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Unit 13: Format of Basic Formal Letter
Respected Sir, notes
We intend to purchase large stocks of printing papers of A4 size, required by our printing press,
in large numbers, due to recent orders. We invite you to send your most competitive quotation
for the same.
If your prices and terms are favourable, and your goods are of good quality and high standard,
we shall consider giving a five year contract for the supply of paper reams.
Please send the quotation and carriage paid, within a week.
Thanking you,
Yours sincerely
X Y Z
self assessment
Fill in the blanks:
13. Letter of ………………… is the first and foremost, information-seeking letter.
14. A ………………… should include details about the prices of the goods needed, terms of
payment, conditions of delivery etc.
15. One must mention all the details of ………………… when asking for a quotation.
13.5 summary
l A special feature of the business letter is that it must create an impression on the mind of
receiver as from where and from whom the letter has come, in what subjects with it.
l A business letter contains the following (in the given order): heading, date, reference
number, inside address, salutation, subject heading, body, complementary close, signature,
enclosures, typist initials, Post script and margin.
l An order is a formal document, which places a demand for goods or services, along with
the details of the product/service required.
l Placing orders through an order form is quite simple, as it requires no formal language.
Only the blank spaces are to be filled in carefully.
l A trial order is placed to check the efficiency of the seller. A retailer may also place a trial
order to find out the demand for a new product.
l A negative response letter in a business situation, such as a request for replacement or
credit or adjustment or return of product, is bound to create unpleasant feelings of
disappointment in the reader.
l The most common letters in business are buyers’ enquiries about goods and services and
sellers’ replies giving information and quotations.
l A letter of enquiry is ideally a direct approach letter. It should, therefore, be straightforward,
courteous and to the point.
l A letter of quotation is a specific offer of sale made in response to an enquiry. It includes
details about the prices of the goods needed, terms of payment, conditions of delivery etc.
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