Business Communication

Sample of a Formal Letter/Application:

Your Address

ADC

XYZ 1111225         (Sender’s Address)     A              1. Heading (A, B, C)

4th September 20XX     (Date)       B

File No.    (Optional) C          

CEO, Company Name                         2. Name to whom the letter is to be sent

123 Address St 

Anytown, ST 12345

Subject:                                                3. Letter is about this.

Dear Ms. Reader,                                 4.  Salutation

Reference: Previous letter/despatch number     (Optional element)

Body of the letter. Body of the letter.Body of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. 

Body of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letter

Body of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letterBody of the letter. Body of the letter.                                

Thanking you                                                 7. Complimentary Close

Yours Sincerely

(Sign)

Your Name

Enclosure                                                          (Encls. in short) (Optional)

Identification line                                        (prepared by initials) (Optional)

1. Sample Application:

Examination Hall

ABC

6 May 2021

The Principal                                       

Govt. Degree College 

Nagrota Surian

Subject: Application for leave for 5 days w.ef. 07-05-21 to 11-05-21.                               

Sir/Madam

Respectfully, I would like to say that I am a student of BCA 2nd semester of your college.  My elder brother's marriage is scheduled to be held  on 9th May 2021. I need to attend my brother's marriage and due to that I will not be able to attend college for 5 days, i.e. from 07-05-21 to 11-05-21. So kindly grant me leave for 5 days for the above mentioned period. 

Thanking you

Yours faithfully

--Sign--

(XYZ)

2. Letter to the Editor, The Tribune, Shimla 

26/11, Rampur

Shimla

10 May 2021

The Editor

The Tribune

Shimla

Subject : Increasing road accidents in Shimla.

Sir/Madam

I want to draw your attention to the increasing road accidents in our area.Your newspaper has itself reported eight accidents in the last thirty days. All these accidents are taking place due to many reasons. Common reasons are violation of traffic rules, rash driving, poor conditions of roads and overspeed. In the past eight accidents, three people have lost their lives. In the case of two- wheelers, people mostly are without  helmets and in the case of four wheelers, people do not use seatbelt. As a result, a number of deaths take place almost every day. We should stop these unwanted deaths and increasing road accidents. We can do this by taking strict actions against violators of traffic rules. We can impose heavy fines and cancel the license of the offenders. Poor conditions of roads is a big problem and so the government has to take strict action against the contractors who make and maintain such roads. 

I hope the concerned authorities and the general public will see the gravity of the matter and adopt all necessary preventive measures.

Yours sincerely

Aryan

3. Letter to the Editor, The Tribune, Shimla

Examination Hall 

ABC 

May 11, 2021

The Editor 

The Tribune 

Shimla, HP 

Subject - Regarding Covid-19

Sir / Madam 

I would like to draw your kind attention of the general public to the ongoing situation of Covid-19 in India through the esteemed columns of your newspaper. Cases of Coronavirus are increasing day by day . It has been observed that people do not take necessary precautions against Covid-19. So it is imperative to inform people about the precautions of Coronavirus.  The main points that are to be kept in mind are: People should

• cover their faces with masks 

• wash or sanitize their hands regularly

• keep social distancing 

• not go to crowded place 

• keep a check on their physical health 

• stay home and stay safe. 

If anyone has symptoms of Coronavirus then one must go to the doctor and get oneself tested. The virus is very dangerous because in severe cases infection from Coronavirus may result in a lack of oxygen in the human body which may prove fatal if overlooked. The demand for oxygen cylinders is increasing rapidly. Government has been trying hard to maintain the supply of Oxygen to hospitals and Covid-Care centres. Other countries are also helping India in this difficult time to meet the growing demand for medical equipment and other essential medical supplies. Doctors and nurses are working very hard to treat Covid patients. Scientists are working on producing more vaccines. People should get two shots of the vaccine as soon as possible and also take necessary precautions . Everyone is requested to cooperate in this endeavour of saving lives from Coronavirus. 

Your faithfully 

(Sign)

Mansi 

4. Rise in accidents due to reckless Driving

Examination Hall

XYZ

03 May 2021

The Deputy Commissioner

Kangra at Dharamshala

Distt. Kangra

Subject: Rise in accidents due to reckless driving

Sir/Madam

I would like to draw your kind attention towards the maintenance of the rise in accidents due to reckless driving through the columns of your esteemed newspaper. Nowadays, the cases of reckless driving by the youth are on the rise.  There is a growing desire for thrill and action possibly due to the action sequences and extraordinary stunts that are shown in the movies.  The youth, unmindful of the consequences, try to mimic these stunts in real life.  The need to overtake, zooming at high speed and the thrill and enjoyment one can get from all this has driven the youth to reckless driving. At the same time, this is very dangerous because such people cause damage not only to themselves but also to other people and life in general. The government should take strict action against such reckless drivers and should ensure the safety and well-being of the public. 

Thanking you

Yours faithfully

(sign)

Arnav

5. A Sample Informal Letter to younger brother. (to Highlight the difference between Informal and Formal) 

178, Moore Lane

New Model Town

Jalandhar 

3 May 2021

Dear Brother

I am very happy that you have got admission in Lovely Professional  University, Jalandhar in Bachelor of Computer Science.  You are the first in our family to study a technical course. A good Institution offers a platform to build a bright future. You must take this opportunity to study hard and build a promising future. To achieve your goal you must focus your entire energy on following a daily routine of overall development so that maximum efficiency and time management can be achieved. Like Thomas Edison said "Genius is 99% of hard work". In the same way you also need to work very hard to achieve your goals. We all have very high expectations of you. 

Brother, you need to avoid bad, lazy people and their company at all costs and try to stay calm, positive and focused and stay away from any kind of drugs which may affect your health and mental well being because these can take you on the wrong path. I hope that you understand the consequences of bad company and use of drugs and I am hopeful that you will never indulge in either of these and you'll try to stay focused towards achieving your goal.

Truly yours

Manoj

Some More Common Letter/Applications:

1.Write a letter to your Senior Manager to grant you leave for 5 days.  You need the leave to attend and organise the marriage of your sister. You are Rahul / Rekha  resident of Golf Course View, Saket, New Delhi and employee (Junior Designer) of ‘Samsung India Private Limited’ Head Office Noida UP. 

House No. 7

Golf Course View

Saket, New Delhi

2 February 2021

Senior Manager

Samsung India Pvt. Limited 

HO Noida (UP)

Subject: Leave for 5 days from 3rd February to 7th February 2021.

Dear Sir

It is brought to your knowledge that the marriage of my only sister is going to take place on 5th February 2021. As I am the only brother I have to make all the necessary arrangements regarding the marriage. Due to this your goodself is requested to allow me to avail 5 days leave from 3rd February to 7th February for the marriage so that I can shoulder this great responsibility effectively. I will make up for my absence by working a late shift after I return from the wedding.

I shall be thankful to you for this.

Yours faithfully  

(sign)

Rahul

Junior Designer

3. Application to the Branch Manager for refund of money.

VPO Nagrota Surian

Tehsil Jawali, Dist. Kangra

15 January 2021

Branch Manager

Punjab National Bank

Branch Nagrota Surian

Subject: Failed transaction of Rs10000/- 

Dear Sir

I am a customer of your bank and I have a savings account number 081000010012345 in your branch. I did a cash withdrawal transaction of Rs 10000/- from the ATM of SBI at Dehra on 15th January 2021. The transaction failed and I could not get the money. I only received a receipt (attached). But money has been deducted from my account. So, kindly look into the matter and refund my money into my account as soon as possible.

Yours sincerely

Varun

SB A/C No. 081000010012345

Encls: Receipt of the Transaction.

Business Letter

Organisations usually have to communicate within themselves or to the outside world through memos, email and  letters. These are the major types of written communication.  All of these share some basic similarities as well as have some basic differences.  Letters are the most formal, followed by  memos  and emails are flexible and can be used for both formal as well as informal communication.  The latest trend has been to use emails for both inter-organizational as well as intra-organisational communication.  

The nature of the message dictates the nature of the medium to be used.  The message can be congratulatory,  cancellation of some event, acceptance of an invitation or breaking bad news or giving information. Broadly speaking messages can be

General messages

Positive news messages

Bad news messages

Negative messages 

Letter Writing:

A good letter should be an excellent read with clear and concise short sentences in simple words.  It should be based on facts, easy to read and understand.  In short we have to keep in mind the following Seven Cs  of letter writing:  

clarity; courtesy; cordiality; conviction; completeness; conciseness;  correctness.

Purpose of Formal Letter:

The basic purpose of any letter is to communicate and transmit information.  Formal letters/ business letters focus on strengthening existing business relationships or to create and establish new business relationships.  For example, if an organisation or business house writes a sales letter to its customer it plans to extend the existing relationship with that particular customer.  The purpose of a letter can be:

•  to inform

•  to order

•  to remind for pending payments

•  to request/demand

•  to apply for a job

•  to congratulate

•  to complain/collect dues etc

•  to enquiry

•  to sell a product, service or scheme

Layout of a typical Letter:

Business letters are different from personal letters and they have a distinct structure and layout. They are different types of letters according to a specific context, yet they share a common structure having various parts. 

Standard elements are:

1. Heading on letterhead containing the organisation's name, full address telephone number if it is not used then includes the sender's address.

Whenever a letterhead paper is not used, the sender's address is aligned either to the left or to the far right side of the paper.

2. Date refers to the date the letter was written. It includes the date, the month and the year.

eg 3 June 2021 or  June 3, 2021                    

 for the recipient's region or country.

3. Inside address: it shows the recipient of the letter and is separated from the date by at least one blank line. Amount of space separating names and addresses from the date may be adjusted to suit the length of the paper. A courtesy title should precede the recipient's name.

For Men

All: Mr

Professional: Professor, Dr, Captain, Justice, Brigadier etc.

For Women

All: Mrs

Married: Mrs or Ms

Professional: Professor, Dr, Captain, Justice, Brigadier etc.

For Firm: Messers (M/S)

Dignitaries: (President Prime minister Governor Chancellor Religious heads royalty): his excellency, His/her highness His or Her Holiness etc.

        Limited Company: designation of the officer concerned 

like the General Manager in Bharat petroleum limited)

Firms with name element like Sardar Balwant Singh and Brothers

After the address is name and title separate line should contain the name of the company's street address post office post box and zip code if writing internationally the address is country should following capital letters add a last line of inside address

4. Salutation: try to address a letter to a person by name rather than title. if specific name is not available, choose a salutation such as:

Dear committee members

Dear student 

dear colleague 

To all sales representatives

To whom it may concern 

dear sir or madam or

Dear madam or sir 

Dear purchasing agent 

If the letter is addressed to a company

Gentlemen or Ladies

Ladies and Gentlemen

If your letter is address to an organisation of only women or only men, use

Dear sirs

Dear ladies

Dear Mesdames

Gentlemen

Ladies

Surnames are used in formal situations. Proper names for informal situations

Dear Mr Gupta:

Dear Adarsh:

Dear Mukesh,

Mukesh,

Message: it should be single-spaced with the blank line separating it from the preceding and the following parts of your letter in addition you can also separate each paragraph of you message by a blank line within the message part of you can use formatting to help the reader like bulleted list, italics, bold fonts etc.

Complimentary Close

It is a single word or phrase separated from the message by a blank line and a list of expressions you are

Sincerely 

cordially 

truly 

faithfully

Sincerely yours, respectfully yours cordially, yours truly 

used

Yours sincerely yours truly yours obediently yours faithfully

Latest: Sincerely, cordially

Signature Block

The complimentary closing line is followed by the signature of block which includes the person's signature name and title every letter must give with a signature to give it authenticity and mission contained place the signature block 4 lines below the complimentary close include your name in 

In case of a company the person can also mention the name of the company if the letter goes on to the second page if the letter is on blank paper. The name of the company of form is to be in capital letters.

If you are signing the letter on behalf of someone or have been delegated authority by way of executive order for power of attorney etc. then you can add was Per Pro. or PP just before the name of organisation & sign below.

Per Pro. or PP

Sincerely

ASIAN PAINTS PVT LTD

Mr ABC

President

Sincerely

Per Pro.   Asian Paints Pvt. Ltd.

-sign-

Gaurav Pandey

Manager

Additional Elements:

-Addressee Notation=Personal/ Confidential/Please Forward/     

   Through Proper Channel etc.

-Attention Line=Attention: Mr Bharat Kumar

-Subject Line= that talks about the theme of the message

-Reference Initials=  Rks:rk

--Enclosure Notation= Enclosure: 1. Report

2. Photographs (2)

3. List of Students

-Copy Notation= Cc: Mr Rajesh Kumar, with a request to review 

   the report

    Copy to: 

    Pc:

    C:

-Mailing Notation: By Speed Post/ By Courier/ By Registered Post 

-Postscript: after-thought

P.S.: 

P.P.S: post post script

Sample Business Letter with all the elements: Standard +Additional elements

Residents’ Welfare Association                              1.Sender’s add

Indira Colony 

Solan

Our Reference  :                        

Your Reference :                                                       2. Reference No./File No.

10 June 2021                                                            3. Date

By Speed Post/ Registered Post                         4. Mailing Notation

Personal/Confidential/Through Proper Channel     5. Address notation

The CEO/Sr. Manager                                            6.Inside Address

ABC

XYZ

ATTENTION: Mr. PQR, Incharge/Manager            7. Attention Line

Subject:                                                                    8.Subject Line

Dear Mr Kumar                                                     9. Salutation

Message                                                                  10. Body of the letter

Sincerely/ Cordially                                              11. Complimentary Close

-Sign-

Full name                                                               12. Sign Block

Designation

GK                           13.Reference Initial

Enclosure: (1)                                                         14. Enclosure notation

Copy to: Cc;                       15. Copy Notation

P.S. : message                                                         16. Postscript

Layout: Formatting

1. Block Layout:    Everything at left margin 

2. Semi-Block Layout: Block Style with indented paragraphs

3. Modified Block Layout: Heading, Complimentary close, Signature block on the Right Margin, rest on left margin

4. Simplified Layout: Block Format with no salutation, Subject Line in Capital Letter, no complimentary close

Block Layout

VPO ABC

XYZ, Kangra

8 June 2021

The Joint Director

BBT

Navi Mumbai

Subject: Request for international travel grant.

Dear Sir

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

I look forward to your positive response.

Regards

  -sign-

 PK Singh

 Overseas Sales Manager

Modified Block

VPO ABC

XYZ, Kangra

8 June 2021

The Joint Director

BBT

Navi Mumbai

Subject: Request for international travel grant.

Dear Sir

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

I look forward to your positive response.

Regards

  -sign-

 PK Singh

 Overseas Sales Manager

Semi Block 

VPO ABC

XYZ, Kangra

8 June 2021

The Joint Director

BBT

Navi Mumbai

Subject: Request for international travel grant.

Dear Sir

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

I look forward to your positive response.

Regards

  -sign-

 PK Singh

 Overseas Sales Manager

Simplified  Layout

VPO ABC

XYZ, Kangra

8 June 2021

The Joint Director

BBT

Navi Mumbai

REQUEST FOR INTERNATIONAL TRAVEL GRANT.

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

I look forward to your positive response.

  -sign-

 PK Singh

 Overseas Sales Manager

Principles of Writing a business Letter:

Business letters are written to create, establish or sustain a business relationship with others.  A good relationship is based on respect and decency.  In order to establish good relationships in your business messages following principles of business letter writing need to be kept in mind 

1. Focus on the recipient: A business letter to focus on the recipient's needs, purposes or interests  and not after the sender. It is the reader-centric approach or recipient- oriented style.  It simply means that the sender of a business letter has to make the recipient the main focus of the letter.  It is also called the ‘you’ attitude. Even unpleasant news can be conveyed  without being hurtful. The focus should be on your audience.  The words ‘you’ and ‘your’ are used more. The focus is on genuine empathy.  Sender of a business letter needs to be sure of the recipient's appreciation of his or her position.

However when someone makes a mistake and the sender wants to minimise ill feeling rather than pointing out the mistake directly this is new attitude should be avoided and we can say like  “ We have a problem”  and not “  You cause the problem” 

For example 

Matter of fact/ We attitude/ Sender specific

You Attitude/ Recipient-specific

We are glad we can now send you the items.

You would be glad to know that your items are ready for delivery.

We regret that the items were not delivered in time. 

We regret that you could not receive your item in time. 

We offer the designer curtains in three colours: Red, Blue and Yellow

You may choose your designer curtains from three colours: Red, Blue and Yellow

We are happy to receive your request for our products.

Thank you for your request for our products 

However in case of sensitive matters, ‘you’ attitude should be avoided and impersonal tone should be used. e.g.

Simple: You have not connected the  pipes correctly.  

Impersonal:  The pipes have not been connected properly.

Simple:  You should not use this type of material.

Impersonal:  This type of material should not be used. 

2. Clarity and Conciseness: Use sentences that are direct and concise. The sender of a business letter should make sure that the message is clear and is constructed in such a way that it is unambiguous.  

1. Avoid long  sentences

2. Avoid redundancy or low content words

3. Don’t use heavy or difficult words

4. Use concise expressions in place of long phrases eg

Along the line of===Like

As a matter of fact===in fact

At the present time===currently, now, presently

By means of===by

For the purpose of===for

Have the ability to===can, be able to

In the final analysis===finally

In the nature of===like

In the near future===soon

Please find enclosed===Enclosed is 

In accordance with===according to

3. Correctness and completeness:  

Information provided in a business letter must be correct and precise.

 for for this points followed:

1.  use of evaluative and factual words/phrases

2.  use of an ambiguous word/phrases

3.  proofreading the message for accuracy of spelling and grammar before sending

4.  check before sending whether all the queries have been answered or all details have been provided

For example in sentences like:

1.  There are a number of customers in the queue.

Revised : There are ten customers in the queue.

2. If you have any questions please feel free to contact us.

Revised:  if you have any questions,  please contact us.

3. kindly send a cheque in the amount of rupees 20000

Revised:   kindly send a cheque for Rs 20000.

Some abstract phrases can be revised as:

Leading Company===first among 200 companies

light in weight==== feather light

As soon as possible=== latest by/ on or before  21 June 2021

4. Positive Approach:

Positive words are always best to achieve your goal. Tell what you have done and what you can do instead of what you have not done and what you cannot do. Letters with a positive approach make a good impression.

For example:

1. We never exchange damaged goods.

Revised:  You may exchange the purchased goods provided they are in good condition.

2.  We regret to inform you that we may not be able to grant your request for credit.

Revised: For the time being we can serve you on a cash basis only. 

3. It is impossible to repair your car in 2 days.

Revised:  Your car will be ready by Saturday. 

Revision of following phrases:

elderly===senior citizen

Second hand car==resale car

Cheap goods===inexpensive goods

Toilet paper===bathroom tissue

Courtesy and Consideration:

Politeness empathy

Your application for the post of sales manager has been rejected by our company.

Revised: Thank you for your application dated 12 June 2021  for the post of sales manager in our company.  We are sorry that we are not able to offer you this position at present.  however we have noted down your credentials and have filed your application for future use.

 we appreciate your interest in working with us

 our best wishes to you.

Conversational tone

Avoid preaching

Avoid anger

If you do not respond to this letter also we do not have any option other than lodge in legal proceedings against your company.

Revised:  We hope that you will certainly respond to this letter at least so that we can avoid taking any further legal action against your company. 

Phrases:

Many thanks for your letter dated……..

Kindly respond to our request for….. 

You are correct Mr Verma in saying that….

We are sorry that we may not be able to grant you….

Please be advised….

We beg to state that….

Please do not forget to send us the origin….

Please refer to our order dated …..

Types of Business Letters:

Type ==>Objective

Credit=>To enquire or request for loan

Collection=>To collect Past dues/unpaid bill

Order=>To place an order for product/services

Inquiry=>To enquire about the status of price list/catalogue/any other thing

Claim=>To lodge a Complaint and ask for remedy 

Adjustment=>Complaint management

Sales=>To sell a product/service

Fundraising=>Request for donation of money or time

Job Application=>To apply for job

Claim Letters: Billing errors,  late delivery,  goods not matching the sample,  wrong quantity,  damaged goods,  goods not delivered on time,  difference in prices,  unsatisfactory quality,  wrong goods,  poor service

Adjustment Letters: Transport delay,  inadequate stock,  poor packaging,  shortage,  lack of expertise 

Sales letters: AIDA =>Attention-Interest-desire-action (introduction-ID-discussion-last/closing paragraph)

Some Business Letters:

1.Write a letter to an electrical company to place an order for some items needed in your organization's Store.

2. Suppose you are Ram Sharma Senior Manager, Bajaj Financial Services, Noida. Your company had given an order for certain electrical items with Havells India private limited Ludhiana. The supply has been received but some items have been found defective. Write a letter lodging your complaint about this and seeking replacement of all defective items. Imagine all the necessary details.

1.

Bajaj Financial Services

Noida

Our Reference : VT/130

20 May 2021

M/S Havells India Pvt. Ltd

Jalandhar Road

Ludhiana

Subject: Supply of Electrical Articles.

Dear Sirs

We require the following electrical items for our organisation’s store at Noida, UP.

1. Ceiling Fan  48’’  (Havells) -------15 pieces

2. Ceiling Fan   36’’  (Havells)---------12 pieces

3. Air Cooler    (Havells)     -----------5 pieces

4. Water Heaters (25 Ltr) --------------4 pieces

5. LED Bulb B22 Type 20W-----------20 pieces

All the items should be in perfect condition and the delivery should be made at our above-mentioned store's address preferably within 10 days. Payment will be made by bank transfer as soon as the electrical items are received. 

Yours faithfully

-sign-

Ram Sharma

Sr. Manager

2.

Bajaj Financial Services

Noida

Our Reference : VT/131

Your Reference:GR/123

20 May 2021

M/S Havells India Pvt. Ltd

Jalandhar Road

Ludhiana

For the attention of the Sales Manager

Dear Sirs

We had placed an order with you of some electrical articles in the month of May 2021. 

The supply has been received but after opening the packages it has been found that some of the items are defective and are not usable. The details of defective items are:

1. Ceiling Fan  48’’  (Havells) -------2 pieces

2. Ceiling Fan   36’’  (Havells)---------1 pieces

3. Air Cooler    (Havells)     -----------1 pieces

4. LED Bulb B22 Type 20W-----------4 pieces

Kindly make the necessary arrangements for replacement of the defective items at the earliest at your own cost. The bill of the order shall be cleared after the replacement is made. 

Yours faithfully

-sign-

Ram Sharma

Sr. Manager

3. Supply of Books for the College Library

SRS Degree College

Dehra, Distt. Kangra, HP

19 May, 2021

M/S Asian Books Private Limited

Ring Road

New Delhi

Subject-: Supply of books for College Library

Dear Sirs

Kindly supply to us the following books for our college library. All the books should be of the latest edition and should be in hardback.

1.  Creative Writing by Anjana Naira Dev……………… 20 copies

2.  Individual and Society Ed. Deptt. of English, DU…. ..10 copies

3. A Course in Academic Writing by Renu Gupta……… .20 copies

4. Technical Communication by Meenakshi Raman…… ..10 copies

5.  A Glossary of Literary Terms by MH Abraham……….  .30 copies

6. Soft Skills by P.Verma ………………………………… 40 copies

Please supply the above books at the earliest. The payment shall be made by cheque as soon as the books are received.  

Yours faithfully

-sign-

Ved Kumar

(Librarian)

4.

Asking for supply of books

S/O Sh. ABC ,VPO XYZ 

Tehsil Fatehpur, Distt. Kangra HP

PIN 176023

18 May 2021

The Manager

Minerva Book House

Jalandhar-144005

Subject: Supply of books.

Dear Sir/Madam

Please send me the following books through post or courier at my home address given above through cash on delivery. The books should be of the latest edition and hard-bound.

1. Business Communication by Meenakshi Raman…...2 Copies

2. PC Tools by P. Verma……………………………….1 Copy

3. General Knowledge Tata Mcgraw Hills…………….2 Copies

Please send the above books at the earliest  since I need them urgently to prepare for my annual examination. 

Yours sincerely

--sign-

Ram Kumar

5. Letter asking for quotations:

Classmate Notebook Pvt Ltd.

Parwanoo, Solan

      18 May 2021

Ref. No. QP/212

Landmark Paper Merchant

Gandhi Market

Delhi

Subject: Quotation for good quality white printing paper.

Dear Sirs

We shall soon require 1500 reams of good quality white printing paper suitable for printing notebooks of high quality. The paper should not lose its sheen and whiteness in the process of printing.

Please send us some samples and a quotation, including carriage at our above-mentioned address within a week.

Yours faithfully

--sign---

Vipan Chander

Manager

6.

Landmark Paper Merchant

Gandhi Market

Delhi

                                              19 May 2021

Ref.No.: PrQ/102

M/S Classmate Notebook Pvt Ltd.

Parwanoo

Solan

Subject: Quotation of good quality white printing paper.

Dear Sirs

With reference to your letter number QP/212 dated 18 May 2021, the quotation of  good quality white printing paper is as follows;

Sr. No. Item         Rate       GST

1. White Printing paper        150/ream             5%

(including carriage)

We shall be happy to supply the paper as per your demand within the shortest possible time. A trade discount of Rs 10 in base price per ream will be given for orders in excess of 5000 reams.

Yours faithfully

-sign-

XYZ

Sales Manager

7. Supply Order for items.

Classmate Notebook Pvt Ltd.

Parwanoo, Solan

                                23 May 2021

Our Ref. No. Or/201

Your Ref. No. PrQ/102

M/S Landmark Paper Merchant

Gandhi Market

Delhi

Subject: Supply of good quality white printing paper.

Dear Sirs

In response to your quotation, please send us good quality white printing paper to the tune of 3000 ream within 10 days at our above mentioned address. The payment shall be made by RTGS/Bank Transfer on the day of receipt of the paper.

Yours faithfully

--sign---

Vipan Chander

Manager

8. Non-Supply of goods

Write a letter to an imaginary company regretting non supply of goods. 

M/S Landmark Paper Merchant

Gandhi Market

Delhi

Ref. No.  ORD/123

01 June 2021

Classmate Notebook Pvt Ltd.

Parwanoo

Solan

Subject: Regretting non-supply of White Printing Paper.

Dear Sir

With reference to your order number Or/201 dated 23 May 2021 that was due to be completed by May 30th,  we regret to inform you that  your order could not be completed due to certain unavoidable circumstances at our production unit.  There has been a situation of non-production due to to covid-19 pandemic. Workers have not been able to join their work in the production unit and due to that we shall not be able to fulfill any orders right now.  We highly regret this inconvenience caused to you.  We will need  almost a month to complete the present order . We hope you will bear with us and give us more time to complete the order.  However, if you like, you can write to us to cancel the order anytime.  

Yours faithfully

-sign-

AXY

(Sales Manager)

Application/Letter from a firm to apply for a Bank Loan for business activity

Verma Enterprises

250, Kunihar Road

The Mall, Solan

24 May 2021

The Branch Manager

State Bank of India

Main Bazaar Solan

Subject: Request for loan of Rs10,00,000/- for business activities.  

Sir/Madam

We are dealers in electrical and electronics goods and we hold the dealership of many established brands like Havells, Anchor, Philips, Whirlpool, and IFB. We have been maintaining a current account with your bank for the past 10 years.  We have never defaulted on any amount.  We want to expand our business and open a new Electronics Showroom in the City.  We are also going to enter into dealership agreements with Sony and Samsung.  These business activities require a lot of investment.  

We request you to sanction us  a loan of rupees 10 lakh for these business activities. We are ready to furnish any papers or documents that are necessary for the sanction of the loan including security and guarantee. 

Yours faithfully

-sign-

Ram Kumar

(Proprietor)

2. Letter from a firm to Increase the existing Credit Limit of the Bank .

Verma Enterprises

250, Kunihar Road

The Mall, Solan

24 May 2021

The Branch Manager

State Bank of India

Main Bazaar Solan

Subject: Enhancement/Increase in Cash Credit account from 10,00,000/- to 20,00,000/- 

Sir/Madam

We are dealers in electrical and electronics goods and we hold the dealership of many established brands like Havells, Anchor, Philips, Whirlpool, and IFB. We have been maintaining a Cash Credit account with your bank for the past 10 years.  We have never defaulted on any amount.  We want to expand our business and open a new Electronics Showroom in the City.  We are also going to enter into dealership agreements with Sony and Samsung.  These business activities require a lot of investment.  

We request you to increase our existing cash credit limit from 10,00,000/- to 20,00,000/- to fulfil our business needs. We are ready to furnish any papers or documents that are necessary for the sanction of the loan including security and guarantee. 

Yours faithfully

-sign-

Ram Kumar

(Proprietor)

3. A letter from a firm to a manufacturer asking for a Sales Agency of wholesale distribution/dealership of certain products manufactured by that firm. Products may be electronics/bikes/mobiles/laptops etc

Verma Enterprises

250, Kunihar Road

The Mall, Solan

                                                              25 May 2021

Ref. No. WD/21/101

Samsung India Pvt. Ltd.

Production House

Noida UP

Subject: Wholesale distributorship of Samsung Electronics in Himachal Pradesh

Dear Sir/Madam

We have been informed that you are looking for wholesale distributors for your electronics products in Himachal Pradesh.  In this context we present ourselves as the sole distributors for your electronics products. 

We have been doing this business for over twenty years. We currently have the wholesale distributorship of many reputed brands like LG, IFB and Whirlpool. We currently run and maintain fifteen showrooms spread over the entire area of Himachal Pradesh. We are looking to further diversify our range of products. We can offer more variety of quality products to our customers with Samsung products in our showrooms. Our financial position can be verified from our bankers State Bank of India, Main Bazar Solan. If our proposal appeals to you, kindly send detailed terms and conditions as soon as possible. 

Cordially yours 

-Sign-

Ram Kumar

(Proprietor)

4.Request for quotation of crockery items. 

Maharaja Kitchen Store

78, Jalandhar By-Pass

Ludhiana

Ph No. 123456788

                                                24 May 2021 

Ref.No. QR/21-10

Sardarji Crockery Store

89 Meera Market

Ludhiana

Subject: Request for quotation.

Dear Mr Soni

We require crockery items for our store. The items required are teacups, teapots, saucers and plates. The items should be best in quality and should be supplied within 10 days of placement of order.  Kindly send the quotation for above items as soon as possible. The requirement will be  around 1000 pieces each. 

Yours sincerely

-sign-

Amit Kumar

(Store Manager)

5.Sample Letter for Quotation: 

Sardarji Crockery Store

89 Meera Market

Ludhiana. Phone: 123456789

Your Ref.No. QR/21-10

Our Ref. No.  QT-111

25 May 2021

Maharaja Kitchen Store

78, Jalandhar By-Pass

Ludhiana

Subject: Quotation for crockery items. 

Dear Sir

Regarding your enquiry for a supply of ____________items we are quoting our rates as follows:

Or

We are pleased to to offer our quotation for _____________items as follows:

S/No.                                        Item                                    Rate/Unit

1.                                    Article 1                                      Rs____/Kg/piece

2.                                    Article   2                                     Rs____/Kg/piece

3. ..etc

(The prices are including GST @ 5%)

All the products are of high quality and can be delivered as specified by you. Carriage will be extra. If the order is in excess of 5000 Kg/pieces then carriage will be free. Further if the order is in excess of 10000 Kg/pieces then a trade discount of 2% would be offered. On cash payment an additional discount of 1% will be given if the payment is made within five days from the date of billing.

We hope that the quotation will be acceptable to you and please give us a call if you have any questions.

We hope to get an order from you soon. 

Yours faithfully

-sign-

Ram Kumar

(Sales Manager)

6.Letter for Order of Items:

Maharaja Kitchen Store

78, Jalandhar By-Pass

Ludhiana

Ph No. 123456788

                                            25 May 2021 

Ref.No. OR/21-15

Sardarji Crockery Store

89 Meera Market

Ludhiana

Subject: Order for Crockery Items.

Dear Mr Soni

In response to your quotation vide Ref. No. QT-111 We require the following crockery items for our store.

S/No.                      Item                                Quantity (in piece)

1                           Teacup                                    1800   

2                           Tea Plates                               1500

3                           Tea Saucer                              1800

4                           Teapot (1.5ltr)                         15

5                           Teapot (1 ltr)                            30 

All the items should be properly packed and be delivered to our showroom at the above mentioned address. The payment will be made by online bank transfer after the shipment is received. Kindly supply this order within 10 days positively.               

Yours sincerely

-sign-

Amit Kumar

(Store Manager)

7.You are the sales manager of a manufacturer of designer curtains.  You have received the request for information about some particular items from a showroom in Kangra,  Kamaljeet Home Decor.  Write a suitable reply to the trade enquiry. Invent details.

Lodhi Designer Curtains

Plot No. 115 Phase-III

Mohali, Chandigarh

Phone: 123456789 email: curtainsforall@gmail.com

Ref.No.: Tr/21-1025                                            27 May 2021

Kamaljeet Home Decor

Kotwali Bazar

Dharamshala

Subject: Reply to your trade enquiry about designer 

  curtains.

Dear Mr Singh

Thank you for your inquiry about designer curtains. We are happy to inform you that we make high quality designer curtains from the finest material available in the market.  The items are delivered from the ready stock whenever required. We make home deliveries at a nominal cost.  If the order is in high volume then trade discounts at attractive rates ranging from 5 % to 10% are also given. We also provide special customised curtains for nursing homes and hospitals.  

We offer a wide range of designs and colours to meet the requirements of a big showroom such as yours. Please find enclosed a copy of our catalogue in which you will find details of our other products as well.  you can contact us if you have any further queries.

Yours sincerely

ABC

(Sales Manager)

Encls: Copy of the Catalogue

Works Cited:

Fundamentals of Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication, Principles and Practice by Meenakshi Raman and Sangeeta Sharma, OUP

English Guide on Business Communication by DP Bhanot and Shailja Sangar, MBD publications

Essentials of Writing Skills by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

Dixit Handbook of Business Communication by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

1.Draft a letter of congratulations to your partner firm on getting a public award for quality products (medicines/oximeters/immunity boosters/vaccines etc.) in the medical sector in Covid-19 pandemic.

Cure Laboratories

Phase-5 Panchkula

Haryana

                                                          25 May 2021

Saket Pharmaceuticals

Drug Complex

Baddi, HP

Dear Mr. Lodhi

It has come to our knowledge through the columns of The Tribune  that Saket pharmaceuticals has been awarded the State Award  for Quality Assurance and Public Service. It is a great honour that you rightly deserved. Your company has contributed immensely by manufacturing  quality medical products and delivering them at nominal prices to the needy in this difficult time of covid-19 pandemic. Saketh Pharmaceuticals has also been instrumental in setting up a dedicated covid care centre at one of its storage facilities offering free medical treatment to the weaker sections of the society.

We  feel very proud as your business partner. On behalf of all the partner firms and associations that do business with you we at Cure Laboratories feel honoured to congratulate you on your great success. 

We hope for greater honours for you in the future.

Yours sincerely

Amar Singh

(CEO) 

2.Letters by Kuber Singh, BCA R.No. 2015

A.Draft a letter of apology for poor service .One of your customers has complained of rude behavior of one of your workers in the store. Invent details and write a letter of apology to the customer.

M/S  Delhi Furniture Store,

Rajouri  Garden ,

New Delhi.

                                           25 May 2021

Flat No-23, Noor Niwas

Mayur Vihar,Phase I

Delhi.

Dear  Raj  Sharma,

As manager of the Furniture store, I wanted to reach out to you and personally apologize for the rude behavior of the worker of my store. His behavior does not reflect our business values  at all, and this worker is being dealt with appropriately. Instead of  what happened, they should have handled the issue differently.

By way of compensation, I would like to extend the offer of  free or discounted service or items. I know it does not make up for how you were treated, but please accept this small gesture as a symbol of my regret.

I hope that this incident doesn’t keep you from giving us another chance. Please feel free to reach out to me if you need any further assistance.

Sincerely

-Sign-

Rohit  Sharma

(Manager)

B.Inform your regular buyer firm expressing your regret that you have to increase the prices of your products due to the increase in the cost of raw materials etc.

Pacific Mall Pvt. Ltd.

1099,Gulabi Bagh

New Delhi.

20 May 2021

40,Vijay Nagar

B.K. Dutt Road,

New Delhi.

Dear  Sir

We would like to inform you that the prices of all types of raw materials have increased. Likewise we are planning to increase the price of certain goods due to this sudden increase in the cost of the raw materials we use in our production process. Since we still have a limited stock of those raw materials, the price increase will not be made until 31 May 2021.

We have tried to prevent this price increase for as long as possible because of course we want to provide our products at a  competitive price. However, the recent increase in the price of the raw materials is now too great for us to absorb, and we regrettably have no choice other than to implement a slight increase on the items listed below.

Ø Plant/tree-based – materials like vegetables, fruits, flowers, wood, resin, latex etc.

Ø Animal-based– materials like leather, meat, bones, milk, wool, silk etc.

Ø Mining-based– materials like minerals, metals, crude oil, coal, etc.

If you have any questions please don’t hesitate to Email:ratikapandey034@gmail.com

Thank you for your understanding.

Yours Sincerely,

-sign-

Vikas Gupta

(Manager)  

3.Rejecting an insurance claim

Bajaj Allianz Insurance Company

Regional Office Chandigarh

Ph. No. 1789XXXX2; email:baicl@yahoo.com

                                                31 May 2021

Our Ref. No. F.Claim-21-140

Your Ref. No. Cl-125

M/S Delhi Furniture Store

Ramnagar Market

Karol Bagh

Delhi

Subject: Claim against loss due to fire.

Dear Mr Gupta:

With reference to your letter dated 10 May 2021 we sent our insurance inspector to assess the damages caused by the recent fire in your warehouse.

We have examined the report submitted by the inspector in detail and it has been found that your claim of damage is not justified.  It has been reported that most of the damaged items were very old and some were out of date.  In view of the above facts we cannot accept your claim of rupees ten lakh as an estimate of your loss. You may have estimated your loss on the basis of the original purchase price of the item. 

Please submit a revised claim on the designated claim form.

Yours sincerely

-sign-

AK Dewan

(Regional Manager)

4.Letter by Mansi, BCA, 2016

Inform your regular buyer firm expressing your regret that you have to increase the prices of your products  due to the increase in the cost of raw material. 

406, Ram Curtains 

Ludhiana, Chandigarh 

Ref no. -QP/21

May 26, 2021 

M/S Kamaljeet Home Decor 

Kangra, Himachal pradesh 

Subject: Increase the prices of products.

Dear Sir/Madam 

As you are our regular buyer so I want to tell you that  due to some reasons I want to increase the price of our product. We make curtains from the finest fibre or cloth.  Firstly, Raw materials are not easily available. The cost of the raw material has increased. Secondly, the workers have not been able to work in the factory because of Covid-19. Due to an increase in the rate of  raw material we have suffered financial losses.

You have been our regular buyer for many years. I hope you understand our situation. Moreover, the increase in the prices is nominal ranging from Rs. 4 to Rs. 5 per article whereas the cost of raw material has jumped upto 10% of the previous cost.

Your faithfully 

--sign--

Ram sharma 

Sales Manager

5.By Ritesh, BCA, 2017 :   Letter of apology to a customer     

   Atlanta Mall brings Happiness to all

The Atlanta Mall

23/10 T-line

Kamptee (M.H.)

Contact us at: 122XXXX45, email: atlantamall@yahoo.com

Ref.No. CR-2021-102                                                                                                 31 may 2021

Rohit Sharma

5/6 Gandhi nagar

Nagpur (M.H.)

Dear Rohit Sharma

I want to apologize for the rude behavior of one of the employees at our store yesterday. His behavior was inexcusable, and I completely understand how upsetting it is when someone who is serving you responds in such a disrespectful way.

We have identified the employee responsible for your negative experience . We have also communicated to him that he will lose his jobs if this type of behavior ever happens again. We truly value having you as a customer and hope you will accept our sincere apology.

Please let me know if you have any other concerns or questions, and I’ll be happy to address them personally.

Yours sincerely

Signature

Rahul Kumar

(HR Manager)

6.Letter by Aryan, BCA, 2006

Draft a  letter of complaint about non payment of dues. Suppose you are proprietor of Sardari lal and sons you have not been paid an amount of 15000 for the books you supplied to a private school.  Write about non payment of dues.  Your name is Arun Lal.  Invent the rest of the details.

Sardari lal and Son's 

 04/24B,Mall road, Shimla

 Pin code-171001

Ph no. 8537XXX78, Email : sardarilal33@gmail.com

Ref no. PD-521-2021                                                                       3 June 2021

Principal

XYZ Public School

Rampur, Shimla

Pin code 172001

Subject: Non-payment of dues

Dear Sir

I want to remind you of your order no. 56732 on 24 May 2021, for the supply of books and  the books were delivered to you on 30 May 2021. But your payment of the order of Rs 15000 has not been received and your dues are pending. So I am reminding you that you have to clear all your dues as soon as possible; hopefully by 15 June 2021.

Yours faithfully

-sign-

Arun Lal

(Proprietor)

7. Letter for payment of pending dues (as last reminder)

Sardari Lal and Sons

The Mall, Solan, HP 

email: sardarilal33@gmail.com

Reminder

Ref. No. Cr-135                                   30 June 2021

The Principal

ABC Public School

Kangra, HP

Subject: Reminder for payment of balance dues of Rs 15000/-.

Dear Sir

We have reminded you of our bill dated 12 May 2021 several times  but we have not received any reply from you. It is again brought to your notice that an amount of Rs.15000/- is due from you against our invoice dated 12 May 2021. The amount should have been paid by you within ten days but we still have not received this balance amount.

In view of the length of time of non payment it is the final reminder that the pending dues must be cleared by 5 July 2021. In case we do not receive the payment by this date, we shall take other strict steps to protect our interests.

Yours faithfully

-sign-

Arun Lal

(Proprietor)

Works Cited:

Fundamentals of Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication, Principles and Practice by Meenakshi Raman and Sangeeta Sharma, OUP

English Guide on Business Communication by DP Bhanot and Shailja Sangar, MBD publications

Essentials of Writing Skills by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

Dixit Handbook of Business Communication by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

1.Sale Letter: New Multigrain Rusk

Vishal Foods Pvt. Ltd.

New Industrial Complex

Noida, UP

Email: foodsvishal@yahoo.co.in

      12 May 2021

Bhagwan Dass Wholesale Pvt Ltd.

125, Train Lane 

Ludhiana

Dear Mr. Bhagwan Dass

Do you know that every fifth person in India is a Type-2 diabetic? They need  special foods to control their blood sugar level.  People recovering from sickness also need easily digestible food. We at Vishal Foods Private Limited have done thorough research and are happy to announce our new product.  “Multigrain Toast” right at your door-step. It is made from nine best ingredients, rich in protein and fibre and other essential nutrients; Multigrain toast will help sugar patients maintain their blood sugar levels.  Recovering people will find them easily digestible and a boon to their recovery. It is the first of its kind in the market.

The product is available at attractive prices. Our stocks are full, feel free to order at the earliest. 

Sincerely yours

-sign-

Vishal Pandey

(Senior Director)

2.Sale Letter

Maruti Suzuki India Ltd.

Vehicleades Nurpur 

Jassur, District Kangra HP

02 January 2021

Dear Sir/Madam

“India’s best selling cars at your doorstep”. “Maruti Suzuki India's  Alto 800 has been awarded the most economical car of the decade”. 

Are you still sneezing in the rain and shivering with cold on your bike? We have a perfect solution to your problems. The new Maruti Suzuki Alto 800 is fast, reliable and economical. It gives you the comfort of driving together with your family safely and without the troubles of rain or sun. The car comes in 8 different colours. Don’t worry about the budget, we have the flexible option of finance too.

We also offer a free test drive to all the interested customers. So please visit the Maruti Showroom at Jassur today and book your free test drive. Come, hurry and pick your happy car.

Yours sincerely

(sign)

Vinod Kumar Sood

General Manager (sales)

Cover Letters

 A covering letter is used to create the necessary background to any submission. It also indicates authorisation and the source of submission.  Cover letters are used for a document in the format of a proposal like a study, project, questionnaire, resume, report etc.

It also makes the first impression to a reader so, it should be planned and executed well. It should be free from any grammatical flaws.

 A typical resume is accompanied by a cover letter together making the job application  complete.  The cover letter should be written  to make a good first impression. The main points which should be kept in mind are

the purpose of a document

the highlights

the possible benefits 

the expected response

a courtesy closure

A Letter that accompanies the documents written for an academic job such as a proposal, questionnaire, repairing job in university can be termed an academic cover letter.  A business cover letter accompanies the documents related to the industry like job description salary statement report etcetera.   The document submission is incomplete without a cover letter.  The basic difference between academic and business double letters is that of the content.

In business cover letters the focus is on format structure and tone etc. The writer focuses on giving complete information in a precise and polite manner.

Cover letter accompanying Resume:

The resume is always supported by a cover letter and if the cover letter is impressive and catches the attention of the employer then there are fair chances  to get shortlisted.

1. Try to catch immediate attention of the reader; give the reasons for writing like if it is in response  to an ad or recommendation

2.  a cover letter is like a sales representative for the individual

3.  it should complement the resume

4.  it should be specific avoid a General objective know the pulse of the industry

5.  if already working do not demand that salary technical reference to the current salary

6.  cover letter on email is often shorter than the traditional cover letter

7.  recheck your grammar and spellings before submitting.

Example 1 of a simple cover letter with an application.

 8 June 2021

The Joint Director

BBT

Navi Mumbai

Subject: Request for international travel grant.

Dear Sir

Please find enclosed my application for travel grant for the business meeting with  Chinese counterparts from Xiaomi China Private Limited at the International Business conference in Shanghai.

I look forward to your positive response.

Regards

  -sign-

 PK Singh

 Overseas Sales Manager

Example 2: General cover letter : Submission of bid documents.

Sartaz 

Paper Pvt. Ltd.

8 June 2021

The Regional Manager 

Punjab National Bank

Jalandhar

Subject: Submission of bid documents

Dear Sir

In response to your office letter number bid-21-145  dated 08 May 2021,  we are pleased to submit a tender bid. 

We are the leading paper manufacturers in India.  Our business ventures are spread across three countries.  The annual turnover of our company is Rs. 500 Crores. We make and supply all kinds of paper and paper based products as per the requirement of the market.

A complete set of bid documents is enclosed for your perusal and scrutiny.  The documents contain technical and financial details and a comprehensive account of the company.  We hope that you will find our bid highly competitive.

Kindly contact us for any further information and clarification. We assure you that if the tender is awarded to us we will deliver a high quality product on time and within budget. 

Sincerely yours

 -sign-

VK Khanna

General Manager

Encls:

I  technical specifications

II  commercial specifications

III  company brochure

IV  company balance sheet ( previous three years)

V  details of projects completed during last three years 

Example 3: Sample Cover letter for Resume

VPO & Tehsil Nagrota Surian

Distt. Kangra HP

176023

9 June 2021

The Manager

Sartaz Paper Pvt. Ltd.

New Flyover Crossing

Mumbai

Dear Sir

I was very interested to see your advertisement for a Hardware Engineer in  The Tribune  dated 08 May 2021. I have been looking for an opportunity like this  and I think that my background and qualifications fully match your requirements.  I am very much interested to work in  your reputed organisation.  My brief resume is enclosed as a first step to explore the possibilities of employment with Sartaj paper Private Limited.

 I have worked as a trainee hardware engineer in Wipro computers for one year.  I was involved in the development of machines for Meta Printers Private Limited. 

I assure you that I will work hard for the improvement of your company. Thank you for your consideration.

Yours faithfully

-sign-

GG Verma

Enclosure:  Resume

Example 4: Letter of Recommendation as a cover letter accompanying the Resume

512 Nabab Street

West Lake District Kolkata

06 June 2021

Ms Archana Verma

Sr. Engineer

Fintech India Company

Mumbai

Dear Ms Verma

Mr V K Malhotra,  consultant to your company and my former professor of Micromanagement has informed me that Fintech India Company is looking for someone with excellent communication skills,  organisational experience and management background to hire for a management position.  I believe that my enclosed resume will demonstrate that I have the required education and professional experience you seek.  I would also like to mention that my work experience last year makes me a strong candidate for this position.

As a director at International School of Business at Guwahati and as an instructor of Management, I have been working in the field of teaching as well as management. I have been managing this school for the last ten years. The knowledge that I have gained from this position will help me master the problems in the next project.

I would welcome the opportunity to discuss these and other qualifications with you.  If you are interested, please contact me on my mobile number 123456789.  I look forward to meeting with you to discuss the ways my skills can best serve Fintech India Company. 

Sincerely

-sign-

Kuldeep Kumar

Enclosure: Resume

General Format of Cover letter for a Resume

_________________________________

_________________________________(Your Address)

_____________ (date)

Mr/Ms XYZ

Firm/Company

Short Address

Dear Sir/Madam/ Ms Verma

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Sincerely

________________(Your name)

Enclosure: Resume

Works Cited:

Fundamentals of Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication, Principles and Practice by Meenakshi Raman and Sangeeta Sharma, OUP

English Guide on Business Communication by DP Bhanot and Shailja Sangar, MBD publications

Essentials of Writing Skills by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

Dixit Handbook of Business Communication by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

Email and its Elements/ Features

Email on electronic mail is the latest technology for transmission of messages through digital mode over the internet. Email communication has been revolutionary in the field of business communication.  It operates across computer networks. 

1. Speed 

2. Time saver

3. Cost-effective

4. Environment friendly: Saves paper

5. Efficient

6. Flexibility ; Editing , amend

7. Easy attachments

8. Quick distribution

9. Easy Record keeping 

10. Privacy 

Sample 1:

To: “Manish Kumar”<kumarmanish@gmail.com>

Cc: All staff

Subject:    Welcome in the team

14 May 2021

Dear Manish

It is with pleasure that we welcome you on joining the dynamic team at ABC Private Limited. We are happy to have you here and hope that you will enjoy your work with us.

You can come and meet the HR head for any queries. 

Warm regards

-Scanned Sign-

XYZ

Manager HR

Email: xyz@email.com

Contact No.

2. Sample Business email:  HR Manager   (2 people Target)

New Pension policy: staff disapprove/dislike ask for suggestions/feedback/problem

To : “ABC” <abc@email.com>, “XYZ” <xyz@email.com>

Cc : All Staff

Subject: Regarding New Pension Policy

12 June 2021

Dear all

It has come to my knowledge that the new pension policy has not been received very well.  I would like to hear your feedback on the same at 2 p.m. tomorrow. 

Regards

AAA

AAA Singh

Head HR

aaa@email.in

Tel: 123456789

3. Sample of an Informal email:

To : papa@email.com

Cc:

Subject:  Buy me a new bike

Dear Papa                                 12 May 2021

Papa, I have stood first in my class this year.You had promised to give me a new bike if I stood in the first place. Now fulfill your promise I am waiting for my I bike.

Your loving son

ABC

4.Write an email expressing your apology over delay in payment for more than 6 months of an order you placed nearly nine months ago. Invent details.  Key info: Bills misplace;  copy of invoice...payment etc.

To: “ABC”<abc@email.com>

Cc: mangerpnb@email.com

Subject:  Regarding payment of pending dues.

7 June 2021

Dear Sirs:

First of all, our sincere apologies for the delay in payment.  The reason being that we had to reshuffle the finance team a few months back and as a result we lost track of some bills and invoices including yours.  We have not been able to locate it despite our best efforts.

Therefore  it is requested to send us a copy of the invoice number 258-Or/2020 dated 5 January 2021. The payment can be arranged immediately without any further delay.

Once again, I express sincere apologies for the delay.

Warm Regards/Sincerely yours

XYZ

Manager

Sun Pharma Pvt. Ltd.

Email:

Tel:

5.You are Mr Sharma and you recently bought a car from Smart Automotive Company.  write an email to Mr Abdul,  the manager of Smart Automotive Company,  explaining the poor quality of vehicle services offered to you in the city. Key info:Problems of noise in engine,Poor electrical fittings,Poor service/maintenance experience etc.

To: “Abdul Rehman”<mamagerSAC@email.com

Cc: <qualityassuranceSAC@email.com>

Subject:    Regarding poor quality of vehicle and after Sale-service.

5 June 2021

Dear Sir:

This email is regarding the car XYZ  bought from your company's showroom at Noida.  The car has been used  mainly on city roads so far.  It is reported that your vehicle offers poor comfort and driving experience.  There are problems with the suspensions, wheel alignment and gear shifts.  The electrical fittings within the vehicle are not of good quality and headlamps, cabin lights etc. do not function normally. I bought this car with high expectations but I am  completely disappointed.  The matter was reported to your after Sales Service division and they have also not treated the matter seriously. After two visits within one week to the service station of your company at Noida the problems still persist.

I request you to personally review the matter and if the repair of the vehicle is not possible then replace it with the brand new one or refund my money. Any further delay in addressing this issue will compel me to adopt other methods to secure my interests.

Yours sincerely

Ram Sharma

Email: sharmaram@email.com

Tel. 123XXX45

6.Email to Branch Manager for refund of money. 

To: pnbnagrotasurian@gmail.com

From: varun@gmail.com

CC:

BCC:

Subject: Failed transaction of Rs 10000/- 

Attachment: Receipt of the Transaction.

15 January 2021

Dear Sir

I am a customer of your bank and I have a savings account number 081000010012345 in your branch. I did a cash withdrawal transaction of Rs 10000/- from the ATM of SBI at Dehra on 15th January 2021. The transaction failed and I could not get the money. I only received a receipt (attached). But money has been deducted from my account. So, kindly look into the matter and refund my money into my account as soon as possible.

Yours sincerely

Varun

Works Cited:

Fundamentals of Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication by Meenakshi Raman and Sangeeta Sharma, OUP

Technical Communication, Principles and Practice by Meenakshi Raman and Sangeeta Sharma, OUP

English Guide on Business Communication by DP Bhanot and Shailja Sangar, MBD publications

Essentials of Writing Skills by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

Dixit Handbook of Business Communication by Dr Ghanshiam Sharma and Dr Rashmi Mehta, Dixit Publishing House

MEMOS OR MEMORANDUMS

Memos are an important form of written communication within companies, Memos age Internal communication and are sent to other people within the same organization. If one has to write to someone at a different company, you would use a letter instead. Remember, format and content are important when composing a memo, so pay attention to details Memos can also be sometimes sent to an individual and not just to the entire staff. A memo contains the most important facts and hence ideally, should have a single strand of thought you do not really beat around the bush in a memo. You do not really need to give too many details in memo. The reader should get the message very effectively in a good memo

Types of Memos

Business memos are of two types. informational memos and instructional memos.

Informational memos are those which are meant for communication within the company and usually contain information for one or more individuals. Instructional memos are those means for internal communication, but contain instructions, which demand immediate action. An instructional memo is not meant for a very large audience, since it contains a specific information that has to be acted upon immediately, whereas an informational memo is more encompassing in terms of readership.

Memo Format

Header

The first part of a memo is the header. The header gives information about the author, the intended recipient, the subject, the date, and the names of other people who may see the memo (cc). Many companies insert a smaller version of the letterhead at the top of the page. Memos are distinguished by the header that includes

DATE

MEMO NO.

TO

FROM

SUBJECT

Other lines, such as CC or BCC, may be added as needed. An RE ("Reference") line may be used instead of SUBJECT, but this use is becoming rarer as "RE" is often mistaken as "Reply" because of its use in email,

DATE List the date on which the memo is distributed. emoy

Memo No:  Reference Number of the memo

TO List the names of the recipients of the memo. If there are several recipients, or such as "All Employees" or "Personnel Committee Members." or all the staff members etc.

FROM List the name and job title of the writer(s)

SUBJECT: Think of the SUBJECT line as the title for the memo. Make it specific so that adders can immediately identify the topic.

The matter included in the heading is evenly aligned, making it easier to read. This is not the place for detail. Remember the reader, the heading must ase the important information. There is not a set order for the parts of the header; just consider what is best for the reader.

If the memo is longer than one page, a different heading is needed for the additional pages, Placed in the page header, it usually includes the name of the sender, the date and the page number,

Long memos (those longer than one page) often have a short summary following the introductory paragraph. The summary is an effective tool for helping the reader decide how much of the memo to read. Summaries are especially useful if the memo contains complicated subject matter. Keep the summary in proportion to the rest of the document, the summary for a two-page memo would be considerably shorter than the summary for a twenty-page proposal.

Points to Note while formatting Memos

The short form for 'memorandum', a memo is a short, precise message or messages that are often for internal communication with the company. In an organisation it is important that the work is conducted forward with cooperation and collective effort. Therefore, while writing memos to colleagues we have to be very careful that they may not lead to unnecessary tensions or straining of relationships. 

In general, it is good to keep the following factors in mind while drafting a memo:

1. Identify the purpose of the memo.You should know why you are writing this memo? What are your objectives? How much should you write? What is the scope of your memo?

2. Keep in mind the needs and expectations of the reader. When you write a memo, always keep your reader, the receiver in mind, and the type of relationship that you share with the receiver. If it is an equal then you have to be extremely polite. If you are writing it to a subordinate be polite but firm and clear. Generally you do not send memos to your superior or to those higher in hierarchy.

3. Avoid grammatical errors. Do not make spelling mistakes as well.

4. You should remember that a memo is a short, precise message. Do not include too much information. Stick to the facts. Include the right words.

5. Make use of a positive tone. It is essential to create a congenial and conducive environment for communication.

6. Remember to organize your memo, such that the most important information is included in the first line first paragraph itself, Usually a memo should not run into paragraphs. Use a formal and cordial language.

7. Don't try to confuse your reader in an effort to sound knowledgeable. Simplicity is key. In your correspondence. use a professional but conversational style. 

8. Present facts in a logical sequence. State your points clearly and directly.

Avoid

Difficult words or phrasing

Unnecessary details.

Complicated sentences 

Cramming everything into a single paragraph 

Relying on Spell Check to catch mistakes

Refusing to ask for help

Do

Use simple, clear language Include the important information.

Write exactly what you mean 

Use headings and break up paragraphs

Proofread your document 

Consult a style manual for help

Exercise 1

For the past one month, one particular employee has not been punctual in reporting for work. You are the supervisor or manager, you are worried and you are asked by the General Manager to warn the employee of the company's strict punctuality policies, Write a memo to this employee

DATE: December 2, 2018

MEMO NO: 123/345

TO: Mr. Naresh Kumar 

FROM: Mr. D. S. Bhalla 

SUBJECT: Reporting late for work consistently

You have been observed to be consistently late for work for the past one month and I, as your supervisor, would like to remind you, for the second time this year that the company observes a strict rule that requires all employees to be punctual and turn up for work at 10 A.M. It is rather alarming that you have been signing in for work well past. 11:30 AM daily, and leaving by 5 PM every evening. The company consists of 439 employees, 83 percent of whom adhere to the strict policies of the company. Out of the 17 late comers, your trend has been the most worrisome. Punctuality is a wonderful quality to uphold, especially when working in a corporate company We understand that some of the reasons cited for being unpunctual include heavy traffic and inefficient public transport systems, We urge you to leave your home early so that you can be here right on time

Exercise 2

There has been a recent break out of dengue fever across the city. You are the HR manager of a company and you observe that a large percentage of your employees have fallen sick over the past one month. Concerned about the situation, you have asked ledina', a local health care center to conduct a thorough medical check-up for all the employees or at your company, Draft a memorandum to all your employees informing them.

DATE: November 30, 2018

MEMO NO: abc/123

TO: All Staff

FROM: Manjula Chatrath

SUBJECT: Free Health Camp and Workshop for All

Due to the recent outbreak of HINI fever in the city, the company has decided to provide a free health workshop to all employees. Get health check up la free for all and it will be done by Medmax, a local health care service that has been doing such workshops for the pet 10 years in several companies. Company statistics show me that nearly 47 percent of employees have reported ill for work over the past one month alone. So, I request all the employees to avail the service.

The package consists of:

A general body checkup

Blood tests and blood pressure examination 

H1N1 vaccination

Contact Gauri Dewal, HR. Medmax, for more details. 

Her contact details are: 0123456789

Source: Technical Communication by Dixit Publication

Fax:

In the world of business, fax machines have become commonplace. Though the advent of scan and-send technology through email systems may have reduced the usefulness of fax machines to a certain extent, they still remain a popular means of transferring paper documents from one location to another. Just as the conventional telephone carries voice, a fax or facsimile machine carries printed messages (words and pictures in photocopy form) from the sender instrument to the receiver instrument.

The sender of a fax message prepares the copy on a sheet (generally no larger than A4 size) which can be fed into the fax machine. He dials the destination number, gets the fax tone and feeds the message into the machine. The printed message is converted into electronic signals as the paper rolls through the fax machine. This message is received in the same form at the other end on the paper roll that is attached to the machine

Far machines may have these additional features:

(A) Remote activation

The owner may use a remote control device to operate the machine.

(B) May work despite power failure

The fax machine may be made to function even during a power failure.

(C) Memory:

The message sent may be retained in the memory of the machine. At the receiving end, in the absence of paper, the message may be recorded in the machine for developing a printout afterwards.

(D) Answering machine

At the receiving end, there need not be an operator to receive incoming messages. They are automatically received.

Advantages and Disadvantages of a FAX

While having a fax machine at your disposal certainly has its benefits, there are also disadvantages associated with relying upon this document-sending tool,

Advantages:

Rapid Document Transfer

With a fax machine, you can quickly send documents from one building to another without relying upon messenger services or other potentially costly document transportation. A fax machine makes this rapid transfer easier and more cost-effective. It also allows for the transfer to take place more quickly as any other physical form of document transfer requires the sender to cover ground, physically taking the document from one location to the other. Because fax machines provide senders with a receipt after the document has finished moving.

Proof of Sending:

Through the fax process, the user has some evidence that he did, in fact, send the document he claims to have. This is particularly useful in industries where rapid receipt of documents is of major importance, as with this evidence the sender can substantiate his claims that he followed through with his part of the deal.

Accuracy of Information. 

It helps to send written information to any place within or outside the country accurately.

Legal value: Fax provides a written record of the transmitted message and it can be used as a document in a court of law

Disadvantages

Technology Failure:

Just like all technology, fax machines can fail. If a company depends too heavily upon the fax machine and the machine fails to operate, the individuals using the machine may experience some difficulty, having to come up with a way to circumnavigate this now failed piece of machinery

Less Privacy: Fax has less privacy as the transmitted data can be handled by anyone who is beside the fax machine.

Hazy information: Fax may send hazy information due to problem with the machine and therefore purpose of fastest delivery will be unsuccessful

Dependency on telephonic system: 

Fax uses a telephonic system to transmit data and if system is down then sending or data and information face problem Security Challenges such documents you transmit via fax may not be as safe and secure as you would like. Would be information thieves have devised ways of pulling information from old fax machines or discarded printing cartridges. Any time you transmit a document, via fax or otherwise, you open up the possibility that an unsavoury individual could pain access to your data, potentially putting your customers at risk.

Specimen fax messages: There is a tendency to minimize the vertical space of the letter. If a business letter is to be sent by fax, it is formatted in one of the following ways:

Specimen fax no. 1:

ABC Corporation

1. M.G. Road, Mumbai

Fax Message: To LMN Inc., Mumbai  From Jonty Rhodes

Date 4th July 2011

Subject: Shortfall in your consignment   

Pages/s 1

We would like you to take immediate note of the shortfall in your consignment dated Ist July 2011 to us which was supposed to contain 40 stainless steel basins but contains only 30. We trust you will check up with your despatch section and make good the shortfall at the earliest. Please confirm by fax

Jonty Rhodes

Purchase Manager

Specimen fax no. 2

Apex Importers-Exporters

DockYard 140, Mumbai

Fax Message: 

From Raj Desai   To Kiran Kher Inc. from Ramesh Kumar 

Subject: Extension of Agreement 30 June 2011 

Pages 2, including this one

As requested by you, we have arranged to extend the lease dated 1 January 2011, which was due for expiry on 30th June, to 31st July 2011. A copy of it is being sent alongside. We hope you will take advantage of this and ship the garments within this date. In the event you are unable to do so, we will be constrained to cancel the order. Please stay in touch and advise the progress in shipping the order.

Ramesh Kumar

Dy. Managing Director

Specimen Fax Message 3

Rohit Electronics Civil City Rohtak

Telephone:                      Fax:

To: Verma Mart      Attention: Mr. Rajesh Purchase Dept.      From KR Kumar     Subject: New Price List

Date 19 January 2021 Pages(including this one) : four

It was very nice to meet you in the National Trade Fair held in Delhi, last week. As promised we are sending you a new price list. It will become effective next month. If you ever come to Solan we hope you will certainly find time to visit us. We would feel very happy to show you around our stores and service division.

With regards