Drafting a business letters in English (enquiry, order, complaint and application)

Types of business letters

1. Enquiry letter
The letter written by a buyer to the seller asking for the information about goods to be purchased is called enquiry letter. It is written to enquire about the quality, price of goods, discount offered, terms of payment and so on.

The letter which is written by seller to the buyer giving the information about goods to be sold is called reply to enquiry letter. It is written to give the information about quality, price of goods, discount offered, terms of payment and so on.

Example of enquiry letter and its reply About typewriter

Garfield secretarial
Kathmandu

Baneshwor, Kathmandu
May 16, 2013

Reference:
CONFIDENTIAL
M/S ABC press and machineries
Kathmandu

Dear sir/madam,

Subject: for purchase of Nepali and English typewriter

We are one of the leading secretarial training institute of Kathmandu, and we are planning to extend our services to the fullest. We have heard about your clean services since a very long time, and we want to have purchase deals with you. Your market value and goodwill have lured us to extend our business dealings. We expect to have the best services from your side too. We are interested in purchasing Nepali and English typewriter four of them each. We would be glad to know about your offer, payment system, delivery period and post sale services.

Respectfully yours,
Garfield secretarial
Sales manager

Reply to the enquiry letter
ABC press and machineries
Kathmandu

Baneshwor, Kathmandu
May 18, 2013

Reference:
CONFIDENTIAL
M/S Garfield secretarial
Staff manager
Kathmandu

Dear sir/madam,
We thank you for your enquiry of May 16, 2013 regarding Nepali and English typewriter.

We have pleasure in informing you about the product type we have as following

Delivery period for 2 months

Payment: after delivery of good [cash payment or cheque].
Post sale service: 1 year free servicing with 2 year warranties on each machine.

We hope you will find above term good and will accept it
Thanking you

Yours faithfully,
M/S ABC press and machineries
Sales manager
Kathmandu

2. Letter of order

The letter which is written by the buyer to the seller to place the order for goods is called order letter. It is contract between buyer and seller for the goods to be purchased while placing the order of the goods. The seller however must give and buyer must have pre determined information about quality, price of goods, discount offered, terms of payment and so on.

Example of letter of order
Garfield secretarial
New Baneshwor, Kathmandu

Baneshwor, Kathmandu
May 20, 2013

Ref no:
M/ S ABC press and machineries
Kathmandu, Nepal

Dear sir/madam
We thank you for letter along with price list and quotation dated May 18, 2013. The terms and conditions given in your letter are acceptable. So we want to extend our business. We would like to have the supply of following machines through transport co. and we will forward the document of payment through Janata bank located in Baneshwor.

Orders list

Please confirm this order and informing us the dispatch date. This payment will be made only after receipt of goods.

Thanking you,

Yours faithfully,
Garfield secretarial
Sales manager

3. Confirmation letter

The letter which is written by the seller to the buyer confirming the order received is called confirmation letter. While writing confirmation letter, the seller should state that the order ha been received and the goods as per ordered will be delivered as soon as possible

Example of confirmation letter
ABC press and machineries
Kathmandu

Baneshwor, Kathmandu
May 18, 2013

Reference:
CONFIDENTIAL
M/S Garfield secretarial
Staff manager
Kathmandu

Dear sir/madam,
We received your order letter dated May 20, 2013, and we agree to your request of supply and mode of payment. We assure you that the goods and quantity of goods will be delivered through transport co. as soon as possible. We will make our best efforts to deliver the right good at right time and at right place. In addition, we would like to have full cash payment at the time of delivery. Thanks a lot for dealing with us. We hope for better relationship and more dealings here after.

Thanking you,

Yours faithfully,
M/S ABC press and machineries
Sales manager
Kathmandu

4. Complaint letter
The letter which is written by the buyer and the seller making complaint against the goods delivered is called complaint letter. The letter is written if the goods received are of inferior quality, high price and late delivery. Complaint should not be made unnecessarily without making sure that the facts found are right.

Example of complaint letter
Garfield secretarial
New Baneshwor, Kathmandu

Baneshwor, Kathmandu
May 20, 2013

Ref no:
M/ S ABC press and machineries
Kathmandu, Nepal

Dear sir/madam
The goods that we ordered for were received timely, but we noticed little damage on some of the typewriters on the time of delivery. 1 English typewriter of Brother was partly broken and 2 Nepali typewriters from Helda did not work properly since the time of installation. We want them to be replaced as soon as possible, and we don’t want any trouble here after. If they won’t be replaced soon then we would like to have our payment of each typewriter mentioned above to be repaid back. We hope for your better response.

Thanking you,

Yours faithfully,
Garfield secretarial
Sales manager

Letter of application
A letter written for receiving an employment is called application. It is generally written for selection for a job. When you write the letter of job application you should explain about yourself, your qualifications and experience. It should be clean, and respectful.

Anamnagar-32
Kathmandu, Nepal

May 18, 2013

To,
The personnel manager
The citizens’ bank
Kamaladi, Kathmandu, Nepal

Subject: an application for the post of an accountant

Dear sir/madam
With reference to your advertisement published in “The Himalayan Times” daily dated May 16, 2013 I would like to apply for the vacant post of an accountant in your most reputed bank of the city. Being a person with stupendous academic qualification and sound personality I think I would be a deserving candidate for the post.

I am a qualified, energetic and disciplined person of 24. I am a bachelor degree holder with distinction from TU which is the top university of the nation. I am currently doing MBA from Nepal commerce campus and have completed my first semester with distinction marks. I have always had excellent academic qualification. Addition to that, I am a multilingual person with fluency in English, Nepali, Hindi and French. I have a good knowledge of computer software design too. I have gathered relevant experience of being an accountant for 2 years in Griha cooperatives and for 2 years in Kist bank. I assure you that my glorifying qualifications and experiences will turn out to be better if you give me a chance to explore more out of me in your bank.

Attached documents, certificates and me CV will give you further more information about me. It is my vow that if I get a chance to work for your bank I won’t leave any stones unturned. My faithfulness, honesty and diligence will certainly be fruitful for your bank. Waiting for your positive reply

Yours sincerely,
Abc xyz