Business and Official Letters
Business letters are written to industrial
enterprises, commercial organizations, shop-keepers, professional persons,
newspaper editors, and so on. These letters are usually typed. They should be
written very carefully to avoid mistakes, especially in figures and spellings.
Because such a mistake is bound to cause problems later on.
Official letters are written to government or
semi-government offices, various public bodies, and so on. These letters
concern private persons and official matters. These also include letters from
one official to another in official capacity. Petitions, Job applications, etc.
also fall under this category.
They are, ordinarily, not much different from
the general letters. The general rules and formalities, which are observed in
the day to day correspondence, are equally applicable to the field of business and
official letters. Only minor modifications are needed. The only difference is
that certain commercial and technical terms and expressions are used in the
business and the official letters.
Parts
of Business and Official letters
1. Sender's Address
2. Date
3. Receiver’s Address
4. Reference if any
5. Subject
6. Salutation
7. Body of the letter
8. Complementary close
9. Signature
10. Enclosures if any
Left
aligned:
Start each new line from left hand margin.
Salutation
For Officials
|
Sir / Madam
|
For Editors
|
Sir / Madam
|
For Principal/ Teacher
|
Sir / Madam
|
For Business Managers
|
Dear Sir/Madam / Dear Mr. ..../ Mrs....
|
Complementary
close
For Officials
|
Yours faithfully
|
For Editors
|
Yours faithfully
|
For Principal/ Teacher
|
Yours Obediently
|
For Business Managers
|
Yours faithfully
|
A
letter to the Principal
Q1.
Rakesh Goswami, a student of class XII of Goenka Public School, Sec-8,
R.K.Puram, New Delhi has been invited by Modern Era Public School, Laxmi Nagar,
Delhi to participate in the national level Quiz Contest. But his exams are
falling during the same period of time. He writes a letter to the principal
seeking permission to participate in the quiz as well as requesting him to take
his half yearly exams later.
To
The Principal
Goenka Public School
Sec-8, R.K. Puram
New Delhi
Subject:
Seeking permission to participate in the national level Quiz
Contest at Modern Era Public School, Laxmi Nagar, Delhi.
Sir
I would like to bring to your kind notice that
a National Level Quiz Contest is being organized from 10th Dec.
to 17th Dec. at Modern Era Public School, Laxmi Nagar, Delhi.
Being the West Zone Champion, I have been invited to participate in this quiz
contest but my half yearly exams are falling during the same period of time.
Sir, as you know that I have won many state level prizes and defeated a number
of schools in various inter-school quiz competitions held earlier. So I don’t
want to miss this opportunity. At the same time I don’t want to miss my exams
also which I consider very important my academic assessment.
I, therefore, request you kindly to accord your
permission to participate in the ensuing contest and appear for the half yearly
exams later when I come back. I assure you that I will make you feel proud and
try my best to emerge as the National Champion.
Thanks
Yours obediently
Rakesh Goswami
Class XID
A
letter to the Editor
Q2. Write
a letter to the editor of a Local Daily expressing your concern at poor sports
culture of the country. You are Harpreet Singh of 347/46D, Gulmohar Road, New
Delhi.
347/46D, Gulmohar Road
New Delhi
10th Jan. 20XX
The Editor
The Times of India
New Delhi
Subject:
Poor Sports Culture in our country.
Sir/Madam
Through the columns of your esteemed newspaper,
I would like to express my concern at the poor sports culture of our country.
It is a matter of great concern that India with
its teeming population in crores is unable to produce sportspersons who can win
laurels for the country at international strata. There are many factors that
are responsible for this sorry state of affairs. Parents and teachers lay more
stress on the academic excellence and do not encourage children to devote much
time on sports. There are hardly any sports camps. It is quite probable that
talent goes unnoticed and untouched. Only limited funds are allocated for
sports. As a result, there is scarcity of sports equipments, well-maintained
grounds and well-trained coaches. All kinds of favourism at the time of
selection can also prove to be harmful. Effective steps should be taken to
promote a better sports culture. Children should be encouraged to take part in
sports from the early stages of life. Sports camps should be organized to
identify and tap the talent within the youngsters. More funds should be
allocated to provide better sports facilities. I do hope my words would have
desired effects on the concerned authorities.
Yours faithfully
Harpreet Singh
Q. You are Praveen/Prerna of A-15,
Defence Enclave, Rajat Nagar, New Delhi. You have observed that many
school-going children drive their bikes without a valid driving licence,
thereby endangering their own lives as well as those of others. Write a letter
to the editor of a national daily with a view to sensitizing students about the
risks involved in underage driving. Also give suggestions.
A-15, Defence Enclave
Rajat Nagar, New
Delhi
25th
August, 20XX
The Editor
The Times of India
New Delhi
Subject: Rash driving by school- going
children
Sir
Through the columns
of your esteemed newspaper, I wish to draw the attention of the school-going
children about the risks involved in underage driving. I shall feel obliged if
you publish the following few lines in your national daily.
Most of the teenagers
drive their bikes at break-neck speed even though they have no valid driving
licence. Rash driving most often results in accidents. Sometimes the accidents
prove fatal. The raw hands endanger not only their own precious lives but also
the lives of others.Sometimes the children seat two or three other children on
their bikes and raise the fore-wheels of the bikes.
I hope my words will
sensitise the students about the impending risks and they would mend their
ways. Parents are also requested to put a check on the minors from driving
bikes.
Yours truly
Prerna
A
letter of Complaint
Q3. Mrs. Rashmi Khare of 33-D,
K.D. Nagar, Faridabad had purchased an automatic washing machine three weeks
ago from a shopping centre in New Delhi. After installation it worked well for
two weeks. But suddenly the spin dry system of the machine has stopped
functioning properly and the clothes are dripping wet even after the spin dry
function is complete. She writes a letter to the Manager of Home Shopping
centre, Agrasen Market, New Delhi complaining about the same and requesting him
to send his technician to set it right or replace it immediately.
33-D, K.D.Nagar
Faridabad
11th Jan. 20XX
The Manager
Home Shopping centre
Agrasen Market
New Delhi
Subject:
Complaint about the defective automatic washing machine.
Sir/Madam
This is to inform you that I purchased an automatic
washing machine from your shopping centre on 22nd Dec.
20XX (vide cash memo no. 512). But I am sorry to say that after installation it
worked well only for two weeks. Suddenly it has developed some technical fault
in the spin dry system and stopped functioning properly. The clothes are
dripping wet even after the spin dry function is complete. I have tried to read
the attached booklet and find out what could be wrong but have not been able to
understand anything.
I may remind you that the machine is still
under warranty period. You are, therefore, requested to send your engineer to
set it right or replace it immediately so that we can avoid any kind of
inconvenience. My mobile no. is given below. Kindly inform before sending the
other piece.
Yours faithfully
Rashmi Khare
Mob. No. 97546036XX
A
letter of Enquiry
Q4.
Shefali Kakori of 19, Vikram Colony, Preet Vihar, New Delhi has passed XII and
wants to improve her spoken English. She sees an advertisement about a
certificate course in Spoken English to be organized by The School of English
Language, 116-FD, Pausa Road, New Delhi and writes a letter to the Director of
the school enquiring the necessary details about the course.
19, Vikram Colony
Preet Vihar
New Delhi
11th Jan. 20XX
The Director
The School of English Language
116-FD, Pausa Road
New Delhi
Reference: Your
advertisement in The Times of India of dated 09.01.20XX for the
Certificate Course in Spoken English.
Subject:
Seeking information about the Certificate course in Spoken English.
Sir/Madam
Through your advertisement in The Times of
India I have come to know that your institute offers a certificate course
in Spoken English after Class XII. You will be glad to know that I am
interested in learning Spoken English but before I enroll myself for the course
I would like to have the following information in a detail:
1. Duration of the course
2. Timings and fees
3. Number of students in a group
4. Methods adopted for teaching the language
5. Transport facility
6. If recognized by any board
Kindly let me know these details at the
earliest so that I can decide likewise.
Yours faithfully
Shefali Kakori
Job
Application
Q5.
Manish Batra, 10/A, Defence Enclave, New Delhi sees an advertisement for the
post of Medical Representative in The Career Times and decides to apply for the
job. Write the application along with a detailed resume.
10/A, Defence Enclave
New Delhi
12th Jan. 201X
The General Manager
K.D. Pharmaceuticals Pvt. Ltd.
Phase II, Shakti Nagat
Ghaziabad
Reference: Your advertisement in
The Career Times, dated 10.01.20XX for the post of Medical Representative.
Subject: Application
for the post of a Medical Representative.
Sir/Madam
In response to your advertisement in The Career
Times on 10.01.20XX, I wish to offer my candidature for the post of a Medical
Representative in your company and append below my resume for considering my
suitability for the post.
I hope that my educational qualifications and
previous experience are most ideally suited to your requirement. If I am given
an opportunity, I assure you that I will discharge my duties honestly and try
my utmost best to satisfy my superiors with my work and conduct. I am available
for an interview as and when you deem fit.
Yours
faithfully
Manish Batra
Encls: Bio-data
BIO-DATA
|
1.
Name
2. Father’s
name
3. Date
of birth
4. Sex
5.
Marital status
6.
Nationality
7.
Language known
8.
Hobbies
9. Edu.
Qualification
10.Experience
11.
Permanent address
12.
Salary expected
13.References
12.
Contact no.
|
Manish Batra
Sh. Vijay Kumar Batra
25th March, 19XX.
Male
Unmarried
Indian
Hindi, English, Punjabi and German
Singing and Playing Chess
B.Sc (Hons.) from D.U. with 67% Marks
One year as a Med. Representative in
Cipla.
10/A, Defence Enclave, New Delhi
Rs. 40000 p.m.
(a) Dr. A.C. Gupta, 65/D, Prajapati Colony,
Vivek Vihar, Delhi.
(b) Mr. N.C. Rai, 23-A, Niranjanpuri, Delhi.
95436183XX
|
Placing
Orders
Q6.
Ashoka Hotels, 11/C Moti Bagh, New Delhi are expanding their network in
many places of tourist interest. They need LCD TVs, intercoms, fax machines,
telephone instruments, etc. for their newly constructed hotel at Aligarh. Their
Managing Director, Manish Arora places an order for the above mentioned items
with Prime Electronics, Chandani Chowk, Delhi.
Ashoka Hotels
11/C, Moti Bagh
New Delhi
10th Jan. 20XX
M/s Prime Electronics
Chandani Chowk
Delhi
Reference: Telephonic conversation
with your representative on 02.01.20XX regarding supply of electronic
items.
Subject: Placing order for the purchase
of Electronic items.
Sir/Madam
This is to inform you that we have decided to
place an order with you for the electronic items, the list of which has been
given below. Kindly make it convenient to send the items at the earliest to our
newly constructed hotel at Aligarh.
Sl.
|
Name of
Items
|
Model
|
Quantity
|
1.
|
LCD TVs
|
Samsung 32 FTA
|
25
|
2.
|
Intercoms
|
Tata IC 251
|
25
|
3.
|
Fax Machines
|
HP F2023
|
02
|
4.
|
Telephone instruments
|
Beetle T501
|
25
|
I am sure proper packing of the electronic
items will be well taken care of and any responsibility of damage caused during
transportation shall rest with you. I hope future repairs and maintenance of
the items will also be provided by you promptly and satisfactorily.
Kindly execute the order at the earliest.
Payment shall be made after the acceptance of the consignment to satisfaction.
Yours
faithfully
Manish Arora
Managing Director
Q7.
Ashoka Hotels, 11/C Moti Bagh, New Delhi had ordered for the
electronic equipments on 10.01.201X for the newly constructed hotel at Aligarh
but wants to cancel it because the delivery has not been made in time. Write a
letter of cancellation to M/s Prime Electronics, Chandani Chowk, Delhi.
Ashoka Hotels
11/C, Moti Bagh
New Delhi
10th Feb. 201X
M/s Prime Electronics
Chandani Chowk
Delhi
Reference:
Purchase
order No. 264, dated 10.01.20XX.
Subject: Cancellation of the order for
the purchase of electronic equipments.
Sir
This is to inform you that an order had been
placed with you on 10.01.201X for the electronic equipments for the newly
constructed hotel at Aligarh after having a telephonic talk with your
representative but I am sorry to say that the response of your sales people has
been very poor in supplying the electronic equipments in time. Kindly take note
that the order no. 264 stands cancelled because of the delay and no explanation
given by you, whatsoever, for the delay.
Yours faithfully
Manish Arora
Managing Director