Business letters are formal written messages used to communicate with customers, suppliers, banks, and other organisations.
Importance (exam points):
Essentials:
Tone rules: clarity + courtesy + correctness + completeness.
Purpose: to ask for information (price, catalogue, terms, availability).
Include:
Sample inquiry letter:
Sender’s Address
Date
To,
The Sales Manager,
ABC Traders,
City
Subject: Inquiry for price and catalogue of office chairs
Dear Sir/Madam,
We are planning to purchase office chairs for our new branch. Kindly send us your latest catalogue and price list for ergonomic office chairs.
Please mention:
- price per unit (including GST)
- bulk discount (if any)
- delivery time and charges
- warranty and after-sales service
We request you to send the quotation at the earliest.
Yours faithfully,
Name
Designation
Company
Purpose: to reply to inquiry by giving price and terms.
Include:
Sample quotation letter:
Sender’s Address
Date
To,
The Purchase Officer,
XYZ Pvt. Ltd.,
City
Subject: Quotation for supply of office chairs
Dear Sir/Madam,
With reference to your inquiry dated ____, we are pleased to submit our quotation for ergonomic office chairs:
- Model: Ergo-Pro
- Price: ₹4,500 per chair (inclusive of GST)
- Bulk discount: 5% for orders above 50 units
- Delivery: within 7 working days
- Warranty: 1 year
Payment terms: 50% advance and balance on delivery.
We assure you of best quality and prompt service.
Yours faithfully,
Name
Sales Executive
Company
Purpose: to place an order for goods/services.
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Business communication is the process of sharing information between people within and outside a company. Effective business communication is how employees and management interact to reach organizational goals. Its purpose is to improve organizational practices and reduce errors.
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Business letters are formal written messages used to communicate with customers, suppliers, banks, and other organisations.
Importance (exam points):
Essentials:
Tone rules: clarity + courtesy + correctness + completeness.
Purpose: to ask for information (price, catalogue, terms, availability).
Include:
Sample inquiry letter:
Sender’s Address
Date
To,
The Sales Manager,
ABC Traders,
City
Subject: Inquiry for price and catalogue of office chairs
Dear Sir/Madam,
We are planning to purchase office chairs for our new branch. Kindly send us your latest catalogue and price list for ergonomic office chairs.
Please mention:
- price per unit (including GST)
- bulk discount (if any)
- delivery time and charges
- warranty and after-sales service
We request you to send the quotation at the earliest.
Yours faithfully,
Name
Designation
Company
Purpose: to reply to inquiry by giving price and terms.
Include:
Sample quotation letter:
Sender’s Address
Date
To,
The Purchase Officer,
XYZ Pvt. Ltd.,
City
Subject: Quotation for supply of office chairs
Dear Sir/Madam,
With reference to your inquiry dated ____, we are pleased to submit our quotation for ergonomic office chairs:
- Model: Ergo-Pro
- Price: ₹4,500 per chair (inclusive of GST)
- Bulk discount: 5% for orders above 50 units
- Delivery: within 7 working days
- Warranty: 1 year
Payment terms: 50% advance and balance on delivery.
We assure you of best quality and prompt service.
Yours faithfully,
Name
Sales Executive
Company
Purpose: to place an order for goods/services.
Include:
Sample order letter:
Sender’s Address
Date
To,
The Sales Manager,
ABC Traders,
City
Subject: Purchase order for office chairs
Dear Sir/Madam,
Please supply the following items as per your quotation dated ____:
- Ergonomic office chairs (Model: Ergo-Pro) — 60 units
- Rate: ₹4,500 per unit (inclusive of GST)
Delivery address: ____
Delivery time: within 7 working days
Payment terms: as agreed
Kindly confirm acceptance of this order.
Yours faithfully,
Name
Purchase Officer
Company
Purpose: to inform seller about defects, delay, wrong delivery, etc.
Include:
Sample complaint letter:
Sender’s Address
Date
To,
The Customer Support Manager,
ABC Traders,
City
Subject: Complaint regarding defective office chairs
Dear Sir/Madam,
We received 60 office chairs against our order no. ____ dated ____. On inspection, 8 chairs were found to have loose armrests and damaged wheels.
We request you to replace the defective chairs immediately or arrange repair at your earliest. Please treat this as urgent as the chairs are required for office use.
Enclosure: copy of invoice and list of defective items.
Yours faithfully,
Name
Designation
Company
Meaning: Reply by seller to resolve complaint and maintain goodwill.
Principles (exam points):
Sample adjustment letter:
Sender’s Address
Date
To,
The Purchase Officer,
XYZ Pvt. Ltd.,
City
Subject: Reply to complaint and adjustment
Dear Sir/Madam,
We regret the inconvenience caused due to the defective chairs supplied against invoice no. ____.
We have arranged replacement of 8 chairs and our representative will deliver them within 3 working days. We are also extending an additional 2% discount on your next order as a gesture of goodwill.
Thank you for bringing this matter to our notice.
Yours faithfully,
Name
Customer Support Manager
Company
Exam tip: Even if you cannot write full letter, write headings + key points in correct order.
From this topic
Inquiry should include item specifications, quantity required, request for price/discount (including tax), delivery time and payment terms (any three).
Quotation should include item description/specs, price and taxes, discount, delivery schedule, warranty and payment terms (any three).
An inquiry letter is written to request information from a supplier before purchasing goods/services.
Purpose:
Contents (exam points):
Inquiry letters should be concise, clear and courteous.