Business and Official Letters

Parts of a Business/ Official letter

Sl.	Parts of a letter	For example
1.	Sender’s Address	M/S Arora Woolen Garments 15-A, Nehru Palace Lucknow
2.	Date	27th Dec. 20XX
3.	Receiver’s Address	The Manager Apex Stores Pvt. Ltd. S-2, M.S. Road Kanpur
4.	Reference	Reference: Your advertisement in The Indian Express on 24th Dec. 20XX for the supply of woolen garments.
5.	Subject	Subject: Placing an order for the woolen garments.
6.	Salutation	Sir/Madam
7.	Body of the letter	This is to inform you that ………………………………………………………………….. …………………………………………………………………..
8.	Complementary close	Yours truly
9.	Signature	(Put your signature here)
10.	Name	Rajan
11.	Designation	Manager
12.	Enclosure if any	Enclosure: A cheque for Rs. 10000

Left aligned: Start each new line from left hand margin.

 

Q1. St. Anne’s Public School, M.G. Road, Gurgaon is upgrading to senior secondary. As the librarian place an order with M/s G V Publications, 5A-Nai Sarak, Delhi for reference books for the senior secondary classes. You are Anish / Anusha.

St. Anne’s Public School
M.G. Road
Gurgaon

2nd July, 20XX

M/s G V Publications
5A-Nai Sarak
Delhi

Reference: Our telephonic talk with your agent on 25th June, 20XX regarding supply of books.

Subject: Placing an order for reference books for the senior secondary classes.

Sir
This is to inform you that we have decided to place an order with you for the reference books, the list of which has been given below.

Sl.	Title of the book	Publisher	Quantity
1.	ABC of Physics (Class XII)	XYZ Publications	25
2.	ABC of Physics (Class XI)	XYZ Publications	25
3.	Textbook for Accountancy	NCERT	25
4.	Comprehensive Writing Tasks	Higgins Publications	25

I am sure proper packing of the books will be well taken care of and any responsibility of damage caused during transportation shall rest with you.

The books are to be sent to the school within 10 days of the receipt of this order. I am sending herewith a cheque for Rs. 20000 as an advance payment. The remaining payment will be made after the acceptance of the consignment to satisfaction. We hope you would give us a discount of 20% on the printed prices. Kindly execute the order at the earliest.

Thank you

Yours truly

Anusha
Librarian

Enclosure: a cheque for Rs. 20000.

 

Q2. You are Ishant / Ishika, House No. 23, Rose Lane, Surat. You had recently bought a water purifier for your home from M/s National Cooling Systems, C.V. Road, Surat. The purifier has not been functioning properly for the last two weeks. Write a letter to the Manager complaining about the malfunctioning unit and seeking redressal for the problem.

House No. 23
Rose Lane
Surat

23rd May 2015

M/s National Cooling Systems
C.V. Road, Surat

Reference:  Your Cash Memo No. 116, dated 25th April, 20XX.

Sub: Complaint about the defective water purifier

Sir
I wish to bring to your notice that I purchased a ‘Total Purity’ water purifier from your showroom on 25th April, 2018 vide bill no. 116. But I am sorry to say that after installation it is not functioning properly. The purifier worked well for the initial 4 weeks. But then it developed leakage of water. This was followed by heavy noise and dark coloured particles floating around in the filtered water. At times, the machine also gives off electric shock. It has been quite inconvenient as the leakage is causing unnecessary loss of water. It has been confirmed that there is no fault with the electric circuit in the house. I have tried to read the attached booklet and find out what could be wrong but have not been able to understand anything.

Hence I request you to take the necessary steps either to repair the system at the earliest or replace the water purifier as it still is under warranty period. I hope you would oblige with my request at the earliest.
Thanks

Yours truly

Ishika

 

Q3. You are Varun / Veena, the Class Representative of Class XII, Modern Public School, Mount Road Road, Trichy. The school is planning to conduct an educational tour to Kolkata during the autumn break. Write a letter to General Manager, Southern Railway, enquiring about the travel arrangements to Kolkata.

Modern Public School
Mount Road
Trichy

19th June, 2018

The General Manager
Southern Railway
Chennai

Sub: Seeking information about travel arrangements to Kolkata.

Sir
This is to inform you that the school is planning to conduct an educational tour to Kolkata during the autumn break. It would be a 6-day programme from 20th October to 25th October, 2018. The group would consist of 65 students and 7 teachers. We would like to know about the train services that are available to Kolkata from Chennai and for the return journey on the said dates. We would also like to know the estimated time taken to cover the distance as well as the fare to make the necessary arrangements at our end. Kindly inform us about the eligible students’ concession that can be availed for the tour. We request you to send the details at the earliest to mps@gmail.com to enable us to plan in advance.
Thank you

Yours truly

Veena

 

Q4. You are Tanmay Kumar of 54, Rose Villa, Princess Lane, Delhi. Write an application with a detailed resume for the post of Vice Principal at Model Public School, Azad Nagar, Ahmadabad. Supply all the necessary details.

54, Rose Villa
Princess Lane
Delhi

15th March 2018

The Principal
Modern Public School
Azad Nagar, Ahmadabad

Reference: Your advertisement in The Times of India dated 14th March, 2018 for the post of Vice Principal.

Sub: Application for the post of Vice Principal

Sir / Madam
I wish to apply to the post of Vice Principal in your esteemed institution as per the advertisement placed by you in the Times of India dated 14th March 2018. I am a Post Graduate in Commerce and Education from the Jawaharlal Nehru University and  currently working as Head Master at the St. John’s Public School, New Delhi. I have an experience of 10 years at the school. I am compelled to change my present job as my parents are residing in Ahmadabad and need my care. I have successfully executed various responsibilities of both scholastic and non-scholastic nature at my school. I assure you that if I am selected, I will serve the institution to the best of my ability. I am enclosing my bio-data for your kind consideration. I hope for a positive response from you at the earliest.
Thank you

Yours faithfully

Tanmay Kumar

Enclosure: Curriculum-Vitae                           

1. Name 2. Father’s name 3. Date of birth 4. Sex 5. Marital status 6. Nationality 7. Language known 8. Hobbies 9. Edu. Qualification 10.Experience 11. Permanent address 12. Salary expected 13.References 14. Contact no.

Curriculum-Vitae Tanmay Kumar Sh. Raj Kumar 25th March, 19XX. Male Married Indian Hindi & English, Playing football and Badminton M.A. in Commerce from JNU. with 70% Marks 10 years as HM in a private school. 54, Rose Villa, Princess Lane, Delhi Rs. 50000 p.m. (a) Sh. M.N. Gupta, 56-D,Vivek Vihar, Delhi (b) Sh. H.K. Sharma, Rose Enclave, Preet Vihar, Delhi. 99833181XX

 

Q5. Rakesh Goswami, a student of class XII of Goenka Public School, Sec-8, R.K.Puram, New Delhi has been invited by Modern Era Public School, Laxmi Nagar, Delhi to participate in the national level Quiz Contest. But his exams are falling during the same period of time. He writes a letter to the principal seeking permission to participate in the quiz as well as requesting him to take his half yearly exams later.

To

The Principal
Goenka Public School
Sec-8, R.K. Puram
New Delhi

Subject: Seeking permission to participate in the national level Quiz Contest at Modern Era Public School, Laxmi Nagar, Delhi.

Sir
I would like to bring to your kind notice that a National Level Quiz Contest is being organized from 10th Dec. to 17th Dec. at Modern Era Public School, Laxmi Nagar, Delhi. Being the West Zone Champion, I have been invited to participate in this quiz contest but my half yearly exams are falling during the same period of time. Sir, as you know that I have won many state level prizes and defeated a number of schools in various inter-school quiz competitions held earlier. So I don’t want to miss this opportunity. At the same time I don’t want to miss my exams also which I consider very important my academic assessment.

I, therefore, request you kindly to accord your permission to participate in the ensuing contest and appear for the half yearly exams later when I come back. I assure you that I will make you feel proud and try my best to emerge as the National Champion.
Thanks

Yours obediently

 

Rakesh Goswami
Class XID

 

Q6. Write a letter to the editor of a Local Daily expressing your concern at poor sports culture of the country. You are Harpreet Singh of 347/46D, Gulmohar Road, New Delhi.

347/46D, Gulmohar Road
New Delhi

10th Jan. 20XX

The Editor
The Times of India
New Delhi

Subject: Poor Sports Culture in our country.

Sir/Madam
Through the columns of your esteemed newspaper, I would like to express my concern at the poor sports culture of our country. I shall feel grateful if you publish the following few lines in your daily.

It is a matter of great concern that India with its teeming population in crores is unable to produce sports persons who can win laurels for the country at international strata. There are many factors that are responsible for this sorry state of affairs. Parents and teachers lay more stress on the academic excellence and do not encourage children to devote much time on sports. There are hardly any sports camps. It is quite probable that talent goes unnoticed and untouched. Only limited funds are allocated for sports. As a result, there is scarcity of sports equipments, well-maintained grounds and well-trained coaches. All kinds of favourism at the time of selection can also prove to be harmful. Effective steps should be taken to promote a better sports culture. Children should be encouraged to take part in sports from the early stages of life. Sports camps should be organized to identify and tap the talent within the youngsters. More funds should be allocated to provide better sports facilities. I do hope my words would have desired effects on the concerned authorities.

Yours faithfully

Harpreet Singh

 

Q7. You are Praveen/Prerna of A-15, Defence Enclave, Rajat Nagar, New Delhi. You have observed that many school-going children drive their bikes without a valid driving licence, thereby endangering their own lives as well as those of others. Write a letter to the editor of a national daily with a view to sensitizing students about the risks involved in underage driving. Also give suggestions.

A-15, Defence Enclave
Rajat Nagar, New Delhi

25th August, 20XX

The Editor
The Times of India
New Delhi

Subject: Rash driving by school- going children

Sir
Through the columns of your esteemed newspaper, I wish to draw the attention of the school-going children about the risks involved in underage driving. I shall feel obliged if you publish the following few lines in your national daily.

Most of the teenagers drive their bikes at break-neck speed even though they have no valid driving licence. They  seat two or three other children on their bikes and raise the fore-wheels of the bikes.Rash driving most often results in accidents.Sometimes the accidents prove fatal. The raw hands endanger not only their own precious lives but also the lives of others.

I hope my words will sensitise the students about the impending risks and they would mend their ways. Parents are also requested to put a check on the minors from driving bikes.

Yours truly

Prerna

Q8. Mrs. Rashmi Khare of 33-D, K.D. Nagar, Faridabad had purchased an automatic washing machine three weeks ago from a shopping centre in New Delhi. After installation it worked well for two weeks. But suddenly the spin dry system of the machine has stopped functioning properly and the clothes are dripping wet even after the spin dry function is complete. She writes a letter to the Manager of Home Shopping centre, Agrasen Market, New Delhi complaining about the same and requesting him to send his technician to set it right or replace it immediately.

33-D, K.D.Nagar
Faridabad

11th Jan. 20XX

The Manager
Home Shopping centre
Agrasen Market
New Delhi

Reference: Your Cash Memo No. 512, dated 22nd Dec. 20XX

Subject: Complaint about the defective automatic washing machine.

Sir/Madam
This is to inform you that I purchased an automatic washing machine from your shopping centre on 22nd Dec. 20XX . But I am sorry to say that after installation it worked well only for two weeks. Suddenly it has developed some technical fault in the spin dry system and stopped functioning properly. The clothes are dripping wet even after the spin dry function is complete. I have tried to read the attached booklet and find out what could be wrong but have not been able to understand anything.

I may remind you that the machine is still under warranty period. You are, therefore, requested to send your engineer to set it right or replace it immediately so that we can avoid any kind of inconvenience. My mobile no. is given below. Kindly inform before sending the other piece.

Yours faithfully

Rashmi Khare
Mob. No. 97546036XX

Q9. Shefali Kakori of 19, Vikram Colony, Preet Vihar, New Delhi has passed XII and wants to improve her spoken English. She sees an advertisement about a certificate course in Spoken English to be organized by The School of English Language, 116-FD, Pausa Road, New Delhi and writes a letter to the Director of the school enquiring the necessary details about the course.

19, Vikram Colony
Preet Vihar
New Delhi

11th Jan. 20XX

The Director
The School of English Language
116-FD, Pausa Road
New Delhi

Reference: Your advertisement in The Times of India of dated 09/01/20XX for the Certificate Course in Spoken English.

Subject: Seeking information about the Certificate course in Spoken English.

Sir/Madam
Through your advertisement in The Times of India I have come to know that your institute offers a certificate course in Spoken English after Class XII. You will be glad to know that I am interested in learning Spoken English but before I enroll myself for the course I would like to have the following information in a detail:

1. Duration of the course
2. Timings and fees
3. Number of students in a group
4. Methods adopted for teaching the language
5. Transport facility
6. If recognized by any board

Kindly let me know these details at the earliest so that I can decide likewise.

Yours faithfully

Shefali Kakori

Q10. Manish Batra, 10/A, Defence Enclave, New Delhi sees an advertisement for the post of Medical Representative in The Career Times and decides to apply for the job. Write the application along with a detailed resume.

10/A, Defence Enclave
New Delhi

12th Jan. 201X

The General Manager
K.D. Pharmaceuticals Pvt. Ltd.
Phase II, Shakti Nagat
Ghaziabad

Reference: Your advertisement in The Career Times, dated 10.01.20XX for the post of Medical Representative.

Subject: Application for the post of a Medical Representative.

Sir/Madam
In response to your advertisement in The Career Times on 10/01/20XX, I wish to offer my candidature for the post of a Medical Representative in your company and append below my resume for considering my suitability for the post.

I hope that my educational qualifications and previous experience are most ideally suited to your requirement. If I am given an opportunity, I assure you that I will discharge my duties honestly and try my utmost best to satisfy my superiors with my work and conduct. I am available for an interview as and when you deem fit.

Yours faithfully

Manish Batra

Encls: Curriculum-Vitae                               

1. Name 2. Father’s name 3. Date of birth 4. Sex 5. Marital status 6. Nationality 7. Language known 8. Hobbies 9. Edu. Qualification 10.Experience 11. Permanent address 12. Salary expected 13.References 12. Contact no.

Curriculum-Vitae Manish Batra Sh. Vijay Kumar Batra 25th March, 19XX. Male Unmarried Indian Hindi, English, Punjabi and German Singing and Playing Chess B.Sc (Hons.) from D.U. with 67% Marks One year as a Med. Representative in Cipla. 10/A, Defence Enclave, New Delhi Rs. 40000 p.m. (a) Dr. A.C. Gupta, 65/D, Prajapati Colony, Vivek Vihar, Delhi. (b) Mr. N.C. Rai, 23-A, Niranjanpuri, Delhi. 95436183XX

Q11. Ashoka Hotels, 11/C Moti Bagh, New Delhi are expanding their network in many places of tourist interest. They need LCD TVs, intercoms, fax machines, telephone instruments, etc. for their newly constructed hotel at Aligarh. Their Managing Director, Manish Arora places an order for the above mentioned items with Prime Electronics, Chandani Chowk, Delhi.

Ashoka Hotels
11/C, Moti Bagh
New Delhi

10th Jan. 20XX

M/s Prime Electronics
Chandani Chowk
Delhi

Reference: Telephonic conversation with your representative on 02.01.20XX regarding supply of electronic items.

Subject: Placing order for the purchase of Electronic items.

Sir/Madam
This is to inform you that we have decided to place an order with you for the electronic items, the list of which has been given below. Kindly make it convenient to send the items at the earliest to our newly constructed hotel at Aligarh.

Sl.	Name of Item	Quantity
1.	LG LED Colour Television	45
2.	Havells Celing Fans	60
3.	Crompton LED Bulbs 20 W	100
4.	Tata Telephone Instruments	45

I am sure proper packing of the electronic items will be well taken care of and any responsibility of damage caused during transportation shall rest with you. I hope future repairs and maintenance of the items will also be provided by you promptly and satisfactorily.

Kindly execute the order at the earliest. Payment shall be made after the acceptance of the consignment to satisfaction.

Yours faithfully

Manish Arora
Managing Director

Q12. Ashoka Hotels, 11/C Moti Bagh, New Delhi had ordered for the electronic equipments on 10/01/20XX for the newly constructed hotel at Aligarh but wants to cancel it because the delivery has not been made in time. Write a letter of cancellation to M/s Prime Electronics, Chandani Chowk, Delhi.

Ashoka Hotels
11/C, Moti Bagh
New Delhi

10th Feb. 20XX

M/s Prime Electronics
Chandani Chowk
Delhi

Reference: Purchase order No. 264, dated 10/01/20XX.

Subject: Cancellation of the order for the purchase of electronic equipments.

Sir
This is to inform you that an order had been placed with you on 10/01/20XX for the electronic equipments for the newly constructed hotel at Aligarh after having a telephonic talk with your representative but I am sorry to say that the response of your sales people has been very poor in supplying the electronic equipments in time. Kindly take note that the order no. 264 stands cancelled because of the delay and no explanation given by you, whatsoever, for the delay.

Yours faithfully

Manish Arora
Managing Director

 

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