DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : A. K. Swamy
Designation : Lecturer
Branch : DCCP
Institute : Govt. Polytechnic for
Women, Nandigama.
Year/ Semester : IV Semester.
Subject : Business Correspondence
Subject Code : CCP404
Topic :
Letters of Enquiries, Offer,
Quotation, Acceptance and Order
Sub-Topic : Letters of accepting Quotation
Duration : 50 Minutes
Teaching Aids : PPT, Animations
CCP404.10 1
Objectives:

After completion of this period, you would be

able to know the

 Drafting a letter of accepting quotation

CCP404.10 2
Recap:

 In the previous section, we have understood the

meaning of enquiry, quotation etc.,

CCP404.10 3
Known to unknown

 After receiving quotation and before replacing

others do you know what type of letters are
written in order to build good business relations…
 Letters of accepting quotation

CCP404.10 4
Circumstances when letters of
acceptance are sent

 They are sent by buyers as a good business gesture

 Only to those sellers whose quotations are accepted

CCP404.10 5
Drafting letter of Acceptance of
Quotation

 Type “Telegrams” on the left side of the paper

and “Telephone No.” on the right side of the
paper.

 The Name of the Buyer’s Organization in the

centre of page

CCP404.10 6
 Enter the full address of the buyer’s organization
on the right side of the paper
 While writing address of the organization, cover
the D.No., Street, Station, District and State in a
clear manner

CCP404.10 7
 Put a date at the right side and letter number at the
left side
 Write the Supplier’s Name and address at the left
side
 Salutation i.e., Dear Sirs/Dear Sir etc., should be
written at the left side

CCP404.10 8
 Subject and Reference should be written after
Salutation taking (5) spaces gap
 Maintain necessary spaces after every item so as
to attract the attention of the reader
 The body of the letter should be divided according
to the content of the letter

CCP404.10 9
 Complimentary close i.e.., Yours faithfully or Yours
sincerely should be written at the right side
 It should be followed by Signature of the sender
 After signature, the name of the signatory should be
written in block letters within parenthesis

CCP404.10 10
 In The Opening Para:
 Thank the supplier for his quotation.

 Give the reference number and date of quotation if

necessary.

CCP404.10 11
In The Main Para, The Following
Points To Be Covered.
 Detailed description of the required goods i.e., size,
quality, quantity, brand etc., should clearly be
mentioned
 Whether the goods will be purchased against cash
or on credit should clearly be mentioned

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 The place and time of the delivery to be made
should be mentioned
 The mode of transport to be required should also
clearly be indicated
 There should be clear mention about packing,
insurance etc.,

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 The way of making payment should be clearly
mentioned i.e.., by way of cash/cheque/D.D. etc.,
 If it is an emergency order, time limit should clearly
be mentioned

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 Confirm the settled terms of price and payment.

 Confirm the tentative date of sending letter of order

CCP404.10 15
In The Closing Para:

 Request the supplier to confirm the order whether

he is going to execute or not.

 Request to intimate the date and time of delivery.

 Ask for after-sales services, if needed.

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Complimentary Close

 Complimentary close should be written on the right

side of the paper.
 Use Correct complimentary close according to the
salutation. Ex., Yours faithfully, Yours sincerely,
etc.,
 Put the signature of the sender after
complimentary close.

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 The name of the signatory has to be written legibly
in parenthesis below the signature.
 The Signature should be in handwriting.
 The Signature never start with Sri, Smt., Mr., etc.,
 If any document is enclosed to a letter, the
particulars may be noted in this column.

CCP404.10 18
Model - Letter Of Accepting Quotation
Telegrams: ‘BASD’ Telephone:040-3456983
BANSILAL SALES DEPOT
(Dealers in garments)
205, Netaji Road,
Dilsukhnagar,
Hyderabad-03
Lr.No.15/Sales/08 5th February, 2008
To
The Sales Manager,
R.K.Trader,
Vijayawada-2.

Dear Sir,

Sub:- Sending Letter of accepting quotation for the supply of

various garment items-Reg.
Ref:- Your quotation No.45/2008m dt:25.1.2008,
…
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 We thank you for your quotation cited in the
reference and for the supply of samples.
As the price, terms and conditions given in your
quotation are acceptable, We are proposed to buy
the following garment items

S. No Item Price Quantity

1 Napkins 10/- each 100 Nos

2 Big towels 150/- each 50 Nos.
3 Small 75/- each 60 Nos
towels

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 We will place an order within a week in a detailed manner.
This letter is only for confirming the acceptance of your
quotation. Please note that this is not an Order letter.

Thanking You,
Yours Sincerely,
for Bansial Sales Depot

Marketing Manager.

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Summary

 This letter is sent by the buyer to the seller

 After receiving the quotation, if the price, terms and
conditions are favourable, the buyer may accept it
by sending a letter of acceptance
 It is a good business gesture

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Quiz
1. The letter of accepting quotation is sent by
a) Seller
b) Buyer
c) Manufacturer
d) None
2. The purpose of the letter of accepting quotation is
a) To place the order
b) To confirm the acceptance of a quotation
c) To cancel the order
d) None
CCP404.10 23
Frequently Asked Questions

 Write a letter on behalf of the Satyam Computers,

Hyderabad informing accepting of quotation sent
by M/s Chandulal Stationery mart, Mumbai for
supply of stationery items.

CCP404.10 24
Assignment

 Draft a latter accepting quotation M/s Satyam

Computers (P) Ltd..for supply of computers, lap
tops and cell tops for your industry

CCP404.10 25