Business Letter

Meaning and Definition of Business Letters

A business letter is a formal document often used for communication between companies, or between a company and its clients, employees, stakeholders, or other external parties. It serves as a professional medium of conveying information, with a tone that reflects the corporate culture and business etiquette. The structure of a business letter is designed to present the message in a clear, concise, and efficient manner, ensuring that the intent and tone of the communication are appropriately conveyed.

 
Business letters can vary in format and style, but they typically include the sender’s contact information, date, recipient’s address, a formal greeting, body of the letter, closing, and signature.

Uses/Importance of Business Letters

1. Exchange Information: Business letters serve as a reliable method for exchanging information. They provide a tangible record of communication, which can be particularly important for legal or formal exchanges. The written format ensures that complex details are conveyed accurately and can be referenced later.

2. Establish Relationship: They are instrumental in establishing and maintaining professional relationships. A well-crafted letter can introduce a company, foster partnerships, and express appreciation, contributing to a positive image and ongoing collaboration.

3. Support for Decision: Business letters can offer justification or explanations that support decision-making processes. They often contain proposals, reports, or data that can influence the decisions of recipients, whether they are customers, partners, or internal management.

4. Saves Time and Cost: They are cost-effective and time-saving tools for communication. Unlike meetings that require scheduling and travel, letters can convey the same information promptly without the need for physical presence, reducing operational costs.

5. Settle Disputes: They can play a crucial role in dispute resolution. A well-documented letter can clarify misunderstandings, state positions, and propose solutions, often serving as a first step towards resolving conflicts.

6. Support for Planning: They can be used to outline plans, communicate strategies, or provide directives. This aids in ensuring all parties are informed and aligned with the company’s objectives.

7. Create Goodwill: They often include messages of goodwill, such as congratulations or condolences, which can strengthen business relationships and enhance the company’s reputation.

Structure of a Business Letter

1. Heading: The heading contains the sender’s address and the date. It’s positioned at the top of the letter and provides the recipient with the necessary information to respond. For example:

XYZ Corporation
123 Business Rd.
Business City, BX 45678
January 1, 2024

2. Inside Name and Address: This section includes the recipient’s name, title, company, and address, aligning it with formal addressing protocols. For instance:

Mr. Jivi Thapa
Senior Manager
ABC Enterprises
789 Market St.
Commerce City, CM 12345

3. Subject and Reference: The subject line succinctly describes the letter’s purpose, while references include any relevant file or account numbers. Example:

Subject: Partnership Proposal
Ref: ABC/XYZ/2024

4. Salutation: The salutation is a courteous way to greet the recipient, typically using “Dear”, “Respected”, etc. followed by their title and last name, such as:

Respected, Mr. Thapa

5. Body of a Letter: The body elaborates on the letter’s purpose, organized into paragraphs for clarity. It should be direct and informative. For example:

I am writing to propose a partnership between XYZ Corporation and ABC Enterprises...

6. Complementary Closing: The closing is a polite way to end the letter, such as “Sincerely,” followed by a comma. For example:

Sincerely,

7. Name and Signature: The sender’s typed name and signature go below the closing, signifying the letter’s authenticity. Like so:

[Signature]
Adam Smith
Chief Executive Officer

7. Enclosures: If the letter includes additional documents, the enclosures section indicates this. For instance:

Enclosures: Partnership Agreement Draft, Company Profile

Qualities of a Good Business Letter

1. Simplicity: A good business letter should be straightforward and easy to understand, avoiding complex language or jargon that could confuse the recipient.

2. Clarity: It must convey its message clearly, with a well-organized structure that guides the reader through the content without ambiguity.

3. Correctness: Accuracy in grammar, punctuation, and facts is essential to maintain professionalism and credibility.

4. Completeness: All letters are written for a definite objective. A letter should provide all necessary information, leaving no questions unanswered.

5. Conciseness: As far as possible, letters should be brief considering the time value of the reader. Brevity is key; a good letter conveys its message as succinctly as possible without omitting important details.

6. Courteousness and Politeness: Courteousness is concerned with payment of honour and respect to the reader. Respectful language and a polite tone foster positive business relationships.

7. Originality: The way of writing letter by the use of writer’s own skill, knowledge and style is originality. A unique approach or personalised touch can make a business letter stand out.

8. Attractiveness: It is defined as the quality of making a letter seem nice and impressive. A clean, professional layout with ample white space enhances readability.

9. Sincerity: A genuine tone in letter can convey honesty and build trust. A letter should be prepared with sincere salutation and complementary remarks.

10. Effectiveness: Ultimately, a good business letter achieves its intended purpose, whether it’s to inform, persuade, or resolve an issue.

Drafting Business Letters

1. Inquiry Letter:

An inquiry letter is a formal request for information on a specific topic, product, or service. It’s typically sent by an individual or a company to another entity with the aim of obtaining detailed information that is not readily available through other sources. The letter should be clear, concise, and polite, outlining the specific information or clarification that is being sought.

Write an inquiry letter to Kathmandu Trading Enterprises, Kathmandu on behalf of Shrestha Trading Enterprises, Kathmandu to know about its new products and way of business.

Shrestha Trading Enterprises

123 Commercial Ave.

Kathmandu, Nepal

March 13, 2024

Kathmandu Trading Enterprises
456 Business Plaza
Kathmandu, Nepal

Subject: Inquiry About New Products and Business Practices

Dear Sir/Madam,

I am writing to you on behalf of Shrestha Trading Enterprises to inquire about the new products you have introduced to the market this year. As a leading company in the industry, we are always looking to expand our product offerings and are interested in learning more about your innovations and the business practices that accompany them.

Could you please provide us with detailed information regarding the types of products you have recently launched, their specifications, pricing, and any unique selling points? Additionally, we are keen to understand the methods you employ in marketing and distributing these products.

We would also appreciate it if you could share insights into your customer service policies and any after-sales support you offer.

Thank you for your attention to this matter. We look forward to your prompt response and hope to establish a mutually beneficial relationship.

Sincerely,
[Signature]
Rajesh Shrestha
Manager
Shrestha Trading Enterprises

2. Reply to Inquiry Letter:

The reply to an inquiry letter is a response that provides the information requested in the inquiry. It should address all the points raised in the original letter and provide comprehensive and relevant details to fulfil the request. The response should also maintain a professional and courteous tone, encouraging further communication if need.

Draft a response of inquiry letter to Shrestha Trading Enterprises, Kathmandu on behalf of Kathmandu Trading Enterprises, Kathmandu providing detail response of inquiry letter.

Kathmandu Trading Enterprises

456 Business Plaza

Kathmandu, Nepal

March 20, 2024

Shrestha Trading Enterprises
123 Commercial Ave.
Kathmandu, Nepal

Subject: Response to Your Inquiry on New Products and Business Practices

Dear Mr. Shrestha,

Thank you for your letter dated March 13, 2024, expressing interest in our new product line. We are pleased to share information about our latest offerings and business practices.

This year, we have launched a range of eco-friendly home appliances that are designed to provide maximum efficiency while reducing environmental impact. Our products feature the latest technology in energy conservation, come with a two-year warranty, and are competitively priced. We believe that these unique selling points will make them a valuable addition to your product range.

Our marketing strategy focuses on digital platforms, with a strong presence on social media and e-commerce sites. We also have a dedicated customer service team available 24/7 to assist with any inquiries or after-sales support.

Enclosed with this letter, you will find brochures and a price list for our new products. We hope this information will help you in making an informed decision.

We are committed to providing quality products and services and would be delighted to discuss any potential partnership opportunities with Shrestha Trading Enterprises.

Sincerely,

[Signature]
Anita Gurung
Sales Director
Kathmandu Trading Enterprises

Enclosures: Product Brochures, Price List

3. Order Letter

An order letter is a written communication sent by a buyer to a seller, detailing the purchase of goods or services. It specifies the items requested, quantities, agreed prices, delivery dates, and payment terms. This document serves as a formal request initiating a transaction and can include instructions or special requirements. It’s essential for maintaining records and serves as a legal document that can be used to ensure the fulfilment of the order.

Draft an order letter for the supply of 500 pieces of accountancy, 260 pieces management, 300 pieces economics, and 100 pieces of physics books to S. Chand & Company Ltd., New Delhi, India as quoted in the previous letter on behalf of Satyam Stationaries, Biratnagar, Nepal.

Satyam Stationaries

123 Book Street

Biratnagar, Nepal

[Date]

S. Chand & Company Ltd.
456 Educational Row
New Delhi, India

Subject: Order for Educational Books

Dear Sir/Madam,

As per our recent discussions and your quotation dated [Quotation Date], we would like to place an order for the following educational books:

- 500 pieces of Accountancy Books
- 260 pieces of Management Books
- 300 pieces of Economics Books
- 100 pieces of Physics Books

We request that the books be supplied in good condition and packaged appropriately to prevent any damage during transit. Please ensure that the shipment is dispatched to the following address by [Desired Delivery Date]:

Satyam Stationaries
123 Book Street
Biratnagar, Nepal

We look forward to receiving the consignment promptly and appreciate your attention to this order.

Sincerely,
[Signature]
[Your Name]
Manager, Satyam Stationaries

4. Reply to Order Letter/Order Confirmation Letter

A reply to an order letter, or an order confirmation letter, is a seller’s formal acknowledgment of receiving an order. It confirms the details of the purchase, including the items, quantities, prices, delivery dates, and payment terms. This letter serves as a commitment to fulfil the order as specified and may also provide additional information such as shipping details or any changes to the order. It’s a crucial step in the buying process, providing assurance to the buyer that their order is being processed.

Draft an order reply/ Order confirmation letter for the above case.

S. Chand & Company Ltd.

456 Educational Row

New Delhi, India

[Date]

Satyam Stationaries
123 Book Street
Biratnagar, Nepal

Subject: Confirmation of Order No. [Order Number]

Dear [Your Name],

We are writing to confirm the receipt of your order dated [Order Date]. We are pleased to accept your order and will ensure the following items are dispatched as requested:

- 500 pieces of Accountancy Books
- 260 pieces of Management Books
- 300 pieces of Economics Books
- 100 pieces of Physics Books

The consignment will be sent to the address provided and is scheduled to arrive by [Desired Delivery Date]. We will provide you with the tracking details once the shipment is underway.

Thank you for choosing S. Chand & Company Ltd. We value your business and are committed to providing you with the best service.

Sincerely,
[Signature]
[Sales Representative Name]
Sales Department, S. Chand & Company Ltd.

5. Complaint Letter

A complaint letter is a formal method of communicating dissatisfaction with a product or service. It is addressed to the responsible party, detailing the issue encountered, the impact it has had, and the resolution expected. The letter should be clear, concise, and polite, despite the nature of the complaint. It serves as an official record of the grievance and can be used in further actions if the complaint is not resolved satisfactorily.

On behalf of KC and Company, Kathmandu, draft a letter of complaint to Sharma and Company, Pokhara regarding the receipts of low-quality goods.

KC and Company

789 Corporate Avenue

Kathmandu, Nepal

[Date]

Sharma and Company
101 Market Street
Pokhara, Nepal

Subject: Complaint Regarding Low-Quality Goods

Dear Sir/Madam,

I am writing to express our concern regarding the recent consignment of goods we received from your company on [Date of Receipt]. Unfortunately, we have found that the quality of the items does not meet the standards we expected based on our agreement and your assurances.

The goods in question exhibit several defects, including [List Specific Issues], which render them unsuitable for sale to our customers. This has not only caused us financial loss but also risks damaging our reputation.

We request an immediate investigation into this matter and ask that you provide us with a solution to rectify this situation promptly.

Sincerely,
[Signature]
[Your Name]
Manager, KC and Company

6. Reply to Complaint Letter

The reply to a complaint letter is a written response from the entity that provided the product or service. It acknowledges the receipt of the complaint, expresses empathy or an apology for any inconvenience caused, and outlines the steps that will be taken to investigate and resolve the issue. This letter is an opportunity for the provider to maintain customer relations, demonstrate customer service commitment, and potentially offer compensation or corrective measures to address the customer’s concerns.

Draft a suitable reply to the letter of complaint regarding the receipt of damaged goods.

Sharma and Company

101 Market Street

Pokhara, Nepal

[Date]

KC and Company
789 Corporate Avenue
Kathmandu, Nepal

Subject: Response to Your Complaint Letter Dated [Date of Complaint Letter]

Dear [Your Name],

We have received your complaint letter dated [Date of Complaint Letter] regarding the quality of goods supplied to your company. First and foremost, we extend our sincerest apologies for any inconvenience this has caused.

We take full responsibility for the oversight and have initiated an internal review to understand the cause of this issue. To resolve the matter, we are prepared to [Offer a Solution, such as Replacement, Refund, etc.].

Please let us know how you wish to proceed, and we assure you of our best attention to prevent such occurrences in the future.

Sincerely,
[Signature]
[Customer Service Manager Name]
Customer Service Department, Sharma and Company

7. Application Letter

An application letter, often accompanying a resume, is a personal statement by a job applicant, expressing interest in a specific position. It highlights the applicant’s relevant skills, experience, and qualifications tailored to the job requirements. The letter aims to persuade the employer of the applicant’s suitability and to secure an interview. It provides a narrative form to introduce oneself professionally, showing enthusiasm and providing a glimpse into the applicant’s personality and professional approach.

Draft an application letter to the personnel manager of Market Renovate Pvt. Ltd, Biratnagar, Nepal, applying for the post of financial advisor quoting the advertisement published in Rastriya Times on March 3rd, 20xx.

[Your Name]

[Your Address]

Biratnagar, Nepal

[Your Email Address]

[Date]

To the Personnel Manager
Market Renovate Pvt. Ltd.
Biratnagar, Nepal

Subject: Application for the Post of Financial Advisor

Dear Sir/Madam,

I am writing to express my interest in the Financial Advisor position at Market Renovate Pvt. Ltd., as advertised in the Rastriya Times on March 3rd, 20xx. With a Bachelor's degree in Finance and extensive experience in financial analysis and advisory roles, I am confident in my ability to contribute effectively to your esteemed company.

My professional journey has been marked by a dedication to providing sound financial advice, optimizing investment strategies, and enhancing client satisfaction. I am adept at analyzing market trends, managing financial portfolios, and developing customized financial plans that align with clients' goals.

Enclosed is my resume, which provides further detail about my qualifications and achievements. I am enthusiastic about the opportunity to discuss how my skills and experiences align with the needs of Market Renovate Pvt. Ltd.

Thank you for considering my application. I look forward to the possibility of contributing to your team and am available at your earliest convenience for an interview.

Yours sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

8. Curriculum Vitae (CV)

A Curriculum Vitae (CV) is a comprehensive document that outlines an individual’s academic and professional history. It includes education, work experience, achievements, skills, certifications, and sometimes personal interests. Unlike a resume, a CV is more detailed and is often used for academic or research positions. It serves as a personal profile, providing employers with an in-depth look at a candidate’s background, and is particularly useful for evaluating the suitability of a candidate for a specific role or project.

Create a specimen of Curriculum Vitae (CV) Bio-Data including Personal details, andAcademic qualifications. Also Include Experiences, Trainings, and References that is suitable for the post of Marketing Manager of Airlines Company in Nepal.

Curriculum Vitae

Personal Details:
Name: [Your Full Name]
Address: [Your Address]
Phone: [Your Phone Number]
Email: [Your Email Address]
Nationality: Nepalese

Academic Qualifications:
- Bachelor of Business Administration (Marketing)
Year: 20xx
University: [University Name]
Division/Percentage: First Division, XX%

- Higher Secondary Certificate (Management)
Year: 20xx
Board: HSEB
Division/Percentage: First Division, XX%

- School Leaving Certificate (SEE)
Year: 20xx
Board: OCE
Division/Percentage: First Division, XX%

Work Experience:
- Marketing Specialist
Company: [Previous Company Name]
Duration: [Start Date] - [End Date]
Responsibilities: Developed marketing strategies, managed campaigns, analyzed market trends.

- Sales Associate
Company: [Previous Company Name]
Duration: [Start Date] - [End Date]
Responsibilities: Engaged with customers, achieved sales targets, provided product information.

Training:
- Digital Marketing Certification
Institution: [Institution Name]
Year: 20xx

- Advanced Communication Skills Workshop
Institution: [Institution Name]
Year: 20xx

References:
- Mr. Gopal Man Dhamala, Director of ABC Airlines Company, Kathmandu, Nepal
- Dr. G.P Chudal, MD of Market Renovate Pvt. Ltd, Biratnagar, Nepal

Example Letter: Draft an application letter (Specimen letter) in English to the hotel manager for the vacant post of a hotel boy in Sagarmatha hotel, Pokhara, Nepal

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Date]

Mr./Ms. [Manager's Name]

Hotel Manager

Sagarmatha Hotel

[Hotel Address]

Pokhara, Nepal

Dear Mr./Ms. [Manager's Name],

Subject: Application for the Post of Hotel Boy

I am writing to express my interest in the vacant position of a hotel boy at Sagarmatha Hotel, as advertised [where you found the vacancy]. With a strong commitment to delivering exceptional guest service and a proven track record of reliability and efficiency, I am excited about the opportunity to contribute to your esteemed hotel.

Having worked in the hospitality industry for over [number of years], I have developed a keen understanding of the importance of fulfilling guest requests promptly and maintaining a high standard of cleanliness and organization. My experience includes [briefly describe past job responsibilities], which I believe align well with the responsibilities of a hotel boy at Sagarmatha Hotel.

I am particularly drawn to Sagarmatha Hotel because of its reputation for excellence and dedication to providing guests with a memorable stay. I am confident that my proactive approach and ability to work well under pressure will allow me to be a valuable addition to your team.

Enclosed is my resume, which provides further detail about my qualifications. I am looking forward to the opportunity to discuss how my skills and experiences align with the needs of Sagarmatha Hotel. I am available for an interview at your earliest convenience and can be reached at [your phone number] or [your email address].

Thank you for considering my application. I am eager to bring my strong work ethic and passion for hospitality to Sagarmatha Hotel as a hotel boy.

Yours sincerely,

[Your Name]