Types of Correspondence - its importance in business
Features and formats of business letters
A letter of enquiry is a letter written to enquire about something that you want to know. When writing a letter of enquiry, make sure to mention a list of all the details you would want to gather about the product you would like to purchase or the service you would like to avail.
Business Enquiry Letter – Regarding the Purchase of Materials in Bulk
2nd January, 2022
Subject: Business enquiry for bulk purchase of fabrics
I am writing in regard to our intention to buy cloth materials in bulk. I came across your store, and we had a talk with your supply manager in this regard.
I own a boutique that sells customised clothing, and I am in need of materials that would be suitable for sarees, salwar suits and lehengas. I am looking for crepe, georgette, double georgette, linen, cotton, silk cotton, jute, brasso silk, and chiffon materials. It would be a great help if you could send me the colours and patterns available in these categories and also the pricing details for each. I would also like to know if it is possible for you to customise colours and patterns for me.
Once I have a look at the different patterns and colours you have, I will let you know the ones for which you can send me samples. I will meet you in person to discuss the final pricing and the quantity of different fabrics I need. Feel free to contact me in case of any questions.
Enquiry Letter Sample – Regarding a Job Vacancy
Subject: Enquiry regarding the job opening for the post of English Language Trainer
With reference to the mail I received dated 28/12/2021; I would like to enquire about the job opening for the post of English Language Trainer at your esteemed institution.
I have completed my post graduation in English Literature. I have experience working as an English Teacher for two years and as an English Language Trainer for a year. I have been looking for opportunities to work with an organisation like yours that associates with different institutions and trains their students. I would like to know more about the job role and other related details. Kindly send me a brochure so that I can learn more about your organisation and the activities you carry on.
I hope to hear from you soon and would also like to meet you in person for an interview on a suitable date. I am enclosing a copy of my updated resume for your kind perusal.
Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter. To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.
An adjustment letter is a type of business correspondence that is used to respond to a customer's complaint, request or claim for a refund, replacement or any other form of compensation. The purpose of an adjustment letter is to acknowledge the customer's concern and to explain what actions the company will take to resolve the issue and satisfy the customer's needs.
An adjustment letter usually begins with an expression of regret for any inconvenience or dissatisfaction caused to the customer. The letter should also provide a clear and concise explanation of the problem, how it occurred, and what steps are being taken to rectify the situation. In some cases, the letter may include an offer of compensation or a gesture of goodwill to restore the customer's confidence in the company.
Adjustment letters are an important aspect of customer service and help to maintain positive relationships with customers. They demonstrate that the company is willing to listen to customer feedback and take steps to address any issues that arise.
Format of an Adjustment letter:
I am writing in response to your recent communication regarding [issue or problem]. First and foremost, please accept our sincerest apologies for any inconvenience or frustration this may have caused you.
After carefully reviewing your concerns, we have taken steps to address the issue and make the necessary adjustments to ensure that it does not happen again in the future. We understand how important it is to provide our customers with reliable and high-quality products and services, and we take full responsibility for falling short in this regard.
In light of the circumstances, we would like to offer you [compensation or resolution]. We hope that this gesture can demonstrate our commitment to your satisfaction and help to restore your confidence in our company.
Again, we apologize for any inconvenience this situation has caused you, and we appreciate your patience and understanding as we work to resolve the matter.
Please do not hesitate to contact us if you have any further questions or concerns. We value your business and are committed to providing you with the best possible experience.
A quotation letter is a document sent by a potential seller to a potential buyer, detailing the terms and conditions of a potential sale. Sometimes, a seller may send a quotation without an initial request, in which case it is considered an offer letter. In government offices, such a document is known as a tender.
The quotation letter should include clear and precise terms and conditions, such as the desired quality, quantity, price, and delivery time. Other important factors may include discount rates, transportation method, and packing and forwarding charges.
To be effective, a quotation letter must be comprehensive and include attractive terms such as competitive pricing, high quality products, quantity discounts, cash discounts, after-sales service, free delivery, and installation. Failure to include important terms and conditions can result in misunderstandings and disputes. Therefore, it is essential to create a quotation letter based on established practices and procedures, with a thorough understanding of the terms and conditions involved.
Format of a Quotation letter: