Page 218 - DENG102_COMMUNICATION_SKILLS_II

Unit 14: Writing and Planning Effective Business Letters

4. a letter complaining the dispatch of defective goods notes
learninG toGetHer limiteD

Ph.... Lakshmi tower,
Fax... Gr. Floor,
Mangalore-57004
April 1, 200...
M/S. Children’s Book house,
Beverley Buildings,
Mysore-570001.

Dear Sirs,
sub: Defective and damaged books
Thank you very much for the dispatch of 16 books on “Effective Correspondence” sent to
us as per our order No. LTC /71/7 dated March 28, 200.... On going through these books
we found that one of the copies sent by you is incomplete as pages 45 to 64 (20 pages) are
missing while another copy is badly damaged.

Will you please let us know immediately whether we should send them back so that you
may replace them with defect free copies?
Thank you

Yours faithfully,
For Learning Together Limited
Madhukar

Partner

Task Visit various websites that provide samples of business letters and read various
order letters and direct claim letters. Choose any two out of those and re-write them in
your own words.

14.2.2 Pervasive Business letters

Persuasion is the main function of many communications both formal and informal, but especially
of business communication. Understandably, it is most evident in effective business letters. A
persuasive letter is written in a variety of circumstances and for a variety of reasons but each case
involves skilful use of words to impress something on someone else. Just as the selling of a product
or a service involves persuasion, so does the ‘selling’ of an idea, point of view or even oneself.

Sales Letters

A sales letter is a form of direct mail in which an advertiser sends a letter to a potential customer.
A sales letter is a marketing tool that promotes a good or service. Sales letters may be individually
typewritten, typeset and printed, fully computer typed, or printed as a form letter and then
completed by inserting the names and addresses of prospects. Its objective is to persuade the
reader to buy what the letter offers. To be effective, its scope must describe a particular benefit the
reader will gain by making the purchase, such as a problem solved or a need fulfilled.

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