Types of Letters 1

8/2/2019 Types of Letters 1

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Enquiries

How to Write The letter should clearly and precisely states his needs

One should be courteous, compact and definite

One should give the rough estimate of the goods

required Ask the supplier to send the goods

Indicate the period of time by which goods are to besupplied

Request the literature of the goods In case of machine, request for demonstration

Ask for guarantee and normal span of life

Ask the supplier to state the credit and discount offered

Ask the supplier to state terms and condition


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Sample of Enquiry letterVINIT ENTERPRISES

10, Edward Road,Mumbai-1The Commercial Attach, Date------------Japanese EmbassyDelhi-5.

Dear Sir,We are planning to add to our stock standard electronic software andhardware of Japanese manufacture. We shall be glad if you could sendus a list of Japanese manufacturers who are likely to be able to supplyus printers, Integrated Circuits, Hard Disk Drive, Tape Drive etc. Thespecification of the same are attached herewith.

Please let us know whether you will be able to supply information fromyour records. We hope we may hear from you very soon.

Yours faithfullyS. Gopalan

General ManagerVinit Enter rise


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Replies (Quotation)

How to Write Letter should be promptly attempted

Thank the enquirer at the beginning

Offer trial demonstration in case of machine

Mention the goods available to him Send the price list and catalogue available

Mention other charges like package, freight, carriage,insu

Mention the discount offered

Mention if the offer is open for limited time

Mention the desired mode of the payment

Mention credit facilities if have with terms and condition Mention time node and lace of deliver


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Sample of Reply letterJapanese Embassy

Delhi-5Dated 18th July 2007

M/s Vinit Enterprises10, Edward RoadMumbai-1

Dear sirThank you for your enquiry letter of 15th July 2007. we are pleased tolearn from your letter that you are interested in the electronicparaphernalia of Japanese manufacturers. We are enclosing herewiththe illustrated catalogues and price-lists of the material required by

you. The price-lists and catalogues are obtained from different Japanesemanufacturers. We have marked the items on the catalogues whichmatch the specification in your letter.

We shall be glad to send you any further information you may need.Yours faithfully

Joe HunnThe Commercial Attach


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An enquiry for the supply of power generating setThe Dawn Mills Co LtdDDA Shopping Centre,

New Delhi-110065Dated 19th July 2009

M/s Modi Mirrlees Blackstone LtdDDA Shopping Centre,New Delhi-110065

Dear Sirs,We have read your advertisement in Business India of 25th June 2009,regarding power generating sets. We shall be obliged if you will send usparticulars of your power generating sets of different electrical and engineoutput.

We should like to know whether you can supply the power generating set ofhigh fuel efficiency. We require the set which is suitable for continuous, baseload, heavy duly operations.

We look forward to hearing from you within next few days.

Yours faithfully,

C. ParikhGeneral Manager


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Reply for the supply of power generating setModi Mirrlees Blackstone Ltd

DDA Shopping Centre,

New Delhi-110065Dated 21st July 2009

The General ManagerThe Dawn Mills Co. LtdFerguson RoadLower Parel

Mumbai-13

Dear sir,We are gratified to learn from your letter of 19th July 2009, that you are interested inour power generating sets and have pleasure in sending you our illustrated cataloguedescribing the engine types with their engine output and electric output.

Ours are the worlds most reputed and most proven power generating sets. They aresuitable for continuous, base load, heavy duty operations. Their unique features arehigh fuel efficiency, reliable operations and rugged design. We assure prompt after-sales service and ready availability of spares.

We hope you will take full advantage of our offer.Yours faithfully

M. G. MahajanSales Manager


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Order letter The Order letter should have legal significance. It can be

produced at court The letter writer must thank the supplier for quotation

He must give all the essential details of the goods to besupplied Description of goods (with reference to catalogue no)

Prices (with reference to catalogue no)

Discounts (with reference to catalogue no)

Mention the quantity desired

Special instructions about the packaging

Specify the mode of transport

Specify the time and place of delivery

Instructions if insurance needed


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Sample copy of order letterNorth star Electronics

14 Bhuleshwar Road

Nasik-1

19th august 2009

M/s Sylvania Brothers

5, Prasad mansion

Henry James Road

Bombay-5

Dear Sirs,

We are in receipt of your catalogue and price-list on 14th August2009, for the various electrical items manufactured by you. Wenote with pleasure your kind gesture to allow us a discount of 5percent on our orders.

Please supply the following merchandise at the rates and termsspecified in your catalogue.

Sr. No. Particulars QuantityUnit Prices

1. Sylvania Bulbs 100 W 50 Boxes Rs. 1102. Sylvania Bulbs 100 W 100 Boxes Rs. 90


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Page 2 of 24. Electric Heater 100 W 20 Sets Rs 35

5. Sylvania Tubes 10 Boxes Rs. 950

Kindly pack the articles in plywood cases and mark them asNEN, while booking the parcel. Please send the articles bypassenger train, carriage forward to Nasik Station. We reserve

the right to cancel the order and reject the consignment if thedelivery is not made on or before 30th August 2009.

We shall be grateful for prompt delivery as the goods areneeded urgently.

Yours faithfully,

S. Patwa

Proprietor

North Star Electricals.


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Hints for drafting Replyletter

Thank the buyerProvide the specification regarding goods

dispatched

Attach the copy of invoice to the letterMention the mode of dispatchMention the enclosure of the receipt, like

lorry receipt, railway receipt, bill of loading.

Or state to send the bill of receipt by VPPExpress the hope that the goods will fulfill

the needsRequest for payment as per previous

correspondence


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Sample copy of reply letter

M/s Sylvania Brothers5, Prasad mansionHenry James Road

Bombay-519th august 2009North star Electronics14 Bhuleshwar Road

Nasik-1Dear SirsWe were very pleased to receive your order of 19th August 2009, for variouselectrical items manufactured by us. We welcome you as our one of the mostvalued customers. The consignment is dispatched today by passenger train,carriage forward to Nasik Station.We hope the consignment will reach you in good time. We have confidence that

our handling of your first order will lead to further business between us.

Yours faithfully,G. G. ManikSales Manager

M/s Sylvania Electricals Ltd

Bombay-5.


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Hints for Drafting Decliningorder

Thank the buyer for the orderExpress regret for his inabilityPropose a alternate product if available

Politely state the reason for decliningthe reasonPolitely draw the buyers attention to

the quotation.

Restate the price quoted is lowest andfurther reduction is not possibleExpress willingness to fulfill the order

Express hope to serve the buyer next


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Credit and Status inquiries


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Hints to draft Credit letters

The supplier should thank the buyer forplacing order

Express the pleasure at the request

made for credit facilities Assure the customer for maintaining

the confidentiality

Request the customer to provide thename of certain references from whomcredit cross check can be made


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inquiry

Eagle Glass Manufacturing company limited

Karve Road, ogelwadi

Pune-77M/s Classic General Stores,

65, Jamadar Lane

Belgaun-13

Dear Sirs,

We are thankful for your order of 15th April 2009 for 40 dozen cups, 40

dozen saucers and 40 dozen Plates. We appreciate your interest in ourproducts, and we are glad to know that you wish to have that you wish tohave business dealing with us.

According to the standing policy of our company, we require trade and bankreferences that support your business and financial standing. We would

request you to send the names of your bankers and two trade referees. Itwill enable us to execute your order on credit basis.

On completing our routine credit inquiries with your referees, we shallexecute your order immediately.

Your faithfully,

A.S. Vaze.

Sales Manager


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Reply furnishing referencesM/s Classic General Stores,

65, Jamadar Lane

Belgaun-13

Eagle Glass Manufacturing company limited


Pune-77

Dear Sir,

We are receipt of your letter of 18th April 2009 and accordingly we are giving below

our credit references:1. Canara Bank, Tilakwadi Branch, Belgaun-7

2. Mr. Manik Mehta, Anupam Departmental Stores, 37, Tilakwadi, Belgaun-7

3. M/s Vikas General Stores, 37, Shahapur Road, Belgaum.

We hope that these references will be found satisfactory to you and request you to

complete the credit formalities within a week.We look forward to your prompt execution of our order which will pave way to amutually profitable business relationship.

Yours faithfully,

S. V. Shastri

M/s Classic general Stores,

Belgaun-13


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letters

Make humble request for providing necessary references

Mention complete name and addresses of the customer.

Mention the amount of credit and the period for which it isasked

Ask the referee to provide complete information aboutcharacter, business capacities, resourcefulness, financialposition, past status, knowledge and experiences.

Ask the to consider information confidential

Enclose the self addressed envelop with the letter

Letter should be courteous, compact, confident and definite.


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Sample of Status inquiry letterEagle Glass Manufacturing company limited


Pune-77

Mr. Manik MehtaProprietor, Anupam Departmental Stores, Belgaum-7

Dear Sir,

We have received an order from M/s Classic general stores, 65, Jamadar Lane,Belgaum-13, for glassware amounting to Rs, 45,000. they have given us your nameas a reference.

M/s Classic General Stores have asked for the credit facility for a period of 2 months.As we did not have the pleasure of dealing with them in past, we want to know abouttheir credit worthiness. We shall be grateful if you will give us information relating totheir business standing and financial status. As we understand that you have beendealing with them for many years, we request you to let us know, in particular,whether you consider it would be reasonable to grant them credit for the amount and

period mentioned above.

Any information that you give us will, of course, be treated as strictly confidential.

Yours faithfully

A.S. Vaze.

Sales Manager

M/s Eagle Glass Manufacturing company limitedKarve Road, ogelwadi, Pune-77

F bl l


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Favorable replyAnupam Departmental Stores,

Belgaum-7

The Sales Manager

M/s Eagle Glass Manufacturing company limited

Karve Road, ogelwadi, Pune-77

Dear Sir,

We have received your inquiry of ---- and are glad to inform you that thefirm in question enjoys respect and unquestionable confidence in the

local market. It is a sound business party known to us for the last fifteenyears. From our dealing with them we have already found them promptin the settlement of their account. They have built up a flourishingbusiness and are rated high in the local business circles as trustworthyand competent.

We consider them worthwhile for the credit limit under yourcontemplation. This opinion is given to you without obligation on ourpart and it does not commit us to any responsibility. But we fullybelieve that you will find our information borne out by facts

Yours faithfully,

Manek MehtaPro rietor


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Complaints and adjustmentThere are many occasions for writing

claim or complaint letter.

The goods supply are not satisfactory

The wrong goods are supplied

The goods are in defective packaging

The goods are delivered in damagedcondition

Delay in execution of the order Variance in ordered quantity

The excessive prices of the goods are

charged


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Guidelines for making acomplaint Addressed to a person who is directly responsible

Make it immediately as it is discovered Begin with the expression of regret

It should be fair, courteous, temperate and polite.

It should be apologetic

Mistake should be clear Explain extent of inconvenience, and damaged caused by mistake

Make a polite inquiry what supplier proposes to do.

Give concrete suggestions to supplier how to put the matter right

Sample copy of complaint letter


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Sample copy of complaint letterVijay cloth Store

61, Station Road

Hubli-12

The Sales Manager,Mayur Trading Co.

Backbay Industrial Estate,

Bombay-5

Dear Sir,

Subject- Your Consignment No. PM51 Dated 3

rd

Oct. 1989.Thank you for the dispatch of five dozen Mayur Sarees sent to us by you as per ourorder No. V55 dated 30th Sept 1989. On going through the consignment, our foremanhas found that the quality of the sarees is much poorer than the sarees which weresupplied previously.

The sarees certainly do not match the samples you sent us. It confirms the fact thatthere must be some mistake in making up the order. We are returning one of thesesarees together with a sample from a previous order so that you may compare themand realize the fact.

As these sarees are not of the ordered quantity, we have no choice but to ask you totake them back and replace them with the sarees of ordered quality. please let usknow what you propose to do in this matter as soon as possible.

Yours faithfully,

Mukun Desai


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adjustment letter

Complaint must be answered as promptly as possible

The complaint is to be regarded as the information of the

event It is aim at keeping the customer and his goodwill

Make it known to the customer that the correspondenceis trying to help

Dont display arguments and critical attitude

The justified complaint must be admitted readily

Explain the reason for going wrong

Tone should be courteous

If complaint is not justified, it should be broughtimmediately to the notice of the customer

A sarcastic and abusive complaints should not beanswered

The su lier should assure that the similar mistake will


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letter

M/s Vijay Cloth Store

61, Station Road, Hubli-12

Dear Sir,

Subject: Our consignment PM 51 dated 3rd Oct. 1989

Your complaint letter of 7th Oct 1989 about the mistake in our

consignment has caused us a good deal of concern and regret. Weare thankful to you for bringing the matter to our notice.

We shall be grateful to you if you return the consignment to us. Weshall gladly replace it with the ordered goods. We assure you thatsuch mistake will never occur again.

Yours faithfully

C.S. Patel

Sales Manager

Mayur Trading Co.

Sample copy of complaint for damaged goods


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Sample copy of complaint for damaged goods

Dear sirs,

While thanking you for the your consignment of Sylvania bulbs,tubes and heaters against our order of 19th Aug 2009, we are sorry

to report that there boxes of tubes are badly damaged whendelivered on 10th Sept 2009.

On a careful examination it was found that the tubes were notcarefully packaged in the boxes. With this letter we are sendingthe labels from the boxes of the damaged tubes and shall be gladif you will replace all the three boxes of the damaged tubes.

Yours faithfully,

Sample copy of the reply


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Sample copy of the replyDear sirs,

We note with regret the contents of your letter of 11th Sept 2009and feel sorry to learn that 3 boxes of sylvania tibes in ourconsignment were received in a damaged conditions.

Our enquiries with the warehouse manager revealed that all thepossible care was taken while packaging the tubes in the boxes.It seems that the damage to those boxes must have been causedby rough handling in transit. The consignment of bulbs and tubesrequire delicate handling in carriage. We are taking up the matterwith the authorities of transport.

Please send the boxes of damaged tubes to us at our cost. Wewill be able to replace them next week.

Yours faithfully,


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QuantityDear Sir,

We have received the consignment of sewing machines dispatchedby you on 18th May 2009, against our order of 12th May 2009. When

we came to examine the machines, we found that one of themhaving glaring defects in it. The machine having defective qualityis RP2R Royal Sewing Machine. The defects are inexplicable incomparison with the other model RP5R.

RP2R model of your sewing machine is quite unsuitable to ourneeds and we have no choice but to ask you to take it back andreplace it by the model RP5R Royal Sewing Machine. If this is notpossible, then we are afraid we shall have to ask you to cancel ourorder.

May we expect your reply by return of post?

Yours faithfully

Vinod Shah

ProprietorKasturi Tailors

Reply


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ReplyWe note with regret the complaint contained in your letter of 19thMay 2---- that you are not satisfied with the quantity of the RP2RRoyal Sewing Machine supplied to your order of 12 may 2---.

Considering your adverse opinion about the operational aspect ofthe machine, we have instructed our technical representative, MrN. R. Premdasa to contact you immediately to examine themachine.

It is disappointing that RP2R model having good reports from thescores of the tailors was found unsuitable by you. We shall supplythe RP5R model within a week if thee defective RP2R machinecould not be repared to your satisfaction. We hope this will nowsettle the matter to your complete satisfaction.

Yours faithfully

S. Kumar

Collection Letter


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Collection LetterThe supplier shoulders the delicate responsibility ofcollecting the dues and retaining the customers.

Dues not collected can become one of the cause offailure in business.

A part from maintaining accounts of credit, preparingperiodical statements and collecting the dues promptly,suppliers has to write series of collection letters to thecustomers.

In case of customer who are unable to make thepayment in time strategic approach is followed.


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letter

Before drafting the letter, the supplier must try to understand thepeculiar nature of the customer and his business condition.

The supplier has to refer to the previous correspondence.

The tone should be cheerful, positive and firm.

He must assume that the customer will clear his account .

Suppliers should state in you attitude to persuade the customer.

Customer should not ask for customers favor (should notapologies).

Figure and facts about the overdue accounts should be stated.

Supplier should express the confidence.

Request the customer to explain in delay. It should not be too brief.

There should be interval of a week between two collection letters.

The supplier should know that the threat and ruthless languageresults in losing the customer.

Procedure of collection letter


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Procedure of collection letter

Sending statement of account

Reminder

Stronger reminder Inquiry and discussion

Appeal, urgency and demand.

Legal action.


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Sample of reminder 2


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Sample of reminder 2Dear Sirs,

May we refer again to our letter of 30th July and our June Statementof account indicating the payment of the balance of Rs. 8000 due

to us from you? We now ask you to be good enough to send usyour cheque within the next few days.

Yours faithfully


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Dear sirs,

We are sorry that our letters dated 30th

July and 10th

Aug. requesting you for thesettlement of our account of Rs, 80,000,have remained unnoticed. No doubt thereis some special reason for the delay in

payment and we should welcome anexplanation and also remittance by returnof post.



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Sample of reminder 4Dear Sirs,

We very much regret that we have not received any

reply to our three previous requests of 30th July, 10th Augand 25th Aug, for payment of the sum of Rs. 8000o stillowing on your account.

We cannot keep this account open still longer and we

call upon you to favor us with your cheque for theoverdue payment without further delay.

Your faithfully.


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Dear sirs,

It is very difficult to understand why we have notreceived any reply to our four previous letters of 30th

July, 10th Aug, 25th Aug and 10th Sept. about the sum

of Rs 80000 overdue on our June statement ofaccount.

Though we are most anxious to avoid doing anything

from which your credit and reputation might suffer,we are forced to inform you that unless we receiveyour cheque in full settlement by 30th Sept 2009 weshall be compelled, much against our will, to take

legal steps to obtain payment.

Final collection letter


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Final collection letterDear Sirs,

We are both surprised and disappointed for not having

received any answer from you to our letter of 20th

Sept2009, regarding the long overdue payment of Rs 80000/-on your account.

Although our relations in the past have always beengood, we cannot allow the amount to remain unpaidindefinitely. We regret to inform you that we are nowreluctantly compelled to place the matter in the hands ofour solicitors.

Yours faithfully,

Circular letter


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Circular letter When a businessman has to communicate a

formal message to a number of customers,

shareholders, suppliers, business friends,employees etc, he sends it through circularletters.

It conveys messages about certain fundamental

changes in the structure and policy of thebusiness organization.

Occasion that needs circular letters. Change in address

Opening of new departments, shops, branches andexpansion of premises

Introducing a new product.

Announcing rise or reduction in prices

Announcing the agency obtained

Announcing new branch through circular letter


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Announcing new branch through circular letter

Dear Sir/Madam,

We are pleased to inform you that we are opening a new branch ofwholesale electronics stores on 5th Aug------. The name and addressof the new branch is given below:

Nayantara Electricals

7, Vijaya Bazar,Central Road

Silchar-----

At this new branch all our well known goods and services will be

available. As this place is spacious, we are able to receive ourcustomers more conveniently at the counter. We have alsoarranged customers waiting room and show room at this branch.Our branch manager Mr. S. K. Desai and his assistants eagerlyawait your visit . This will be very happy to receive you at the

counter.

Agency Letters


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Agency Letters A large business houses often has its purchase

thorough their sales dept.

But small business houses purchases throughthe system of agency.

A person or a firm which acts for another is an

agent, and a person or a firm which appointsagents is called as the principal of that agent.

The smaller firms buys and sell throughcommission agents, brokers, commercialtravelers and other types of agent.

Generally the contract to an agency is given forone year but it can be renewed after one year.

Sample copy of offer of appointment sales agency


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Sample copy of offer of appointment sales agencyDear Sirs,

Mr. S. J. Richards, the Sales Manager of Bombay Pharmaceuticals

has recommended you as a reliable and progressive firm ofagents. We need a firm with experience of the pharmaceuticals,trade and good business connections with the leading buyers inthe area of Bombay, Poona, Kolhapur and Ratnagiri. We prefer thefirm with centrally placed offices, showrooms and go-downs in the

above mentioned cities. We have been informed that you have thekind of experience and the facilities we need.

There is a steady and promising market for our pharmaceuticalproducts in different parts of our country and there is no doubt that

a really active agent like you can bring about big increase in oursales. If you are interested in handling this agency, we should bepleased to make you this offer.

We earnestly hope that this agency would prove mutually

beneficial. As we wish to reach a quick decision, we look forward to


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agencyDear Sirs,

Thank you for your letter of 19th Nov, ---, offering us an agency for

your pharmaceutical products in the area of Bombay, Poona,Kolhapur and Ratnagiri. We are sure that we shall be able todevelop good demand for your goods with our well establishedrelations. We are aware of the popularity of your products in otherdistricts of Maharashtra. With our contacts, goodwill and efforts weshall successfully introduce your goods in these markets.

Before meeting with you to discuss the details, it is right to informyou that we consider minimum commission rate of 8% on netinvoice values. A lower rate of commission will not be considered.Secondly we require the agency contract for the minimum period

of five years to compensate for the hard work in the initial stages.We would also like to know the arrangements for publicity.

We hope that you would agree with our basic terms. Your offer willbe accepted with pleasure if the stated terms are agreed by you.

Yours faithfully,


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Sales Letter The sales letter are written to selected class of

customers to sell particular kinds of goods andservices.

The selected class may be religious group, age group,financial group, social group and financial group.

The sales letter writer always keeps in view the needsand requirements of the receiver.

A sales letter is written with the purpose ofpersuading and convincing the prospective buyer to

buy a particular product or service from themanufacturer or the dealer.

It aims at promoting the sale.

Writer writes a letter giving personal touch.

Sample copy of personal letter


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Sample copy of personal letterDear Mr. Rao

Here is a splendid opportunity for you to buy HIS DESIGNS Shirts

and pants at exclusive prices.

Every man dreams to look handsome and elegant on somespecial occasion. Our HIS DESIGNS Shirts and pants are made forthose special occasions to make your dreams come true. HISDESIGNS shirts and pants are made of fine material and expertstailoring. As you are one of our regular customers, we would liketo tell you about our completely new velvet textured terrenesafari shirts and pants. At their amazingly low prices, they arereally a splendid value for your money.

The stock of velvet textured safari, shirts and pants at exclusiveprices is limited. We are offering them only to our regularcustomers. We are giving a special discount of fifteen percent foryou until 25th December. So dont delay, place your order today.

British health products India Pvt Ltd


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15, Floor, Chiranjiv Tower

43, Nehru Place

New Delhi-110019

Dear Mr. Joshi, 14th July 2009

Does a short run leave you exhausted? Do you have the energy to play withthe kids after the days work? No? Then you are in poor health, and it maybe weight related.

The good news is you can do something about it with a little help from Britishhealth products. British health will offer, not miracle cures or instantsolutions, but products that are scientific, simple, proven and most of all,

safe. These will be nutritional and dietary supplementation plans to helpyou attain the right weight through weight loss or gain, as necessary. Thesewill also be a plan to help you maintain your weight.

British Health will also introduce other products for people whose busy livesleave them with very little time to look after their health. These will be verylittle time to look after their health. These will be a range of products

designed specifically for quick energy, for digestive disorders, for feminineproblems and others. The British Health range will also include everydayfoods formulated in a nutritionally correct manner. All made in associationwith Booker of the U.K. Booker is the market leader in health foods andnutritional supplements. British Health products brings you the best-sellinghealthcare products modified to suit Indian climates, cultures and foodhabits.

Documents

Types of Letters 1