Importance of Business Letters

Study Notes

A business letter is written between companies, organizations, and clients, or other external parties
The style depends on the relationship between parties
A Commercial letter contains business information and issues such as selling/buying goods, exchanging information with various business firms
It includes information gathering, placing orders, making inquiries, exchanging with customers, suppliers, and other business relationships

They are used to sell products, inquire about prices/customers/goods, provide advice, maintain public relations, and perform many other business functions
Importance is increasing as industry and commerce grows
Convenient and cost-effective means for exchanging information between businesses
Useful in establishing and maintaining relationships with customers, suppliers, creditors, and other public groups
Legally acceptable documents for record-keeping and legal purposes
Increases business goodwill with customers
Saves time and costs

Standard format
Letterhead, name and address (recipient and sender), date, reference details, salutation, body (clearly stating purpose), closing (e.g. sincerely), signature, typist initials (if different from writer), enclosures (if any)
Different styles (block, modified block, semi-block)
Formatting can vary based on recipient and purpose

Important type of business letter used for gathering information about products and/or services
Write clearly and concisely what you need (e.g. price list, samples, general information)
Avoid mentioning price limits, as it may affect the quotation
Acknowledging inquiry letters promptly and professionally is important to potential business
Useful for both existing and prospective customers, and maintain a friendly tone.
Guidelines and samples provided for writing inquiry letters and replies.

Response to an inquiry letter providing requested information efficiently and promptly
Include the answers to the inquiry
Necessary details for goods/services including price, availability, and terms of sale
Sample inquiry letters and reply letters provided

Formal letter to order goods/services from a vendor
Clearly states the order details, including quantity, description of goods, delivery time, mode of payment, and other relevant information.
Crucial for contract between buyer and seller
Examples of formats/considerations

Written by a customer to seller about issues.
Examples: Merchandise not received, Part of order missing, defective products, delayed delivery, incorrect billing, poor customer service, or other issues.
Includes causes, details about order and problems encountered
Importance and causes for draft a complaint letter
Instructions on what to include to prevent misunderstandings from occurring

Response to complaints or claims
Acknowledgement of the complaint
Explanation of the action taken to resolve or remedy the situation (e.g. payment of a refund or replacement of the product)
Written in a professional tone
Example letters provided for various scenarios

A cover letter sent with a resume
Explains skills and experience
Used to express suitability for a post
Two types: solicited (for specific positions) and unsolicited (to pitch for a role)
Format includes recipient details, applicant details, date, objective, work experience, education.