
Any other enquiry:
28. Will you be able to manufacture the items if we specify the size, shape, weight, colour and range?
29. Do you have any dealer in our district?
30. Will you kindly send us information on various manufactures of your line? It will help us in future for a comparative study.
Mention your own specialities, if any:
31. We are eagerly waiting for an early response from you.
32. Payments are through our bankers, Bank of India, as mentioned in the letter.
33. Our practice is to make payments within a week after the arrival of goods.
34. We have been dealing in hand-tools for the last 10 years.
35. We have regard for the business relationship once created. We hope we will have a lasting association.
Mention other conditions, if so desired:
36. Prices quoted should be f.o.b. or f.o.r.
37. We shall require delivery of the material at our plant in Faridabad.
38. Payment of goods received is made through our bankers.
Close of the letter:
39. If the goods are to our satisfaction we hope we will have a permanent business relationship. 40. As the matter is urgent we would appreciate an early reply, preferably within a week.
41. As our expansion plans are afoot we require the information at the earliest.
Enquiry about Advertised Goods
Referring to the advertisement:
1. We have seen the advertisement of your ban-point pen on the Door Darshan.
2. We have come across your advertisement of cooking-ranges in newspapers and magazines. 3. We have been recently introduced to your cosmetics through an advertisement film.
4. We are interested in the latest hair-tonic you have developed and have been advertising about. 5. We have seen your advertisement in The Times of India and shall feel obliged if you could send us particulars of the television you have advertised.
6. We shall feel obliged if you could furnish us with more details about your cooking range recently advertised in Femina.
Asking for more information:
7. The advertisement, however, does not give sufficient information.
8. Although the advertisement gives the price, other details like size, shape, quality and discount are missing.
9. The advertisement, however, is too brief to give much information about the product.
10. Ten seconds advertisement on TV cannot give sufficient information about the product. 11. A newspaper advertisement, however, gives only a rough idea of the colour and shape

of the product.
12. We would; therefore, appreciate more details.
13. Since we are eager to give it a try, please let us know from where and how we can buy it.
14. So please let us have any printed literature that you might have on the product.
15. We would, therefore, request you to send us your catalogue, price list and printed publicity material on the product.

16. As I am leaving India soon and keen on your product, please let me know about the details at the earliest.
17. As we want to buy it in bulk we would appreciate more information.
Closing the letter:
18. Samples would be particularly welcome.
19. Can you please also arrange a demonstration of the product in our factory or at some other place convenient to both of us?
20. We would appreciate a call from your representative.
21. We would, in fact, appreciate a personal meeting with your Marketing Manager.
22. We hope this is the beginning of a lasting business relationship.
23. We usually make huge purchases. So we would like to get the relevant information about the products before hand.
24. Thus, please, send us complete information about your products.
25. We deal in steel furniture. And we hope this is the beginning of a lasting business relationship between us.
26. We are sure you will find dealing with us a pleasure.
Request for Catalogues, Price-Lists and Samples
1. I saw one of your executive-tables in a friend's office and found it quite impressive/ elegant. 2. I have large domestic appliance retail business and am interested in the electric-ovens you have been advertising on Door Darshan.
3. A friend of mine has recently bought electric shavers from you for his retail shop. I have liked them very much.
4. Your firm has been recommended to us by M/s. Kala Mandai Centre who happen to be our regular customers.
5. The other day I came across a demonstration of your C.D. player in our market and found it quite attractive and handy.
6. We shall feel obliged if you could send us samples and price list of your new range of material by post, courier or through your salesman.
7. We are interested in buying fancy table-cloths being manufactured by you.
8. We have seen your advertisement on the Star TV and would be obliged to receive your catalogue for the new ball recently introduced by you.
9. We have a good demand for neckties at our end. And we would appreciate if you could send us your price-list at the earliest.
10. Your advertisement for the sewing machine interests us. Please send us complete details of the product at your earliest.
11. I am particularly interested in furniture suitable for a small office.
12. As we have an advertising agency we are particularly interested in art material like painting brushes, poster and pastel colours, etc.
13. I need a similar machine, but smaller in size, for small-scale printing.

14. With our large sales net work we hope to give you a substantial annual business.
15. Ours being basically an export house, we could introduce your products in foreign markets too.
16. So, could you please send us a copy of the catalogue and price-list of your new VCPs and leaflets be given to our prospective customers.
17. Please, therefore send me a copy of your detailed catalogue.
18. So, please send me a copy of your catalogue and any other information that may help me make the best choice.
19. Please let us know what discount do you normally give on bulk purchases.
20. As we are planning soon an expansion of our business we would like to have this information at the earliest.
21. We would appreciate an early reply with up-to-date information.
22. When replying please specify your delivery schedule.
23. Please let us know if you are in a position to supply the goods from stock as they are needed urgently.
24. We shall appreciate if you could offer extra discount on bulk purchases.
Request for Quotations
Give your introduction first:
1. We have recently started manufacturing transistor radio sets and will be in need of bulk supplies of dry batteries.
2. We are large-scale fabricators of children's garments and now propose to diversify into men's wear.
3. We will be shortly opening a crockery shop at main Chandni Chowk and wish to stock wide range of china and glassware.
4. We are the wholesale dealers in all types of cotton fabrics.
5. We undertake contract for door-to-door sales of consumer products.
Now make further enquiries from seller:
6. We have seen the samples of your battery-cell through your representative who called on us on the 4th of this month.
7. As you manufacture a wide range of men's shirtings we hope you will be able to meet our requirements.
8. As you are a major quality manufacture of glass ware and crockery in the region we would like to receive stocks from you.
9. Your range will add to our variety.
10 The new soap developed by you could be a saleable item in our list of products. It appears to be a profitable proposition.
Tell about your requirements:
11. If the quality is good and price reasonable we might place orders for 5000 or more cells with you.
12. However, at-present, we propose to place a trial order with you.
13. We could, to start with, stock goods worth Rs. 50,000.
14. We deal exclusively with wholesale dealers and, hence, we shall need huge supply of the products.
15. We are government suppliers/exporters and, therefore, shall need a high quality material. Request for Quotations:
16. Could you send us at the earliest quotations for 10,000 dry batteries to be delivered over a period of one year.

17. We, therefore, look forward to your quotations for one thousand bone china tea-set along with the terms and time of delivery.
18. So, please send us your quotations for the following items of crockery.
19. It is, therefore, requested that you send us your quotations for bulk supply of this raw material along with your terms and conditions.
20. Please let us have your best and confirmed offers, valid for two months, along with your delivery schedule.
Brief instructions:
21. Please quote for the supply of 500 toddler baby frocks in assorted sizes and also delivery time and other details.
22. At present please send us quotations for 1000 meters of fine cotton shirting material.
If its demand increase at our end, we shall place a bigger order.
23. Thus, please send quotations for the supply of 1000 pairs of nylon socks and kindly reply immediately.
24. Please let us have samples and lowest quotations for 2000 meters of curtain material.

25. We rely not only on quotations but also on samples. Therefore, please send both immediately. 26. We are keen to see the samples. So, kindly send one tea set so that we can evaluate the product and place orders accordingly.
27. Are you in a position to manufacture certain dress material of our own specifications?
If so, we can first send the specifications and thereafter have the quotations for the same.
Close
28. A prompt reply would be appreciated.
29. We hope your quotation is favourable enough to start a continuing business relationship between us.
30. The tenders will be opened on 21st December at 3.00 p.m. in the office of the Chief
Administrator.
31. The emphasis will be more on quality rather than price.
32. If you can give us a really competitive quotation, we would like to place a large order.
33. If your price compares favourably with those of other suppliers we shall place an order with you.
Enquiry about Raw Material Supply
Introduction
1. We are large scale distributors of kitchenware and now propose to manufacture a variety of crockery and other modern kitchenware.
2. We are leading steel utensil makers of north India and import steel sheets from West
Germany.
3. We are leading manufactures of synthetic cloth of different varieties and require large quantities of nylon and terene yarn for the purpose.
4. We have recently started manufacture of small rubber items like rubber bands, erasers and chappals. Thus, we require natural rubber in bulk supplies.
5. At present we are manufacturing men's wear. As such we require fabrics of diverse qualities and designs on regular basis.
Inquiry about supplies:
6. Please let us know at the earliest if you could supply us extruded raw plastic to meet our requirements?
7. As we plan to go in for import substitution shortly, can you meet our heavy demand of steel sheets of the following specifications?
8. Will you be able to supply us yarn as per our requirements.

9. Please let us know up to what extent can you meet our requirements? The details are given below.
10. Kindly send samples of your production range with details about supply capacity.
Close:
11. On getting your positive response we shall give you our requirements and other particulars. 12. If you can meet our requirements, please let us know at the earliest your terms and conditions regarding prices, trade-discount, delivery schedule etc.
13. We hope your terms and conditions are reasonable 'and we have a lasting business relationship. 14. Before despatching the consignment please inform us ho,V11 you are sending it.
General Inquiries
Beginning:
1. Please let us know the terms on which you can supply us 100 boxes of full size nylon stocks. 2. We have come to know that you are a reputed dealer in electrical goods. Would you supply 100 tube-lights immediately?
3. We are told that you are leading manufacturers of stainless-steel utensils and wish to know whether you can supply us 100 mails from ready stock at the factory price.

4. This is to inquire if you can supply us zinc appliances in bulk. The list of the products required by us is enclosed.
5. This is to request you to supply us with photographic material. The list of items required is enclosed.
Closing:
6. We look forward to hearing from you within the next few days.
7. As the matter is urgent, we shall appreciate an early reply.
8. If the material matches our specifications we might place regular orders for large quantities 9. We are depending on you for standard material and, therefore, be prompt to our enquiries. 10. As the demand is increasing at our end, we would like to get the supply at the earliest.
11. We are keen to hear from you soon. Our enquires may turn into big orders, if the terms are found satisfactory.
12. We will appreciate an early reply.

Sample Letters
(Dealer's First Enquiry)
Dear Sir,
Thank you for the literature you have sent about your hardware products. Please send us samples and more information about their prices, quality, range etc. We are one of the largest dealers in quality bolts in this area and wish to expand our range of stocks. Kindly also let us know your terms of trade and the best discount on large orders. Will you be able to manufacture terms if we specify the size, shape, weight, colour and range. Price quoted should be f.o.r. As the matter is urgent we would appreciate an early reply preferably within a week.
Thanking you,
Yours faithfully,

(Enquiry about advertised goods)
Dear Sir,
We seen the advertisement of your ball-point pen on Door Darshan. The advertisement however, does not give sufficient information. We would, therefore, appreciate more details. Samples would be particularly welcome.
Thanking you,
Yours faithfully,

(Request for catalogue, price-list and samples)
Dear Sir,
I saw one of your executive tables in a friend's office and- found it impressive and elegant. I am particularly interested in furniture suitable for a small office. Please, therefore, send me a copy of your detailed catalogue. We would appreciate an early reply with up-to-date information. Please let us know if you are in a position to supply the goods from stock as they are needed urgently.
Thanking you,
Yours faithfully,
(General Enquiries)
Dear Sir,
Please let us know the terms on which you can supply 100 boxes of full-size nylon socks.
We look forward to hearing from you within the next few days. Our inquiries may turn into big orders, if the terms are found satisfactory.
Thanking you,
Yours faithfully,

Business Replies
It, of course, costs considerable effort and money to get a prospective buyer prompted to enquire about one’s product. Thus, a reply to his query has to be cleverly drafted.
It is just like a customer being attracted by a window display. It is then the job of the salesman to sell something to him. Similarly, the responsibility of one replying to the prospective customer is heavy. His deft handling may result in getting the enquiry turned into an order. Remember the prospective buyer wants to know how he can benefit from the deal. Thus, for the enquirer’s convenience one can always attach a list of goods. They can by the customer for the placing of order.
At times the order cannot be immediately met because of lack of fresh stocks. In such cases, the order should be acknowledged and the customer should be assured of prompt delivery as soon as possible.
Reply to Dealer's First Inquiry from
Manufacturer about his Product
Convey pleasure on receiving the inquiry:
1. Thank you for your letter dated May 23, 1999 inquiring about our domestic appliance range. 2. We are pleased to see your interest in the corduroy we have recently introduced in the market. 3. We are pleased to learn from your letter dated October 30, 1999 that you are interested in our plastic crockery.
4. We are highly obliged by the interest shown by a big dealer like you in our product.
5. We are happy to receive your letter regarding the information you want about our electronic appliances.
6. We are thankful to you for sending your representative to inquire about our ready-made garments. 7. We are privileged to have your letter inquiring about bulk purchase of our cosmetic items. 8. Since our goods are of high quality our wholesale rates are a little higher than the market rates.
9. We believe in quality and honest bargains, so we can assure you of our best service and fair-deal. 10. Although we give f.o.r. up to the destination, we charge for packing and local transportation. 11. The goods are guaranteed for six months and thus can be exchanged during this period if they have any manufacturing defect.
12. We send the goods by road transport as we believe in prompt service.
13. As desired by you we can insure the goods at your expenses.
14. All money transactions will be made through our authorised bank, Punjab National
Bank.
Express hope of mutual goodwill:
15. We shall be pleased to furnish any other information you may need.
16. We hope you will be able to place an order with us soon.
17. We shall deal promptly with any order you send us.
18. We are sure we shall have a long lasting business relationship.
19. Although at the moment we have many orders in hand we will try to execute yours at the earliest.
20. We have enough stocks to comply with, your orders immediately.
21. We have the items in stock which you enquired of and can deliver as soon as we receive your orders.

22. We are confident that you will be satisfied with the quality of our goods and will associate only with us for your future requirements.
23. We assure you of our fullest co-operation and service in future too.

Reply to Enquiry about Advertised Goods
Express pleasure on customer's having marked the advertisement:
1. We are happy to learn that you have noticed our advertisement in last week's Indian
Express and The Times of India.
2. We are delighted to learn that you have taken a special interest in our commercial programme on Door Darshan.
3. We are pleased to hear from you that you have seen our advertisement on Delhi
Doordarshan and are interested in the hair-tonic manufacture.
4. It's been a pleasure to know that you have seen our short film on our latest tooth-paste.
5. We are pleased to know that our advertisements about Mopeds on radio and television have been impressing our customers and we are getting healthy response from them.
6. We are quite satisfied with the positive response to our advertisements.
7. We feel that our advertisements have served the purpose and are happy to find that you interested in our goods.
Give more details:
8. As the advertisement does not carry all the details, we enclose a printed folder enlisting our new line of products arid their prices.
9. We hope that the literature being sent herewith would give you all the information you required about the product, its range and price.
10. We plan to diversify soon into ladies garments too.
11. We are sending you a detailed folder about our goods with further reference to our advertisements. Give information about the goods:
12. We hope the enclosed list is sufficient to satisfy your interest and curiosity as it contains detailed information about the advertised goods.
13. One thing we can assure you is that our products are of high quality and will be up to your satisfaction.
14. The catalogue will indicate the variety of sizes and colours of this popular product.
15. We are sure that in addition to the advertised items there are many other products illustrated with details in the folder which might interest you.
16. In fact, we are a Company set up with German collaboration. Thus, you can rely on our quality.
17. Our goods are always the same as advertised. We are sure to satisfy you through our dealings. Close the letter with a hope of getting the order:
18. We hope that the rates appeal to you and prompt you to place an early order with us.
19. If you place an order with us you can expect a delivery within a week.
20. We can arrange for a demonstration of our sewing machine at your convenience.
21. We are sure that the high quality of our products and our attractive trade terms will encourage you to stock these fast-selling items.
22. If you still want more information before placing an order, our representative would be happy to call on you at your convenience.
23. If you place a bulk order, we give discount. The discount terms are enclosed.
Reply to Request for Catalogues, Price-List and Samples
Express pleasure on receiving the letter:
1. We are pleased to receive your letter of April 8, 1999 in response to our advertisement for mixers.
2. Thank you for your telephonic inquiry of last Tuesday regarding various transistors of our make.

3. As requested in your letter dated 10th September 1999, we enclose a catalogue in respect of our different products.
4. This is in response of your inquiry dated 4th January 1999.
5. We are obliged for your inquiry of 3rd July regarding the prices of different items.
Fulfil the request:
6. As requested by you, we enclose a copy of our detailed catalogue.
7. Please find enclosed the catalogue of our domestic appliances.
8. I take pleasure in enclosing a catalogue and current price list of our mixers as per you inquiry. 9. We are enclosing a few photographs and arranging to send you some of our samples through our sales representative to give you an idea of our range of products.
10. Our sales men are going to conduct a door-to-door campaigning in your area next week. They will give you samples. A price-list, however, is enclosed.
11. We are sure you will find our enclosed price list very reasonable.
12. The catalogue lists costs of different range of items. These are the latest prices.
13. This is our latest catalogue with revised prices.
14. We have pleasure in enclosing a copy of our illustrated catalogue/latest price list asked for in your letter of 23rd May.
15. We are pleased to receive your inquiry of 13th December and enclose our catalogue with the endorsing letter.
16. On account of Diwali, we offer 15% reduction in items purchased. We suggest that you do not let this golden opportunity pass and place an order immediately.
17. We will arrange to send the samples of our shirting material soon. And if any of your representatives comes to our new market showroom he can collect them from there.
18. Samples of our shirting range, which you have asked for in your letter of 15th March, are being sent to you today through our representative.
Give detail of the catalogue:
19. We feel, you may be particularly interested in our No.3 mixer, In fact, this is our latest and the most economical model.
20. Our terms and conditions are printed on the back-cover of the catalogue.
21. The catalogue has been devised keeping in view of all the relevant information the buyer might require.
22. You will find particulars of the electric kettle and its illustration on page 10 of the catalogue. Give details of the product:
23. Without any increase in fuel consumption it gives out 15% more heat than the earlier models. 24. We feel the item illustrated on page 4 of the catalogue is ideal for your present requirement. 25. All our current models are shock-proof, efficient in operation and more economical in fuel consumption.
26. As evident from the illustrated catalogue, all our new models come in elegant cases.
27. In case you want a smaller size, there are many suitable ones listed on page 12 of the catalogue. Close the letter with the hope of getting the order:
28. We look forward to a trial order which will convince you of our product quality.
29. In case you want a demonstration before placing an order, we shall be happy to welcome you to our show-room at any time in the afternoon.

30. You will, of course, be able to explore the variety of items only when you call on us.
31. We sincerely hope that our price-list enables you to place orders and establish trade relations with us.
32. We hope the samples reach you safely and you place an order with us soon.
33. We hope to hear from you very soon and expect your orders.
34. We hope you will place an order in bulk and avail of our discount scheme.
35. We hope you will take advantage of our offer and place an early order.
36. On account of Diwali we are allowing special benefits to customers who place orders before the end of the current month.
Reply to Request for Quotations
Beginning:
1. Thank you for your inquiry of August 3, regarding quotation for 100 'Executive' model office tables.
2. This is with reference to your inquiry of November 5,1999. As per your request, we will be glad to supply you nylon socks at the rate of Rs.15/ - per pair.
3. In response to your letter of last Monday we are happy to send you the following quotation for the goods you have indicated.
4. The prices of the items required by you are as given below.
5. We submit herewith for approval our rates for all the items required by you.
Closure:
6. We hope you will find our rates reasonable and place an order with us.
7. Please let us know by return of post if we may book your order at the prices quoted.
8. As our stocks of these goods are limited we strongly recommend you to take advantage of this opportunity.
9. As the prices quoted are exceptionally low and are likely to rise soon, in view of the imminent hike in the raw material price, we would advise you to place your order without delay. 10. Our rates might be a little higher than those of many other manufacturers but our quality is incomparable.
Reply to Enquiry about Raw Material Supply
Beginning:
1. We pleased to learn that you are a large-scale distributor of plastic crockery and plan to expand your business.
2. Thank you for the inquiry of April 2, 1999, for the purchase of steel sheets in bulk.
3. We are pleased to learn that you require nylon and terene yarn for the manufacture of synthetic cloth.
Closure:
4. We will, of-course, be glad to supply you extruded raw plastic as per your requirement.
5. We have enough stock of steel sheets and can deliver whenever you require them.
6. We are a big stockist of nylon and terene yarn and can supply the required quantity within a week of the request.
Reply to General Inquiries
Beginning:
1. We are pleased to receive your inquiry of January 3, 1999 about the multi-purpose electric iron marketed by us.
2. We are glad to learn from your representative that you are interested in our preserved food items.
3. We are pleased to learn that you are interested in a large variety of paper that we

manufacture and wish to know more about your requirement.
4. It is a pleasure to know that you are interested in stocking our entire range of electronic instruments. 5. Thank you for the interest you have shown in our fabrics.
Close;
6. We will, of course, be happy to furnish any further information you may require.
7. We are looking forward to your order.
8. We have a reputation for being prompt and efficiency is our watchword.
9. Any order you may like to place with us can be met immediately from the ready stock.
10. We have the items in stock and can deliver them as soon as we receive your order.

11. We are confident that you will be satisfied with the quality of our goods.
12. We hope to have a long lasting relationship with you.
13. We assure you of our fullest co-operation in business.
Letter Rejecting Quotation
First thank the seller for sending quotation:
1. Thank you for sending your quotation for the proposed purchase of 1000 yards of handloom cloth by us.
2. You were good enough to quote on 19th August for 100 electric heaters we proposed to buy from you.
3. I appreciate the trouble you have taken in this regard.
4. In response to our inquiry dated 8th June, you were good enough to quote for 200 plastic buckets and send us a sample.
5. I am thankful to you for promptly quoting for 200 pairs of suede jackets I had proposed to purchase from you.
Express regret giving reasons:
6. Their quality is, of course, good but the prices are rather on the higher side. We have been purchasing the same kind of jackets at a much lower price.
7. Although the goods suit our requirements, their prices are much higher than we had expected. 8. The quality and prices of the fabric suit our requirements but your quotation reached us rather late. In the mean time we had placed an order with some other manufacturer.
9. Although your prices are quite competitive, the sample does not meet our specifications. Close on a positive note:
10. We have asked for more quotations from other manufacturers. We shall take a final decision after taking their products' quality and prices into consideration.
11. However, next time we shall again invite quotations from you and hope that you will be prompt.
12. If you are able to supply us better quality material on the same price, we can renew our offer.
13. I shall now seek quotations from other dealers, but may find it necessary to refer to you again if their prices are not an improvement over yours.
Sample Letters
(Reply to First Inquiry)
Dear Sir,
Thank you for your letter dated May 23, 1999, inquiring about our domestic appliance range.' Since our goods are of high quality, our wholesale rates are a little higher than the

market rates. We are confident that you will be satisfied with the quality of our goods and will associate only with us for your future requirements.
With thanks,
Yours faithfully,

(Reply to Inquiry about Advertised Goods)
Dear Sir,
We are happy to learn that you have noticed our advertisement in last week's Indian
Express and The Times of India. As the advertisement does not carry all the details, we enclose a printed folder enlisting our new line of products and their prices. Our goods are always the same, as advertised. We are sure to satisfy you through our dealings. We can arrange for a demonstration of our sewing machine at your convenience.
Thanking you,
Yours faithfully,

(Reply to Request for Catalogue)
Dear Sir,
Thank you for your telephonic inquiry of last Tuesday regarding various transistors of our make. As requested by you we enclose a copy of our detailed catalogue. Our terms and conditions are printed on the back-cover of the catalogue. As evident from the illustrated catalogue all our new models come in elegant cases. We hope you will take advantage of our offer and place an early order.
Thanking you,
Yours faithfully,

(Reply to Requests for Quotations)
Dear Sir,
Thank for your inquiry of August 3, regarding quotation for 100 ‘Executive’ model office tables. We hope you will find our rates reasonable and place an order with us.
Thanking you,
Yours faithfully,

(Reply to Enquiry about Raw Material Supply)
Dear Sir,
We are pleased to learn that you are a large scale distributor of plastic crockery and plan to expand your business. We will, of course, be glad to supply you extruded raw plastic as per your requirement.
Thanking you,
Yours faithfully,

(Reply to General Inquiries)
Dear Sir,
We are glad to learn from your representative that you are interested in our preserved food items. We have the items in stock and can deliver them as soon as we receive your order. Thanking you,
Yours faithfully,

(Reply to Letter Requesting Demonstration)
Dear Sir,
Thank you for your letter dated 8th April, 1999, requesting for a demonstration of our photocopier. You are most welcome to call at our office any time next week between 11 a .m. and 12.30 p.m. We shall be happy to arrange for a demonstration. When you call, please ask for me.
Thanking you,
Yours faithfully,

Business letters Promoting Goodwill
Apart from winning customers, business letters promote goodwill too. These are letters which are written when apparently there is no dire need for doing so. Writing such letters is part of official routine. However, care should be taken to keep in mind what are the customers’ requirements, because customer deserves the best.
Goodwill letters should be courteous and cordial. A slight personal touch can work wonders. These letters should be precise and need not be too long.
Those engaged in sales promotion realize the real worth of correspondence building up goodwill. The best way to achieve customer's goodwill is to offer him the best services and look into his genuine complaints. Very often customer' letters of complaints are overlooked. It must be noted that goodwill letters promote mutual understanding and are of considerable help, in times of fierce competition. One has to have a constructive approach towards business. Such letters come in handy when important customers plan an expansion of their existing premises or seek a foreign collaboration. Sincere wishes and friendly approach can win many customers. For instance, an offer of credit in the event of a fire in customer's warehouse can win his lifelong loyalty. These letters should be written by responsible officers of the company.
Manufacturer's Goodwill Letter
First of all, express pleasure over customer's inquiries:
1. Thank you for your inquiry dated May 10, 1999.
2. We are pleased to receive your letter dated August 8, 1999, inquiring about our hardware products.
3. We are pleased to have your letter of 3rd July 1999, seeking information about a variety of our plastic products.
4. We feel obliged to have received your letter of inquiry dated July 22, 1999.
5. We are glad to have received your note inquiring about the nature of polish used on our stoves. 6. We are pleased to know about your interest in our goods through your enquiry dated
July 23, 1999.
Now come to the point:
7. As per your request we enclose our catalogue and price-list.
8. Accordingly, we are enclosing pamphlets of our various products.
9. This is our latest catalogue and we have tried to make it as attractive and exhaustive as possible. 10. This is our latest price-list and we hope it will convince you how competitive our prices are.
11. Through our representative, we are shortly sending a sample of our latest soap prepared by our manufacturing division.
12. The prices and particulars about various items mentioned in the enclosed catalogue and pamphlets will certainly answer your inquiries.
Now suggest some business aspects promoting goodwill:
13. You are most welcome to visit our factory whenever you are in Bombay.

14. We hope you would pay a visit to our factory so that we could show you our highquality raw materials and excellent workmanship.
15. If you do not find it inconvenient, please join us for a seminar on the "Changing
Patterns of Automotive Industry" hosted by the company at Ashoka Hotel on April 8,
1999 at 10 a.m .
16. We sincerely feel that the information you might collect on a visit to our factory would prove interesting as well as useful for your placing orders in future.
17. If you visit the current Trade-Fair at New Delhi please do not forget to call at our stall. Close the letter offering your extra services:
18. If there is anything more we could do for you, please do not hesitate to write to us.
19. Please let us know how we can extend our services to you.
20. Please do not hesitate to say what else you would like to have from us.
21. Pease let us know if we can be of any service to you, otherwise.
22. We are soon going to celebrate the silver jubilee of the company’s inception. We will be soon requesting you to join us on the happy occasion.

Letter Explaining Late Reply
Begin with a slight touch of regret for delay:
1. I am extremely sorry for the delay in sending the catalogue and price-list requested by you in your letter dated October 8, 1999.
2 I am extremely sorry for the delay in replying to your letter of August 8, 1999.
3. I regret that because of the company's annual auditing I was tied up and could not reply to you earlier.
4. I express my regret for not giving a prompt response to your request of April 8, 1999 for a demonstration of our photocopier.
5. It is, of course, a lapse on our part that we could not respond promptly to your inquiry of May 9.
6. We are really sorry for the delay in replying to inquiries as per your letter of 15th July.
7. I am sorry, I could not reply to you earlier because I was out of station for more than two weeks.
Give reasons for delay:
8. Our new catalogue and price-list are expected within a fortnight and as soon as we receive the copies we will despatch you one.
9. The delay has occurred as I was on tour during the last week and could not attend to you request.
10. We have unexpectedly run out of samples, and as soon as they are replenished we will despatch you the ones you have asked for.
11. Our Technical Representative, who gives the demonstration, has reported sick last week and so we could not arrange an early demonstration to you.
12. On account of some labour problem the work was disrupted and hence I could not attend to your request earlier.
13. There was a strike notice from the labourers on some of their demands and thus we got delayed in replying to your inquiry.
Apologise again while closing the letter:
14. I hope you will bear with us for this short period of delay.
15. We hope you do not mind this delay on our part which will not recur.
16. I regret the inconvenience this delay has caused you.
17. A settlement between the management and the workers is in sight and I think by the beginning of next week we shall be in a position to send you the samples.

18. I honestly hold the responsibility for this delay, but request you to take it in good spirits. 19. This is the first occasion that we are at fault. So we hope you will not mind it.
20. It is, of course, a lapse on our part but we assure you that in future we will take care to meet on queries promptly.
Letter of Regret
Begin with conveying your pleasure:
1. Thank you for submitting your manuscript of "Business Letter Writing" to me.
2. Thank you indeed for the sample of your new cheese you have sent us.
3. I am grateful to you for the sample 'copy' you have prepared for the advertisement we plan to release soon.
4. You were certainly prompt in despatching your catalogue and price-list in response to our inquiry.
5. We appreciate your promptness in sending your representative for demonstration of washing machine.
6. Thanks for the sample of new detergent powder which you sent to us last week.
Express genuine regrets/inability:
7. I am, of course, impressed with the care with which you have written the book and I would have certainly accepted it for publication had we not released a book on a similar subject only last month.
8. Yours is definitely a fine product but unfortunately does not meet our requirements.
9. The advertisement 'copy' is definitely a sincere and a very good effort, but this is not the type of advertising we have in mind.
10. Your catalogue and price-list are, of course, informative but rather on the higher side and not suitable for the market in which we operate.
11. The demonstration performed by your representative was quite satisfactory, but we have postponed the project for the time being. I am sorry for our present inability.
12. Thank you for the promptness in attending to our inquiries but in view of certain unforeseen expenditure, I am sorry, at present we are unable to place the order.
Close the letter with a touch of regret:
13. I am, therefore, most regretfully returning your manuscript.
14. I am sorry for this negative reply.
15. I am sorry I am not in a position to utilise your services at the moment, but, I will definitely get in touch with you sometime next month.
16. I am really sorry, we are not yet equipped to sell your fine product.
17. I hope our inability to place orders for your goods at present, will not disturb our good business relations.
18. I am sure we will continue to have business deals in future, despite this temporary gap. 19. We have filed your catalogue and hope to place orders at some appropriate time in future. Letter of Regret for Oversight
Refer to the oversight:
1. It has come to our notice that the consignment sent to you on the 5th of the month has fifteen garments less than mentioned in our despatch letter.
2. We regret to inform you that the curtain material sent to you on the 8th of this month is of inferior quality to what you had ordered for.
3. This is to inform you of a mistake in the despatch of ten bone china tea-sets on the 10th of this month.

4. We regret to inform you that the 20 electric kettles despatched to you on 5th June are of the "medium" size while you had ordered for "large" size.
Express regret or concern:
5. We are, of course, extremely sorry for this oversight.
6. In fact, because of the oversight of the despatcher the tables of address on the boxes got changed.
7. In fact, our sales department followed the instructions given in your earlier letter and, by mistake, your second letter was overlooked.
8. The mistake is, of course, entirely ours and we deeply regret for it.
Now, talk of amends:
9. However, we have instructed our sales department to prepare a fresh consignment and despatch to you at the earliest. I hope you will receive it by the end of next month.
10. Please arrange to return the earlier goods at our expenses. The replacements are being despatched tomorrow.
11. We assure you that in future we shall not give you any cause to complain.
Sample Letters
(Manufacturer's Goodwill Letter)
Dear Sir,
We are pleased to have your letter of 3rd July, 1999, seeking information about a variety of our plastic products. As per your request we enclose our catalogue and price-list. You are most welcome to visit our factory, whenever you are in Bombay. If there is anything more we could do for you, please do not hesitate to write to US.
Thanking you,
Yours faithfully,

(Letter explaining late reply)
Dear Sir,
I am extremely sorry for the delay in sending the catalogue and price-list requested by you in your letter dated October 8, 1999. Our new catalogue and price-list are expected within a fortnight and as soon as we receive the copies we will despatch you one. I hope you will bear with us for this short period of delay.
Thanking you,
Yours sincerely,

(Letter of regret)
Dear Sir,
Thank you for submitting your manuscript on 'Business Letter Writing' to me. I am, of course, impressed with the care with which you have written the book, and I would have certainly accepted it for publication had we not released a book on similar subject only last month. I am, therefore, most regretfully returning your manuscript.
With regards,
Yours faithfully,

(Letter of regret for oversight)
Dear Sir,
It has come to our notice that the consignment sent to you on the 5th of the months has fifteen garments less than mentioned in our despatch letter. We are, of course, extremely sorry for this oversight. We assure you that in future we shall not give you any cause to complain. Thanking you,
Yours faithfully,

Business Letters of Thanks
Business relations often call for letters of thanks and appreciation. Such letters enlarge areas of influence and are profitable in the long run. The content has to weigh more in spirit than in letter. The art of writing a truly concise letter is a difficult one. One has to infuse the letter with a touch of goodwill, cordiality and friendship. This can be done in the opening paragraphs. Here are a few examples.
Opening paragraphs:
1. We received with thanks your order No ….. dated ……….
2. We acknowledge with thanks the receipt of your order No…………..
3. This is to thank you for your inquiry/order No………..
4. Thank you for your Order No………….dated………..
5. It gives great pleasure to receive your order ………….
Some occasions for letters of thanks:
1. Getting an order from a new customer,
2. Getting large orders from old customers.
3. Getting prompt payments/remittances.
4. Getting useful promotional suggestions.
Getting an order from a new customer:
1. When you get an order from a new customer, send a personal letter of appreciation immediately. Such a letter should be written by a senior official. This will fetch a lasting goodwill. 2. Mention a definite date for executing the order.
3. Close the letter with a note of appreciation/goodwill and express your pleasure in serving your customer.
Getting large orders from old customers:
The old trade relations and customers are as important as the new ones. Due attention and recognition should be paid to letters and execution of orders. Here also the same methods can be followed as above besides the following.
1. Stimulate your customer's interest in your products by including some sales talk and selling points of the goods ordered by him.
2. Suggest the profits he can make from the sale of goods ordered by him.
3. Expectations of fresh orders should be given at the close of letter.

Getting prompt payments remittance:
Getting prompt payments are as important as getting orders. This keeps the business flow smooth. Therefore, it is necessary to express appreciation/gratitude over prompt realization of money.
Getting useful promotional suggestions:
These are the wholesale dealers or retailers who come in direct touch with the customers.
And customers are the best judges of the products' quality. Their reactions go a long way in improving products' quality. Letters of suggestions, thus, should be acknowledged with appreciation. Letter of Thanks for the First Order
Begin your letter with thanks:
1. Thank you for your order dated August 8, 1999. We shall be despatching 100 woollen blankets that you had ordered on next Monday i.e. 23rd August. 1999.
2. We acknowledge with thanks your order dated 13th November. We despatched the crockery yesterday and enclose herewith our invoice No.4321.
3. We are pleased to inform you that the glassware you had ordered on March 15, 1999, have been sent to you today by the passenger train reaching Delhi on 25th March.
4. Thank you for your order dated July 8, 1999, for 200 Oxford pocket dictionaries. The book will be despatched by the beginning of next week.
5. I hope you will receive your goods on next Monday definitely. We have despatched them through Kangaru Transport yesterday. I feel obliged in having executed this first order from you.
6. We feel proud to serve you for the first time and hope to establish good relations in future. 7. I am obliged for the opportunity you have given us, to have business transactions with you for the first time.
While closing the letter expect your customer to be satisfied:
8. We feel sure you will find the crockery up to the mark in every respect and perfectly suited to your needs.
9. We trust that the goods will reach you safely and in time and that you will be satisfied with the quality.
10. We hope to have further orders from you, in future too.
11. We look forward to serve you, in future too.
12. We hope you will be quite pleased with the goods and we can have pleasant and lasting business connections with you.
13. Please knowledge the receipt.
14. May we hope that this order is a promising beginning of a pleasant and fruitful business relationship between us in the long run.
15. We hope this order will go a long way in creating an era of healthy business relations with you.
Letter of Thanks for Large Orders
Begin the letter with your appreciation/gratitude:
1. We appreciate the unusually large order for 'Weekend' shoes and thank you for your continued confidence in us.
2. This is just a personal note of thanks for the large order of dry battery cells you have placed with us. We appreciate your confidence in us.
3. Thank you for your large order dated 8th October for 'Deluxe' office tables. We are extremely pleased at your confidence is us.
4. We are thankful to you for such a substantial order of transistor sets and the trust you have maintained in us.
5. Our sales team is jubilant over the large order of 9th July for bed sheets that you have placed with us. We assure you of our prompt compliance of the same.

6. Your placing this large order for vegetable oil with us shows your good confidence resposed in us.

Discuss prospects of good business relations:
7. We have always valued our esteemed relationship built over years. And we will do our best to maintain it.
8. Our relationship with your firm has always been a matter of great asset for us, and we will do everything to strengthen it.
9. We have always regarded you as our esteemed customer. And we hope our relationship, built over years of mutual confidence, will grow further.
10. We assure you of our fullest co-operation in maintaining the past business relations between us.
11. We can assure you that despite your confidence in us there would not be any complacency on our part.
12. We have, in fact always counted on you for big supplies.
While closing the letter convey your gratitude again:
13. Believe me, it has always been a great pleasure to deal with you.
14. Very soon we are planning a diversification of our business into hosiery industry and will despatch you samples as soon as they are ready.
15. Thank you again for this fine expression of your continued trust in us.
16. In the end, we extend our thanks for relying upon our prompt service and credit.
Thanks for Prompt Settlement of Accounts
Start the letter with thanks and a cheerful note:
1. This is to thank you for the prompt settlement of our accounts during the preceding year. 2. This is to express our sincere thanks for settling our bill promptly.
3. Thank you for the prompt settlement of our accounts during the preceding financial year. 4. We thank you for your promptness in settling all our outstanding bills despite the financial constraints your company is facing.
5. Ever since you have started our association, you have been very prompt in settling our accounts. We are indeed thankful to you.
Mention utility of promptness in payments:
6. It has eased our financial tightness as a number of bills were pending with us.
7. Your payment has been of great help to us at a time when we ourselves were facing heavy commitments connected with the expansion of our business.
8. The promptness in making the payments is indeed a proof of the high level of your business ethics.
9. Your prompt payment has come in handy as we had been planning to make some bulk chases. 10. The promptness in settling the accounts is, of course, in keeping with your high reputation in this respect.
Expectations for cordial relations may be touched at the close of the letter:
11. We hope you will continue to give us the opportunity to serve you.
12. This promptness is a positive indication of our growing cordial relations.
13. It has always been a matter of great pleasure for us to be of some service to you.
14. This is our sincere hope that our business relationship will continue to grow in future, irrespective of the unintentional slips on our part.
15. I am sure we can count upon such good co-operation from you in future too.
16. It goes without saying that your co-operation will go a long way in establishing sound relationships with your suppliers.

Thanks for a Service Performed
Begin your letter with thanks:
1. Thank you for returning the draft of the catalogue, we propose to send to our customers, along with your detailed comments on it.

2. This is sincerely thank you for your enlightening suggestions concerning the publicity folder we intend to publish soon.
3. This is a note of thanks for your valuable suggestions for improvement of our product's quality. 4. Thank you for contacting the transporter on our behalf.
5. Your tips for the boost of our sales will definitely help us modify and improve the quality of our product.
Discuss the services rendered:
6. We are indeed grateful to you for the trouble you have taken for us.
7. I realize how busy you are. And despite your pre-occupations you have taken out time for our job.
8. Your detailed examination of our proposal would indeed be useful to us.
9. I am sure your valuable suggestions will help us a lot in giving a thrust to our business activities. 10. The modifications you have suggested will certainly make our product more useful and popular.
Repeat your appreciation again at the close:
11. Thank you again for your very useful suggestions.
12. Please accept our thanks again for this kind service.
13. I hope we will be able to compensate for your valuable services in one form or another, in the near future.
14. We express our thanks for your valuable feedback.
15. Your ideas have indeed taken our publicity department by storm.
16. Perhaps, I will never be able to pay for the valuable services you have rendered us free of cost.

Sample Letters
(Letter of thanks for first order)
Dear Sir,
Thank you for your order dated August 8, 1999. We shall be despatching 100 woollen blankets that you had ordered on next Monday, i.e., 23rd August 1999. We trust the goods will reach you safely and in time and that you will be satisfied with the quality. We hope this order will go a long way in creating an era of healthy business relations with you.
With regards,
Yours sincerely,

(Letter of thanks for large order)
Dear Sir,
This is just a personal note of thanks for the large order of dry battery cells you have placed with us. We appreciate your confidence in us have always valued our esteemed relationship built over years. And we will do our best to maintain it? Thank you again for this fine expression of your continued trust in us.
Yours faithfully,

(Thanks for prompt settlement of accounts)

Dear Sir,
Thank you for the prompt settlement of our accounts during the preceding financial year.
The promptness in making the payments is indeed a proof of the high level of your business ethics. It has always been a matter of great pleasure for us to be" of some service to you.
Thanking you,
Yours faithfully,

(Thanks for a service performed)
Dear Sir,
Your tips for the boost of sales will definitely help us modify and improve the quality of our product. We are indeed grateful to you for the trouble you have taken for us. I hope we will be able to compensate for your valuable services in one form or another in the near future.
With thanks,
Yours faithfully,

Sales Promotion Letters
Sakes promotion calls for the basic knowledge of the product being marketed, the particular areas of its wide acceptance, effective distribution networks, smart and active representatives, flexible and competent management and good knowledge of the market conditions. No product can be successful just on the basis of publicity. Quality is a must.
It is, therefore, imperative that the person handling sales correspondence is competent and keeps all these factors in mind. He must have a live wire understanding of all the
Involvements and Implications of his approach in handling sensitive correspondence. A letter, of course, can make or mar the entire prospects of an upcoming business.
A good letter may cover the following points:
1. Stimulate interest.
2. Create the buying impulse.
3. build confidence about the product.
4. Clinch the bargain.
Am effective sales letter should be easy to read and understand. The contents should be divided in short paragraphs. One should see to that typing and stationery are clean.
Certified and updated mailing lists for announcements and business circulars are essential for a progressive business house. The letter should be well-worded and posted in time.
A mistake in the letter can have an adverse effect on company's sales. A businessman is, of course, no writer or journalists, but he is certainly expected to be able to express himself well. The ability to choose the right words, and use them skillfully is essential for a good and effective correspondent. Punctuation, spellings, grammar, effective phrases and above all their meticulous use, make a world of difference in promoting sales.
Introducing a New Product
Begin introduction about the New Product:
1. May we take this opportunity to Introduce to you our new can-opener/motor-cycle/ filter which we have launched in the market.
2. This is to inform you of our new revolutionary concept in safety locks that we have recently marketed.
3. It is the result of painstaking research and exhaustive laboratory tests.
4. It is a major breakthrough that our engineers have achieved in automobile technology.
5. We are sure that the great utility and superb finish of the new product will convince you of its ready saleability.
6. Today it is the best motor-cycle in the market in this price range.
Now build up confidence:
7. We have taken the liberty of sending you a sample of the product for your comments and reactions.

8. We have sent you a sample of this product and would welcome your putting it to test.
9. We will soon be despatching its sample and hope you will approve of its quality.
10. We have confidence that your inspection and testing of the product would prove to you the high quality of this product. And for this purpose you are welcome to our works anytime between 10.00 a.m. and 12.00 noon.
Discuss price range and business terms:
11. The enclosed folder is indicative of its competitive price.
12. We are giving 20% discount on orders of RS.50.000 and above.
13. We can offer special terms even for your trial orders provided the orders reach us before the end of this month.
14. We can allow regular trade discount on a trial order if it is large enough.
Close the letter with an invitation for a trial order:
15. We hope that soon we will have a positive response from you.
16. So kindly send us a word by return mail.
17. When you call please ask for me,
18. As you wanted something of this kind we hope you will soon place an order with
19. We request you to place a trial order with us so that we can prove our efficiency.
Soliciting a Customer for a Product
Begin with asking customer's choice/selection:
1. Do you want pure and fresh butter at a moderate price?
2. Would you like to have a complete cooking machine that would save you time and energy by half?
3. Would you like to become popular with friends? /Do you have an inferiority complex?
Are you suffering from a chronic disease?
4. Do you want to buy the latest exquisite variety of the best south Indian silk saris?
5. Are you on the look out for exquisite bone china crockery?
6. Do you want your dinner party to be a super success?
7. Do you plan to go on a vacation but would need better travel arrangements?
Mention your services/products:
8. The Pure Product Dairy will meet all your needs.
9. Then our 'Cook Master' is what you are looking for.
10. Become a know-all just by mastering our 'Treasure House of General Knowledge'.
11. Visit Silkalava, our emporium, and see them all in a breath taking display.
12. Our exquisite, 50 piece dinner-set is the one for you.
13. All you have to do is to read our 'Fabulous Recipes'.
14. You can leave everything to us and just relax.
Give more details of available services:
15. Manufactured with the latest machinery, Delhi Dairy's butter has flavour and taste of its own.
16. Pure Product's butter is the proud owner of F.PO mark of quality.
17. This unique domestic appliance is easy to handle and economical in power consumption. 18. At present it is in heavy demand and if you don't order for it fast our supplies might exhaust. 19. This fascinating digest brings you facts from all over the world to enrich your knowledge. 20. If you are looking for a treasure of knowledge in one place, this is the book for you.
21. All these saris are for you if you can make a choice.
22. Nowhere else will you find such exquisite saris at such reasonable prices.
23. The dinner-set will win all your guests' admiration and speak well of your taste.
24. In these exquisite pieces the art of the potter and the painter has come together in all its perfection.
25. The book is a real treat.
26. If you want to find international masterpieces of the culinary art at one place, this unique book is what you are looking for.
27. We will treat you like a royal guest and plan minutest detail of your holiday meticulously. 28. Reservations, bookings, entertainment, tickets-we take care of everything.
Close your letter by insisting on definite business:
29. Lest you are late, please register with us by filling and posting us the enclosed form.
30. You are cordially invited to a demonstration of the machine at our factory, at your convenience. 31. We could let you have a copy on approval basis.
32. Just one visit is all you need to be fascinated.
33. You are most welcome to visit our shop any time and test our statement.
34. Book your copy before it is too late.
35. So, why don’t you drop in at our office for a chat?
Soliciting a Customer for a Service
Begin your letter with a clear understanding of customer's requirements:
1. We have been informed by M/s Vishal Bharat Suppliers Ltd.,that you are looking out for competent agents for clearing and forwarding of consignments.
2. It has been brought to our notice that you propose to publish a number of books next year and that you are looking out for a good offset press.
3. I have been told by my friend, Mr. Suresh Jain, who is your Chartered Accountant that you are on the look-out for a representative with good contacts to handle your liaison work with the Government Departments in Delhi.
4. We understand from our client, Mr. Ramesh Gupta, that you require the services of a tax consultant for filing of your tax returns regularly.
5. I have been informed by one of your employees that you are looking out for a good for a part time accountant.
Introduce your business standing and extend your services:
6. We have pleasure in placing our services at your disposal and providing you with the best facilities.
7. This is to inform you that our large printing establishment is capable of handling your publication programme.
8. You will be glad to know that I have been a liaison-officer with DCM for more than 10 years. And I am sure you can entrust me with your Delhi work.
9. I have been a practising tax-consultant now for more than 20 years, and it would be a pleasure for me to be of service to you.
10. I offer and guarantee you prompt and efficient service.
11. Our experience in this line has been of more than 20 years and we have been handling accounts of S. Kumars and Gopinath & Sons for the last 10 years.

12. Our staff is well-versed with the relevant procedures and all the work entrusted to us will be carried out with efficiency and promptness.
13. Enclosed are the details of our handling .charges which are very competitive.
14. We have successfully handled similar work for other publishers too and it has been highly appreciated.
15. We also have modern computer typesetting facilities in our press.
16. Our rates for various types of printing jobs are enclosed herewith, which, you will find quite reasonable.
17. My contacts in this field have been. profitably used by many leading business concerns. 18. For my professional experience and competence you can please refer to M/s. Machine
Makers Pvt. Ltd., and M/s. Rang Nirman Pvt. Ltd., for whom I have done considerable work for this type.
19. I wish to inform you that several big and reputed concerns have appointed me the
Consultant.
20. I have 20 years experience to my credit as an accountant in various concerns.
While closing express expectations of positive response:
21. We look forward to hearing from you.
22. I am sure you will be satisfied with our work.
23. I hope you will entrust this responsibility to me.
24. So, may I have the confidence that our association would prove mutually beneficial?
25. I would very much appreciate a trial of my services.
Manufacturer's Offer to Retailers
Begin with alluring offers:
1. Here is a fabulous offer. Research has now enabled us to offer you a large range of toilet soaps at highly reduced rates.
2. We are happy to announce that our increased production capacity has now enabled us to offer you our quality cosmetics at reduced rates for large orders.
3. Our researchers have recently developed a new high quality detergent powder which is much cheaper than the ones available in the market.
4. We have removed certain existing faults from our transistor-kits which were brought to our notice by our customers.
5. We are sure you will like our recently developed chemicals which are tested through a technical process developed by our scientists.
Give details of goods offered:
6. The details of price reduction are enclosed which comes to an average of fifteen percent. 7. As our prices are quoted c.i.f. Delhi you will agree that they are below those of all other manufacturers.
8. Moreover, we are offering 10% discount on purchase of Rs.25,000 and above.
9. You can easily find the increased rates of-discount proportionate to the purchasing amount. We also give guarantee for one year for proper functioning of the appliance.
10. Although, of late, there has been a slight hike in our prices, our quality has also improved. Other Relevant Topics:
11. The quality of our products, of course, remains unchanged.
12. You will see for yourself that the quality of our product has considerably improved.
13. Immediate despatch is guaranteed, as we have ample stocks.

14. In fact, these are the additional accessories which have some what pushed up its price.
15. You will find a slight rise in prices but it is due to' the high cost of raw material.
Expectations of getting business:
16. We appreciate your confidence in us and look forward to serving you again.
17. We are sure that the new prices will encourage you to place still bigger orders with us.
18. We hope this new offer will put our relationship on a firmer footing.
19. We hope you will utilise this reduction to' the maximum extent far the benefit of both of us.
20. We look forward to' a big order from you as we feel our new product's quality speaks for itself.
Notifying Price Increase to Retailers
Announce the new prices and give reasons:
1. With effect from the 1st of next math, the prices of all our products are being raised by
10%.
2. We regret to announce that an account of the hike in power rates, we are compelled to raise the prices of our plastic ware.
3. On account of the increase in overheads we have mast reluctantly decided to raise the prices of our electric wires by 5% from the 15th of this month.
4. We are compelled to raise the prices of our items by 10% from the 1st of next month due to increased electricity charges.
5. Our new consignment will have an increase of 15%, due to' the increased cast of raw materials. 6. We regret very much this increase which we have been compelled to resort to because of a directive from the All India Metal Product Manufacturers' Association.
7. We are extremely sorry for enhancing our products prices but a steep rise in the essential raw materials cast has forced us to take this unpleasant step.
8. We would certainly not have taken this step, had the Government not subjected our raw material to heavy duty in the new budget.
9. This increase has became unavoidable because of the rising cost of labour and raw material. 10. This hike is the direct impact of the heavy impart duty recently imposed by the
Government on our raw materials.
Assure good quality products:
11. However, please rest assured that there will be no change in the high quality of our products. 12. However, we are contending our case in the court of law and will bring dawn the prices once the Government gives us relief on it.
13. In the coming year, however, because of the expected better yield, the price of raw material might came dawn. Hence it could be a temporary increase.
14. You can, of course, rely without any doubt on our superior quality of goods, which has its own image in the market.
15. You can always return the goods if they are not up to your satisfaction.
Express hope of cordial business relations:
16. Our new price-list is under preparation and will be sent to you as soon as it is ready.
17. However, we are giving concessions to our aid customers. And we will charge old rates for all orders received on or before 15th of next month.
18. We hope that our business relationship continues to be as cordial as before.
19. We assure you of the same prompt service as we have been rendering in the past.

20. We hope that this slight increase in prices will not make any difference to our good business relations.
General Sales Letter
Opening:
1. We are large scale manufacturers of leaf-springs and coil-springs and are taking the liberty of sending you a copy of our latest catalogue and price-list.
2. As you are our regular customer we have decided to make you a special offer.
3. We hope you will be interested in our latest plastic goods we have introduced in the market on the terms and conditions mentioned in the catalogue.
4. Having just made a special purchase of ready-made shirts on very favourable terms we are able to offer them to you at very attractive prices.
5. We have recently bought a large quantity of antique pieces at very attractive terms.
And, we can offer them to you are very reasonable prices.
Closing:
6. We hope you will take full advantage of this exceptional offer.
7. We look forward to a large order from you.
8. We are offering you articles of the highest quality at a very reasonable price and-hope you will take the opportunity to try it out.
9. We know that heavy demand of our books exists in the market. And so you will find an easy market for them.
10. We shall be pleased to send our representative to you on receipt of the enclosed enquiry from duly filled in.
11. We shall be pleased to welcome you to our show-room at any time to give you a demonstration. Visits by Salesmen
Travelling salesmen are an asset to any company. They help to give a boost to the sales and popularize company's products. Very often they go out of station to explore markets.
Thus, it is advisable that their visits are preceded by letters of introduction or details intimating about their visits.
Sometimes even senior officers of the company make business trips to further business interests. And in this context such letters acquire greater significance.
Sample Letters
(Introducing a new product)
Dear Sir,
This is to inform you about our new revolutionary concept in safety lock that we have recently marketed. We have taken the liberty of sending you a sample of this product for your comments and reactions. We can offer special terms even for trial order provided they reach us before the end of this month. So kindly send us a word by return mail.
Thanking you,
Yours faithfully,

(Soliciting a customer for a product)
Dear Sir,
Do you want to buy the latest exquisite variety of the best south Indian silk saris. Come to
'Silkalaya', our emporium and see them all in a breath-taking display." Ali the saris are for you if you can make a choice. Just one visit is all you need to be fascinated.
Thanking you,
Yours faithfully,

(Soliciting a customer for a service)
Dear Sir,
I have been told by my friend, Mr. Suresh Jain, who is your Chartered Accountant that you are on the look out for a representative with good contacts to handle your liaison work with the Government Departments in Delhi. You will be glad to know that I have been a liaison officer with the DCM for more than 10 years. And, I am sure you can entrust me with your Delhi work. My contacts in this field have been profitably used by many leading business concerns." So, may I express the confidence that our association would prove mutually beneficial.
With thanks/regards,
Yours faithfully,
(Manufacturer's offer to retailers)
Dear Sir,
We are happy to announce that our increased production capacity has now enabled us to offer you our quality cosmetics at reduced rates for large orders. Details of the price reduction are enclosed herewith which show an average reduction of fifteen percent.
Immediate despatch is guaranteed, as we have ample stocks. We are sure that the new prices will encourage you to place still bigger orders with us.
Thanking you,
Yours faithfully,

(Notifying price increase to retailers)
Dear Sir,
With effect from the 1st of next month the prices of all our products are being raised by
10%.We are extremely sorry for enhancing our products prices but a steep rise in the essential raw materials cost has forced us to take this unpleasant step. However, you can

rest assured that there will be no change in the high quality of our products." We hope that this slight increase in prices won't make any difference to our cordial relations.
With thanks,
Yours faithfully,

(General Sales Letter)
Dear Sir,
We are large scale manufacturers of leaf springs and coil springs and are taking the liberty of sending you a copy of our latest catalogue and price-list. We are offering you articles of the highest quality at a very reasonable price and hope you will take the opportunity to try it out. Hoping to hear soon from you.
With thanks,
Yours sincerely,

(A follow-up letter)
Dear Sir,
In response to your enquiry dated, July 9, 1999, we sent you our catalogue two months ago. We, however have not heard anything from you. Please note that our new mixer is a product of the latest technology. With the help of its accessories you can mix or grind "a large number of food items. And in our bargain offer we are allowing 15% discount on large purchases. We hope you will avail of this opportunity. Assuring you of the best of our services.
With regards,
Yours faithfully,

(Letter to save a lost customer)
Dear Sir,
It has been more than three months since we heard from you last. As our business has been fairly regular for the last two years. We have been wondering about this silence from your end. We hope this does not reflect your dissatisfaction with our quality or prices.
However, we shall appreciate a frank reply in this regard and wish to know where we lack in satisfying our customers. As you know it has been our constant endeavour to better our service and quality. Moreover, our items have become much easier than before, on account of withdrawal of Government's duty on aluminium. Assuring you of best of our services.
With thanks,
Yours faithfully,

(Buyers request for company's salesman to call)
Dear Sir,
We have read with interest your advertisement of plastic goods like toys, buckets, etc., in the latest issue of Femina. We are general merchants dealing in household items and feel that "a market exists for their sale in our district. Please, therefore, ask your representative to call on us when he visits this area. Please, also send with him a good selection of your manufactures.
With thanks,
Yours faithfully,

(Reply to letter requesting salesman's visit)
Dear Sir,
We are pleased to receive your letter dated March 9, 1982, and have arranged for Mr.
Bharat Bhushan, our Sales Officer, to call on you in the beginning of the next month. You will be glad to learn that our plastic buckets and tiffin-boxes have been highly appreciated by our customers and are constantly in demand. Once you have examined the samples you will find that their quality speaks for themselves. As a result we have been generally finding it difficult to meet the current demand. Thus, we suggest that you place the order at least three weeks before you require the goods. We hope this is the beginning of a lasting relationship between us.

Thanking you,
Yours faithfully,

Orders for Goods
When an order for any goods is placed one must keep in mind various aspects of it, otherwise it can lead to delay and complications for both. Details of goods must be mentioned very clearly. There should be no confusion about the specifications, quantity; name of bankers and mode of transportation. The instructions are elaborated here.
1. Article, its quantity and quality:
If the product line is long it is advisable to mention numbers on the catalogue referring to your requirements. However, if there is no catalogue attached, one can clearly mention the specifications like size, colour, and quantity.
2. Packing:
For packing special instructions are a must. Different types of products come in different packings for convenience of transport. For instance, glassware and many chemicals call for a very thorough and specialised packing.
3. Delivery:
One must give very clear instructions about the delivery of goods. They can be sent through any convenient mode of transport like road, air or sea. The point of destination and date of delivery are again important points to be Included. All these details are generally printed in a tabulated form to enable an easy and quick placing of order. Even the companies make suitable indenting forms or list of articles for easy placing of orders.
It eliminates possibilities of omissions of important details.
General Letter for Placing Orders
1. We thank you for your letter dated 25th October, 1982 in response to our inquiry for the supply of 300 tea-cups and place the order for the following goods (list enclosed).
2. This is to confirm our telephonic conversation of this morning regarding the purchase of 15 portable Remington typewriters. We enclose an order for the same.
3. Thank you for sending your new price-list of 1st May. Hereby we place an order for the items listed below.
200 White bedsheets
300 pillow covers

@ Rs.100 per item
@ Rs.40 per item

4. As these items are urgently required by our customers we will appreciate if you send them immediately.
5. We agree to the prices you have quoted in your yesterday's letter and hereby request you to send the said goods immediately.
6. Please let us know if your offer of 15% reduction on these items still stands or not.
7. Please send us know if we can expect goods' delivery by 15th November.
8. Please send them by Kangaroo Transport which has an office in your city.
9. We hope to receive your advice of delivery by return post.
10. Please note that we would not be requiring the goods if delivered after 15th of next month as our customer leaves for abroad soon.
11. We shall be obliged for prompt delivery as the goods are needed urgently.
12. Since the crockery is a fragile item please see to it that packing is done properly.
13. A prompt execution of our order is solicited.
14. They can be sent through any goods train bound for Delhi.
Placing Order from Catalogue
First, indicate your requirements:
1. Please send me by V.PP the following machine tools as listed in your latest catalogue.
2. Thank you for your sending the catalogue. We have marked it for goods urgently required by us.
3. I have gone through your latest catalogue and request you to send the items listed against the following numbers.
4. The printed date of catalogue is June 1980. Please confirm if this is the latest one.

5. We need immediate delivery of the following items, .as per your new catalogue.
6. We are sending our man tomorrow between 9-11 a.m. for a spot delivery of 200 electric shavers. He will carry the catalogue which is marked for the size and shape of the items.

Refer to delivery and payment:
7. Enclosed herewith is the cheque for Rs.50/- towards the total payment/advance mentioned in your letter.
8. I am enclosing herewith a crossed cheque of Rs.5000/- towards the part payment of goods. 9. Please acknowledge the receipt of this advance payment and despatch us the parcel.
10. Please let me know the mode of payment.
11. Our payments are exclusively through cheques or drafts. What is your preference?
12. We are very prompt in making the payments but only through banks. Our banker is
Oriental Bank of Commerce.
13. We shall appreciate your giving prompt attention to this order.
14. We would like to make it clear that our payments are very prompt.
15. Please despatch the goods on receipt of this order.
16. Since we need the goods immediately, please do not delay.
17. We are making the payments in advance just to facilitate your sending the consignment at earliest. We know you have a tremendous regard for your old customers.
18. In case there is any hitch in the supply, please let us know immediately.
Placing Order for Advertised Goods
Make a mention of the advertisement:
1. I have seen your new tape recorder's advertisement in The Hindustan Times of August
4, and would like to place an order for one.
2. I have listened with keen interest to your advertisement of “Rapidex English
Speaking Course” on radio. Please send me two copies by V.P.P.
3. I have come across your advertisement of 'Kitchen Master' and hereby place an order for one.
4. Advertisement of your detergent powder on the Delhi Television has convinced us about its good quality. Please supply the same as per our order.
5. I have been impressed by demonstration of your "Knit Master" in a television advertisement. I am placing order for one.
Give details of delivery:
6. Kindly send the books at the address given above.
7. Please despatch the article to the above address;
8. One of the two pieces is to be sent to.mv address given above and the other to the fallowing name and address.
9. The address of the person, this is to be delivered, is as follows.
10. The moment you receive the advance payment of the item, please send it directly to the address given below.
11. Kindly execute this order immediately as I have to go out of station in the next week. 12. Please attend to this order urgently.
13. We can arrange for our truck to collect the goods from your Delhi office anytime it is convenient to you.

14. I would appreciate your promptness in sending the items mentioned in the order letter. 15. Please let me know in future too, about your new products.
Acknowledgement of an Order
Convey pleasure on getting the order:
1. We are pleased to have received your order No.123 for 20 immersion type water heaters. 2. We thank you for your order for 50 wall paintings (No.4B in our catalogue).
3. This is to acknowledge with thanks the receipts of your order for two dozen neckties and matching hand kerchiefs.

Advice letter after executing the order:
4. It is, of course, your great favour to have given us a chance to serve you.
5. We thank you for this fresh order for our new items. We feel proud that you have appreciated our previous services.
6. As all the items were in stock, we have despatched them to you today by the passenger train.
7. Our workers are busy on your order and we hope the job will be completed well before the stipulated time.
8. The goods are being packed on a priority basis and will reach you within the next week. Above details can be summed up as under:
9. The goods have already been despatch as per your orders. These have been sent by
Mercury Transport and will reach you on Monday.
10. As per your request the goods are being flown to you by air.
11. We acknowledge with thanks your order of 5th May 1999, and enclose our invoice
No. PL840.
12. We are just awaiting a green signal from the shipping corporation. As soon as that comes we shall despatch the consignment.
13. Since your order was not large we have sent it through our representative Mr.
Krishan Kumar and you will get the consignment by Tuesday.
14. We are pleased to inform you that goods against your order No.B-401 have been sent by goods train today.
15. Please note that the goods which you ordered on May 5, 1999 are now ready for despatch. We are awaiting your instructions.
16. We have instructed Messrs. Bharat Goods Movers to forward the under mentioned consignment to you by rail.
17. Since the staff of Air-India is on strike, we are planning to fly goods to you by some other airlines. We shall intimate soon the date of their arrival in your city.
18. The goods were sent to you this afternoon by express railway parcel.
19. To avoid the risk of breakage of glassware we have sent them by the road transport.
Close the letter with expectations of securing more orders:
20. We hope the goods will reach you in time and you will place more orders with us in future too.
21. We hope that the goods are to your satisfaction and will help us in establishing a lasting business relationship with you.
22. The goods are of very good quality and in view of our latest research we hope to give you better quality next time.
23. We trust the goods will reach you safely in good time and that you will be satisfied with them.

24. We have despatched them as per your instructions. But if in future you want them immediately, we could send them by air.
25. We hope you will be pleased with the goods and thus we can establish a strong and lasting business relationship with you.
26. We are pleased to inform you that the goods have been despatched today and hope for repeat orders.
Intimation of Goods Despatched
Advise despatch:
1. Please note that the 25 dozen sweaters you had ordered on 14th October, will be despatched to Bombay tomorrow by rail for shipment on 5.5. Indian Trader which leaves for Colombo on 3rd December.

2. Enclosed herewith is our invoice for the 500 pieces of artificial wool blankets ordered on 6th February by you: The goods have been despatched to you by Kangaroo
Transports yesterday.
3. The garments you had ordered for on 25th April have been despatched today by goods train to reach Bombay on 2nd of next month. Enclosed herewith are a copy of invoice and railway receipt.
4. In compliance with your order of 7th March, we have today sent the parcel of goods by passenger train and have forwarded the documents through your bankers, the Bank of India.
5. The crockery is being transported today by our trucks. And enclosed herewith is a copy of the bill.
6. We take pleasure in informing you that we have today sent the following goods as per your order by V.V. P.
Mention the documents enclosed or sent:
7. Enclosed herewith is our invoice and, we shall present shipping documents and our draft for acceptance through the Chartered Bank, as agreed.
8. We enclose herewith our invoice and draft for RS.2,000 in your favour at 60 day’s sight. 9. R/R No.508352 dated March 5, 1980 with a copy of your invoice No.158 has been sent to your Bombay office.
10. The R/R has been forwarded through Punjab National Bank, Karolbagh, New
Delhi. It may be collected from its Head Office in Bombay.
11. The documents have been forwarded to you through your bankers and a copy of the invoice is closed herewith for your prior information.
12. Please honour the documents on presentation.
13. The remaining amount may please be paid on receipt of V.V.P.
14. Our bill NO.541 for RS.2198/- is sent herewith, in duplicate.
15. Please collect the R/R against payment.
16. As per our agreement we have surrendered the documents to Chartered Bank,
Connaught Place, New Delhi, who have accepted our draft for RS.2000/- at 60 days sight. Mention about the special features of consignment:
17. These sweaters have been manufactured from the finest lamb's wool especially for you. 18. Since the goods glassware are fragile items extreme care has been taken to pack them in straw and paper chippings.
19. The machines have been packed in four special cases lined inside with water proof cloth. 20. The machines are to your exact specifications and-are securely packed in strong wooden boxes.
21. Each sewing machine has been tested again and again and carries five years' warranty. 22. Our technical representatives in Bombay will be pleased to advise you on any point of fitting or mainenance. They also hold an adequate stock of spare parts.
23. We are sure the goods will reach you intact.
24. If you find any manufacturing defect in any of the pieces you may kindly return them immediately.
25. We trust that the goods will reach you in excellent condition.
Closing the letter:
26. And we hope this is the beginning of a lasting business relationship between us.

27. We appreciate your trust in us and inclination to further business dealings.
28. We assure you that any further orders you may place with us will be attended to with similar care and attention.

Delay in Execution of Order
Begin by acknowledging the order and give reasons for delayed execution:
1. Thank you for your order for Mixers, dated November 8, 1981. We are sorry for the delay caused in the execution of the order on account of labour strike in the factory.
2. We are most thankful to you for your order for 500 pieces of item no.3 in our catalogue, but regret to say that there might be a slight delay in executing it because of its exceptionally heavy demand in the local market.
3. We are thankful to you for your order dated May 4, 19181 for 500 plastic buckets.
But we regret to inform you that we might not be able to supply them by the end of the month as desired by you on account of power cuts.
4. We thank you for your order for 800 electric iron but regret that we cannot supply them immediately because of a recent fire which has extensively damaged our factory.
5.We are glad to receive your order of 2nd December, but very much regret that at present the make you have ordered is out of stock because of the exceptional demand for electric heaters in the prolonged cold weather.
6. Much to our regret a strike of transport companies in Delhi is causing some delay in the despatch of a number of consignments, and the goods you ordered on 5th August are among those held up.
Requesting for more time for execution of order:
7. Soon, however, the work will resume in the factory as a settlement is being reached between the management and the workers; And we will be in a position to meet the demand. 8. We are, however, taking urgent steps to execute your order and shall be able to deliver the goods in not more than 15 days time.
9. However, we hope to make the delivery in three weeks time and hope you will be ear with us till then.
Expecting the order to stand:
10. Please intimate if the delay is acceptable to you.
11. We do hope the slight delay will not be of too much inconvenience to you.
12. We would be grateful if you confirm your order as per the revised schedule.
13.We, of course, deeply regret this delay, but are helpless in this regard.
14, Meanwhile we apologize for the delay and trust it will not cause you much inconvenience. 15. As a new thermal plant is coming up in the district we hope the power supply will soon become regular thus enabling us to meet orders regularly without delay.
16. Meanwhile we deeply regret the delay and hope this will not affect our business relations. Inability to Execute an Order
Begin with thankful acknowledgement:
1. Thank you for your order dated 8th May for 20 "Executive" leather chairs.
2. This is to express our thanks for your order dated 8th October, for 20 pieces of our
“Tiptop” cooking tables.
3. We thank you for your order dated 9th September, for 500 "Toddler" baby frocks in assorted sizes and colours, with a request to deliver them by 14th of this month.
4. We are in due receipt of your order dated 2nd December, for 10 "Majestic" transistors/100 cutglass tumblers.
5. This is to confirm your order dated 8th November, for the delivery of 1000 embroidered ladies' handkerchiefs.
Regrets over inability:
6. We, however, have to express our inability in supplying the goods because of our earlier heavy commitments.

7. But we are sorry to admit that the tables/chairs requested by you are out of stocks.
8. However, we regret to inform you that we are unable to supply the requested goods as we have stopped manufacturing this make.
9. We regret to comply with your orders for being put in short supply of raw materials.
10. We are extremely sorry that we cannot supply the items as our production has suffered heavily on account of labour problems and we have many other earlier commitments. Suggest alternatives :
11. But, we could supply the same number of our 'Comfort' type junior executive revolving chairs, if you find them suitable.
12. However, plain glass tumblers of very high quality are available in case they meet your other requirements.
13. Perhaps Messrs Woodcraft, another leading office furniture makes, could fulfill your orders.
14. However. Messrs. Fancy Products might be in a position to meet your requirements.
15. However, we could probably meet your order after a few months.
Close the letter with the hope of repeat performances :
16. We sincerely hope you will give us another opportunity to be of some service to you. 17. However, we are sure the situation will improve soon and we will be in a position to meet more orders.
18. We hope this will not deter you from placing further orders with us in future.
19. However, despite this we look forward to a long and lasting relationship in future.
Offer of Goods on Approval
Begin with reference to earlier talks:
1. Confirming our telephonic conversation of this morning.
2. As per request by your Business Representative, Mr. Kamal Kishore, after discussions with our sales officer, Mr. Prem Gulati on the 3rd of this month.
3. As per instructions in your letter of 5th December…..
4. This follows the demonstration of our new electric toaster in front of your purchase officer. 5. After your talks with our representative and our samples test.
Advice letter:
6. We are sending you, herewith on approval one toaster the retail price of which is Rs.
225/-.
7. …… we have despatched a parcel of 10 pairs of 'Nylotex' socks at the rate of Rs;
9.50/8. …… We have despatched to you by goods train two lemon sets of our latest 'Royal
Blue variety.
9. We are shortly sending you 10 'Majestic' transistors through our representative.
10. We are despatching you five welding appliances.
Give reference of earlier talks/correspondence:
11. As agreed, we have arranged to leave the piece with you for a period of two weeks, and if by then you do not find a customer for it, it is understood that you may either return it to us at our expense or retain it at 30% discount on the retail price.
12. In case you retain the piece for more than a month we will require a settlement of accounts. 13. It is agreed that in case you are unable to sell these in one month from today you can send them back at our expenses.
14. Please note that the goods sent on approval can be accepted back only if received in

good condition and within the stipulated time.
15. As per our agreement, if unsold, the goods will only be exchanged for other goods and not returned.
Request for Extension of Delivery Period
Express regrets over delayed delivery and give reasons:
1. This refers to your order No.314/52 dated 15th August, for supply of 500 sewing machines. 2. We very much regret to say that at present we are not in a position to execute your order, within a week, as per your stipulation.
3. We must reluctuantly request you to extend the delivery period of your order No.
63/4 of April 1, for supply of 500 'Sharp' ball-point pens, by at least a' month.
4. We shall feel obliged if you could favour us by extending the delivery period by only one week.
5. Kindly allow us to send your anticipated goods next week instead of this weekend.
6. In fact, recent transporters' strike has badly disrupted our deliveries and we are quite helpless in this regard.
7. Sudden strike by workers has affected our production badly. But, unfortunately a settlement between the management and the labour is in sight and we hope to supply the goods by next week.
8. The extension has become necessary because there is a temporary halt in our production due to the installation of new machinery. The extension has become necessary as there has been a temporary halt in production because of a fire in the factory recently.
At the closing, apologize again:
9. May we, therefore, request you to wait for at least two weeks more, by which time we will be in a position to supply the goods?
10. We shall be grateful if you bear with us for this time.
11. We are, however, confident that we shall be able to effect the delivery by 15th of next month and hope that this schedule will meet with your approval.
12. We again apologize for this delay and hope that you will understand our position.
13. We hope you will realize that the delay is due to circumstances completely beyond our control and we shall very much appreciate if you allow us this additional time.
Substitute for Supplier's Order
Acknowledge order with a feeling of pleasure:
1. We are glad to learn from your letter dated 8th May that you wish to place order for
500 lace handkerchiefs/50 Hi-Mod T-shirts.
2. Thank you for your letter of 1th April, enclosing your order for 50 sky blue terene ready made shirts/Blue Bird' T-shirts.
3. This is to thank you for your order for 50 'Plavrnouth' toy cars.
4. We are glad to receive your valuable orders for our plastic buckets.
Give reasons for offering alternate goods:
5. But, we are sorry to say that handkerchiefs ordered by you have been exhausted after we quoted for them. It will take around four weeks before we can get them ready.
6. We are sorry to say that on account of constantly changing fashions we have discontinued the manufacture of this dress material.
7. However, we can supply you the new dresses created by our designers, which have been highly appreciated by importers.
8. We have now new designs in readymade T-shirts which we can supply if you like them. Two samples are being sent to you.
9. You, of course, understand that in this fast changing world, we have to keep pace with it by bringing new designs and shapes.
10. As you required urgent execution of your order we have taken the liberty of substituting them with white cambric handkerchiefs of comparable quality.
11. If you do not have any objection we can supply you blue shade in the same material. 12. We, therefore, suggest that this product could be of greater interest to your clients and we can supply it in adequate quantities at short notice.

13. We can, of course, replace the toys cars by our new battery operated' automatic
'flying car'. There is not much difference in the cost.
14. These new handkerchiefs have become very popular in our home markets.

15. The new transistors have been improved by our research and are much superior to the earlier ones.
16. These new toy cars are not only more attractive but are built to last longer.
17. At the rate of Rs.20/- a metre, this dress material is much cheaper than terene and is equally attractive in finish.
18. If you want the new longer lasting tools we can supply you these. The price is a little more than the earlier one but they are built to last.
Closing the letter:
19. Thus, we hope that this substitution is acceptable to you and will bring you more business. 20. We hope you can wait till then.
21. In case, however, you do not find it suitable you can return it at our expense.
22. However, if you are not satisfied with this substitute, we shall certainly take it back at our expense and replace it with your original requirement as and when it is available.
23. We are, of course, sorry for this change. And we hope you do not mind it.
24. We are, of course, looking forward to your appreciation of our new item.
Refusal to Reduce Price
Express regret and give reasons:
1. We have carefully considered your counter-proposal of 5th July, to our offer of children’s woolen knitwear/glassware/decorative pieces but very much regret that we cannot accept it.
2. This refers to your request dated 8th July for reduction in our prices of stainless steel utensils. 3. Having given due thought to your proposal of 23rd April regarding a reduction in our prices for clutch-plates, we regret to say that it is not possible for us to accept it.
4. This is to express our inability to reduce our printing charges, in view, of high cost of labour and printing machines.
5. I am sorry to say that our prices are fixed. And therefore, we are unable to reduce them. 6. The steep rise in the cost of the raw materials has left us with no alternative but to slightly raise our rates.
7. The prices we have quoted in our letter of 3rd June, leave us with only minimum margin. 8. Our prices are in fact much lower than those of the same type of goods elsewhere in the market.
9. The cloth we use undergoes a special process that prevents shrinkage and increases durability. 10. In fact, we are unwilling to compromise on the question of quality. And as a result of that, our rates are slightly higher than the market rates.
11. As we have already agreed to a large discount, a further reduction is not possible.
12. As you know that these ivory pieces call for special workmanship it is not possible to cut down their prices.
Expectations of maintaining cordial relations:
13. If you are still interested in our original offer, please drop us a line.
14. We shall always be glad to hear from you and consider any proposals that might

lead to business between us.
15. We hope this inability on our part to reduce prices does not affect our future business relationship.
16. We, however, look forward to your co-operation in future.
17. We hope you will understand our helplessness in this regard and give us an opportunity to serve you.
18. We will be always glad to serve you in future.

Cancelling an Order
Begin with giving reference of order placed:
1. Please refer to our letter dated 30th June, placing an order for 15 medium sized steel almirahs/steel sheets/picture-tubes.
2. Your Delhi representative, Mr. Arun Kumar, must have informed you about our desire to buy 10 dozen brass belt-buckles listed as "Deluxe" in your catalogue.
3. We had given you an order for supplying us 10 barrels of mustard oil at Rs.18/- per kg by the 30th of this month.
4. This refers to my telephonic conversation with your sales manager regarding purchase of 20 reams of lucky parchment.
5. Please refer to our order placed with your representative, Mr. Man Mohan, on the 1st of this month for the supply of 100 ink bottles of 800 milli litre.
Reasons for cancelling order:
6. Kindly treat the order as cancelled as the labour has gone on a lightning strike and at the moment we do not need the raw material.
7. I regret to inform you that the order now stands cancelled as per this letter.
8. We regret sending telegram to you cancelling the order as the delivery period has expired long ago.
9. We are compelled to cancel our order for 10 television picture-tubes as you are not in a position to meet our specifications.
10. The cancellation has become necessary because the delivery schedule suggested is not acceptable to us.
11. The necessity had arisen in view of the sheer oversight of our store-keeper who missed to register five dozen belt-buckles received by us last month.
12. It is because till now we have not received the goods nor any reply from you although the time of delivery has expired.
13. As we have got a much lower quotation from “Laxmi & Co.,” for the same quality of almirahs we would like to cancel this order if they have not been despatched so far.
14. However, we have got stocks of an outgoing concern at much lower rates immediately and at the same time you have expressed inability to begin supplies till next month.
15. We have been compelled to take this decision in view of the latest market reports about fall in prices of this oil as a result of heavy import of a substitute.
Apologies and assurance for maintaining cordiality:
16. However, in three months time we are likely to require replenishment of our stock and then we shall endeavour to make good the loss.
17. We shall send you our instructions for other supplies in due course.
18. We again apologise for the inconvenience caused to you and assure you of further orders from us.
19. In case you have incurred any loss on this account, you may please debit it against our next bill.
20. Should you incur any loss on this account we will arrange to reimburse the same as

early as possible.
21. In order to compensate the loss sustained by you on this account we shall favour you shortly with an order for other items required by us.
22. Please, again accept our apologies.
Request for Forwarding Instructions:
Indicate about the position of order:
1. We are pleased to confirm that 25 portable "Deluxe" typewriters you had ordered on
18th April, are ready for despatch.
2. Please note that 2 tonnes of tea you had ordered on 2nd February, have been ready for the final delivery.
3. We are happy to inform you that 200 yards of rayon you had ordered on 8th July have been ready for despatch.
Now request for instructions from buyer:
4. At the time of placing the order you had stressed upon the need of fast delivery and we are happy to inform that we have been able to improve on it by a few days.
5. Now, we are waiting for your shipping instructions to despatch the goods.
6. The arrangements have already been made for their despatch by passenger train. We are just awaiting your instructions.
7. Arrangements for shipment c.i.f. Hong Kong, have already been made with Modern
Shipping Corporation.
8. We shall arrange for the shipping documents to be sent through Chartered Bank against our draft for acceptance, as agreed earlier.
Now closing hoping for a lasting business relationship:
9. We hope the goods reach you in perfect condition and in time.
10. As soon as we receive a word from you, we shall despatch the goods.
11. Thus, please inform us at the earliest regarding further action.
12. We appreciate this opportunity to serve you and look forward to more business with you.