BUSINESS LETTERS
ORDER LETTER
Sample 1.
You are Sakshi/Saksham, Hostel Warden, Radha Krishna Public School, Vrindavan, Uttar
Pradesh. Write a letter to the Sales Manager, Bharat Electronics and Domestic Appliances
Ltd., New Delhi, placing an order for fans microwaves, ovens and geysers that you wish to
purchase for the hostel. Also ask for discount permissible on the purchase.
Answer
Radha Krishna Public School
Vrindavan
Uttar Pradesh XXXXX
18 May 20XX
The Sales Manager
Bharat Electronics and Domestic Appliances Ltd.
New Delhi 1100XX
Subject: Placement of order for electronics.
Dear Sir,
We are happy to place the order for the following items. Kindly send the following items at
the above. address through transport carefully.
Name of the Items No. of Items Brand
Fans 50 Bajaj
Microwaves 25 LG
Ovens 30 Philips
Geysers 25 Nova
All the items should be in good condition, well bound and packed properly. The items must
be delivered by the end of the month of the issue of this letter. Any damage during
transportation would be your responsibility. As in the past also, we have never been given
any opportunity to complain and the goods have always reached as well on time, and in
excellent condition as per our specifications. We do expect the same delivery this time as
well. Kindly offer us a suitable discount as has been the practice all these years.
Yours faithfully
Saksham
Hostel Warden
LETTER FOR DAMAGED GOODS AND RELACEMENT
Sample 2
Write a letter to M/s. H.M.T. Corporation Chandigarh, complaining that the wristwatch you
recently bought from them does not function properly and ask for a replacement. You are
Dipti/ Deepak Gupta, 450, Sector 20, Chandigarh.
Answer:
House No. 450
Sector-20
Chandigarh
March 1, 2021
M/s. H.M.T. Corporation
Customer Complaint Division
Chandigarh
Subject- Complaint regarding the functioning of the watch and its replacement
Sir/Madam,
On February 27, 2021, I bought a Titan Watch (Model No. 2356) worth Rs. 5500 from your
store. Unfortunately, your product has not performed well. The watch doesn’t work half the
time despite several attempts at changing its battery. I am highly disappointed because such
an act of neglect is not expected from such a renowned store.
To resolve the problem, I would appreciate you changing the watch with a new fully
functioning model. I have the receipt intact. Enclosed are the copies of the receipt along with
the guarantee card.
I look forward to your reply and a resolution to my problem and will wait until a week before
seeking help from a consumer protection agency. Please contact me at the above address or
by phone at 098100XXXXX.
Yours Sincerely
Dipti/Deepak Gupta
Enclosure(s): 1. Receipt
2. Guarantee card
LETTER OF CLAIM
Sample 3
Write a letter to the General Manager of the Southern Railway bringing to his attention that
your consignment of goods has been tampered with and seeking help regarding the same.
Answer
Stay warm company centre
45, Borivali
Thane
February 5, 2021
The General Manager
Southern Railway
Mumbai
Subject- Claim regarding tampering with consignment of goods.
Dear sir,
We want to grasp your attention to our consignment of stocking goods shipped from
Amritsar on January 30, 2021was tampered with while transported. At Thane station, the case
has been duly approved by the railway clerk from whom we collected the consignment. All
his statements are included herewith. We are composing this letter to demand compensation
for all our damages.
The pilferage of woollen cloth is considered a significant loss for us. We have developed a
list of all the lost items and their rates, and we hope you will look at this claim of ours and
revert us immediately.
We look forward to your answer.
Sincerely,
Yash Chahal
Stay warm company centre
LETTER OF ADJUSTMENT
Sample 4
Write a letter to Stay Warm Company Centre addressing their previous letter and
remunerating them for their loss and apologising for the oversight on your behalf.
Answer
Southern railway
Dhola District
Mumbai
February 10, 2021
Stay warm company centre
45, Borivali
Thane
Subject- Reply to letter dated February 5, 2021.
Dear Sir,
We thank you for your letter dated February 5, 2021 and the recorded statements sent for
our reference.
The report that we have received just today confirms that your goods have indeed been
tampered with. The dispatch team is at fault and a strict action is being taken against them.
This has caused us a great deal of embarrassment and we regret our mistake.
We have enclosed a cheque of amount Rs.20,000 which shall cover your losses. We again
regret the inconvenience caused and assure you that such mistakes will be avoided in the
future.
Thanking You
Yours faithfully
M. Ashraf
General Manager
Southern Railways
