structure & layouts - business correspondence

Structure & LayoutsStructure & Layouts

Business CorrespondenceBusiness Correspondence

ELEMENTS OF ELEMENTS OF STRUCTURESTRUCTURE

HeadingHeading DateDate Reference NumberReference Number Inside addressInside address SalutationSalutation SubjectSubject BodyBody Complimentary closeComplimentary close SignatureSignature EnclosureEnclosure

1. The Heading1. The Heading

Is the address of the sender Is the address of the sender May have a letterhead with this May have a letterhead with this

information already imprinted.information already imprinted. Should include the following:Should include the following:

The sender’s address.The sender’s address. The senders mailing address.The senders mailing address. (optional) phone number and e-mail address.(optional) phone number and e-mail address. Date being sentDate being sent

2. Date2. Date

Should be written out in fullShould be written out in full Example: April 25, 2005 Example: April 25, 2005 If using a company letterhead, date line If using a company letterhead, date line

should be typed three lines below heading.should be typed three lines below heading.

3. Reference Number3. Reference Number

It indicates letter number and the department It indicates letter number and the department from where the letter is being sent and the from where the letter is being sent and the year. year.

It helps in future reference. It helps in future reference. For example, we can write reference number For example, we can write reference number

as AB/FADept./2003/27.as AB/FADept./2003/27.

4. Inside Address4. Inside Address

Is the name and address of the person or Is the name and address of the person or business that you are sending the letter to, business that you are sending the letter to, otherwise known as the addressee. otherwise known as the addressee.

Type the inside address on the fourth line Type the inside address on the fourth line under the date line. under the date line.

Should contain the same information that Should contain the same information that will be used on the envelope.will be used on the envelope.

5. Salutation5. Salutation

Is the letter's greeting. Is the letter's greeting. Typed two returns underneath the inside Typed two returns underneath the inside

address. address. Includes the addressee's name and courtesy Includes the addressee's name and courtesy

title along with the greeting. title along with the greeting. Example: Example:

Sir/Madam: For official and formal correspondenceSir/Madam: For official and formal correspondence Dear Sir/Madam or Dear Mr./Ms : For addressing an Dear Sir/Madam or Dear Mr./Ms : For addressing an

individualindividual Dear Sirs/Dear Madam: For addressing a firm or Dear Sirs/Dear Madam: For addressing a firm or

companycompany..

6. Subject6. Subject

It is a statement in brief, that indicates the matter to It is a statement in brief, that indicates the matter to which the letter relates.which the letter relates.

It attracts the attention of the receiver immediately It attracts the attention of the receiver immediately and helps him to know quickly what the letter is and helps him to know quickly what the letter is about. about.

For example,For example, Subject: Your order No. C317/8 dated 12th March 2003.Subject: Your order No. C317/8 dated 12th March 2003. Subject: Enquiry about Samsung televisionSubject: Enquiry about Samsung television Subject: Fire Insurance policySubject: Fire Insurance policy

7. Body7. Body

It is divided into three parts.It is divided into three parts.

Opening part - It is the introductory part of the Opening part - It is the introductory part of the letter. In this part, attention of the reader should be letter. In this part, attention of the reader should be drawn to the previous correspondence, if any. drawn to the previous correspondence, if any.

For example with reference to your letter no. 326 For example with reference to your letter no. 326 dated. 12th March 2003, I would like to draw your dated. 12th March 2003, I would like to draw your attention towards the new brand of television.attention towards the new brand of television.

(b) Main part - This part usually contains the subject (b) Main part - This part usually contains the subject matter of the letter. It should be precise and written in matter of the letter. It should be precise and written in clear words.clear words.(c) Concluding Part - It contains a statement the of (c) Concluding Part - It contains a statement the of sender’s intentions, hopes or expectations concerning sender’s intentions, hopes or expectations concerning the next step to be taken. the next step to be taken. Further, the sender should always look forward to Further, the sender should always look forward to getting a positive response. At the end, terms like getting a positive response. At the end, terms like Thanking you, With regards, With warm regards may Thanking you, With regards, With warm regards may be used.be used.

8. Complimentary Close8. Complimentary Close

Is a courtesy signal at the end of each Is a courtesy signal at the end of each letter, sometimes called the complimentary letter, sometimes called the complimentary closing.closing.

Should be typed two returns below the Should be typed two returns below the body of the letter.body of the letter.

Salutation Complementary closeSalutation Complementary close Dear Sir/Dear Madam Dear Sir/Dear Madam Yours faithfullyYours faithfully Dear Mr./Mrs./Ms. Dear Mr./Mrs./Ms. Yours sincerelyYours sincerely

9. Signature9. Signature

The name of the writer should be typed immediately The name of the writer should be typed immediately below the signature. below the signature.

The designation is given below the typed name. The designation is given below the typed name. Where no letterhead is in use, the name of the Where no letterhead is in use, the name of the

company too could be included below the designation company too could be included below the designation of the writer.of the writer.

For example:For example:Yours faithfully,Yours faithfully,For Acron Electricals Ltd.For Acron Electricals Ltd.(Signature)(Signature)SUNIL KUMARSUNIL KUMARAssistant ManagerAssistant Manager

10. Enclosures10. Enclosures

This is required when some documents like cheque, This is required when some documents like cheque, draft, bills, receipts,lists, invoices etc. are attached draft, bills, receipts,lists, invoices etc. are attached with the letter. with the letter.

These enclosures are listed one by one in serial These enclosures are listed one by one in serial numbers. numbers.

For example :For example :Encl : Encl : (i) The list of goods received(i) The list of goods received(ii) A cheque for Rs. One Thousand dtt. Feb. 27,2003 (ii) A cheque for Rs. One Thousand dtt. Feb. 27,2003 (Cheque No........) towards payment for goods (Cheque No........) towards payment for goods supplied.supplied.

STRUCTURE AND LAYOUTSSTRUCTURE AND LAYOUTS

There are 3 basic letter styles. There are 3 basic letter styles.

Indent MethodIndent Method Full Block MethodFull Block Method Semi Block MethodSemi Block Method

Businesses today prefer FULL-Businesses today prefer FULL-BLOCKED or SIMPLIFIED letter formats.BLOCKED or SIMPLIFIED letter formats.

Indent MethodIndent Method

Letter Head (details of the sender)Letter Head (details of the sender)Ref:Ref: Date:Date:Inside AddressInside Address………………………………..

Sub:Sub:Ref: (Receiver’s ref..)Ref: (Receiver’s ref..)

Salutation:Salutation:Introduction ……………………….Introduction ……………………….…………………………………………………………………………....Main body…………………………Main body……………………………………………………………………………………………………....Closing para………………………Closing para…………………………………………………………………………………………………..Complimentary CloseComplimentary Close

SignatureSignature

Semi Block MethodSemi Block Method

Letter Head (details of the sender)Letter Head (details of the sender)Ref:Ref: Date:Date:Inside AddressInside Address………………………………..

Sub:Sub:Ref: (Receiver’s ref..)Ref: (Receiver’s ref..)

Salutation:Salutation:Introduction ……………………….Introduction ……………………….…………………………………………………………………………....Main body…………………………Main body……………………………………………………………………………………………………....Closing para………………………Closing para…………………………………………………………………………………………………..

Complimentary CloseComplimentary CloseSignatureSignature

THE FULL-BLOCKED STYLETHE FULL-BLOCKED STYLE

All parts of the letter ,except the printed letter All parts of the letter ,except the printed letter head, are aligned to the left margin.head, are aligned to the left margin.

Indentation is not required for any part, thus it Indentation is not required for any part, thus it saves time.saves time.

Letter Head (details of the sender)Letter Head (details of the sender)Ref:Ref:Date:Date:Inside AddressInside Address………………………………Sub:Sub:Ref: (Receiver’s ref..)Ref: (Receiver’s ref..)Salutation:Salutation:IntroductionIntroduction………………………………………………..Main bodyMain body……………………………………………………Closing paraClosing para……………………………………………………Complimentary CloseComplimentary CloseSignatureSignature

Types of lettersTypes of letters

Credit & Collection LettersCredit & Collection Letters Order & Enquiry LettersOrder & Enquiry Letters Claim & Adjustment LettersClaim & Adjustment Letters Sales & Fund-Raising LettersSales & Fund-Raising Letters Job Application LettersJob Application Letters

1.1. CreditCredit2.2. CollectionCollection3.3. OrderOrder

4.4. EnquiryEnquiry

5.5. ClaimClaim

6.6. AdjustmentAdjustment7.7. SalesSales8.8. FundraisingFundraising

9.9. Job Job ApplicationApplication

1.1. To enquire or request for loanTo enquire or request for loan2.2. To collect past due accountsTo collect past due accounts3.3. To place an order for products or To place an order for products or

servicesservices4.4. To enquire the status of something; To enquire the status of something;

price lists; cataloguesprice lists; catalogues5.5. To lodge a complaint & ask for To lodge a complaint & ask for

remedy.remedy.6.6. To inform how the complaint would To inform how the complaint would

be take care ofbe take care of7.7. To sell a product or serviceTo sell a product or service8.8. To request the readers to donate To request the readers to donate

money or time.money or time.9.9. To apply for a jobTo apply for a job

Business Enquiry LetterBusiness Enquiry Letter

Sometimes prospective buyers want to Sometimes prospective buyers want to know the details of the goods which they know the details of the goods which they want to buy, like quality, price, mode of want to buy, like quality, price, mode of delivery & payment etc.delivery & payment etc.

The letter written to sellers with one or The letter written to sellers with one or more of the above purposes is known as more of the above purposes is known as enquiry letter.enquiry letter.

Acron ElectricalsAcron Electricals

Darya Ganj, New Delhi-2Darya Ganj, New Delhi-2

Ref: PR/F/2002/27Ref: PR/F/2002/27

Date: July 27, 2002Date: July 27, 2002

Bharat FansBharat Fans

HyderabadHyderabad

Subject: Enquiry about the prices of fansSubject: Enquiry about the prices of fans

Dear Sir,Dear Sir,

We are dealing in retail trade of electrical appliances. We would We are dealing in retail trade of electrical appliances. We would

be interested in selling your product, Bharat Fans through our be interested in selling your product, Bharat Fans through our

Retail showroom.Retail showroom.

Could you, therefore, send us your quotations and let us know Could you, therefore, send us your quotations and let us know

the terms & conditions of payment.the terms & conditions of payment.

Quotation LetterQuotation Letter

After receiving the letter of enquiry from a After receiving the letter of enquiry from a prospective buyer, the seller’s supply the prospective buyer, the seller’s supply the relevant information by writing a letter that relevant information by writing a letter that is called quotation letter.is called quotation letter.

These letters are written keeping in view These letters are written keeping in view the information asked for like price list, the information asked for like price list, mode of payment, discount to be allowed mode of payment, discount to be allowed etc.etc.

Bharat FansBharat FansHyderabadHyderabad

Ref: SL/F/2002/12Ref: SL/F/2002/12Date: August 10, 2002Date: August 10, 2002

Acron ElectricalsAcron ElectricalsDarya Ganj, New Delhi-2Darya Ganj, New Delhi-2Subject: Your letter No. PR/F/2002/27 dated July 27,2002Subject: Your letter No. PR/F/2002/27 dated July 27,2002Dear Sir,Dear Sir,

Thank you for your letter of enquiry. We would be glad to meet Thank you for your letter of enquiry. We would be glad to meet your requirements of selling our fan in your retail showroom.your requirements of selling our fan in your retail showroom.Our quotations are given in the price list enclosed. We offer 10% Our quotations are given in the price list enclosed. We offer 10% Discount on order above Rs. 50,000/-. Besides we allow a grace Discount on order above Rs. 50,000/-. Besides we allow a grace Period of 45 days for payment of dues to our regular customers.Period of 45 days for payment of dues to our regular customers.We are confident that you will find our prices competitive & our terms We are confident that you will find our prices competitive & our terms & conditions reasonable. We look forward to meeting your & conditions reasonable. We look forward to meeting your requirements.requirements.

Encl: Price List & Terms & ConditionsEncl: Price List & Terms & Conditions

Order LetterOrder Letter

The prospective buyer after receiving the The prospective buyer after receiving the reply to his enquiry i.e., quotation letter, reply to his enquiry i.e., quotation letter, may decide to place an order in the form may decide to place an order in the form of Order Letter.of Order Letter.



Ref: PR/F/2002/32Ref: PR/F/2002/32

Date: August 22, 2002Date: August 22, 2002


HyderabadHyderabad

Subject: Your letter of quotation No. SL/F/2002/12 dated August 10,2002Subject: Your letter of quotation No. SL/F/2002/12 dated August 10,2002

Dear Sir,Dear Sir,

Many thanks for your prompt reply to our enquiry letter of July 27, 2002. Many thanks for your prompt reply to our enquiry letter of July 27, 2002.

As we find your prices and terms quite reasonable, we wish to place a trial As we find your prices and terms quite reasonable, we wish to place a trial

order as per the list enclosed.order as per the list enclosed.

As pointed out in our enquiry letter, quality is important. Should the goods As pointed out in our enquiry letter, quality is important. Should the goods

meet our expectations, substantial orders will follow.meet our expectations, substantial orders will follow.

Payment will be made within the time limit prescribed in your quotation Payment will be made within the time limit prescribed in your quotation

letter.letter.

Encl: Order ListEncl: Order List

Complaint LetterComplaint Letter

A complaint letter is written when the A complaint letter is written when the purchaser does not find the goods up to purchaser does not find the goods up to his satisfaction.his satisfaction.

If he receives wrong, defective/ damaged If he receives wrong, defective/ damaged goods or receives incorrect quantity of goods or receives incorrect quantity of goods.goods.



Ref: PR/F/2002/27Ref: PR/F/2002/27

Date: September 05, 2002Date: September 05, 2002


HyderabadHyderabad

Subject: Complaint regarding fansSubject: Complaint regarding fans

Dear Sir,Dear Sir,

Thank you for promptly delivering the fans in response to our order No. Thank you for promptly delivering the fans in response to our order No.

PR/F/2002/32 on August 22, 2002. But we are sorry to state that on checking PR/F/2002/32 on August 22, 2002. But we are sorry to state that on checking

the consignment, we found that some fans were missing in the parcel. the consignment, we found that some fans were missing in the parcel.

It appears that the following items were not included.It appears that the following items were not included.

Bharat Fan Super QualityBharat Fan Super Quality 3 (Three)3 (Three)

Bharat Fan StandardBharat Fan Standard 2 (Two)2 (Two)

We request you to please send us the fans immediately. We thank you in We request you to please send us the fans immediately. We thank you in

advance for your cooperation.advance for your cooperation.

Collection/ Recovery LetterCollection/ Recovery Letter

The letter written by the seller for The letter written by the seller for collection of money for the goods supplied collection of money for the goods supplied to the buyer is called recovery letter.to the buyer is called recovery letter.

The aim of recovery letter is to collect The aim of recovery letter is to collect money without annoying the customer.money without annoying the customer.

The language should be polite , so that the The language should be polite , so that the customer is not offended & future customer is not offended & future transactions with him are not adversely transactions with him are not adversely affected.affected.


HyderabadHyderabad

Ref: SL/F/2002/12Ref: SL/F/2002/12

Date: December 10, 2002Date: December 10, 2002



Subject: Recovery of duesSubject: Recovery of dues

Dear Sir,Dear Sir,

We believe that the payment of our bill No. 1713 dated September 2, We believe that the payment of our bill No. 1713 dated September 2,

2002 must have escaped your attention. As the payment is due since 2002 must have escaped your attention. As the payment is due since

long, we would appreciate if you send us your cheque immediately. long, we would appreciate if you send us your cheque immediately.

Please let us know whether payment is being withheld for some special Please let us know whether payment is being withheld for some special

reasons.reasons.

structure & layouts - business correspondence

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