Kinds of Business Letter Oder letter Acknowledgement letter Sale letter Inquiry letter
Acknowledgement Letter An acknowledgement letter is used to acknowledge a fact, action taken or a situation that happened. This letter is nothing but saying a thank you to some one who has helped or supported you in your difficult times. An acknowledgement is a spontaneous reaction whereas a thank you many times is used as a social norm. Points to be considered while writing an Acknowledgement Letter: 1.
The Acknowledgement Letter should always be addressed to the person whose work/effort is being acknowledged
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It should also have details of what is being acknowledged so that a person who is not totally involved in the entire transaction can also understand the content of the letter
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It should be short and crisp
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Since it is only a medium of acknowledging a work/effort, it needn’t necessarily be complimenting
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It should be prepared in duplicate where in one copy is handed over to the recipient and the other one is signed by the recipient as proof of receipt
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If it is being sent by an organization to an individual, it should always be on the letter head of the organization
SAMPLE ACKNOWLEDGEMENT LETTER (for payment given for a product purchased) Ms/Mr. ____________ Address of the person to whom the letter is being sent Date:
Subject: Acknowledgement of receipt of payment Dear Ms./Mr. ________________ We thank you for buying our product _______________ (give product details) from our outlet on _________ (date). We acknowledge receipt of payment vide Demand Draft/Cheque No. _________ dated ____________ drawn on ______________ Bank for Rs._____________. We hope you enjoy using our product. In case of any suggestions or complaints please call on our Customer Service no. ______________. Yours sincerely (Name of the person) (Designation)
Sale letter Sales letters serve an important purpose of increasing the customer base of your company. Sales letters are an important constituent of any form of business writing. Most people tend to find writing a sales letter a cumbersome task because it can be difficult trying to praise a product without sounding like a braggart. Letter writing, where sales letters is actually not that tough if you can objectively list out the benefits of the product you are offering and the gains that the client will garner How to Write a Sales Letter . Given below are some tips that will help you write a sales letter that is effective and beneficial for your company. 1.
Ensure that the first line of the letter is a hook, which forces the reader to read the letter further. You can highlight the benefits that the reader will get from dealings with your company.
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The bulk of your letter should highlight the USP of your product. Ensure that you mention in simple language what the client will gain from the product and how it is unique to your product.
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Sure, go ahead and write about the features of the product. After all, it is important that a prospective client knows everything about the product, but focus on writing more about the gains that the client will enjoy. This will increase the pull that you have on your customer.
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If it is possible, it may be a good idea to attach testimonials from existing customers with the letter. This will increase the trustworthiness of the letter.
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Always remember that it is important to package the letter properly. If you are going to send out the letters in plain white envelopes, with absolutely no frills, there are chances that the client is going to throw out the letter with the garbage. Include a sales letter sample if possible. Use colors and formatting that will attract the client and force him to read the letter.
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It is always a good idea to follow up your letter with personal phone calls to ensure that client has received the letter so that you can learn whether or not he is interested in having dealings with your firm.
Sale letter format The sales letter format given below is a general one that can be modified depending on your needs. You’re Name Nam of Your Organization Address Date Name of Client Client's Address Salutation/Greetings Dear Ms./Mr. (addressee), or To whom it may concern The introductory paragraph of the letter should start with a sentence that grabs the attention of the reader. Then go ahead to thank the reader for the interest that he/she has shown in the product that you are selling or the services that your organization provides and convey the benefits and incentives that a client or consumer of the company will be eligible for. The second paragraph of the letter can act as a testimony to any sample product that you have included with the letter. It is always good idea to do so because a new client can then see for himself the good points of the product. You can also describe limited offer promotions or discounts that your organization will be offering to anyone who becomes a regular client. The third paragraph of the article will have your contact details like your phone number,
your location and the office timings of your organization. Also include details like the account manager for the client and any other details that could be helpful for the consumer (like toll free numbers). Valediction/Goodbye Yours sincerely, (Your name) .
Letters of Inquiry A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need. Format of a Letter of Inquiry Follow this format in writing a letter of inquiry: Your Address Your Phone Number Date of Letter Employer’s Name and Title Employer’s Address
Dear (the concerned person In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm. In the second paragraph, briefly explain why you are writing and how you will use the requested information. Offer to keep the response confidential if such an offer seems reasonable.
List the specific information you need. You can phrase your requests as questions or as a list of specific items of information. In either case, make each item clear and discrete. Conclude your letter by offering your reader some incentive for responding. Sincerely, (sign your name here) You're Name
Enclosure: Resume
Order letter An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made. DOS AND DON’T’S OF ORDER LETTER 7.
An Order Letter should be addressed to the person responsible for executing the order.
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It should include all the terms and conditions agreed upon by both involved parties
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Since it is purely an official letter it should be typed out
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There is no need to use too many adjectives in the letter since it is purely for an order being placed
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The letter should have all relevant details related to the order, for example, quantity, price and other terms and conditions
SAMPLE ORDER LETTER Name of the person to whom order is being placed Name and address of the organization Name of the person placing the order
Name and address of the organization Date: Subject: Order for 100 copies of Mastering Mathematics Dear Sir or Madam, As per our discussions on __________ (date of meeting) we are pleased to place an order for 100 copies of Mastering Mathematics book by _________ (writer) for Class VII for the ICSE Board on the following terms and conditions: 1.
The cost of each book will be Rs.________ (inclusive of all taxes)
2.
Payment terms will be a post-dated cheque for 50% advance with order. This cheque will be cleared on the day of the deliver. The balance payment of 50% 7 days after delivery and after random inspection
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Delivery will be done within 7 days from the order date
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Delivery will be done at ________________ (address of organization)
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If the order is not delivered as per the above terms and conditions, the order stands cancelled
Please find enclosed cheque number ________ dated ________ for Rs.________ towards advance for the order. Hoping to have a long business relationship with you. Best regards, (Name of signing authority)
