Unit 5

Business Correspondence

5.1 Importance of Business Letters, Parts and Layout

Writing letters is an art and a strategy. The latter can be followed by following formal meetings; the former must be nurtured with the care and deepest interest of man. The letters are generally divided into the following four categories: friendly or informal letters, business letters; invitations and responses, as well as the use of functions.

Importance of a Business Letter

1. Promotional Function: By promoting new products and providing better services to business organizations, improving and enhancing the quality of their products. Customers should be informed through these developments. Business organizations have to expand their market by tapping new areas. All-round expansion is possible only if the organization continues to be well-informed by letters to those people and letters promoting them.
2. Informational work: Business letters provide valuable data about previous policies, transactions and all other activities of the organization. Modern businesses cannot depend on memory like the old days. If they are available then the letters are ready reference. New policies can be developed by studying earlier. Not only is it necessary to maintain good correspondence, but it is also more necessary to make them available in the files.
3. Legal work: Business letters can provide evidence in legal disputes, if any, which is in a transaction. They are useful as legal documents in quotes and offers.
4. Goodwill work: Business letters promote goodwill among business parties that trade. They make a good rapport between the parties in business transactions.
5. Convey information: The fundamental reason for any business letter is to pass on information in regards to practice business exercises. Information can be transmitted through the business letter to clients, providers, indebted individuals, government experts, monetary organizations, bank, and insurance agencies and to any different gatherings related to the business.
6. Conclude exchange: One of the particular functions of a business letter is to finish up an exchange. In finished exchanges business letter are as often as possible utilized.
7. Creation of markets: Business letter are particularly significant for creating interest for new products and services and market creation.
8. Creation of generosity: In this electronic period, messages can be sent inside a couple of moments through electronic media however a very much beautified business letter has its own significance in creating a positive picture of the company.

Features of business letters

1. Knowing What to Say:

Nothing is more harmful to good communication than muddle-headedness resulting in not being able to make one's point. Before writing a letter, one should be sure of what one wants to say and accordingly one should be in command of all the necessary facts and information arranged logically and systematically.

2.     Clarity:
Knowing what one wants to say is not enough unless one says it in as clear a Language as possible. Here comes the importance of the right word and the right expression put in a sentence constructed neatly and with precision. It should, however, be remembered that right words and write expressions become relevant only when they occur in the right place. Thus, emotional and even flowery language may be apposite to a personal Letter but it will be completely out of place in a business letter.

3.     Brevity:
A few generations ago, when man enjoyed unlimited space and time, prolixity in language would not have been unwelcome, at Least in certain kinds of correspondence. In the modern age, however, addition of even one extra word cost time and energy most people will like to avoid. It is all the more the business correspondence. It means that all redundancy, be it a quotation illustration, an elaboration, in short, padding of any kind, must be avoided at all costs.

4.     Accuracy:
Avoidance of redundant helps achieve accuracy of statement. For much unwanted language in letters is the direct result of inaccurate and inconsistent thoughts and statements. A little care, particularly habitual revision of what one has written, will go a long way towards making writing accurate.

5.     Courtesy:
As remarked earlier, a letter reveals its writer's personality and character. Since there is always a 'you' in every letter, it is necessary that this 'you' or the addressee be shown all the courtesy and respect that language can express. Even when a complaint is lodged or a statement or application rejected, care should be taken that it is couched in polite and civilized language. It is worth remembering that while courtesy costs nothing, there is hardly anything more abrasive than impolite language.

6.     Good Looks:

Finally, a letter must be a visual attraction to the reader. It can displease either through wrong spelling and punctuation or bad writing and typing. These are not mattering merely of form as even a well-thought out-letter, rich in ideas and having all the qualities of clarity, brevity, accuracy and courtesy may not only fail to make proper impact on the reader, but may even defeat its purpose by causing him unnecessary annoyance.

Parts of a business letter

The following parts usually constitute the structure of a business letter:

• Heading
• Date
• Inside Address
• Attention line
• Salutation
• Subject
• Reference
• Body
• Complimentary close
• Signature
• Enclosure

1. Heading: Many business organisations use printed letter head for business correspondence. The letterhead contains the name, the address, the line of business, telegraphic address, telephone numbers, telex numbers, e-mail address etc.

2. Date: The date should be indicated within the upper right corner of the letter sheet. It's generally written two or three spaces below the last line of the letterhead. There are two methods of indicating the date:

• In the order of day, month and year — 10 July 1999.
• In the order of month, day and year — July 10, 1999. Both methods are acceptable.

It is advisable to write down the names of the month fully.

3. Inside Address: The inside address consists of the names and address of the person or firm to whom the letter is written. It's generally written two spaces above the attention line and two spaces below the extent of date. If there's no attention line it's given above the salutation within the left margin. The complete address, i.e., the name of the person, firm, street, road etc. should be written as indicated in the source you bought the address from. The details shouldn't be abbreviated.  While addressing a firm, ‘Messrs’ is employed before the name. If the firm bears personal title, Messrs should be used. If the letter is addressed to a politician by name, write Mr. Or Shri before the name. If the officer is an unmarried woman, add Miss and if married, Mrs. Or Smt. Before her name.

4. Attention Line: When a letter is addressed to a company in order that it should reach a specific office by name or a specific department, then attention line is typed below the within address. This line is usually underlined.

5. Salutation: Salutation means greetings. It shows the respect or affection or politeness which you introduce during a letter. The selection of salutation depends upon the personal relationship between the author and the reader. It's placed two spaces below attention line or two spaces below the within address. While addressing a firm, company or a club, etc. use ‘Dear Sirs’.

6. Subject: The purpose of subject line is to let the reader know immediately what the message is about. By seeing this the reader can understand at a look what the letter is about. The standard practice is to type this line during a double space between the salutation and the first line of the body.

Dear Sirs,

Subj.: Payment of Bill.

7. Reference: In a reply to an earlier letter reference numbers, date etc. is also mentioned below the topic. Subject and reference must be separate and must stand out clearly to get the attention of the reader.

8. Body of the letter: The body is the most vital a part of a letter. The aim of this part is to convey the message and to produce an appropriate response in the reader. It is, therefore, important to organise and arrange the material very carefully.

Generally, the body consists of the following:

• Opening paragraph.
• Main paragraph.
• Closing paragraph.

The opening paragraph should be written in such how that it attracts the attention of the reader and makes him go through the letter.

The main paragraph contains the topic matter. It should cover all the relevant points which the author wants to convey. It should be written in simple, clear and unambiguous terms.

The closing paragraph should indicate the expectations, intentions and desires of the sender.

9. Complimentary close: The complimentary close may be a polite way of ending a letter. It's typed two spaces below the last line of the body of the letter.

10. Signature: Signature is that the assent of the writer to the subject-matter of the letter. It's placed below the complementary close.

11. Enclosure: Sometimes, papers like price list, catalogue, draft could also be attached to the letter. This is often indicated after the signature and at the left margin. Generally, the abbreviated form “End.” is typed against which the amount of enclosures is indicated.

Layout of a Business Letter

1. Font and Margins

Before writing an official letter, it must be kept in mind that the letter should not only be simple to understand but easy to read as well. Set your margins to be one or one and a half inches per each side of the document, this will help your letter look professional. Using simple fonts like Verdana, Arial, Calibri or Times New Roman with a 12-point size will give your official letter a clean look as well.

2. Heading and Subject

Once your fonts are set, you can begin addressing your letter. First, write your name in the top left-hand corner of the page. Include your name, address and the current date. You can also include your phone number and email if you are requesting further contact.

While writing the recipient's address information, remember to put it directly beneath yours. Write their name, title of their organization if they are representing one, followed by the address. Review the name and address of your recipient more than once to ensure you've written the correct address and spelled their name right.

3. Salutation

You can now professionally greet your reader. A common salutation used in official letters is, "Dear Ms. Or Mr. Last name". If you know both their first name or last name, you can include that in the salutation. For example, you can write, "Dear Alex Smith". If you know their gender, you can write, "Dear Mr. Alex Smith" or "Dear Ms. Alex Smith". If you're unaware of the name of the recipient, you can write, "Dear Sir or Madam".

4. The Body

The body paragraphs are where you can capture your main points and professionally explain your concerns, opinions or other information to your recipient. This is the part where your introduction and the purpose of the letter comes in. You can use verbiage such as, "I am writing to you today because..."

Once you've explained what the recipient will read, you can expand further throughout the next paragraph. Include details that support your first statement. For example, if you were writing a recommendation letter, you could expand on the skills of the person your recommending by saying, "Avery's time-management and organizational skills have improved the efficiency of my business by 12% since the beginning of the quarter."

You can continue giving examples until you believe your point has been clearly understood by the reader. Keep your sentences short, simple and easy for the reader to understand.

5. Conclusion and Signature

After finishing the body of the letter, the conclusion should be written. This paragraph can be short and will finalize the document by repeating your main point, explaining any possible next steps or thanking the recipient for taking the time to read your letter.

After closing the letter, you can provide your closing signature at the end of the document. Examples of common letter signatures are:

• Sincerely
• Sincerely yours
• With appreciation
• Thank you
• Regards
• Yours truly
• Respectfully yours

Carefully select your closing signature as per the requirements and input name at the bottom of the letter.

6. Enclosures

Enclosures are additional materials added to your letter to support your document, similar to when you attach a file to an email. If you're attaching a document to complement your letter, you should mention it near the end of your letter. To inform the reader that an additional document is attached, you can include the word "enclosure" at the end of the letter after your name. You can also shorten the word by writing, "encl."

Write your name and address in the top left-hand corner of the envelope followed by the recipient's name and address in the middle. Now your letter is ready to be sent to the recipient.

Key Takeaways

1. A business letters promotes products and services, provides information, provides evidence in legal disputes, promotes goodwill, conveys information, creates markets for new products etc.
2. Parts of a business letter include: Heading, Date, Inside Address, Attention line, Salutation, Subject, Reference, Body, Complimentary close, Signature, Enclosure.
3. Layout of a business letter incorporates font and margins, subject, salutation, the body of the letter, conclusion, signature and enclosures.
4. Full block style business letters are appropriate for business correspondence and have a formal appearance, they are left justified.
5. Modified Block letters are useful if one is corresponding with someone they already have a good working relationship with. Modified block is different from block style as the date, sign off, and signature lines begin at the centre point of the page line.
6. Semi-block business letters differ from most others therein the first line of every paragraph is indented.
7. A business letters promotes products and services, provides information, provides evidence in legal disputes, promotes goodwill, conveys information, creates markets for new products etc.

5.2 Application

The application process for internships, internships, and graduate / professional programs usually requires a personal statement or application letter. This type of writing invites writers to present their skills with confidence and accuracy, which can be challenging.

Although the requirements are different in application and application, the purpose of this type of writing is to represent your goals, experiences and qualifications in the best possible light, and to demonstrate your writing ability. Your personal statement or request letter to present to your potential employer or program manager, so it's important that you take enough time to write a piece of creative writing.

Below is the application writing procedure:

• Prepare your materials:

Before you sit down and write, prepare something to prevent frustration during the writing process itself. Obtain copies of documents such as transcript, resumes and original application form; keeping them in front of you will make your writing career a lot easier. Make a list of important information, with specific names and specific topics for employers and directors, job titles you have worked on, dates for relevant work or volunteer experiences, jobs involved etc. This way, you will be able to look at these materials while writing to include as much detail as possible.

• Write a first draft:
• After you've compiled and reviewed these materials, it's time to start writing. The following is a list of concerns that authors should keep in mind when writing a personal statement / request letter.

The biggest problem of all writers can be the matter of answering the question being asked. For example, an app may require you to discuss why you are applying to a particular program or company. If you spend your entire article or book explaining your qualifications without stating what attracts you to the company or department, your statement will probably not be successful. To avoid this problem, read the question or assignment carefully as you prepare and again before writing. Keep the question in front of you as you write, and refer to it often.

This is a personal statement; using the first-person pronoun "I" is acceptable. Writers often feel overconfident about using the first person excessively, either moderately or because they have learned to avoid the first and second person ("you") in any form of formal writing. However, in this type of writing using first person is important because it makes your processor more enjoyable. Using a third party can lead to an obscure and overly-named issue. While starting every sentence with "I" is not important, remember that you and your experience are the subject of the article.

Sometimes the author has the desire to duplicate the information in his / her statement that has already been included in other parts of the application package (resume, writing, application form, etc.). For example, it is not necessary to state your specific GPA or specific marks and subject topics in your statement or application letter. It's more efficient and more efficient to simply present a brief course progress ("I've been on Dean's list"; or "I've taken many courses in the security field") and move on to discuss the relevant job or volunteer experience in more detail.

Many authors want to make their personal statements unique or different in some way as a way to differentiate their app from the many others discovered by the company or program. One way to do this is to include at least one detailed example or anecdote that is specific to you - perhaps a description of a significant family member or personal time that has influenced your decision to pursue a particular career or qualification. This strategy makes your statement unique and memorable.

Usually, personal statements are approximately 250 to 500 words or on a single typed page, so write them carefully while still being clarified. Making sure each paragraph is focused on one idea (one on the strength of the program, one on your research knowledge, one on your extracurricular activities, etc.) helps keep the story from getting too long. Also, spending less time working on word choice using the dictionary and thesaurus and by including adjectives should lead to less repetition and more accurate writing.

Below is an example of a job application letter which can be used as a template for your letters:

Key Takeaways

1. The application process for internships, internships, and graduate / professional programs usually requires a personal statement or application letter known as a job application letter. This type of writing invites writers to present their skills with confidence and accuracy.
2. Job application letter writing procedure includes: collecting and preparing material and influences, being relevant to the questions regarding the job processes, avoiding the use of the first-person pronoun ‘I’, avoiding unnecessary repetition, keeping the content short and concise.
3. A job acceptance letter allows you to demonstrate your professionalism and ensure that there is no confusion about the precise terms of the offer, like compensation, vacation time, or benefits.

5.3 Contents of a Good Resume, Guidelines for Writing Resume

A resume is a short document used to summarize the job search and qualifications of the prospective employer. The resume includes contact details for the job seeker, work experience, education, and the appropriate skills to support the job application.
 

Your renegotiation is a critical part of today's job application process. Writing a good resume is more important than ever now that online job posts tend to attract hundreds if not thousands of applicants. A refurbished, ready-to-start application will increase your chances of getting an interview while poorly written resumes may be lost at sea of ​​applicants.

Resume vs. CV

Sometimes you will see the words go on and the CV is used interchangeably. They are not the same. The resume is a short documentary designed to market your professional skills while the cv contains an informative list of your expertise, of your courses, and other information.

C.V. Stands for curriculum ("course of life"). CVS are separate by design. Think of them as an encyclopaedia version of your professional life, taking your career history, education, credentials, relationships, publication and professionalism. They can extend well over three or four pages.

In the united states, CV’s are usually limited to professions with general positions where deep expertise is critical, such as academics, science and medicine. These CV’s are filled with extended education categories, work history, internships, gigs talk, teaching appointments, magazine publishing and other information that establishes trust.

Re-use across many industries and very short on just one or two pages. That's because the resume is not intended to capture all the details of your previous experience. Your resume should be designed and updated based on the details of each activity you use. Negative jobs in past jobs can be eliminated to save space and attract more attention to your used and accessible skills.

How to write the resume:

• Select the resume format and the categories you need
• Always include contact details, work experience, and education
• Use traditional topics for high compliance
• Apply practical skills directly to the job description
• Replace basic tasks with impactful performance
• Do not include an old goal statement or reference section
• Preview and double-check what you wrote
• Save as docx file (optional) or pdf.

If you think you are done, ask someone else to take care of you. Alternatively, take it to jobscan for a quick answer.

Contents of a Good Resume

At the very least, your startup should include your contact details, work experience, and education. Additional job summary sections, skills, volunteer work, and additional qualifications can be added when related to the job you work for.
The work ethic here is "worth it." remember that your resume is intended to quickly highlight the reasons why you are well prepared for the job. It is not intended to explain all the tasks you have done. Instead of simply listing your daily obligations from past activities, read the job listing and try to find the answer to each of the requirements listed. This is likely to get the attention of an employer who can only look at your return for a few seconds. It also broadens your application tracking system to apply to algorithms that help companies identify top candidates.
Below you will find out which parts of the restart to include in your start-up and how to adapt to the job you are looking for.

Elements of a Resume

Contact information:

The title of your start-up should include the following information:

• Name
• Phone number
• Location (city, country, zip code)
• Email address
• Linked profile url

It may seem obvious, but job seekers sometimes forget an important piece of contact information in this section. Double check and make it as easy as possible for employers to contact you for job interviews.

Phone number:

Enter a personal phone number, not a work number. Enter your city, state, and zip code (e.g. “Seattle, WA 98104”). This is important as other applicant tracking systems allow employers to filter the candidates based on location. Employers will always start with local selectors first. If you are traveling from somewhere, write down your current location and your future location.

Email address:

Use a valid email address. An email address based around your name is correct, such as jackieromano12@email.com. Your "happy" email address may work well in your life, but the terms "beersnob88" or "biebersuperfan" may not be so clear. Even using a seemingly outdated email client - such as AOL or Hotmail - can harm your prospects. Consider creating a free Gmail account for your search.

LinkedIn Profile url:

If the employer is surprised by your qualifications, they will look at your online profiles. All job seekers should create a strong LinkedIn profile and include a url in their resume. This will make the life of the employer a little easier and help them to cross-check the claims on your resume.

Work experience:

Part of the work experience is the heart of your resume. Separate this category from a clear, existing topic, such as "work experience," "work experience," or "employment history." this will help guide employers towards your resume and ensure that the applicant tracking system (ats) is well defined.

Under the main heading, list each activity in chronological order. Each function should have its own sub-heading that includes the following information:

• Company
• Workplace
• Your job title
• Start and end dates

For example:

• Abc corporation, settle
• Distribution manager (01/2017-present)

The first things an employer looks for in your resume are the topics of the work you hold and the number of companies you've worked with. This format not only makes it easy for them to access that information, but our research has found that this sequence also provides greater ats compatibility.

Under each subheading, include responsibilities and measurable outputs that are relevant to the job you are working on. Remember, you don't have to include all the activities that were part of your daily routine. Use your available space to highlight the skills and knowledge requested in the job description. Jobscan helps you decide exactly what skills are requested and whether or not you have highlighted them.

Education:
When you have a few years into your career, your education level may also be reduced under your resume. Unless you're using a profession that places more emphasis on education (such as academics, law, or medicine), most job seekers can escape by simply providing the following information on their resume:

• Agency name
• Stem
• School location
• Years visited

If you have just graduated from college, your education level surpasses your professional experience and includes many details. Skills developed in school are real skills that are important in the professional world. Recent rooms can include appropriate coursework, communities, organizations, and extracurriculars that strengthen their identity.

Activities:
98% of fortune 500 companies use applicant tracking systems (ats) to filter, filter, and enter applicants. Other ats’s, such as taleo, can automatically add your own content to the job description, allowing employers to focus only on the best "applicants". Employers are also looking at their application site to find keywords, such as "customer service," "accounts available," or "adobe photoshop."

Overloading or coming up as a search result is about adding complex skills and keywords to your resume. A good way to identify key skills in a list and search algorithms is to identify which skills are most prominent in the job description. Aligning these skills to your resume, where applicable, increases your chances of being selected for an interview

Strong skills should apply to all your resume capabilities. Entering the skills category for your start-up is not a prerequisite, but it can help you have a natural place to list the essential skills in the job you work for. The dedicated skills section also makes your resume much easier for employers trying to quickly find out if you meet their needs.

If you are using the skills section, remember that the list of skills and keywords is not enough. Add context to these skills to your full potential so employers can believe. This includes factors such as projects you have used in skills, the number of years of experience in a given skill, or the level of your expertise.

Historical and free:

Some restart forms allow space for some optional components. Only use the category of awards or honors in your resume if it makes sense for the job you work for. Active reputations will improve your credibility while poor prizes simply distract you from your best titles. For example, decide to get a monthly career or get a great customer satisfaction rating for your department, but maybe not if you are a kart race expert in your free time.

Volunteer work and study:

The work you do as an active volunteer can add to your qualifications and skill set as all paid experience. Also, the word "works." highlight the volunteer work of your start-up that uses the skills that apply to the job you work for. Carefully list voluntary organizations or affiliated organizations, such as political or religious organizations.

What you can leave from your view:

• Statement of note:

The statement of intent has been used as a standard for the restart and appears in other implementation templates. Traditionally, the purposeful statements were a brief introduction to the resume which explains why the submission is returned. For example, "purpose: to secure a position as a communications manager at a leading sales centre."

Including a purpose that you can restart these days can make you appear later. The job summary statement replaced the purpose of today's reboot. Any other information can serve as a cover letter.

While a statement of objectives describes your goals, a concise statement outlines how you can add value to the company.

• Examinations:
  It is not necessary to write your directions in your resume unless otherwise stated in the job description. In addition, it is assumed that you have references, so there is no need to include "references available on request" either. Use the space you save to add additional skills and achievements.

• Soft skills:

When it comes to your resume, soft skills are not nearly as important as technical skills. That is because it is difficult to demonstrate within the context of a restart. For example, an employer will not take your name from you if you say "you work hard" or "you solve a problem." in fact, it looks like it's short.

Instead of simply writing soft skills, find opportunities to show off your interpersonal and behavioural skills. Achievements and measurable results are a great way to do this. For example, instead of saying "hard work," indicate in writing that you have completed x projects that are more than your department average.

• GPA:
  Only list your GPA as part of your continuing education program if you have recently graduated from college and have a good GPA, similar to a 3.5 or better with a 4.0 rating. There are a few exceptions. Some industries, as professionals, are waiting to see your GPA.

Length of your resume:

While a one-page start-up is sometimes considered to be the best, a two-page resume may be required after five or ten years of staffing, especially if all of your experience is relevant to the job you are pursuing. Managers sometimes have three or more pages running.

That said, your resume should not be longer than it should. Short, step-by-step resumes will easily be digested and highlight your most important skills. After writing your resume, try removing the excess fluff and inappropriate content to reduce your page count and draw your attention to your best titles. No matter how many pages you start, try putting your most impressive titles at the top of the first page with a summary or category of skills.

There are several different ways to format your resume. Choosing the right format will make the writing process easier. When choosing a format, consider the function you are using for it. The chronological, compositional, and functional styles of each work serve a specific purpose.

Key Takeaways

1. A resume is a short document used to summarize the job search and qualifications of the prospective employer.
2. Contents of a good resume include: contact information, phone number, email address, linked profile URL, work experience, education, extracurricular activities and volunteer work and study.
3. A curriculum vitae, an abbreviation for C.V, is a Latin term meaning “course of life” is a detailed professional document highlighting a person’s experience and accomplishments.
4. Contents of a C.V include: Contact information, Academic history, Professional experience, Qualifications and skills, Awards and honours, Publications, Professional associations, Grants and fellowships, Licenses and certificates, Volunteer work.
5. Since a CV is often used for the academic job search process, it’s important to include a section on your educational history.
6. Adding a few hobbies in the C.V. May help you form a personal connection with the hiring manager.

5.4 Calling/Sending Quotation

A quotation is an offer from the seller to sell products or services at a certain price. A quotation is not a legally binding contract but only an offer. In businesses such offers are often made through letters. These letters are known as quotation letters or voluntary offers.

Quotation letters are written in formal style and follow the same format as other business letters with a change in the main content of the letter.

Format of a quotation letter

Your name, address, city, zip code, phone number and email address should be included in the contact information. Following the contact info is the date. After writing these, you have to write the contact information of the person or organization you are writing to, the salutation, the introduction as to why you are writing the letter, the body comprising of various specifications regarding the products or services along with the price list, a few concluding statements and your signature (handwritten signature if the letter is mailed).

These are the basic steps of writing a business quotation letter. To summarize, a business quotation letter should consist of short and to the point sentence, the focus should always be on the numbers, it should attract the attention of the reader, it should be respectful and should not contain errors.

Sample

Below is a sample letter of quotation which will help you understand the basic template of a quotation letter

Key Takeaways

1. A quotation is an offer from the seller to sell products or services at a certain price. It is not legally binding.
2. Quotation letters are written in formal style and follow the same format as other business letters with a change in the main content of the letter.
3. Your name, address, city, zip code, phone number and email address should be included in the contact information.

5.5 Order

An order letter is a type of business letter which is written for the purpose of placing orders for products and services. An order letter is written by the buyer when the seller has provided them with a quote and it is in accordance with their budget.

An order letter is important step towards initiating a business transaction. This letter demonstrates interest in the merchandise and the need to start a business deal. This letter also shows that a customer is satisfied with the details provided in the quote like prices, specifications and other details.

An order letter is also used to specify the timeline around which the ordered products are to be delivered. It also provides other relevant information on quantity, the things ordered, and the mode of payment.

Below is a template of how an order letter should be written. In this template, the buyer is placing an order after receiving a quotation from the seller and agreeing to it.

From,

_____________

_____________

Date (date on which letter is written)

To,

________________

Subject: _________________________________________

Dear _________________,

My name is ____________ and I am writing as ____________ on behalf of ____________. With regard to a request for a quote dated ____________, I wish to order ____________ fabrics that are ____________ in colour and ____________ design. This order is for a client who is preparing for a wedding on   ____________ and I wish to have the order urgently. The reference number of this order is ____________, please include it in all transactions for this order.

The first order will be for ____________ pieces so that we can examine the quality of the fabric and the design before making the second order. The second order will be for ____________ pieces upon approval of the first order. Kindly receive a check of ____________ for the first order. I would appreciate if you sent me a confirmation of receipt through my email ____________.

I hope to receive the shipment by latest ____________ in our office located on this address ____________.

Thank you in advance.

Your Truly,

__________

(__________________)

Key Takeaways

1. An order letter is a type of business letter which is written for the purpose of placing orders for products and services.
2. An order letter is written by the buyer when the seller has provided them with a quote and it is in accordance with their budget.
3. An order letter is important step towards initiating a business transaction as this letter demonstrates interest in the merchandise and the need to start a business deal.
4. An order letter also provides other relevant information on quantity, the things ordered, and the mode of payment.

5.6 Complaint

Letters which are written by the purchasers to the sellers about their inconveniences created by some unexpected situations are referred to as complaint letters. However efficient a corporation could also be in running a business, everything doesn't go all the time consistent with plan. there'll be some mistake and a few accidents. Important service are sometimes rendered unsatisfactorily; goods are consigned to wrong destinations, sometimes too late, sometimes in but the specified quantities, sometimes in damaged condition.

Complaint letter is

     Letter written to bring these mistakes to the notice of these who must own the responsibilities for them are called claim or complaint letters. So, when a letter is written to the vendor by the customer raising complaints or claims regarding mistakes taken place during the order to payment period is named a claim or complaint letter.

     Business complaint letter is written by customers who aren't satisfied by the amount or quality of consumer services provided. If you are feeling that your supplier is dishonest about the products they deliver to you, whether in terms of content or pricing, you'll write them a customer complaint letter to precise your grievances. 

There are two parts to a complaint correspondence in any business correspondence, they are claim and adjustment:

Claim Letter

A claim letter is essentially a complaint letter which a buyer writes to a seller to resolve grievances. Claim letters are formal business letters in which an individual or company demands the fulfilment of their claims.

In a claim letter the buyer asks for a refund or replacement for the faulty products or services provided by the seller. The seller then sends an adjustment letter where he tries to find a solution for the buyer’s problem.

Your product or service could be top of the road. Your customer service could also be satisfied. You may still receive complaints. Client complaints or claim letters can be an enormous asset for a business organization. When customers complain, they're actively teaching you ways to enhance your product. this sort of warm, helpful letter to take care of the business scent during the amount you're gathering all the specified information for the prospect.

Claim Letter Writing Tips

     Write the amount in which the offer is valid. this may help the customer to avail the offer.

     Use a positive tone and invite a positive reply. Use attractive language in order that it can grab the eye of the readers towards the offers and discounts.

     Write that the reader is a very valued customer and hence you're curating this letter.

     State the precise name of the person or company you're pertaining to.

     Be clear and concise about the complaint that you would like to get addressed.

     If there are any necessary forms, etc., that you simply got to fill out or send, include them together with your letter for faster approval.

Claim Letter Template

Below is a sample claim letter which can be used as a template while writing a claim letter:

Adjustment Letter

An adjustment letter is a response to a buyer’s complaint or claim letter. Th main objective of writing an adjustment letter is to rectify the problem and provide the buyer with an appropriate solution.

Steps on How to Write an Adjustment Letter

1. Write the salutation.

Always address the letter to a particular person. Usually, people that send a complaint letter leave their name and address. Make sure that you spell the name correctly. For example, “Dear Mr. Jones” or “Dear Michael Robertson.”

2. Write the introduction.

Start the first sentence with a positive note. Write that you are pleased to hear from the client or express regret over the troublesome situation, or both. Address the date of the customer’s complaint letter and tell why you are writing. Don’t repeat the content of the complaint in detail.

Try to avoid such words as “complaint” or “claim.” These words may sound accusatory for the client. It will be better to say something like “Your report/message/notice from 2nd November has been received.”

3. Write the main part of the letter.

This section will consist of several parts. First, you need to restate the essence of the problem, so the reader will clearly understand that you have understood their problem well. Then you need to explain why the situation has occurred. Avoid long explanations, and be specific and brief. Clients don’t care about the company’s difficulties and simply want the situation to be fixed.

Second, present the solution to the problem. If the client is right, admit the mistake and provide a compensation or guarantee that the error will be resolved. Provide a list of steps that you are going to take (or have already taken). In some cases, when the claim is unwarranted, the company needs to write a careful and tactful denial to maintain good relations with the customer. Always try to persuade the client that you always have their needs in mind.

4. Write a conclusion.

End the letter with kind words. Thank for the client’s patience and offer further cooperation. Assure the client that such situations are rare and the company will do all possible to prevent this in the future. Express hope that the client will continue to enjoy products or services of the company. Don’t restate the essence of the problem at the end of the letter, as it will leave a feeling of incompleteness rather than your goodwill.

Add a hot-line phone number and website at the end of your letter, so the client can contact your company if needed.

5. Proofread and send the letter.

Make sure that your text is free of mistakes and has a logical structure. When you are pleased with the result, send the letter to the client.

Tips on How to Write an Adjustment Letter

• Don’t forget to fill in the subject field if you are sending an email.
• Write the adjustment letter in the shortest time possible. The company improves its own reputation by responding quickly to all complaints.
• Focus more on the solution rather than on the details of the problem.
• Always write in a positive tone. You need to calm down the customer and cheer them up.
• Focus on the relevant and specific facts rather than emotions.
• Don’t use abusive language or a negative tone. Even if the customer is aggressive or rude, you need to keep a friendly attitude and understanding of the problem.
• Never promise the client to do what is impossible or something that violates the company’s policy.
• Don’t show your surprise about the problem, unless it is a truly unique case for your company.
• Don’t try to make excuses – provide only factual information in the explanation.
• Show that your company takes it seriously.
• If the client experiences a great inconvenience, be generous. For example, you can provide a discount for the next order or a gift if appropriate.
• Remember the classical rule: “The customer is always right.” Even if the customer is wrong, make sure the customer is satisfied with your response.

Key Takeaways

1. Letters which are written by the purchasers to the sellers about their inconveniences created by some unexpected situations are referred to as complaint letters.
2. Business complaint letter is written by customers who aren't satisfied by the amount or quality of consumer services provided.
3. A claim letter is essentially a complaint letter which a buyer writes to a seller to resolve grievances. They are formal business letters in which an individual or company demands the fulfilment of their claims.
4. In a claim letter the buyer asks for a refund or replacement for the faulty products or services provided by the seller.
5. While writing a claim letter it is essential to state the complaint in a positive tone while being polite.
6. Adjustment Letter is response letter to customer complaint or claim. It is official in nature and explains the relevancy of the complaint or claim and the way it is often resolved.
7. A letter of adjustment doesn’t mean that your complaint or claim is going to be accepted. It notifies the sender that their claim or complaint letter has been received. It depends upon the validity of your claim that a letter of adjustment will contain conformity of its mistake and its rectification.
8. A letter of adjustment deals with all kinds of claims and complaints; defective product, poor service, goods not delivered, shipment arriving late, salary not received etc.
9. It is essential to always address the adjustment letter to a particular person and not just the organization.
10. Start the first sentence with a positive note. Write that you are pleased to hear from the client or express regret over the troublesome situation, or both.

5.7 E-mail

Emails are basically letters sent electronically. They can be long or short, formal or informal. Although for business purposes only formal emails are considered important.

Emails have become a dominant form of communication. Being able to write polished, relevant email is now a critical skill in college and work.

Formal Email:

• Written for a professor, colleague, manager, etc.

• Must always be professional.
• Accurate grammar, punctuation, and spelling necessary

Example:

Dear Professor Johnson,

I was unable to attend class today due to a doctor’s appointment. If you have a moment, can you let me know what I missed and what homework I need to complete on Friday?

Thank you,

Julia Smith.

Email Format

• Greetings / Salutation:

A formal email greeting is similar to a letter greeting. When you write a letter to a stranger, you put the question “Who Can Worry About You”? When applying for a job, you were addressing the person, “Dear Hiring Manager.” If you know the name of the recipient, you put “Mr. Dear Mr. M /. Smith. "For formal greetings, you should not use the recipient's first name or the informal greetings" Hello "or" Hello."

• Physical Categories/ Body Paragraphs:

It is important to remember that the email needs to be shorter.

   I hope that all goes well for you.

   Thank you for your prompt response.

However, in official emails it is best to understand the point. Depending on the topic, you should have four main roles and each paragraph should have one point. In your last paragraph you should provide a "thank you" or "call to action" depending on the topic of your email.

   Thank you for your help with

   Thank you for your time and look forward to hearing from you.

   Please feel free to call me or email me if you have any questions. If this can be taken care of immediately.

• Closing:
  As a greeting, the closing of the official email can be the same as the closing of the book. However, unlike mourning, there are many ways to close.

   Thank you

   very humble

   Sincerely
It is also helpful to add your post (if any) and a phone number under your name in paragraph 4.

For example:

Yours sincerely,

Julia Smith

President of Student Body

Menlo College

(555) 555-5555

• Tips:

   DO NOT use a contract.

Example: no, no, I'm not, I'm not.

   DO NOT write about all the coins.

   Use structured vocabulary and sentence structure. DO NOT use slang.

Close email at least twice and get a second opinion if possible.

Email etiquettes:

• Don’t use email in place of a telephone call or personal meeting (especially when you need immediate answers)
• Frequently save your email as you're writing so that you don’t find yourself losing any work
• Proofread (twice!) before you hit the send button
• Don’t use uppercase or excessive punctuation, as this might indicate a particular tone you may not want to convey – and the other won’t be receptive to.
• Use bold and italics sparingly – for emphasis only.
• Reference attachments in the body of the message.
• Be succinct. Save the longer conversations for phone calls or in-person meetings.
• Give direct instructions on what you require or clearly state what you're responsible for (i.e., next steps) Indicate timeline and protocol for follow-up.
• Select a subject line which is targeted and relevant to your overall message
• Be cautious when “replying to all”. Make sure that the original email warrants a reply to all parties.
• Don’t write anything in an email that you wouldn’t say to someone’s face!

Principles of Effective E-mail Writing

1. Don't Overcommunicate by Email: One of the most impactful sources of stress at work is the sheer volume of emails that individuals receive. Therefore, it is necessary to keep the content of the email short and to the point. As a part of this, you must use the phone or IM to take care of questions that are likely to require some back-and-forth discussion.

Whenever possible, deliver bad news in person. This helps you to converse sympathetically, compassion, and understanding, and to make amends if your message has been taken the incorrect way.

2.     Make Good Use of Subject Lines: A blank subject line is more likely to be overlooked or rejected as "spam," so always use a couple of well-chosen words to inform the recipient what the e-mail is about. You may want to incorporate the date within the subject line if your message is one among a daily series of emails, like a weekly project report. For a message that needs a response, you would possibly also want to incorporate a call to action, like "Please reply by November 7."

3.     Keep Messages Clear and Brief: Emails, like traditional business letters, have to be clear and concise. Keep your sentences short and to the point. The body of the e-mail should contain all pertinent informative and must be direct and informative.

4.     Be Polite: People often think that emails are often less formal than traditional letters. But the messages you send are a mirrored image of your own professionalism, values, and a spotlight to detail, so a particular level of ritual is required.

Unless you're on good terms with someone, avoid informal language, slang, jargon, and inappropriate abbreviations. Emoticons are often useful for clarifying your intent, but it is best to use them only with people you recognize well.

5.     Check the Tone: When we meet people face-to-face, we use the other person's gestures and body language, vocal tone, and facial expressions to assess how they feel. Email robs us of this information, and this implies that we can't tell when people have misunderstood our messages. It is easier to misinterpret one's choice of words, sentence length, punctuation, and capitalization without visual and auditory cues.

6.     Proofreading: Finally, it is important to take a moment to review your email for spelling, grammar, and punctuation mistakes before sending the email.

Key Takeaways

1. Emails are letters sent electronically and can be long or short, formal or informal.
2. Contents of a business email include: Salutations, Subject, Body paragraphs and Closing.
3. It is necessary to keep the content of the email short and to the point.
4. Emails, like traditional business letters, have to be clear and concise.
5. Avoid informal language, slang, jargon, and inappropriate abbreviations in business emails.
6. Review the email for spelling, grammar, and punctuation mistakes before sending.

5.8 Tender

A tender is a formal, transactional document used by large organizations, companies, government bodies and NGOs find suppliers and contractors for particular projects or procurements. Hence, it can be said that tenders are the foundational pillars of bidding process used by both public and private institutions. Invitations to Tender or Requests for Tender (RTF) are documents used by an organization or government institution to invite bids from interested contractors for a large project or the procurement of goods and services.

Important Elements in a Tender Document:

1. Conditions for participation: This section outlines the important conditions that a supplier or contractor must meet in order to be considered by the organizer. All the important required documents and records proving the supplier’s eligibility for the project are to be enclosed in this section. Financial records, licenses, insurance documents and data related to past projects may be some of the conditions required to be met for participation in the bidding process.
2. Accreditation and quality standard: Under this section, the potential contractor or provider must demonstrate that they can satisfy all the requirements stated by the organizer in the previous section. The bidder has to present the organizer with certifications of quality and authority accreditations such as ISO, ISI, etc. This section may also outline certain processes or procedures followed by the firm that will ensure superior quality for your product or service.
3. Specifications: Included in this section is the specific information the potential contractor must outline about the project that the client might be interested in. These specifications may include the goods and services required for the project, the expected time-frame for project completion and also any associated requirements related to pricing, delivery and performance. This information will play an important role in the final evaluation made by the organizer.
4. Conditions of contract: Under this section, the tender document has to provide all the significant information regarding the rights and responsibilities of the client as well as the potential contractor. All the terms and conditions of the project must also be clearly outlined in this section. This section must ensure clarity, comprehension and transparency in the transactional process.
5. The condition of offer: While the bidder or contractor is submitting their offer, they must provide the client with their official agreement to the proposed terms and conditions of the contract. The estimated timeline of the entire tendering process as well as the location wherein the submission must be made are to be indicated in this section. Other relevant information that might be included in this section are the submission process, the evaluation process, etc.

Techniques and Elements of a Good Tender Response

Below are the techniques involved in writing a good tender response:

1. Use the templates or formats provided: All tender specification documents adhere to a specific format which is provided by the organization that has required you to fill the tender consisting of multiple sections and sub-sections. These sections may contain certain word limits and require specific file formats.

By accurately following all of the requirements in the tender, your tender response will become clearer and it will be easier for the tender review panel to consider your offer.

2. Structure your tender document clearly: Many a times, organizations do not ask for a particular format or structure, in those cases, be sure to keep your tender document clear, logical and well organized. Begin with a clear and persuasive introduction that states the purpose, rationale and central proposition of your bid for the project.

Diagrams, charts and statistical data also help in convincing the panel to consider your bid. It can be used as an effective way to break up blocks of text and communicate to the reader complex propositions.

3. Provide all relevant details: As with quotes, tenders must include certain information in order to be considered, including:

• Your ABN
• a company profile and capability statement
• Whether you propose to subcontract
• The price for each product or service you propose, and an indication of whether these are fixed or variable (e.g. Based on exchange rates or consumer price index variations)
• Any conditions affecting the price
• Delivery details and charges
• a proposed schedule indicating milestones or delivery dates
• Whether goods or services are periodic or recurrent
• GST and other taxes
• Applicable insurances
• Intellectual property rights where relevant
• a description of any variations you propose in meeting the conditions of the contract.
• Address the selection criteria

Closely follow the criteria in the tender request. Make sure your proposed offer precisely meets the buyer's needs. Describe the advantages the buyer will receive from your organization's products or services.

Provide specific examples of how you meet the selection criteria rather than simply stating that you do. It is important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer's needs. Identify the requirements that are most important to the buyer and cater for this in your tender response.

4. Choose the right referees: Another key part of delivering a successful tender response is choosing the right referees.

Use referees that know your products or services. Make sure you get permission to use referees before including them in your response. Brief them on the highlights of the request so they can target their comments to the job specifications.

5. Proofread your tender: Use spell check and, if possible, ask someone outside of the tender development process to read your tender response and give feedback. Ideally, get a professional copy editor or proof-reader to carry out this task. If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency.

6. Submit your tender in time: Late or incomplete tender responses are usually excluded from consideration barring exceptional, pre-agreed circumstances.

If you are submitting online, do not leave your tender submission until the last minute in case you have computer, internet or network issues. If your tender response is to be posted, make sure you allow time for delays. Consider using ‘same day delivery' for courier services or hand-delivering your tender response (if allowed).

Key Takeaways

1. A tender is a formal, transactional document used by large organizations, companies, government bodies and NGOs find suppliers and contractors for particular projects or procurements.
2. Invitations to Tender or Requests for Tender (RTF) are documents used by an organization or government institution to invite bids from interested contractors for a large project or the procurement of goods and services.
3. All tender specification documents adhere to a specific format which is provided by the organization that has required you to fill the tender consisting of multiple sections and sub-sections.
4. Many a times, organizations do not ask for a particular format or structure, in those cases, be sure to keep your tender document clear, logical and well organized.
5. Diagrams, charts and statistical data also help in convincing the panel to consider your bid.
6. Provide specific examples of how you meet the selection criteria rather than simply stating that you do.
7. Late or incomplete tender responses are usually excluded from consideration barring exceptional, pre-agreed circumstances.
8. Use spell check and, if possible, ask someone outside of the tender development process to read your tender response and give feedback.

References

1. ‘Technical Communication: Principles and practice’, Meenakshi Raman and Sangeeta Sharma (Oxford)

2. ‘Effective Business Communication’, Krizan and merrier (Cengage learning)

3. ‘Communication Skill, Sanjay Kumar and pushlata, OUP2011

4. “Practical English Usage Michael Swan OUP, 1995.

5. “Exercises in spoken English Parts I-III CIEFL, Hyderabad, Oxford University Press

6. On writing well, William Zinsser, Harper Resource Book 2001.

7. Remedial English Grammar, F.T. Wood, Macmillan2007.