MANAGERIAL

COMMUNICATIONBusiness Correspondence

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Rameezeshmaohit

CONTENT

• Introduction

• Cover Letter

• Quotations

• Tenders &

• E-tenders.

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Introduction

Select the most appropriate format for writing a specific work-related text.

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instructions directionslettersmemose-mails reports

Business Correspondence:

Cover Letter

MEANING:

• A Cover Letter is a letter of introduction that attached to another document such as

Resume or Curriculum Vitae.

A to the resume that includes more detailed information about yourself

• It highlights key points in your resume

• Expresses your interest in a position

Shows off your qualifications to a prospective Employer

A cover letter is also called Covering Letter, Motivation Letter, Motivational Letter or

Letter of Motivation.

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Pre-Cover Letter Business

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• If you have a company or employer in mind, do some research

regarding their policies and principles.

• Review websites, brochures, pamphlets and any other pertinent

materials you can find about the company.

• If you can, try to speak with current employees; this will

provide you with a unique inside perspective.

Cover Letter FormatYour Address

Phone No.

Date

To whom you are sending,

Subject

Dear (Person Name)

First paragraph goes here usually detailing who you are why you are applying for the job.

Second paragraph goes here with much more detail about any experience you have and why you are the best

person for the job.

Yours Faithfully

Your Name

Your signature

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Cover Letter Samples

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Uses of Cover letter

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Creating a Cover Letter

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The Customized Cover Letter

Opening:

• Address the letter to an individual by name.

• For advertised jobs, name the source; include job title, date, and publication.

• If someone referred you, name that person.

• Tell how your qualifications fit the job specifications, show knowledge of the

reader’s business, or describe how your special talents will be assets to the

company.

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The Customized Cover Letter

Body:

• Demonstrate how your background and training fill the job requirements.

• Summarize your principal assets from education, experience, and special skills.

• Avoid repeating specific data from your resume.

• Refer to your resume.

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The Customized Cover Letter

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Closing:

• Ask for an interview. Consider hooking the request to a statement reviewing your strongest

points.

• Make it easy to respond. Tell when you can be reached (during office hours). Some

recruiters prefer that you call them.

Sending Your Cover Letter by E-Mail

• Be sure to send a cover letter if you e-mail your resume.

• Move your return address from the top to just below your name.

• Include your e-mail address and phone numbers.

• Remove tabs, bullets, underlining, and italics.

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What is Quotation?

• Meaning of Quotation:

• A Quotation is a business offer made by a seller to an interested buyer

to sell certain goods at specific prices and on certain terms and

conditions.

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Definition of quotation

• 1.Contracts: A formal statement of promise (submitted usually in response

to a request for quotation) by potential supplier to supply the goods or

services required by a buyer, at specified prices, and within a specified period.

A quotation may also contain terms of sale and payment, and warranties.

Acceptance of quotation by the buyer constitutes an agreement binding on

both parties.

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of Quotation

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Types or Kinds Quotations

1. Loco Price Quotation.

2. Station Price Quotation.

3. Free On Rail (FOR) Price Quotation.

4. Cost and Freight (C & F) Price Quotation.

5. Cost Insurance and Freight (CIF) Price Quotation.

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Continue…

6. Franco Price Quotation .

7. Free Alongside Ship (FAS) Price Quotation.

8. Free On Board (FOB) Price Quotation.

9. Cash With Order (CWO) Price Quotation.

10. Cash On Delivery (COD) Price Quotation.

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Tender

• Definition / Meaning of Tender:

• To invite bids for a project, or to accept a formal offer such as a takeover bid. Tender usually refersto the process whereby governments invite bids for large projects that must be submitted within afinite deadline.

• What is Tendering?

• Tendering is the process of making an offer, bid or proposal, or expressing interest in response toan invitation or request for tender. Organizations will seek other businesses to respond to aparticular need, such as the supply of goods and services, and will select an offer or tender thatmeets their needs and provides the best value for money.

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Tendering is utilized by:

Government departments, offices and agencies.

Private sector companies and businesses.

Overseas markets and businesses.

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Tender process

The seven main steps in the tender process:

1. Tender process is determined:

The organization requesting the tender will determine the type of tender that will be used, as well

as what will be involved in the tender process.

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There are four main types of tender opportunities. These include:

Open Tendering: An open tendering process is an invitation to tender by public advertisement. There

are no restrictions placed on who can submit a tender, however, suppliers are required to submit all

required information and are evaluated against the stated selection criteria.

Select Tendering: A select tender is only open to a select number of suppliers. The suppliers may be a

short list sourced from an open tender or be a compilation of businesses that the organization has worked

with previously.

Multi-stage Tendering: Multi-stage tendering is used when there are a large number of respondents. At

each stage in the process, the suppliers are culled to those who are most suited to the specific contract

requirements.

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Tender process

Invited Tendering: An organization contacts a select number of suppliers directly and requests them to

perform the contract, it is generally used for specialist work, emergency situations or for low value, low

risk and off the shelf options,

Tenders can be issued through:

Expressions of interest (EOI)

Request for information (RFI Request for proposal (RFP) .

Request for quotation (RFQ)

Request for tender (RFT)

Tender process

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2. Request for tender is prepared:

The request for tender outlines what is required, the contractual requirements and how you should

respond.

The documents themselves will vary between organization to organization, but common elements of

tender request documents include:

• Description of the goods and services to be procured

• Conditions of tender

• Evaluation criteria

• Submission content and format

• Process rules and information

• Conditions of Contract

Tender process

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3.Tenders are invited:

The value, complexity and business category determine how tenders are invited.

4. Suppliers respond:

You should first obtain all relevant documentation. Then:

A. Attend any pre tender briefing sessions being conducted

B. Clarify any uncertainties

C. Plan your response

D. Prepare your response

E. Submit your response in the right format, on time and at the right location

Tender process

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5. Evaluation and selection:

Each tender will be checked for compliance, and if compliant, then

evaluated against the criteria specified in the tender documentation.

The tender that offers best value for money will win the business.

Tender process

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6.Notification and debriefing:

When a contract has been awarded, the successful tenderer will be advised in writing of the

outcome. Unsuccessful tenderers are also advised and offered a debriefing interview.

7.Contracts established and managed:

Generally a formal agreement will be required between the successful tenderer and the relevant

agency.

Tender process

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What is ?

• An internet based process wherein the complete tendering process; from advertising to

receiving and submitting tender-related information are done online. This enables firms to

be more efficient as paper-based transactions are reduced or eliminated, facilitating for a

more speedy exchange of information.

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Difference between tender and quotations

• Tender in business means a type of quotation offering lowest prices for

supply of some goods or service or job works. Normally, in tender you have

to deposit some amount (refundable or non-refundable), whereas it is not

compulsory in quotation.

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