BUSINESS CORRESPONDENCE

Letters of Enquiry, Order Letters, Letters of Complaint, Reply to Letter of Complaint, Promotion Letters, Sales Letters

Business correspondence means the exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence refers to the written communication between persons. Hence oral communication or face to face communication is not a business correspondence

Need for written communication

Maintaining a proper relationship.

Serves as evidence or as historical record of a business activities.

Create and maintain goodwill.

Inexpensive and convenient.

Formal communication.

Independent of interpersonal skills.

Types of correspondence

Business letters

Business letters are the most formal method of communication following specific formats. They are addressed to a particular person or organization. A good business letter follows the seven C's of communication. The different types of business letters used based on their context are as follows,

Letters of enquiry

Enquiry letter

An EInquiry letter is a formal letter, written to enquire and get details regarding something that a person is interested in. It could be written with respect to an item that a person is interested in buying, a course that a person wants to study, a vacation trip that a person wants to go on, etc.

As the sender of a letter of Enquiry needs information about something, the enquiry letter must mention the contact details of the sender where the said information has to be sent. It must contain the particulars of the thing enquired about.

It must also list down all the aspects of the thing about which the sender wants detailed information.

When writing a letter of enquiry, make sure to mention a list of all the details you would want to gather about the product you would like to purchase or the service you would like to avail.

The Enquiry Letter Format is as follows –

1. Sender’s address: Include an email and phone number, if required.

2. Date: Below address. Leave one space or line.

3. Receiver’s address

4. The subject of the letter

5. Salutation (Sir / respected sir / madam)

6. Body

Paragraph 1: Introduce yourself and the purpose of writing the letter

Paragraph 2: Detail of the enquiry

Paragraph 3: Conclude / end

7. Complimentary Closing

8. Sender’s name, signature and designation (if any)

Enquiry Letter Samples

1. You intend to join coaching classes at Success Coaching Centre situated in Kerala. The institute specializes in teaching science to classes XI – XII. Write a letter of enquiry in 100 – 120 words addressed to the Administrator in – charge of the institute seeking clarification about the timing, duration, staff, transport and other necessary details for joining the institute. You are Sonia / Shiv of 2, KP Road, Kerala.

 

Sonia

KP Road

Kerala.

Date : 20th Jan 2023

Administrator in-Charge

Success Coaching Centre

Kerala.

Subject : Enquiry for Class XI – XII two year study course.

Respected Sir / Madam

I am Sonia, a student of class X of KV, KP Nagar Kerala. I want to pursue non-medical stream and am planning to join a coaching class for the same. I came to know that your institute is the best and so I am keen to join it.  I am interested in joining the two year classroom course.

Kindly give me the following details- 

Details of the course structure.

The timing of the class.

The details of the faculty.

Availability of transport facility.

Fee structure for the course.

I request you to reply at the earliest so that I can take a decision.

Thank you

Yours Sincerely

Sonia

2. You are Mrs. / Mr. Gupta. Your son is a student of Class XII and wants to pursue a course in Mass Communication. Write a letter in 120-150 words to the Dean, Institute of Mass Communication, University of Delhi, seeking information about the course admission procedure, eligibility criteria, fee structure, hostel facilities, placement opportunities, etc.

302, Hilary life Apartments

Malad, Mumbai.

Date 12 October 2022

Dean

Institute of Mass Communication 

University of Delhi

New Delhi.

Subject: Enquiry for course in Bachelor of Mass Communication.

Sir,

I am Mrs. Gupta M/O Saransh Gupta. My son is studying in Class XII and wants to pursue Mass Communication. So, I am writing to you to enquiry about the said course. Kindly give me the following details.

I want to know the course content, course duration, fee structure, eligibility criteria, and admission procedure for the B. Mass. Comm. Degree course. Also, information on hostel availability will be required. Also, I want to know about the placement opportunities that will be available to my son once he completes the course.

Kindly give any other additional information that you think is required.

Please reply with the same at the earliest so that I can make an informed decision.

Thank You,

Yours Sincerely,

Mrs. Gupta,

Phone Number XXXXXXX.

==============

BUSINESSCORRESPONDENCE

Enquiry Letters

Order Letters

Letters of Complaint

Reply to Letter of Complaint

Promotion Letters

Sales Letters

Enquiry Letters

Business Enquiry for Bulk Purchase of Materials

89B, Shamma Cottage,

Karaikudi,

Tamil Nadu-630202

2nd January 2022

To,

The Manager,

Suraj Cloth Organisation,

Katargam,

Surat – 395003

Subject: Bulk Purchase of Fabrics

Sir / Ma’am,

I am writing this letter as I have the intention to buy cloth materials in bulk. I came across your store and have told your supply manager about it.

I own a boutique that sells tailored wear and need the right materials for a sari, salwar suits, and lehenga.
I’m looking for a crepe, georgette, double georgette, linen, cotton, cotton floss, jute, brass floss, and chiffon materials. I would appreciate it if you could send us the colors and patterns available in these categories and their prices.

Once we see the different patterns and colors, we’ll let you know what you can send us a sample of. If you have any queries about the points mentioned in the letter, feel free to contact me.

Thank you,

Yours sincerely,

Signature

ANIRBAN ROY

Order Letters

What is an order letter?

An order letter is a formal letter written to confirm the list of items you would like to purchase. The purpose of an order letter is to provide the manufacturer or distributor with instructions in detail.

What are the contents of an order letter?

An order letter should contain the terms and conditions of the purchase. It is important to provide the products required, all the specifications of the product and the quantity. If it is a response letter or a confirmation of the order, the price details of the various products, the date of delivery and the billing information, to be included.

In business or commerce, an order is a stated intention, either spoken or written, to engage in a commercial transaction for specific products or services. From a buyer's point of view it expresses the intention to buy and is called a purchase order. From a seller's point of view it expresses the intention to sell and is referred to as a sales order. When the purchase order of the buyer and the sales order of the seller agree, the orders become a contract between the buyer and seller.

Within an organization, it may be a work order for manufacturing, a preventive maintenance order, or an order to make repairs to a facility.

In many businesses, orders are used to collect and report costs and revenues according to well-defined purposes. Then it is possible to show for what purposes costs have been incurred.

 

What is the format of an order letter?

An order letter must contain the following information:

Sender’s Address

Date

Receiver’s Address

Subject

Salutation

Body of the Letter – consisting of the list of items you want to buy or what you have sold

Complimentary closing

Signature

Name in block letters

Designation (if any)

Sample Order Letter

Response to the Order Letter from the Buyer

The Sales Manager

Craft Cottage

Saibaba Colony

Coimbatore – 641021

19/12/2021

Ancy Lijo

12 B, HSR Layout

Koramangala Phase II

Bangalore – 560003

Subject: Confirmation of order no. 1492

Dear Ma’am,

We thank you for your purchase of Order No. 1492, dated December 18, 2021, for different stationery supplies. We have received your payment. The order is being packed and will be dispatched on the 19th of December, 2021, as per your request. We have carefully packed every item separately and hope that it will reach you latest by the 22nd of December, 2021.

The bill and shipping details of your order have been attached to this letter. We thank you for trusting us and look forward to serving you in the future.

Yours sincerely,

Signature of the Sales Manager

SUDHI RANJITH

Sales Manager

Craft Cottage

Contact information

Phone: 12345

Email: name.1245@email.com

Order Letter for School Library Books

From,

Delhi Public School

Connaught Place

Delhi.

25th August 2021.

To,

Sales Manager,

Penguin Publications,

Delhi.

Subject: Order for Library Books

Respected Sir/Madam,

I’d like to request the following books for our school library. According to our telephonic discussion, we are delighted to have you as our distributor. I’ve attached a list of books as well as the quantity needed.

Sr. No.	Title of the Book	Author	Copies Required
1	Alice in Wonderland	Lewis Carol	30
2	Pride and Prejudice	Jane Austen	30
3	Great Men of India	L.F.R Williams	40
4	Collins World Atlas	Collins Atlas	60
5	Harry Potter Collection	J.K Rowling	35
6	Treasure Island	Robert Louis Stevenson	25
7	The Call of the Wild	Jack London	30

The book pricing were reviewed throughout the meeting, and we received a feasible quotation. Please provide the books by next Monday. Also, please ensure that the books are in good shape and arrive in great condition.

I would like you to send the bill along with the books after applying for the school discount. Payment will be made as soon as the books are received and checked. Please contact us if you require any clarification.

Thanking you.

Yours Sincerely,

Suraj Jaiswal

DPS Librarian

Mobile: 9XXXXXXXXX

Signature

Letter of Ordering Goods Sample

From,

Address

Date:

To,

Address

Dear madam

My name is Clara, I would like to order 14 pendant lights from your catalogue. Their item number #17544000. They are listed at Rs 648 each.

I have added a certified check for Rs 9072/. That should cover the cost of the lampshades.

I have also attached the address to deliver the items(mention address).

Your Name

Address

State, Zip Code

Letters of Complaint

Complaint Letter Format: A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.

For example, if the roads in your area have potholes, then we need to write a letter to the relevant department to make it fixed. Else it could be a problem for the people who are residing in such areas to travel. It may also cause pedestrians to fall or road accidents. Therefore, it is necessary to take the desired action against it.

What is the Format of Complaint Letter?

The letter of complaint format is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the letter is given below:

Sender’s Address (From address)

Date:

Receiver’s Address (To address)

Subject: (Mention the reason for complaint)

Salutations (Dear/Mr./Ms.)

Body of the letter:

Introduction

Main reason to write the letter

Conclusion

Closing of letter (Yours sincerely/faithfully)

Signature

Complaint Letter for Poor Service

Flat 24, Sunshine Apartments,

SVS Road,

Mumbai – 28

20th July 2022

Customer Service Manager,

XYZ Company,

Mumbai – 28

Subject: Complaint letter regarding poor service of broadband network

Dear Sir/Ma’am,

My name is Sachin Kadam, and I live at Sunshine Apartments. I’m writing to raise your attention to the bad service provided by your broadband network in our building. Your company’s network is inadequate, and it frequently produces fluctuations, resulting in network outages.

Many of our apartment occupants are currently working from home, and they rely greatly on internet connectivity and speed. I had previously filed a complaint about the same issue. However, no further progress has been achieved.

I hereby request that you remedy this issue as soon as possible, or we will be forced to discontinue utilizing your services on an unsatisfactory note.

Yours Faithfully,

Sachin Kadam

Signature

Complaint Letter

Q1 : Write a letter to M/s. Oxford Publishing House, London complaining that the books sent by them were not those you had ordered for. Ask for a replacement. You are Varun Joshi, Sector-20, Chandigarh.

Examination Hall
Sector-20, Chandigarh
February 20, 2021
M/s. Oxford Publishing House
Consumer Complaint Division
London
Subject- Complaint regarding receipt of wrong set of books.

Sir/Madam
On February 1, 2021 I bought a book set (Order No. 000154) to be delivered to Chandigarh, Sector-20. To my dismay, I have not received the set I ordered for and have instead, received the wrong book set. I am highly disappointed.
To resolve the problem, I would appreciate it if you could replace the wrong book set with the one originally ordered. Please let me know as soon as possible what action you propose to take.I look forward to hearing from you within the next ten days. Enclosed are copies of the transaction document and the receipt. I look forward to your reply and a resolution to my problem and will wait until the aforementioned time before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at 098100XXXXX.
Sincerely,
Varun Joshi
Enclosure(s)- Copy of receipt and transaction docs.

Reply to Letter of Complaint

When writing a customer complaint response, consider following these steps:

Read the entire complaint. ...

Apologize for any inconvenience. ...

Explain what may have caused the issue. ...

Propose an actionable, detailed solution. ...

Explain how you can improve the customer's experience in the future. ...

Offer an incentive.

Tips for responding to customer complaints

When writing your customer complaint response letter, consider the following tips:

Address the customer by name: Make sure to include your customer’s name and double-check that you have spelled it correctly. By avoiding a generic greeting and directly addressing your customer, you will appear more sensitive and personable.

Consider the customer's point of view: How would you feel if similar circumstances had happened to you? How would you like a company to respond to your complaint? Keeping the customer’s point of view in mind can help you compose an empathetic response.

Respond as promptly as possible: A quick response signals to the customer that you take their opinions and their loyalty seriously. Take enough time to thoroughly understand the complaint but answer as promptly as you can.

Customer complaint response example

Dear Joan Smith,

We received your complaint regarding the damaged item you received as part of your recent online order. We are sorry this has happened and we realize the inconvenience this has caused you.

We have already shipped a replacement item to you at no cost and you should receive that item within two business days.

We value your loyalty as a customer and would like to extend to you a ten percent discount that can be applied to your next order. 

Please let us know if there is anything we can do to make your shopping experience easier with us and we thank you for your feedback.

Sincerely,
Acme Craft Supplies

Promotion Letters

 Sales Letters