Академический Документы
Профессиональный Документы
Культура Документы
Completeness
Conciseness
Consideration
Correctness
Courtesy
Five
Fivesteps
stepsto
toplanning
planning
Set
Set aside
asidetime
timefor
for handling
handlingcorrespondence
correspondence
Decide
Decidepurpose
purpose
Gather
Gatherrelevant
relevantinformation
information
Arrange
Arrangethe
thematerial
materialin
inlogical
logicalorder
order
Select
Select the
theright
righttone.`
tone.`
Elements of a Letter
Date
Heading(/Letterhead)
Reference
Inside address
Attention Line
Salutation
Subject
Body
Conclusion
Signature
Enclosures
Date
The date line indicates the date the letter was
written
Use the American date format (place the month
before the day)
For example:
October 22, 2010
Oct 22, 2010
Heading/Senders Address
One line below the date
Senders name (in case of a company or firm)
Address
Telephone no.
Fax number
E-mail address
Telegraphic address
Printed or typed in the middle of the page
If written by hand, it should be on the left hand side
NOTE:
No senders address is mentioned if
both the sender and the receiver belong
to the same organization.
Inside address
Receivers full name and designation
Address as on the envelope
Written on the left hand side
In ordinary cases, Mr., Mrs., or Ms.is used
Name of the company if there is no name or
designation
Messer's is used if the company has a nominal
feature in its name
Salutation
On the left hand side
Two spaces below the inside address
Its the greeting of the addressee
Its the written
conversation
equivalent
of
Hello used
in
Sir/ Madam
For firms
My dear
Opening paragraph
Designed to attract the readers attention
Should open with acknowledgement or gratitude
or
With a reference to the previous letter
or
Introduction specifying the nature of business
or
the occasion for writing the letter
Opening paragraph
Please refer to your letter No. A/21 of May 20,
2010.
We thank you for your enquiry of 29th May and
are glad to know that you are interested in our
products.
We wish to introduce ourselves as general
merchants of 10 years standing in our area..
MAIN PARAGRAPH
Contains all the relevant details
Should be brief and precise
Should be written in simple and clear words
Avoid ambiguity
MAIN PARAGRAPH
It would be competitive and hence justifiable if
you allow us either an additional trade discount
of 3% discount apart from the 7% trade discount
you have already offered. In view of the present
large order of Rs. 75,000 and the subsequent
orders you would be regularly getting from us,
you should still find these terms very attractive.
Closing paragraph
Should restate the purpose of the letter
Request some type of action
Some examplesWe look forward to receiving an early reply from you.
These goods are needed to execute our customers urgent
orders; hence we look forward to getting a prompt reply from
you.
Complimentary close
Four spaces below the body of the letter.
On the left hand side.
ExamplesYours sincerely / Yours faithfully / Yours truly
SIGNATURE
Lends authenticity to the letter
Without signature, a letter has no value at all
Placed below the complimentary close
The name of the person signing the letter is
typed below the signature
Optional Elements
Your reference/Our reference
Attention
Identification marks (Confidential)
Enclosure
Attention
Addressed to an organization
Directed to a specific person
Name/Designation
Between the inside address and salutation
Enclosure
Two spaces below the signature
No. and brief details of documents
Information Letters
Enquiry Letters
Orders
Tenders
Complaint Letters
Sales Letters
Quotations
Payments
Follow ups
Heading:
Jackson Brothers
23rd Street
New York, NY 12009
Date:
Dear Sirs
Enquiry about camera
With reference to your advertisement in yesterday's
New York Times, could you please send me a copy
of your latest catalogue. I would also like to know if it
is possible to make purchases online. Looking
forward to a speedy response.
Reply
QUOTATIONS
Describe
Describerequirements/specifications
requirements/specificationsclearly
clearly
Request
Requestseller
sellerto
toquote
quoteprices
pricesand
andterms
termsofofpayment
payment
Ask
Askfor
forsamples
samples
State
quantity
State quantityand
andtime
timeframe
frame
Ask
Askfor
fordetails
detailsofofguarantees,
guarantees,accessories,
accessories,spares
spares
Installation
Installationterms
terms
Duration
Durationofofvalidity
validityofofproposal
proposal
Sending
Sendingquotations
quotations
Sales
Salesletter
letterincluding
including
Mode
Modeand
andterms
termsofofpayment
payment
Place
Placeand
andmethod
methodofofdelivery
delivery
Method
Methodofoftransport
transport
Charges
Chargesviz.
viz.sales
salestax,
tax,octroi,
octroi,freight,
freight,insurance
insurance
Packing
Packingand
andforwarding
forwardingcharges.
charges.
Placing
Placingorders
orders
Clarity/complete
Clarity/completedetails
detailsand
and
specifications/catalogue
specifications/catalogueno.
no.
Color,
Color,size,
size,quality
qualityetc.
etc.
Quantity
Quantity
Mode
Modeofofpayment
paymentand
andtime
timelimit
limit
Mode
Modeofofshipment
shipment
Address
Address
Proper
Properpacking/insurance
packing/insuranceissues
issues
Invite quotations
Date
------------------------------------------------Dear Sir
We wish to buy the following items of electronic equipment for our laboratory. We
would be grateful if you could provide us the pricing , inclusive of full particulars
and technical details. The quantity we propose to buy is mentioned against each
item. Since the processing of the purchase proposal may take some time, kindly
send us quotation valid for at least 3 months.
Item Description
Quantity
------------------------------------------------------Also let us know how much time would you take to process the order and deliver
the equipment. Also kindly include details of guarantee period and any after sales
facility provided by you.
We look forward to hearing from you.
Yours faithfully
Purchase officer
QUOTATION
From: ABC Company
Street Address
City,
Telephone and fax
Date prepared: ______________
Valid until: _________________
Quotation No: _________________
Prepared for:
---------------------------------------------------------------------------------------------------------------------------
Item Description
Quantity
Unit Price
Amount
Terms
&&Conditions:
Prepared
by:
Terms
Conditions:
_____________________________________________________________
Orders
[Date]
[Addressee]
Dear [Name]:
Yours truly
Sales Letter
Purpose
Making
Makingaastriking
strikingstatement
statement
Stating
Statingaasignificant
significantfact
fact
Making
Makingaaspecial
specialoffer
offer
Focusing
Focusingon
onthe
thecentral
centralselling
sellingpoint
point
Make
Makespecial
specialappeals
appealstotopride
prideofofpossession/vanity
possession/vanity
The
TheBody
Body
Explain
Explainthe
thequalities
qualitiesofofproduct
product
Convince
Convincehim
himthat
thatthe
theclaims
claimsare
aretrue
true
-Trial
-TrialOffers
Offers
-Guarantees
-Guarantees
-Free
-FreeSamples
Samples
-Testimonials/Statistics
-Testimonials/Statistics
Concluding
Concluding Paragraph
Paragraph
Closing
Closingparagraph
paragraphtotomotivate
motivateaction
action
-For
-Foryour
yourconvenience
convenience
-Limited
-Limitedstocks
stocks
-Order
-Orderform
formisisenclosed
enclosed
Sales Letter
Document Makers
2398 Red Street
Salem, MA 34588
March 10, 2010
Conclusions
Conclusionsto
tobe
beavoided
avoided
You
Youwill
willregret
regretyour
yourdecision
decisionifif
you
youdont
dontorder
ordernow..
now..
Indecision
Indecisioncan
cancause
causeyou
youloss
lossof
of
Such
Suchopportunities
opportunitiesdont
dontcome
comeagain
again
We
Wehope
hopeyou
youbelieve
believeus.
us.
Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
Dear Mr. Smith
Are you having trouble getting your important documents formatted correctly? If you are like
most business owners, you have trouble finding the time to economically produce goodlooking documents. This is why it is important to have a specialist take care of your most
important documents.
As Documents Makers, we have the skills and experience to come in and help you make the
best possible impression. May we stop by and offer you a FREE estimate of how much it
would cost to get your documents looking great? If so, give us a call at and set up and
appointment with one of your friendly operators.
Yours sincerely
(signature here)
Richard Brown
President
found damaged
Inferior
quality or defect
Order
carelessly fulfilled
Delay
in supplying goods
Wrong
Poor
invoicing
Model letters
JUNE 7,2010
Gupta Enterrises
7, Barakhamba Road
New Delhi-110001
Messers Ashoka Garments
II, Gandhi Market
Bombay-270001
Dear Sirs
Sub: Your letter No. A/21
Please refer to your letter No. A/21 of May 20, 2010.
We are glad to know that our terms and conditions are acceptable to you. You will
always receive prompt and efficient service as a valuable client.
You are requested to send your orders. Our catalogue is enclosed herewith.
Yours faithfully
M.L. Gupta
Sales Manager
for
in
in
with
of
Dear Sir
on
We read your advertisement
racing cycles
the current edition
Cyclists and are interested
your products
to
from
particularly touring bikes.
We are a large retail company
cycle shops throughout Germany .
We would like your catalogue and a price list quoting prices.
Please let us know your terms
trade, including quantity discounts,
Let us practise
Write a letter of reply from UK Cycles Ltd. G. T Road,
Sahibabad to South End Sports South Extension Ph-1
New Delhi.
Thank him for his letter, quoting the date
Give him the following information:
Discounts- quantity discounts or orders over $10,000
Delivery time- usually three months after receipt of order
Credit facilities only after trading for at least one year with
the company
Thank him for his interest in your company, and close the
letter in the appropriate manner.
Oct. 4, 2010
UK Cycles Ltd
G.T.Road, Sahibabad
The Managing Director
South End Sports
South Extension Ph-1
New Delhi
Dear Sir
Thank you for your letter of 15th February, in which you asked about our terms of trade.
We give quantity discounts on orders exceeding $10, 000, but cannot offer credit facilities
until at least one year after beginning a business relationship. We can normally guarantee
delivery of our goods within three months of receiving the order. We have pleasure in
enclosing our latest catalogue and price-list, which we hope will be of interest to you.
Thank you for your interest in UK Cycles, and we look forward to hearing from you.
Yours sincerely
Robert Morris
Sales Director
Enc. one