Key Points
Key Points: Types of Letters> Resignation Letters
- Meaning – A resignation letter is a formal letter written by an employee to inform the employer about leaving the job.
- Purpose – It provides written notice, mentions the last working day, and serves as official proof of resignation.
- Structure – The body usually has three parts:
informing resignation, expressing gratitude, and offering cooperation during transition. - Professional Tone – The letter should be clear, polite, and professional without complaints or criticism.
- Notice and Transition – Mention the last working day and offer help in completing duties or handing over responsibilities.
Key Points: Types of Letters> Complaint Letters
- Meaning – A complaint letter is written by a buyer to inform the seller about defects, damage, delay, or mistakes in goods supplied.
- Reference Details – Mention order number, date, invoice details, and other relevant information clearly.
- Clear Explanation – State the problem precisely with proper facts and evidence.
- Polite and Firm Tone – The complaint should be written calmly and courteously without anger.
- Specific Claim and Action – Clearly mention the compensation or action required, such as replacement, refund, or quick delivery.
Key Points: Need and Functions of Business Correspondence
- Meaning – Business correspondence is formal written communication between organisations and stakeholders for professional purposes.
- Widening Contacts – Letters help businesses communicate with people in different places.
- Sharing Information – Used to inform about new branches, products, changes, or enquiries.
- Legal Proof – Signed letters serve as written evidence in case of disputes.
- Record Keeping – Letters can be stored for future reference.
- Goodwill & Impression – Good letters build company image and create a lasting impression.
Key Points: Elements and Components of Business Letters
- Heading – Shows the company’s name, address, and contact details. It is usually printed on the letterhead.
- Date – Written on the right side in full form (e.g., 31 January 2022). It is important for record and legal reference.
- Reference – Helps connect previous letters and identify the department or file number.
- Inside Address – Contains the name and full address of the receiver. Proper titles like Mr., Mrs., or Ms. should be used.
- Salutation – The greeting of the letter, such as Dear Sir or Dear Madam.
- Body of the Letter – Includes the opening, main message, and closing paragraph. It should be clear, brief, and polite.
- Complimentary Close and Signature – Polite ending like Yours faithfully or Yours sincerely, followed by signature and designation.
- Other Elements – Identification marks, enclosures, copy distribution, and postscript may be added if required.
Key Points: Types of Letters> Application Letters for a Job
- Meaning and Purpose – An application letter is written to apply for a job. It is a type of sales letter where the applicant sells his/her skills and suitability to the employer.
- Main Objective – The main aim is to get an interview by creating a good impression and showing how the employer will benefit from hiring the applicant.
- Address and Date – The applicant’s address and date are written at the top of the letter. The inside address depends on whether the application is advertised or unsolicited.
- Salutation – “Dear Sir” is commonly used in most job applications.
- Opening Paragraph – Clearly mention the post applied for and reference to the advertisement, if any.
- Middle Paragraph – Include details like education, experience, skills, age, and other relevant information.
- Conclusion and Enclosures – Politely ask for an interview, use “Yours faithfully” as complimentary close, and mention any documents attached.
Key Points: Types of Letters> Specimen Application Letter
- Types of Application Letters – There are two types:
Unsolicited (sent without advertisement) and Solicited (sent in response to an advertisement). - Unsolicited Application – Sent when no vacancy is advertised. The applicant requests consideration and encloses bio-data.
- Solicited Application – Written in response to a job advertisement and clearly mentions the source and date of advertisement.
- Opening Paragraph – States the post applied for and expresses interest in the job.
- Bio-data Content – Includes personal details, academic qualifications, experience, extra-curricular activities, and skills.
- Additional Details – May include merit record, publications, languages known, testimonials, and references.
- Conclusion and Enclosures – Politely ask for an interview, end with “Yours faithfully,” sign the letter, and mention enclosures attached.
Difference Between Solicited Letter and Unsolicited Letter
| Basis | Solicited Letter | Unsolicited Letter |
|---|---|---|
| Job Advertisement | Written in response to an advertisement | Written without any advertisement |
| Initiative | Employer invites application | Job seeker applies on own |
| Reference | Refers to the job advertisement | No reference to advertisement |
Key Points: Types of Letters> Interview Letters
- Purpose – Interview letters are sent to shortlisted candidates after reviewing job applications.
- Post Details – The letter clearly mentions the name of the post for which the candidate is called.
- Interview Information – It includes the date, time, and place of the interview.
- Authority and Documents – It states the name/designation of the interviewer and asks the candidate to bring original certificates and testimonials.
- Other Information – It may mention details about TA/DA (if allowed) and ends with a polite closing and signature.
Key Points: Types of Letters> Offer of Appointment
- Purpose – An appointment letter is sent to inform the selected candidate about their selection for the job.
- Post and Salary Details – It clearly mentions the name of the post, basic salary, salary scale, and allowances or benefits.
- Joining Details – It states the date, time, and person to whom the candidate must report for duty.
- Terms and Conditions – It includes details about probation period, type of appointment (permanent/temporary), and notice period for termination.
- Acceptance – The letter usually asks the candidate to sign and return a copy as acceptance of the appointment.
Key Points: Types of Letters> Letter of Enquiry
- Purpose – A letter of enquiry is written to get information about price, quality, availability, and terms of sale of goods.
- Clear Request – The purpose of enquiry should be clearly stated, and a polite request should be made for catalogue, price list, or quotation.
- Business Details – Brief information about the buyer’s business and expected quantity should be mentioned.
- Terms and Conditions – Ask about discount, credit terms, packing, delivery, payment, and other business conditions.
- Time and Concession – Specify the required date for reply and give reasons if asking for special concession (e.g., large order).
Key Points: Types of Letters> Quotation Letters
- Meaning – A quotation letter is written by a seller in reply to a letter of enquiry.
- Reference and Thanks – It should mention the reference number and date of enquiry and thank the customer for interest.
- Prices and Terms – Clearly state prices, discounts, credit terms, delivery details, and other conditions of sale.
- Validity and Offer – Mention the period for which the quotation is valid and any special concessions.
- Sales Approach – Use polite and persuasive language to attract the customer and show willingness to serve.
Key Points: Types of letters> Order Letters
- Meaning – An order letter is written by a buyer to purchase goods after accepting the quotation.
- Reference – It should mention the quotation or advertisement on the basis of which the order is placed.
- Details of Goods – Clearly state quantity, quality, price, packing, freight, and other specifications.
- Delivery Instructions – Mention the time for delivery and mode of transport. Also specify bank details if documents are to be sent through a bank.
- Clarity and Accuracy – The order must be brief, clear, complete, and accurate to avoid confusion.
- Seller’s Acknowledgement – The seller should thank the buyer, confirm dispatch details, mention invoice amount, and request prompt payment.
- Good Business Relations – Maintain polite tone, express gratitude, handle delays with regret, and treat every order as an opportunity to build goodwill.
Key Points: Types of Letters> Reference Letters
- Purpose – Reference letters are written to collect credit information about a customer before granting credit.
- Need for Credit Check – Credit involves risk, so the seller checks the customer’s character, capacity, capital, and business condition.
- Requesting References – The buyer provides names of traders or bankers as references for credit enquiry.
- Contents of Enquiry Letter – Mention the customer’s name, credit amount, credit period, and assure confidentiality.
- Information Asked – Ask about financial position, payment habits, maximum credit limit, and business reputation.
- Reply to Enquiry – The reference should state trading experience, credit details, financial condition, and give an opinion with no responsibility clause.
- Grant or Refuse Credit – If reply is favourable, credit may be granted. If unfavourable, credit should be refused politely and carefully to maintain goodwill.
Key Points: Types of Letter> Reply to the Complaint Letter
- Express Regret – The seller should politely express regret for the inconvenience caused without making excuses.
- Explain Briefly – Give a reasonable explanation of the problem (e.g., damage in transit) in a calm and professional manner.
- Corrective Action – Clearly mention the steps being taken, such as replacement, refund, or claim against transport company.
- Assurance for Future – Assure the buyer of better service and careful handling in future.
- Common Reasons for Complaints – Complaints arise due to wrong quantity, defective goods, overcharging, delay in delivery, loss or damage in transit, or invoice mistakes.
