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LECTURE No.

6
KINDS OF BUSINESS LETTERS

KINDS OF BUSINESS LETTERS


1.
2.
3.

4.
5.

Announcement letter (sales, sales promotion,


circulars)
Transmittal letters
Adjustment letters
Job letters (i). Solicited, (ii). Un-Solicited
Direct Requests:

Claims or Complaints
b. Enquiries
c. Orders
a.

KINDS OF BUSINESS LETTERS


Announcement Letters
These letters are written to make some announcement; which
may be good or bad. It may be written to an individual or to the
members of various groups. It may be printed, mimeographed,
or dittoed. It may also be called a circular letter. The contents
of announcements may include: sales and events, procedures,
polices, responsibilities, promotion, shifting, prizes, honors,

activities

of

people,

celebration, etc.

admission

or

retirement,

death,

KINDS OF BUSINESS LETTERS

Transmittals
These are the letters with which something is
transmitted

like

check,

document,

form,

passbook, booklet, map or report to a customer


or a business house.

KINDS OF BUSINESS LETTERS


Adjustments Letters
An adjustment letter is prepared to reply a complaint, request, or claim letter.
It is appreciative to give the customer the benefit of any doubt. Most persons
are honest in their claims and complaints, and it is more advisable to make
the desired adjustment than to risk losing a customer. The success of the

letter depends, not only on what the company says but also how the
company says it. Adjustments may be in the following forms or situations.

Granting the claims.


The seller is at fault
The buyer is at fault
When the fault is not yet determined and might be adjusted.
Granting requests, such as approving credit
Refusing requests.

KINDS OF BUSINESS LETTERS


Job letters
A job letter is sort of sales letter or sales promotion letter,
and the candidate is a product. It is used by a candidate
to offer his services to the prospective employer.
A job letter may be:
a. Solicited (invited)
b. Unsolicited (uninvited)
a. Solicited job letter is written in response to ad and or call
the employer.
b. Unsolicited letter is resorted to on the candidates own to
explore the job opportunity. Unsolicited letter is not only a
sales letter but also an enquiry about the availability of
the job.

KINDS OF BUSINESS LETTERS


Claim or Complaint letters
When the goods or services received are not according to the contract of
sales or when payment is not received in time complaint on the part of the
aggrieved party arises. Complaint also arises when the product is not
received in stipulated period of time. Letters are written to get complaints

mended some of which are as follows:


The product is not according to the agreed price, quality, quantity, size, color, model, taste,
or flavor.

The product is defective.


The product is found broken.
Time, place, and mode of delivery are not in accordance with the agreement.
Anomalies or miscalculations in the invoice, bill or cash memo.
Commission or discount is not in consistent with the contract.
Payment is not in time.

KINDS OF BUSINESS LETTERS


Claim or Complaint letters
In writing complaints you should be very careful. Such letters should
be objective, logical, courteous, and without conveying any mark of
anger or indignation.
In getting your complaint averted you may request one or more of the
following.

Refund of money you paid for the product.


Repairs free of charge.
Free replacement of the product.
A now shipment of the right product.
Concession in the price due to defects in the product.
Correction in the invoice or bill.

KINDS OF BUSINESS LETTERS


Enquiry letters
Enquiry letters are those written to seek some information about the firm, person,
goods, or services, the enquiry letter may be divided into three categories(a) enquiry
about the product , (b) enquiry about the candidate, and (c) status enquiry.

Enquiry about the product

The enquiry about the product is usually made in the following aspects or respects.

Price of the product.


Quality and variety available.

Other features of the product such as brand, model, style, color, design, flavor, expected life, and packing.

Commission to the dealers and other buyers.


Ordinary and special quantity discounts.
Terms and sales
Credit facility and its minimum and maximum period
Sales return and allowances.
Place, time, and mode of delivery.
Whether goods are available from ready stock or made to order.
Guarantee or warranty of the product.

KINDS OF BUSINESS LETTERS


Enquiry about the candidate:

What is his attitude toward his juniors, seniors, compeers, and


others?
Is the employer (or ex-employer) satisfied with the candidates such
qualities as self-confidence, determination, and force of drive?
The candidates sociability, social sensitivity, manners.
His ability to judge the situation, understands the people, and
responds alertly and intelligently.
Willingness to assume routine and special responsibilities.
His versatility, flexibility, sincerity, ambition, initiative, special skills,
intelligence.
The candidates emotional stability, temperament, humor mold.
Integrity, punctuality, and regularity, workaholics.

KINDS OF BUSINESS LETTERS


Status inquiry

This type of inquiry is conducted through a letter or otherwise


to have knowledge of a company to establish its business
character and market image.
The company being inquired into is the one which wants to
borrow or buy on credit and it is its first transaction with the
inquirer. The following points may be covered in the status
inquiry.
Market goodwill of the person or the company being
investigated
His or its dealing with customers, suppliers, and other parties.
Inquiry about paying habits
Financial soundness.

KINDS OF BUSINESS LETTERS


Order letters

An order letter is addressed to the sellers in order to


purchase goods and services. It must contain the
following information:

The name, brand, grade, size, color, design, model, and /


or other descriptions of the desired product.

The quantity or number required.

The rates agreed upon.

Mode of payment

KINDS OF BUSINESS LETTERS


Sales promotion letter
Sales promotion letters are in fact good will-building letters. They are
issued on the following purposes Eid Greeting, congratulations;
letters of thanks welcoming new residents or customers, clearance
sale. They are also written on sad occasions to express sympathy or
condolence. A sale event is also included in these letters. They are
aimed at establishing the name of the sender in the mind of
receivers.
The following occasions offer an opportunity for companies to send sales
promotion letters.

The congratulate a company on its happy occasion as winning an export


trophy.
Welcoming a new resident.
Announcing a sale.
Conducting a mass-you inquiry.
Sending condolences.
Thanking the customer for his opening an account with the company.

KINDS OF BUSINESS LETTERS


Memorandum Formats / Styles
Memorandum Style # 1

Universal Industries Ltd.


Jinnah Road,
Karachi
To:
From:
Subject:

Text / Body

Date:

KINDS OF BUSINESS LETTERS


Memorandum Formats / Styles
Memorandum Style # 2

Universal Industries Ltd.


Jinnah Road,
Karachi
Date:
To:
From:
Subject:

Text / Body

KINDS OF BUSINESS LETTERS


Memorandum Formats / Styles
Memorandum Style # 2

Universal Industries Ltd.


Jinnah Road,
Karachi

To:
Subject:
Date:

Text / Body

From:

KINDS OF BUSINESS LETTERS


Memorandum Formats / Styles
Memorandum Style # 3

Universal Industries Ltd.


Jinnah Road,
Karachi
To:
From:
Subject:

Text / Body

Date:

KINDS OF BUSINESS LETTERS


Memorandum Formats / Styles
Memorandum Style # 4

Universal Industries Ltd.


Jinnah Road,
Karachi
Date:
From:
To:

Text / Body

Subject:

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