BUSINESS LETTER What is a business - PowerPoint Presentation

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BUSINESS

LETTER

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What is a business

letter?

Business letter

is

a

form of written communication within an organization

or

between two organizations. It

is

differentiated

from a

general letter

by

its

layout

and

form

which

is

well established

by

convention

and

practice.

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TYPES OF BUSINESS

LETTERS

BUSIN

E

SS

LETTER

CLAIM

LETTER

QU

O

TATION LETTER

SALES

LETTER

COLL

ECTION LETTER

ENQUIRY

LETTER

JOB

APPLICATION

ADJUS

TMENTLETTER

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Sales letter

is used to convince the customers

for an

existing product

or a

new particular

product.

A sales letter should be persuasive and contain the main features of the product.

SALES

LETTER

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GUIDELINES

FOR SALES

LETTER

*

Get

attention

from

attractive opening.

*

Arouse interest in the product.*Present reader benefit information.

*

Close with a clincher sentence.

*Mention about enclosures if

added.

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An offer is like a sales letter sent to all prospective customers to promote sale of a good. A quotation is a specific offer for a sale made in response to an enquiry.

Offers and quotations

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ENQUIRY

LETTER

An

enquiry

letter

is written to

seek

information

from other organizations. It may deal with a simple matter

or a matter

of wider dimensions.

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*

It should be straight forward, Courteous, Positive, Confident.

Indicate

the nature

of

enquiry at the

beginning.

*

State reasons for the enquiry.

*

Clearly state what information you are seeking.*Close with a statement which would elicit quick response.

GUIDELINES FOR

ENQUIRY LETTER

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Base

Types

Description

Initiative

Solicited

An enquiry made

in response to advertisement of a seller

Unsolicited

An enquiry made at the buyers own initiative

PeriodicityRoutineAn enquiry made to old suppliers in the usual course of business The purchases are repetitive.SpecialAn enquiry made by the buyer for either new goods or to new suppliers or both. The purchase is occasional.

Letter of enquiry

Type of enquiries

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QUO

T

A

TION

LETTER

A

quotation

letter

is sent in reply

to an enquiry

letter. It should contain point by point detailed information.

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*

Mention the

letter

number

and date

of

enquiry

letter

to which reply

is made.*Give detailed

information in

points.*Mention the terms and conditioned involved.*

Keep in mind that the letter will be examined

fromseveral points of view:

quality, price,

promptness in reply, etc.

GUIDELINES FOR

QUOTATION LETTER

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CLAIM LET

T

ER

A

claim

letter

is also called as

complaint

letter.It is written to

rectify the mistakes made

orwrongs done.

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*

Explain clearly what has gone

wrong.

*

Give

sufficient

data if

necessary.*Motivate prompt action.

*

Specify clearly what adjustment you would consider fair.*Address the

letter

to a senior officer of the

organization.

GUIDELINES FOR CLAIM LETTER

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Adjustment

letter

is

a reply

to

a

claim

letter.

It should not be sent

in a moment of excitement or anger.

Take sometime

torestore to one’s usual self before writing

such letter.

ADJUSTMENT

LETTER

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*

Convey good news

first.

*

Explain why things went

wrong.

*

Give additional information for the same

product.

GUIDELINES FOR ADJUSTMENT LETTER

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CONTINUED…

*

Send

new

sales

material

about

other

product

in which the customer might be interested.

*

Close the letter, emphasizing the action to be taken by customer.*Address the

letter to the claimant by

name.

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Bangladesh Textiles Mills Ltd.

Narayangong, Dhaka10th Feb. 04Marketing Manger

Bexi

-Clothes Corner

South Plaza,

Dhaka-1215.

Ref: Your letter dated 5th Feb. 04.

Dear Sir,We thank you .for your letter of 5th Feb. 04 along with/ sample of cloth for examination

.The report that we have received just today shows that the consignment forwarded to you was the wrong one full of defective clothes. It was a mistake because of our despatch section and we regret this mistake which has caused you both embarrassment and inconvenience. We have already sent the replacement by passenger train. You can be sure of the quality of cloth now sent.

You can, of course, return the clothes to us and debit our account for the loss caused to you. We again regret the inconvenience to you and assure you that such mistakes will be avoided in future.Yours faithfully M. AshrafSales Manager

Banagladesh Textile Mills Ltd.

Adjustment letter sample

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COLLECTION

LETTER

A

collection

letter

is written to persuade the customers to make them the delayed payment. Utmost tact should be used in reminding them which should

not

affect the business

link.

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*

Tone

should be

persuasive.

*

Purpose

is to

get

the money and maintain the business link.*Do

not use straightforward language to

askfor the payment.

GUIDELINES FOR

COLLECTION LETTER

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Collection letters have some unique features that differentiate them from other business letters. Some of the features of collection letter are as follows:

Objective. The main objective of writing a collection letter is to realize the payments from the clients.

Referring the previous letter.

 When collection letters are written in an orderly manner, every subsequent letter mentions the reference of an immediate earlier letter.

A threat for legal action.

 The last letter of collection letter series warns the customer that the matter has been handed over to the lawyers for taking necessary legal action.

Parties included.

 The parties include the buyer who purchases on credit and the seller. The seller writes this letter to the buyer for payment of dues.

Commanding principle. The commanding standard of the letter is to collect the payments by maintaining the customers with the company.

Choice of language. The letter is written by using friendly, effective, but straightforward language.Features of a Collection Letter

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Collection letter sample

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Collection notice letter

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JOB

APPLICATION

LETTER

A

job

application

letter

is

like a sales

letter; it is

written to sell one’s services. A job application should be drafted carefully as it is related with one’s

career.

It carries sequence of information regarding

the qualification and experience.

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The sequence of

information

in job

application

letter

usually follows the following

pattern.

*

Personal details.*Educational

details.

*Training its nature and duration.

GUIDELINES

FORJOB APPLICATION LETTER

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CONTINUED…

*

Experience

–

organization in which you worked, nature

of

duties and duration.

*

Other

accomplishments

– prizes and awards won,

research paper and books published.*References.

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