Examples: Business Letters

Business Letters

Personal letters are simple, sincere and friendly in tone. Business letters, such as complaints, enquiries and orders, are formal and matter-of-fact. They are written to or by offices, firms and professional bodies and aim to transact or record some specific business.

• The format of a business letter differs from that of a personal letter.
• The language of a business letter is more formal than that of a personal letter; the intimate, chatty style appropriate to a personal letter is generally not used in business correspondence.

(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 does not work satisfactorily. It does not wash the clothes properly and makes an unbearably loud noise. I believe there is something gravely wrong with its motor or ball bearings.

The first wash itself proved to be a great disappointment to all of us who stood expectantly around it. I bought the machine on your assurances of its excellent performance, which have all proved untrue. I think this is a case of a manufacturing defect.

I request you to replace the machine at the earliest since it is difficult for us to manage without it. A written one-year warranty was given with this machine.

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

Subject: Enquiry about readymade garments

Dear Sir,

We wish to place a bulk order for the following items and want them delivered to our premises latest by the end of next month:

Kindly let us know the minimum price for these items and the rate of trade discount allowed. 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
10 April 20__

Messrs Bhogal Steel Fabricators
G-14 Industrial Area
Panipat - 132103

Subject: Placing an order for steel furniture

Dear Sir,

Kindly arrange to supply to us the following items of steel furniture for our new office on G.T. Road. The quotations for their prices were sent by you in response to our enquiry dated 29 May 20__.

Please ensure that the items supplied are free from manufacturing defects and are properly 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 a 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. Payment will be made by the school as soon as the supply is received. Please grant the maximum discount you normally allow on bulk orders.

Yours sincerely,
Rajdev Singla
(In-charge Medical Section)

(5) Inability to Execute an Order in Time

You are unable to execute an order by the 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 30 April 20__. We regret to inform you that due to unavoidable reasons we will not be able to supply the ordered items by that date. There have been labour problems in the cotton industry and production has almost come to a standstill in many mills. Production in our mill is continuing, but at a reduced pace.

We are sorry for the inconvenience and request you to allow an extension of delivery by at least seven days. We hope you will bear with us.

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. The sound is unclear and the volume fluctuates automatically. The picture also changes to black and white intermittently. The set is under warranty; I request you to attend to it at your earliest convenience.

I hope you will enable us to watch the upcoming one-day Singer World Cup cricket matches that 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 two 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 under the warranty.

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 shop last month against cash memo No. 1786 dated 17-11-20__ with a two-year warranty. It has been used only a few times, but now it fails after 30-40 seconds of continuous operation. I have to press the record button repeatedly to continue recording.

I request that the defective piece be replaced immediately as I need to cover important functions in the coming week.

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 Nainital during the 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.

Ans.

Pragya Public School
Nangal (Punjab)
20 June 20__

The Director
Mount Travels and Tourism
Nangal

Sir,

We organised a ten-day tour to Nainital for fifty students during the summer vacation. The arrangements were made by your agency. I am sorry to report that the arrangements were far below the promised standard. The board and lodging facilities were of very poor quality.

Please stop making tall claims you cannot fulfil, as this dupes tourists and tarnishes the image of the locality. Improve your services; otherwise we shall not avail of your agency's services in future.

Yours sincerely,
Sujata
(Head Teacher)

(9) 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

Subject: Request to book a room in a five-star hotel

Dear Sir,

I intend to visit Shimla during the coming summer vacation and shall be staying for a fortnight from 15-06-20__ to 28-06-20__. I request you to book a room for me at Hotel Savoy. I shall arrive in Shimla on the afternoon of 15 June.

Please reserve a taxi (preferably a Maruti Zen) for the entire period of my stay and arrange for a good guide to show me the places of interest in and around Shimla. Kindly confirm when all arrangements have been made.

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

Subject: Cancelling the order

Sir,

We placed an order with you on 5 March for 100 pieces of cotton shirts to be delivered by 20 March. Till now we have received neither the goods nor any communication from you. As the delivery time has long expired, we are compelled to cancel the order. Should the goods arrive now, they will be refused.

Yours faithfully,
Ram Nath Jindal
(Proprietor)