‘SUBJECT — ENGLISH COMMUNICATION SKILLS SUBJECT CODE ~A€- 1003 UNIT—5-Business correspondence What is business letter or commercial letter 1. A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. 2. The letter that contains business related issues and information is called business or commercial letter. It refers to the letter in which business people or person exchange information with various business firms, customers, suppliers, employees, banks, insurance, companies, government agencies, business associations with aimed at selling or buying goods, obtaining information, placing orders, making inquiry etc and other related issues. Some important definitions of business letter are given below: Importance of Business Letter Business letters are used to sell the products, make inquiry about customers or prices of, goods, seek information and advice, maintain good public relation, increase goodwill and perform a variety of other business functions. With the continuous growth of commerce and industry, usefulness and importance of business letter are also increasing gradually. Some points highlighting the benefits or importance of business letter are given below: 41. Exchanging business information: Letters are the most economic and convenient means of ‘exchanging information. With the help of letters, executives can easily exchange information with customers, suppliers, Investors, government offices; regulatory authorities etc. 2, Establishing business relationship: Susiness letter play important role in establishing and maintaining, relationship with various parties. Business letters reduce the distance between a business and its customers, suppliers, creditors and other public groups. 3. Legal acceptance: Business letter is an acceptable document in the eye of law. It can be stored and. produced as a documentary proof 4, Increasing goodwill: Business letters, like inquiry letter, circular letter, order acknowledgement letter adjustment grant letter etc help to increase good will of a business with the customers.5. Saving cost and time: Business letters relieve the busy executives from visiting personally their clients ‘and other concerned parties. Therefore, valuable time and costs can be saved. 6. Assistance in local and international trade: Bothe local end foreign trade essentially requires the help of various business letters. Through letters, businessperson make inquiry about products and prices place orders for goods collect the dues make and sett claims etc Formats for Business Letter As far as formatting ofa letter given below is the standard format of any business letter: + Letterhead: Most companies have a specific letterhead that you will need to type letters on, ‘This may make it necessary to adjust the margins so that words are not printed onto the letterhead area + Name and address: Always try to have the name of someone that the letter should go to, even if you have to call to find it out, © Date: Ths is the date that the letter was written. It should be written out, such as January 15, 2008. + Reference: This gives a short description of what the purpose of the letter is. For example, one might write “lost invoice” or “account number 23654" or something like that. Salutation: if you do not know the person, use 2 more formal ane, such as Dr. Brian Lowden, + Subject matter/body: Single-space and left justify for modifiee block and block style letters. Have one blank line between paragraphs. The first paragraph should have a friendly opening ‘and state the purpose of the letter. The subsequent paragraphs should support the purpase you stated in the fist paragraph ‘© Closing: This should be "thank you," “sincerely,” or something similar. ‘© Signature: This is the actual signature of the person the letter is from, which may be different from the person who wrote the letter. + Typist initials: These are the initials of the person who typed the letter. These are not the initials, Cf the person who its from. if they are both the same person. then this line isnot necessary. Usually the frst initials would be that of the writer, and the second initials are of the typist and arein lowercase. For example: JW/sc. + Enclosures: List here anything else you may be sending, such as a Brachure, samples, ete. ach of these areas has a proper place, depending on which type of letter you are creating ‘What goes in each area also may vary, depending on whom the letter is being sent to and who is writing it. There are three main styles of business letter: block, modified block, and semi-block styles. Each is written in much the same way, including the same information, but the layout varies slightly for each one FORMAT OF BUSINESS LETTERSender's address. Sender's phone number i Date RE: what the letter is about Recipient's name Recipient's company name Recipient's address SUBJECT: Dear Name In this type of block letter, all the paragraphs line up at the left margin. There is no indenting of the paragraphs. The margins should be set to 1-1.5" all the way around the page. If you are using company letterhead, you will need to account for that in figuring the margin where the letterhead is placed on the page. You only need to single-space between sentences. Leave an extra open line between paragraphs. Keep in mind that these sample letters are a guideline People often customize to meet their preferred style.) Sincerely, Signature here name, add title {Identification initials} Enclosures. cc: NameBusiness Letter Layout Asn ll professional writing, business letters should be brief but clear. The relationship between the writer and the recipient should be stated at the outset. If action on the part of the recipient is requested, then that action should be specified. The tone of a business letter depends on the recipient: if it’s someone with whom you've worked closely for several years, the tone may be warm and friendly, but in general business correspondence tends to be formal. Even if your letter is registering a complaint, your tone should be polite. Business letters, written on standard business letterhead, should be written ina block format, with everything beginning at the left margin. [Link]: Month (spelled out), day (followed by @ comma), year 2ilnside Address: The inside address belongs two lines after the date (this is the same address that appears on the envelope). It includes the recipient’s name preceded by “Mr.." “Ms.," “Dr,” etc, the title of office ("President”| follows the name on the same line ifthe title is short; then the full address: street, city, state (official abbreviation only), 2IP code 3 Salutation: “Dear” followed by ttle, last name, colon. Save “To Whom It May Concern’ for recommendations and testimonials, and avoid “Gentlemen” and “Dear Sit”; they're gender. specific. [Link] of letter: The body of the letter begins two lines below the salutation and uses short, single-spaced paragraphs. State the purpose for and any connection with the recipient in the first paragraph. Describe what's wanted in the middle of the letter’s body, and request specific action at the end of the body. [Link]: Insert the close twa lines below the last line ofthe letter. Capitalize the first word; conclude with a comma. ‘[Link]: Leave three lines of space after the close for the signature. The signature should be signed in ink with the signatory’s name typed one line below and the title typed one line below that [Link] marks: f the letter is typed by someone other than the writer, then the typist’s Initials should be inserted below the typed name of the signatory; capitalize the writers initials, and use lower case for the typist’s Enclosures: “Enclosures” (or “Encl.”) indicates that additional material should be included, Copies: List other recipients alphabetically (or by rank}.1, Inquiry Letter (inviting quotation) 2. Reply to the inquiry (Sending Quotation) Letter of inquiry is one of the most important types of business letters. When a buyer wishes to get some information about the quantity, price, availability etc of goods to be bought or about the terms of sale, payment. ete The letter written in response to the inquiry letter is called the reply letter. Inquires must be replied promptly. A response letter provides the answers or information requested in a letter of inquiry. The objective is to satisfy the reader with an action that fulfills their request Inquiries for information about services or goods are received and sent in business all the time. When you write a routine letter of inquiry, you can follow these guidelines: Write clearly and precisely what you want — a catalogue, price list, quotation, sample, general information, ete. Do not mention the price limit at which you want to buy a particular product. If you do so, the supplier may raise the quotation to the limit you state, & Suppliers usually state their terms of payment when they reply to your inquiry. So you need not ask for them unless you hope a special rate 21Try to keep your inquiry clear and concise as far as possible, An inquiry letter must be acknowledged promptly as it means potential business. If you receive it from an established customer, reply to it with much appreciation. if you receive it from a prospective customer, reply to it saying that you are happy to receive it and state your hope of a lasting and friendly business relationship. Here are some examples of correspondence exchanged far inquiryOrder Letter ~ ‘An order letter, also called a purchase order, isa formal letter issued by businesses to order ‘00d or services from a vendor. This letter functions as a contract between the buyer and the seller The letter which conveys the message for supply of goods is known as letter of order. In other words, the letter by which a buyer formally requests a seller to supply goods is known as order letter. ‘The letter that is written by a potential buyer to the seller requesting him to deliver goods is known as order letter. By writing inquiry letters, buyers can collect necessary information about the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of ‘goods and terms of sales satisfactory, he places an order to supply goods in his address. The seller delivers the good according to the buyer’s order. In modern time, sellers supply printed orders forms to the customers and customers place orders by filling up those printed order blanks. In this case, the printed order sheet or blank is considered as the order letter. ‘An order letter also treated as the formal contact between the buyer and seller, Considerable factors for drafting order letter Following factors should be considered in drafting an order letter. Detailed description of the goods Mention the delivery time. Provide specifications of the goods regarding size, color, style, quality ete Shiament forwarding directions ie. the roat of the transportation, Mode of payment. ‘Mention about the discount factor. 1. Formal request for timely delivery. Complaint letterLetters which are written by the customers tothe sellers about their inconveniences created by some Unexpected situations are known as complaint letters Ina simple way, the letter written by the custemers to convey their complaints to the seller of goods or tothe transport authority is termed as complaint letter. In the process of supplying ordered goods to ‘the customers, diferent persons and parties are involved. Therefore, there is every possibilty of inadvertent mistakes being committed by someone. This may create inconvenience to the customers and even cause them financial loss. Therefore customers write letter to inform their inconveniences to ‘the seller orto the transport authority. The letter written for this purpose is known complaint letter Causes of drafting complaint letter After placing orders, customers expect that sellers will deliver the products accordingly. If the seller fails to do so, customers write complaint letter. Such letter is usually written for the following reasons or causes: + Merchandise not received + Part of the merchandise not received + The merchandise received was not received + Delivery of defective products + Goods received in a damaged condition + Quantity of good is not what was ordered + Goods delivered to wring address + Delivery of goods is delayed + Impoliteness of office staff of the seller + Delivery of mix-up products + Clerical or book keeping errors ‘+ Mistakes in the bill + Charging high price + Price included for goods returned + Reminders for payment of bill already paid + Poor quality of packaging + Faulty insurance coverage + Missing of products during transportation + Carelessness of transportation authority + Ignoring the provisions regarding brokerage, commission and discountADJUSTMENT LETTER A letter which carries a favorable response against any reasonable request or claim is known as adjustment letter. It is an acknowledgment to the claimant informing him that his claim is under due consideration. INTRODUCTION Due to mistake, error or fault with the delivery of goods, buyer makes claim to the seller explaining the reason for claim properly. If the seller wishes to keep his customer's business, portant for him to answer complaints as specifically and as quickly as possible. So, a written by a seller toa buyer or customer informing him of the action taken in response to his (customer) letter of claim; such a letter is known as an adjustment letter. Dissatisfied customers write complaint and claim letters either to the seller of goods or to the transportation authority, while the recipient of complaint or claim letters writes adjustment letter. A customer writes complaint letter if he finds anything unsatisfactory with the product he purchased. In the complaint letter, the customer simply expresses his cause of dissatisfaction. But, the customer writes a claim letter if he suffers from any financial loss. In the claim letter, the customer makes specific claim along with his logical cause behind the claim. After receiving the claim letter from affected customer, the seller will write the Adjustment letter either granting or rejecting the claim. in both the cases, letter should be written in a friendly and wormy tone.What is Resume or CV? ‘The resume or bio-data is a brief record ofthe applicant’ personal detail, educational qualifications, specializes training, experiences, references ane any other relevant information. It ica summary of ‘one’s personal and educational accounts. A resume is considered as a formal advertisement of person's qualifications Your resume (sometimes called your "€V") is your most important tool when applying for a job, it doesn't matter how qualified you are, or how much experience you have - if your resume is. poorly presented or badly written, Also known a as job resume, Aresume is a brief written summary of a job applicant's past employment history, education, and other pertinent information. The term resume is used primarily in America, where it has, taken the place of the Latin expression curriculum vitae, or CV. Resume Formats When you are job searching, it's important to choose the resume format that works the best for your background anc experience. Depending on your career level and work experience, some resume formats may work better than others at emphasizing your particular abilities and work history, Your resume shows the employer haw and why you are qualified for the job, and you will want to present your skills and experience in a way that will have the most chance of getting you selected for an interview, ead below for information on the different types of resume formats, and a detailed example of a resume format. TYPES OF RESUME FORMAT ‘The different types of resumes include chronological, functional, and combination resumes. Read below for more information on each, and for links to examples and further information. ‘+ Chronological Resumes~ - The chronological resume format is most commonly used. It lists your ‘work history in reverse chronological order (with your most recent work history listed atthe top. ‘© Functional Resumes ~ Functional resumes focus on skills. They are organized by different types of skills or experiences, rather than by chronological work history. Functional resumes are {8006 for people with gaps in employment history, oF whose work history isnot directly related tothe job. ‘+ Combination Resumes——- Combination resumes are a mix ofthe chronological and functional formats. They provide a chronological list of one’s work history, But they also have sections that focus on citferent types of sls Basic resume formatPurpose of resume ‘Once you're in the workforce, your resume contains a summary of what you do far a living. Whether you're an executive assistant or the executive manager of a large corporation, you ‘must be able to explain what you do, The ability to explain your responsibilities and the ‘purpose of your duties is what enables you to move from one position to another. A well: ‘written resume is proof that you understand how your tasks and responsibilities fit into the ‘overall goals of the arganization for which you wark Importance of Resume Without a favorable inital impression, a prospective employer is likely to stop considering you ‘asa suitable candidate for the job on offer and move on to other candidates who have provided better resumes, Think of a resume asa tool for marketing yourself t's more than just a document: It outlines your background, your skills, and your education so that a potential employer is quickly and easly able to see how your individual experiences can contribute to a company’s success, Resume isa mecium for advertising yourself it's the frst means in which you use to present yourself as 2 job applicant and try to claim that you are the best choice candidate to a prospective employer. Difference between RESUME and CURRICULAM VITAE [Link] provides a summary of your education, work histary, credentials, and other accomplishments and skills, There are also optional sections, including a resume objective and career summary statement. Resumes are the most common document requested of applicants in job applications. A resume should be as concise as possible. Typically, 2 resume is one page long although sometimes it can be as long as two pages. Often resumes include bulleted lists to keep information concise. A curriculum vitae summary is a one-to-two-page, condensed version of a full curriculum vitae. ACV summary is a way to quickly and concisely convey one’s skills and qualifications. Sometimes large organizations will ask for a one-page CV summary when they expect a large poo! of applicants Like a resume, 2 curriculum vitae (CV) provides a summary of one's experience and skills. ‘Typically, CVs are longer than resumes ~ at least two or three pages. CVs include information on one’s academic background, including teaching experience, degrees, research, awards, publications, presentations, and other achievements. CVs are thus ‘much longer than resumes, and include more information, particularly related to academic backgroundTENDERS, makes an offer fo the supply of goods or services Tender usualy refers tothe process whereby governments and financial institution invite Bis for large projects that must BA call forbes, al fr tenders, or Invitation to tender (IT, often called tender for shorts a special procedure for generating competing offers from diferent bidders looking to obtain an award of business att in sors, supply, or service contacts.e submited within inte dealing Meaning of Tender On abtaining sanction ofthe detailed estimate, tender dacuments are prepared and tenders are invited from the intending tenderers, either classified enlisted contractors or open tender Follow us on facebook eo get real-tine updates from ROPY allowing tenderers other than enlisted to participate. While allowing any outside tenderer, other than enlsted registered, his/their bona fide, competence, experience, financial capability, etc, are verted E-MAILS What is email? Emallis short for electronic mail. Similar toa letter, itis sent via the internet to arecipient. An femal address i required to receive email, and that address unique tothe user. Some people Use internet-based applications and some use programs on their computer to access and store emails. Key benefits and features of using email ‘+ It’s quick your recipient receives your emai as soon as they go online and collect their + tes secure Is low cost ‘+ Photos, documents and other files can be attached to an email, so that more information can be shared. ‘+ One email can be sent to more than one recipient at atime, Importance of emai Email important because it creates 2 fat, flab form of communcation tht is ree ané easily accesible. It not characterize by the inconveniences that ae general assocated with Wadtional communication media, sch as telephone or postal mal Benefits of Email ‘+ Itis more personal & direct medium for communication “+ Messages ate delivered within seconds around the world ‘+ Itallows to save & keep a record of your communication. ‘+ Easy to send with no time boundation + Good example of One-To-Many communication ‘+ Youmay attach files, documents, images, & other media to an email ‘© Youcan access your email from anywhere with internet connection kept on = Activate your filters and receive only genuine mail.Disadvantages of E-mail * Many people send unwanted emails to others. These are called spam mails. It takes a lot of time to filter out the unwanted emails from those that are really important. Emails cannot really be used for official business documents. They may be last and you cannot sign them. Your mailbox may get flooded with emails after a certain time so you have to empty it from time to time. * Emails may carry viruses. These are small programs that harm your computer system. They can read out your email address book and send themselves to a number of people around the world