Sample Business Letters

Students, here are a few sample formal business letters for your reference

1. 1. Inviting Quotation
To
Manjeet Electronics
Shop – 234, First Floor
Bikaji Complex, Nehru Place
New Delhi - 110021

DD/MM/YYYY

Subject: Inviting quotation of electronic equipment

Dear Sir

We wish to buy the following items of electronic equipment for the computer laboratory. We
should be grateful if you would kindly quote the lowest rates for these items, giving full
particulars and technical details. The quantity proposed to buy is mentioned against each
item. Since the processing of the purchase takes quite some time, it would be helpful if you
could quote rates which may remain valid for at least three months.

S.No Quantity Particulars
1 10 iball Mouse
2 10 Mouse pads
3 10 HP Desktop of 22”
4 10 CPU
5 10 Adcom Key board

We want to set up the lab by the first week of October so that it can function when the college
reopens after Durga Pooja vacation. We would therefore, like the equipment to be delivered
to us latest by 5
th
October. Kindly let us know if you can arrange the supply by this date.
Please let us know the guarantee period and any after-sales facility offered by you. We look
forward to hear from you soon.

Yours Sincerely
Abhimanyu Singh
Purchase Officer


2. Sending Quotations

To
Abhimanyu Singh
Sarari – Usri, Khagaul Road,
Danapur, Patna - 801105

DD/MM/YYYY

Subject: Quotation with price list

Dear Sir

2. Thank you for your letter received on 9
th
September.

We take pleasure in submitting the following quotation for your consideration. We confirm
that the prices will remain valid for three months.

S.No Item Description Net Price Each in Rs (Ex-Works)
1 iball Mouse 200
2 Mouse pads 50
3 HP Desktop of 22” 12000
4 CPU 15000
5 Adcom Key board 500

Note: GST 18 % will be applicable.

Packing charges and other duties and taxes are included in the price quoted above. Since the
equipment is breakable and expensive, we would strongly recommend you to get it insured. If
you agree, we shall do it for you at an extra charge of 0.5% on the quoted price. The
equipment will be sent by goods train within 15 days of the receipt of your purchase order.
All items are guaranteed for 48 months. During this period, if necessary, we will repair or
replace any item at our cost.

We do not require any advance but would like the payment to be made by crossed cheque
drawn on the mentioned account details within 7 days of the receipt of the equipment.

We look forward to receiving your order soon. If you need any further information, please do
not hesitate to write to us.

Yours faithfully
Manjeet Kaur
Sales Manager


3. Placing an Order

To
Manjeet Electronics
Shop – 234, First Floor
Bikaji Complex, Nehru Place
New Delhi - 110021

DD/MM/YYYY

Subject: Placing an order of electronic equipments

Dear Sir

Thank you for your letter received on 13
th
September.

We are pleased to place an order for the following items on the terms and conditions agreed
upon. Please send the equipments duly insured and include the extra charges in the bill.

3. S.No Item Description Quantity
1 iball Mouse 10
2 Mouse pads 10
3 HP Desktop of 22” 10
4 CPU 10
5 Adcom Key board 10

We note that the equipments will be sent by goods train and reach us within 15 days of the
receipt of this order.

We will make the payment by the crossed cheque as desired by you soon after the arrival and
inspection of the equipments.

Yours faithfully
Abhimanyu Singh
Purchase Officer

4. Sales Letter
To
Shubham J
Purchasing Manager,
INST Co. Ltd.
Bengaluru, Karnataka

DD/MM/YYYY

Subject: Ease your workload – install Ohms App

Dear Sir/Madam,
We are glad to introduce to you our new software. It is very user friendly, have great
capabilities and will surely reduce your work loads. This software is in the market for last
three months and we have got positive responses from many of our customers. We will feel
glad to help you in making your task a lot easier and that also on a reduction in your
operational cost.

I will be proud to introduce you to the features of the software and give a demonstration to
you. This tool will be a real help to run your work in an effective and efficient manner. We
hope for a good business prospect.

Thanks & regards,
Riddhi R
Ohms Software Developers,
New Delhi

5. Complaint Letter

To
M/s. Anuradha Enterprise
Karbhigiya, Patna - 800020

4. DD/MM/YYYY

Subject: Faulty (xyz) product

Dear Sir
I am afraid that the enclosed (xyz) product doesn't work. It is the third one I have had to
return this month (see attached correspondence). I bought it from ABC stores at Exhibition
Road, Patna on 22 September.
I was careful to follow the instructions for use, honestly. Other than the three I have had to
return recently, I have always found your products to be excellent. I would be grateful if you
could send a replacement and refund my courier amount i.e. 320 INR.

I really appreciate your kind support.

Yours faithfully
Signature
Shivani Kumari
Maharishi Hardwares

6. Cover Letter:
The HR Manager
XYZ Co. Ltd.
Gandhi Nagar
Agra, UP

DD/MM/YYYY

Subject: Cover Letter – Fresher

Dear Sir/ Madam

I am writing in response to your job notification for the position of an executive at XYZ
Company. I completed my BBA/BCA degree from ISM Patna, affiliated with Aryabhata
Knowledge University and scored an aggregate of 8.4 CGPA. During my graduation, I have
gained exposure into the corporate culture by attending various seminars, conferences. I did a
mini-project with Infotech, Noida and 60 days OJT with ABC Company. My areas of
expertise include in Programming, working on Dot Net and Java.

Some of my personal qualities which you may find useful for this role are:
 Highly motivated person who remains focused and self-directed even in the stress
conditions.
 Very soft spoken to deal with all kind of clients and customers.
 Enjoys working in team.

Please find my detailed resume for your consideration. Should you need any more details,
please do let me know.

Thanking you for your time and looking forward to hear from you.

5. With regards
Vrishank K


7. Invitation Letter to Media
To
The Editor
Dainik Jagran
Patna – 800047

DD/MM/YYYY

Subject: Invitation Letter to Capture the Event at ISM Patna

Dear Sir/Madam
Greetings from ISM Patna!

We hereby invite representatives of the media to cover the Seminar on the topic – ‘Budget
and its effect on Indian Economy’, which will be held at ISM Patna on 2 December.

The aim of the Seminar is to foster the participation of and dialogue between the key note
speaker, Mr. Manoj Kumar Verma, Regional Director RBI, Patna, students and academicians,
so as to create awareness related on the above mentioned topic and thus understand the
impact of budget on common man’slife.

The representatives of the media in being accredited to cover the Seminar should enter the
venue by 2.00 p.m.

We kindly inform you to send an e-mail with your confirmation which would further enable
us to coordinate duly. We look forward to your support in making the event successful.
Thanking in anticipation.

Yours faithfully
Kusum Sharma

8. Invitation Letter to Apply for VISA

To
Shiv Nath Jha
Birnas Software Limited
Kukatpally, Hyderabad – 500037

10
th
October 2020

Subject: Invitation letter for Visa

Dear Sir
Hope this letter finds you in good health. On behalf of the human resource department, we
would like to wish you a Happy Diwali in advance. In this festive season, it gives us great

6. pleasure to inform you that the company has recommended your name for sending visa
invitation for the Australian Chapter.

This might come as a surprise to you, and we would like you to think and decide whether you
would like to accept the decision of the company. Please give your thought to this and
communicate your decision to us as early as possible. In the event that you accept the
proposal, you are then requested to mail us the documents that are required for processing
your visa.

If you are not aware of the list of documents that are required for your visa, kindly check
them at our website www.check4visa.com. You can even contact the wing officer nearby to
your location for details. If you have any query, please feel free to contact us.
Awaiting your quick response

Thanks & regards
Amit Jha

9. Asking for information and action
Address
DD/MM/YYYY
Subject: Request to furnish complete information
Dear ABC

Please provide additional information on distribution opportunities for your Healthy Drinks
product line, as mentioned on your website. Aarogya is a 10 year old chain marketing firm
with a well established design, retail and service presence in the Patna city. We believe your
natural preserved drink products would make a compelling growth in increasing sales of your
product through our chain marketing.

In particular, we would appreciate answers to the following questions:
1. Do you offer exclusive regional distribution contracts?
2. Do you offer sales training?

We look forward to hear from you soon.

Yours faithfully
R. Kumar

10. Request Letter

In this request letter to regional managers across the country, Megha asks them to fill out an
attached information collection form. Although the request is not unusual and responding it is
part of the managers’ responsibility, Megha asks for their help in courteous manner and
points out the benefits of responding

To

7. Mr. Varun Kumar
Regional Manager - Patna
DD/MM/YYYY
Subject: Request to furnish necessary information
Dear All

At last week’s off-site meeting, the Managing Director asked me to coordinate our
companywide competitive threat analysis project. In order to devise a comprehensive
strategic response that is sensitive to local market variations, we need individual insights and
advice.

To minimize the effort for you and to ensure consistent data collection across the regions, I
have attached a template that identifies all the key questions we would like to have answered.
I realize this will require several hours of work on your part, but the result will be a truly
nationwide look at our competitive situation.

From this information, we can create a plan for the next fiscal year that makes the best use of
the finite resources while adapting to your regional needs.

To allow sufficient time to compile your inputs before September 20 board meeting, please
email your responses to me by September 15. Thanks for your help and timely attention to
this important project.

Yours faithfully
Megha

11. Asking for recommendations
Address

DD/MM/YYYY
Subject: Request to issue letter of recommendation

Dear Prof. Khan

I was recently interviewed with India Infoline and have been called for a second round of
Interview for their Analyst profile. They have requested at least one recommendation from a
professor and I immediately thought of you. May I have a letter of recommendation from
you?

As you may recall, I took classes on Security Analysis and Portfolio Management from you
in the batch 2012-2014. I enjoyed the class and finished the term with an “A” grade.
Professor Khan, your comments on security analysis and observations on managing portfolios
impressed me beyond the scope of the actual course material. In fact, the interest generated
by you towards the subject, helped me decide my career plan as a financial analyst.

8. My enclosed resume includes all my relevant work experience and volunteer activities. I
would also like to add that I had practically handled the financial planning during my
corporate internship. This, I believe has given me the practical edge over others who may be
applying for the same job.

The Human Resource Manager needs to receive your letter by September 20. For your
convenience, I have enclosed a pre-addressed, stamped envelope.

I will be thankful for your time and effort in writing this letter of recommendation for me. It
will be a great support and I will keep you informed of my progress.

Thank you for the consideration in this matter.

Yours sincerely
N K Jha

12. Making claims and requesting adjustments
Address
DD/MM/YYYY
Subject:
Sir/Ma’am

A comparison of our utility bills with those of our neighboring businesses suggests that the
utility meter installed in our store is not accurate. Please send a technician to check it.

The South Bihar Electricity connection has been at our current location since June 2016,
almost four years. Our monthly bill is nearly double those of neighboring businesses in this
building, yet we all have similar storefronts and equipment. We paid 1700 INR in July and
1850 INR in August. In contrast, the highest bills that neighboring businesses paid were 1100
INR and 1275 INR for those two months.

If your representative would visit our store, he could do an analysis of how much energy we
are using. We understand that you regularly provide this helpful service to customers. You
can call at 7477477477 during business hours. We look forward to hear from you soon.

Sincerely
V. Jha
Proprietor

13. Letter of Intent
Address
DD/MM/YYYY
Subject: Letter of Intent to join ABC Pvt. Ltd.
Dear Aditi

9. We are pleased to inform you that your educational background and internship have
impressed us and we believe you would be a valuable addition to ABC Pvt. Ltd. As discussed
during the interview, your salary will be INR 3.24 Lakhs per annum plus benefits (Salary
break-up duly enclosed).

Please plan to meet with our HR executive, Ms. Shivani, at 10.00 a.m. on Monday,
September 12. She will assist you with all the paperwork necessary to meet our employee
benefit package to your family situation. She will also arrange various orientation activities to
help you acclimate to our company.

Regards
K. Karthik

14. Personalized Reply to a Request for Information

Address
DD/MM/YYYY
Subject: Are you looking for a change?

Dear Mr. Anas

Thank you for your interest in Mc Kensey Inc. Although we currently have no openings
matching your qualifications, our needs are continually changing, and we would like to retain
a copy of your resume for one year.

As a leading global research and survey platform of quality man power, training services, we
are often in need of qualified candidates. When an opening does occur, we review our files to
match our needs with candidates’ qualifications.

At Mc Kensey, we cultivate a working environment that is conducive to the creative process.
Our corporate culture develops and rewards those who acquire new skills and take charge of
their careers. Be sure to keep us posted with updates on your progress as you gain experience
and skills.

Please feel free to check back with us. Our website is continually updated with the most
recent employment information. Request you to just follow the links to investigate career
opportunities.

Sincerely

A. Madhu
HR Manager

15. Responding to a Claim When Your Company is at Fault

Address

10. DD/MM/YYYY

Subject: In response to your registered complaint

Dear Customer

Your email message concerning your recent Nokia DSLR order has been forwarded to our
Sales Team of order fulfillment. Your complete satisfaction is our goal, and a customer
service representative will contact you within 48 hours to assist with the issues raised in your
letter.

In the meantime, please accept the enclosed INR 1000 discount coupon as a token of
appreciation for your business. Whether you click pictures in day light or night, Nokia DSLR
captures the true image, giving great satisfaction to the user of the product. It is the best
camera used by world’s best photographers.

Thank you for taking time to write to us. Your input helps us to better our services and serve
all our customers.

Sincerely

A. Soni
Customer Relationship Manager

16. Responding to a Claim When the Buyer is at Fault

Address

DD/MM/YYYY

Subject: Hope you will appreciate our gesture

Dear Mr. Manohar

Thank you for contacting us about your in-line skates. Even though your six-month warranty
has expired, we are mailing you a complete wheel assembly replacement free of charge. The
enclosed instructions will explain how to remove the damaged wheel line and install the new
one.

The “FastPacer” (model NL. 768) you purchased is our best selling and most reliable skates.
However wheel jams may occur when fine particles of sand block the smooth rotating action
of the wheels. These skates perform best when used on roadways and tracks that are
relatively free of sand. We suggest that you remove and clean the wheel assemblies once a
month and have them checked by your nearby dealer every six months.

Because of your Patna location, you may want to consider our more advanced
“SkateSmooth” (model NL 788) when you decide to purchase new skates. Although more
expensive than the FastPacer, the SkateSmooth design helps shed sand and dirt quite
efficiently and should provide years of carefree skating.

11. Enjoy the attached PDF copy of “Rock & Roll”, our free skating newsletter.

We love hearing from our customers, so keep in touch.

Sincerely
Pramila S
Customer Service Representative

17. Congratulations Message

Address

DD/MM/YYYY

Subject: Congratulations!

Dear Bharti

Congratulations for moving into your new home! All of us at SIS Security Solutions hope it
brings you and your family many years of security and happiness.

Please accept the enclosed Homeowner’s Guide to Home Security with our compliments. It
lists a number of simple steps you can take to keep your home, your family and your
possession safe.

Sincerely

Latha Jain
Manager
SIS Security Solutions

18. Express Gratitude

Address

DD/MM/YYYY

Subject: Thank you for your support

Dear Team

Thanks to one and all team members for the heroic efforts you took to bring our servers back
up after last Friday’s flood. We were able to restore business right on schedule first thing
Monday morning. You went far beyond the level of contractual services in restoring our data
center within 18 hours.

I would especially like to highlight the contribution of networking specialist, Mr. Anand Rai,
who worked for 14 straight hours to reconnect our internet service. If I can serve as a
reference in your future sales activities, please do not hesitate to ask.

12. Regards
Murlidhar
Branch Manager
HDFC Bank

19. Condolence Message

Address

DD/MM/YYYY

Subject: Accept our deep condolence

Dear Vikas

I am deeply sorry to hear of your loss. I extend my sympathy to you and your family
members. All your friends at ISM were so very sorry to hear of Neeru’s death. Although I
never had the opportunity to meet her, I do know how very special she was to you. Your tales
of your family’s get-to-gather and her adventure trips were always memorable.

May her soul rest in peace!

D. Singh
Executive Director
ISM, Patna