Module 2

Types of Correspondence - its importance in business

Correspondence is important in business for several reasons:

In conclusion, correspondence plays a critical role in the success of a business by facilitating communication, building relationships, establishing authority, and facilitating problem solving.

Features and formats of business letters

Business letters typically have several standard features and formats, including:

These are some of the standard features and formats of a business letter. It's important to follow these guidelines to ensure that your letter is professional, clear, and effective.

Inquiry letter

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

89 B, Shamma Cottage



Tamil Nadu – 630201

2nd January, 2022

The Manager

Fabloe Cloth Company


Surat – 395003

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.

Thank you.

Yours sincerely,



Enquiry Letter Sample – Regarding a Job Vacancy

142 C, Blue Bird Apartments

Firefly Lane


Bangalore – 560027


The HR Manager

Ellys Academy


Bangalore – 560066

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.

Thanking you.

Yours sincerely,



Complaint letters 

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. 

Sender’s address





Receiver’s address




Subject: ___________________________

Sir/Ma’am, (Salutation)

Body of the Letter explaining the reason for your letter and the complaint.

Thanking you

Yours faithfully, (Complimentary Closing)


NAME in block letters

Adjustment  letter

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:

Dear [Recipient],

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.


[Your Name]


Dear Madam/Sir/ Mr. ……..:

Subject: …………………………….

We have just received your letter dated …….. about your order which ……………... We are extremely sorry that …………………………….... We really regret to inform you that ………... was caused by …………...

However, we managed to ……………………….. We have corrected the mistakes so that you will receive the good quality ……...on (date).

Once again, Please allow us to express our sincere apology for the delay/problem and the inconvenience it has caused you. It was really due to the fact that is beyond our control.

We will try to prevent this incident from happening again in future and hope we can continue our business as usual. Should you need to contact us, please use this number (315) 1234567.

Quotation Letter

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:





Dear [Prospective Buyer],

We appreciate your interest in our products and are pleased to provide you with a quotation for the supply of the following items:

Please find the details of the quotation below:

Item Quantity Unit Price Total 




The above prices are exclusive of any taxes and additional charges such as packing and forwarding fees. However, we are willing to offer a discount of 10% on the total amount if the order is placed within the next 7 days.

We guarantee the quality of our products and offer a warranty period of 12 months from the date of delivery. The delivery time for the order is estimated to be [number] days from the receipt of the purchase order.

Please let us know if you require any further information or clarification regarding the quotation. We look forward to the opportunity to do business with you.

Thank you.


[Your Name]

[Your Company]