Examples: Business Letters | English Grammar Advanced - Class 10 PDF Download

Business Letters
(Complaints, Enquiries, Placing Orders)
A personal letter is simple, sincere and friendly (i.e. informal) in tone. A business letter, on the other hand, is formal and matter-of-fact. Its aim is to transact some particular business. These letters are written to or by offices, business firms, etc. The business letter differs from the personal letter in two ways :
1. The form of the business letter differs from that of the personal letter.
2. The language of the business letter is more formal than that of the personal letter. The intimate, chatty style which is appropriate to the personal letter is generally not used in a business letter.

(1)
Replacement of Defective Washing Machine
You are Geeta / Mohit of 26, Urban Estate, Sector 13, Kurukshetra. Last week, you bought an automatic Samsung washing machine from Messrs Gupta Electronic Stores, Main Bazaar, Panipat. The machine has turned out to be a defective piece. Pointing out the defects, write a letter of complaint to the dealer with a request to replace the machine with a new piece at the earliest.
Ans.
26 Urban Estate
Sector 13
Kurukshetra 16 March 20    
Messrs Gupta Electronic Stores
Main Bazaar
Panipat
Subject : Replacement of ‘Samsung’ Washing Machine
Dear Sir
I bought from your store an automatic ‘Samsung’ washing machine last week, against cash memo No. 11562 dated 10-03-20    . I regret to inform you that the machine doesn’t work satisfactorily. It doesn’t wash the clothes properly, and makes an unbearably loud noise. I think there is something gravely wrong with its motor or ball bearings. The first wash in the machine came as a great dismay to all in the family who stood expectantly around it. I bought the machine on your assurances of its excellent working which have all proved untrue. I think it is only a freak case of manufacturing defect. I request you to replace the machine at the earliest since it is difficult for us to do without it. A written one year’s warranty on this machine has been given by you.
Yours faithfully
Geeta

(2)
Trade Inquiry About Readymade Garments
Write a letter of enquiry to Messrs Khanna Exports, Mumbai, enquiring about various kinds of readymade garments.
Ans.
Modern Fashion Store
Railway Road
Rohtak-124001
28 October 20    
Messrs Khanna Exports
Andheri East
Mumbai
Dear Sir
We wish to place a bulk order in respect of items mentioned below, and want them delivered at our premises latest by the end of the next month.

Kindly let us know the minimum price for these items and also the rate of trade discount allowed onthem. An immediate reply would be appreciated so that the order can be finalised.
Yours faithfully
Pawan Aggarwal (Partner)

(3)
Placing Order For Steel Furniture
Write a letter to a firm placing an order for the steel furniture for your office.
Ans.
Gopal Estate
G.T. Road
Hissar-125001
10th April, 20
Messrs Bhogal Steel Fabricators
G-14 Industrial Area
Panipat-132103
Dear Sirs
Kindly arrange to supply to us the following items of steel furniture for our new office on the G.T. Road. The quotations in respect of their prices have already been sent by you in response to our inquiry dated 29th May, 20__.

Please see that the items supplied are free of any manufacturing defect and are nicely polished.
Yours faithfully,
Ashok Goel
(Office Superintendent)

(4)
Placing Order For Medical Items
You are the in-charge of the Medical Section of Gyanodaya Public School, Nehru Vihar, Alwar. Your stock of medicines is about to finish. Write a letter to the Director of Jambo Medicare, Delhi, ordering medical items like glucose, crocin, bandages, tincture, pain-healers, ointments, etc. Ask for discount on bulk order. Invent other necessary details.
Ans.
Gyanodaya Public School
Nehru Vihar
Alwar (Rajasthan)
26 August 20    
The Director
Jambo Medicare Delhi
Subject : Supply of Medical Items for the School
Sir
The following medical items are running out of stock. Kindly supply the same as soon as possible. The list is given below :


All the items should bear long expiry dates. The payment will be made by the school as soon as the supply is received. I hope you will not forget to give the maximum discount you usually give on bulk orders.
Yours sincercely
Rajdev Singla
(In-charge Medical Section)

(5)
Inability To Execute An Order In Time
You are unable to execute an order by due date. Write a letter to your customer, expressing regret and explaining why the delay is unavoidable. Ask for an extension of seven days’ time.
Ans.
XYZ Cotton Mills Ltd.
84 Industrial Estate Surat
26 April 20_ _
Messrs ABC & Co.
Railway Road
Panipat
Subject : Inability to Execute Order in Time
Dear Sir
Your order No. 00642, dated 14 March, 20    was due to be executed by April 30. But we regret to inform you that due to some unavoidable reasons, we won’t be able to supply you the ordered items in time. There have been labour problems in the entire cotton industry and as such production has almost come to a standstill in all the mills over here. However, in our mill the production is going on, though at a subdued speed.
We are indeed sorry for not being able to execute the order in time and request you to allow us to extend the period of delivery by a week at least. We hope you will bear with us and not mind the inconvenience.
Yours faithfully
V.K. Ohri
(Manager)

(6)
Complaint About A Tv Set
Ravi Sundram of 28, Civil Lines, Sonepat, bought a colour TV set from Messrs Ram Electronics, 14, Bazaar Marg, Sonepat, a month ago. Now he finds that the sound is not clear and the picture changes to black and white from time to time. He writes a letter to the dealer, complaining about the same and requesting him to attend to it at the earliest. Write the letter for Ravi Sundram.
Ans.
28 Civil Lines
Sonepat
28 March 20_ _  
Messrs Ram Electronics
14 Bazaar Marg
Sonepat
Subject : A Recently-bought Colour TV Set
Dear Sir
I bought a Venus Colour TV set from your shop against cash memo No. 1786, dated 17.02.20 . I regret to inform you that the set is not working properly, to the great dismay of each one in the house. The sound is not clear and the volume keeps fluctuating automatically. The picture also changes to black and white from time to time. The set is still under warranty, and I request you to attend to it at your earliest.
I hope you’ll enable us to watch on our TV the one-day Singer World Cup cricket matches going to commence next Monday.
Thanking you
Yours faithfully
Ravi Sundram

(7)
Complaint About Video Camera
You are Anshuman, staying at 8, Netaji Nagar, Hissar. Last month, you bought a video camera from Ultra Modern Electronic House, Prince Road, Hissar, against a warranty of 2 years. Now you find that there is something wrong with this camera. It doesn’t work for more than 30-40 seconds at a stretch. Write a letter to the dealer, complaining about this problem. Also request him to replace the defective piece against the warranty that goes with it.
Ans.
8 Netaji Nagar Hissar
19 Dec. 20_ _
Messrs Ultra Modern Electronic House
Prince Road
Hissar
Subject : Defects in the Recently-bought Video Camera
Dear Sir
I bought a video camera from your Electronic House last month. I bought it against cash memo no.1786, dated 17.11.20_ _, and it has a two-year warranty. It is hardly one month since I bought the camera and have used it only a couple of times. But now I find that there is something gravely wrong with this camera. It doesn’t work for more than 30-40 seconds at a stretch. I’ve to keep pushing the button again and again to have it going on. It is requested that the defective piece should be replaced immediately since I’ve to cover some important functions with it in the coming week. Please have the camera replaced at
your earliest and oblige.
Yours faithfully
Anshuman

(8)
Poor Arrangements By The Travel Agency
You are Sujal / Sujata of Pragya Public School, Nangal, Punjab, who had arranged a trip for fifty students to Nanital during summer vacation for ten days with ‘Mount Travels and Tourism’. The arrangements done by the travel agency were far below standard. The accommodation and food facilities were inferior in quality. Write a letter of complaint to the director of the agency to stop duping tourists with false promises as it tarnishes the image of locals.    (Sample Paper 2018-19)
Ans.
Pragya Public School
Nangal (Punjab)
20 June 20_ _
The Director
Mount Travels and Tourism
Nangal
Sir
We had organized a tour to Nanital for as many as fifty students during the summer vacation. It was a ten-day tour. For this, the arrangements were made by your Agency. But I am very sorry to say that the arrangements done by your Agency were not up to the mark. They were far below standard. The board and lodging facilities were of a very poor quality. Why do you people put up tall claims if you are unable to come up to customers’ expectations ? Kindly stop duping tourists, for it mars the image of locals. Improve your services, otherwise we will not like to avail ourselves of the services of your Agency next time.
Yours sincerely
Sujata (Head Teacher)

(9)
For Booking A Room In A Five Star Hotel
This summer vacation, you are planning to visit Shimla. Write a letter to a travel agency in Shimla, requesting them to book you a room in a five-star hotel. Give the details of your stay and the facilities you require there. Sign your name as Leela / Mohan, C/5, Nehru Nagar, Dibrugarh, Assam.
Ans.
C/5 Nehru Nagar
Dibrugarh
Assam
09 February 20_ _
Messrs Goel Travel Agents
The Mall
Shimla
Dear Sir
I intend to visit Shimla during the coming summer vacation. I shall be staying there for a fortnight, i.e. from 15.6.20_ _ to 28.6.20_ _. So I request you to have a room booked for me in Hotel Savoy. I shall be reaching Shimla in the afternoon of June 15 th. Please have a taxi, preferably a Maruti Zen, reserved for me for all the days of my stay at Shimla. Also arrange for a good guide who can take me around all the places worth seeing in and around Shimla. Please let me know when you have made all the arrangements for me.
Yours truly
Mohan

(10)
Cancelling An Order
You placed an order with Messrs Readymade Garments, Hissar, for the supply of cotton shirts. But they have delayed the execution of the order. Write a letter to them, cancelling the order.
Ans.
R.N. COTTON AND SYNTHETIC GARMENTS, GHAZIABAD
Telephone : 2754002
04 April 20_ _
Messrs Readymade Garments
Rohtak Road
Hissar
Sirs
We placed an order with you on 5 th March for 100 pieces of cotton shirts to be delivered by 20th March. But till now we have received neither the goods nor any letter from you. The time of delivery has long expired and we are compelled to cancel the order, and should the goods arrive, they will now be refused.
Yours faithfully
Ram Nath Jindal
(Proprietor)