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UNIT II BUSINESS COMMUNICATION Business Correspondence

UNIT II BUSINESS COMMUNICATION Business Correspondence. Business correspondence

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UNIT II BUSINESS COMMUNICATION Business Correspondence

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  1. UNIT IIBUSINESS COMMUNICATIONBusiness Correspondence

  2. Business correspondence In our day to-day life we exchange our ideas, thoughts and other information with our friends, relatives and other people. Sometimes we directly talk to them and sometimes we also write letters to them. In letters we express our feelings in a few words, we may ask for any information or we may write about a complaint in connection with our problems. Similarly businessmen also exchange ideas, information by writing letters. They communicate business information to customers, suppliers and others and at the same time receive a variety of letters from them. In this lesson let us know about different types of letters used in the process of business transactions. Objectives • state the meaning of Business Correspondence; • explain the importance of Business Correspondence; • describe the essential qualities of a good business letter; identify the various parts of a business letter; • recognize the different types of letters used in business

  3. ENQUIRY IN TRADE . An enquiry is a request by buyer to the seller, asking for questions i.e information about the goods. ... He may also depute a sales representative to the potential buyers. DIFFERENT KINDS OF ENQUIRY LETTERS a) Unsolicited enquiry • An unsolicited enquiry letter is written by a potential buyer interested in the best bargain. He does it at his own initiative and convenience. He writes to firms that sell the kind of product he requires or provides the kind of service he needs, trying to elicit information on price / costs, quality, availability and other terms of sale. An unsolicited enquiry, since it is at the writer’s initiative has to be written in such a way that it gets the required response.The letter should have the quality of completeness and clarity. The writer should be able to give a complete idea of his requirement and the reasons for his enquiry in clear terms. If the enquiry is long, the writer can prefer to adopt a questionnaire format in the letter.

  4. (b) A solicited enquiry • A solicited enquiry is in response to an advertisement / sales letter of a seller. Already the buyer has some information on the product or service. He requires further details. It is not as lengthy as an unsolicited enquiry. The questions relate to particular areas of a sale / service. A solicited enquiry may ask for a brochure / bulletin / catalogue or for a clarification of the items mentioned in them. • (c) Enquiries asking for a favour • Certain letters of enquiry seek the favour of an information with or without a commercial proposition. It may be merely seeking some information to be used later. A business organisation may be seeking information from another firm regarding credit worthiness of a businessman. A research scholar particularly engaged in market research may send a letter of enquiry with a questionnaire to a firm. Such enquiry letters should clearly spell out their objectives.

  5. ORDER LETTER

  6. EXECUTION LETTER National paints Cch Ltd 20, Tongi, Gajipur 6th Sept, 2012 Purchase ManagerColor world15, New Market,Dhaka-1200 Sub: Confirmation of Letter dated September l, 2012. Dear Sir. We thank you for your order No. p-3-7 dated September l, 2012 forvarious paints. The order is in process of execution and it will be dispatched on 8th September, by our Motor van.. We have taken special care for the quality and packing of the paints and we hope that you will find them highly satisfactory. We thank you again for your kind offer of the paints and hope that you -will extend your similar co-operation in future. With best regards Yours faithfully A K Rahman Sales Manager National paints co. Ltd

  7. Credit and status enquiries letter

  8. COMPLAINT LETTER David Sanz 207 Sweet home St. Fuenlabrada Wonderful Place Hotel 23 Main street Madrid Dear Sir/ Madam, I am writing with regard to my disappointment about an unpleasant stay at your hotel.  I am afraid to say that I am absolutly dissatisfied with the hotel service. On November the twenty-sixth, I booked two double rooms for the first weekend of december. This weekend was going to be an expected family meeting and I didn’t want anything to go wrong. So, I deliberately asked the receptionist for an adapted room for dissabled people, because one of the rooms was for an elderly woman who was disabled in a wheelchair. She obviously needed a room fully equipped for her needs. I look forward to hearing from you shortly. Yours faithfully, David Sanz 207 Sweet home St. Fuenlabrada

  9. COMPLAINT REPLY (ALSO CALLED ADJUSTMENT LETTERS).  Wonderful Place Hotel 23 Main street Madrid David Sanz 207 Sweet home St. Fuenlabrada Dear Mr. Sanz, I refer to your letter relating to your recent stay. Please accept our apologies for the terrible mistake made by our hotel.Weagree that the usual high standards of our services were not met in this instance.Asa result of our investigation, we found that apparently, the problem was caused by a simply spelling mistake when our receptionist was typing your booking into the computer system. As a result, two standard suites were booked instead of what you asked for. Yours sincerely John Smith Hotel Manager.

  10. Collection Letter To, Mr. Abraham George123, Hudson laneAtlanta Date (Date on which letter is written) From, Joseph MathewManagerABC Finance Pvt. Ltd. Sub: Collection letter for payment reminder Dear Mr. George, Concerning the agreement signed by you against the loan of amount $50000, I would like to inform you that your payment for the first installment is due on 15th December. I would appreciate if you could do the needful on time. I believe that you must be aware of the consequences if you failed to make the payment on time. I wish that you will abide by the terms of the agreement and will settle the loan on time. In case you wish the payment to be collected from your place, do give us a call and our representative will do the needful.Hopeto have a sound business relationship with you, Yours sincerely’ Joseph Mathew

  11. Sales letter Sandra Smith555 Weston WayVacavilleFLA, 33505 Dear Ms. Smith, For as little as $150 you can have your entire home clean and sparkling, without enduring the nasty odor of chemical cleaners. We care about the environment and use only state-of-the-art green cleaning methods to ensure that you and your family are not exposed to any harmful or allergy-causing cleaning products. You'll love what we do because: All our cleaning products are completely non-toxic - safe for children and pets! We leave surfaces clean, sparkling and hygienic. Our staff are bonded and fully insured.  We offer senior discounts to those aged 65 and over. Satisfaction is guaranteed - if you are not happy with the service we promise to make it right. As one of our customers says; "GreenClean does a top notch cleaning job for a reasonable price." Another of our customers says, "I can't believe they get things so clean and sparkling without the use of toxic chemical cleaners!" • Call us at 250-342-8923 or email us at info@greenclean.com for a free estimate. Get your house cleaned and do your part to help the environment! Sincerely, James HallomGreenClean Inc.

  12. Circular letter

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