A LETTER OF REQUEST 51 A letter of request should address the recipient properly and clearly. You should give a proper time to the person who has been asked to write a letter of request. The start of the letter should be with a warm greeting, then you should introduce yourself properly, that who are you, your name, job, position and name of the organization. It will make it easy for the reader to understand who is asking for a letter of request. You should clearly mention that what you are requesting for, and level of help you need, stay polite and to the point. Keep your letter simple and without any ambiguity. In some cases you might have to convince the recipient for the requested issue, so you should also keep this point in view. Overall tone of the latter should be convincing and polite, you should stay respectful. Before sending your letter you should proofread your letter, letter should be typed and brief. Leave your contact details so that it would be easier for the recipient to contact you when it is needed. Close your letter with a feeling of gratitude. You can also get help from the attached sample of letter of request with this template. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
A LETTER OF REQUEST Date 52 Addressee Name Company Name Street Address or P.O. Box City, State, Zip [Insert Greeting (Mr./Ms./Mrs./Dr., etc) Last Name]: I am contacting you today to request information on your company's [specific products or services that you are interested in]. My company provides [description of your organization's work as it relates to your request] and we are seeking new suppliers. I am very interested in finding out if your organization's [specific products or services] may meet our needs. Please provide details about the products specified here, as well as any additional offerings that you feel may meet our needs. I am looking for [fill in specifics that you need such as pricing, availability, specs, samples, etc.]. You can learn more about [insert name of letter writer's company] at [www.insert-web-address-here.com]. You may submit information via mail or email using the addresses below. Please let me know if additional information is needed or if I can answer any questions. You may reach me between [insert time] a.m. and [insert time] p.m. [insert time zone] at [insert your phone number] or via email at [insert your email address]. I look forward to hearing from you soon. Regards, [Sign your name here] [Your Full Name, Job Title] Unit-6 (MAE 605) All right are reserved with CU-IDOL [Insert Company Name] www.cuidol.in
ENQUIRY LETTER 53 Letters of enquiry describe what the writer wants and why. Solicited enquiry: An enquiry made in response to the seller’s advertisement and publicity. Unsolicited enquiry: An enquiry made the buyer’s own initiative. Enquiry for some favor: An enquiry not about goods but about some other information, may be about some special price or some favorable terms. Routine enquiry: An enquiry made by an old buyer in the usual course of business. A letter of enquiry should be: Straightforward, compact and courteous; Positive and confident in tone; Brief and to the point, yet clear, complete and correct. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Content 54 Subject Heading: This should inform the reader that this is an enquiry or request; e.g. Enquiry about Textbooks Request for Brochure Query about Website Question regarding Product Components www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
First Paragraph 55 This should tell the reader what you want; e.g. 1. Please send me... (for things that the organization offers to send) 2. I would be grateful if you could tell me... (for things that are not normally offered) 3. I am writing to enquire whether... (to see if something is possible) 4. I would especially like to know... ( + a more detailed request) 5. Could you also... ( + an additional enquiry or request) www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Second Paragraph 56 This paragraph tells the reader why you are contacting his or her organization, and gives further details of the enquiry. There are two reasons why you may contact an organization: 1. you have contacted this organization before, and want to again. 2. you have not contacted this organization before, but you have heard about them. You should describe from where, such as from an advert or a recommendation. Example: I saw your advert in the HK Daily on Tuesday, 22 September 2009. Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Final 57 Paragraph This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is. Possible language includes: 1. Thanks. (For a very informal and normal enquiry or request) 2. I look forward to hearing from you. 3. I am looking forward to hearing from you. 4. Thank you for your assistance. 5. Thank you very much for your kind assistance. 6. I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. I look forward to hearing from you. • If you think the reader might have further questions, you can suggest that he or she contact you; e.g. 'If you have any questions, please do not hesitate to contact me'. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sample letter 1 58 Golden Gate Engineering Prince Square, Prince Street, Dehradun 24 September 2009 Pro-Skills Training Centre Jubilee Building Silver Road Dehradun Sub: Enquiry about Quality Control Course www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
59 Dear Sir or Madam, I am writing to enquire whether your company could offer a course on Quality Control for our managers. I saw your advert in the HK Daily on Tuesday, 22 September 2009, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest,on Monday, 12 October 2009, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course? I am looking forward to receiving your reply. Yours faithfully, (signature) David Mathur Managing Director www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Acknowledgement 60 Letter An acknowledgment letter is used to acknowledge a fact or a situation or any kind of action. It is a simple way of saying thanks and showing your spontaneous reaction. In business, it works as a strength to improve relationships between: Company and employee Two different companies Two different individuals Letter of acknowledgment is the proof, that you received a particular document or any kind of request. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Format of Letter Header Acknowledgement Letter 61 Your Name Your Address Recipient’s Name Specific official or person Recipient’s Address Date Letter Body Reference or Subject Dear Contact Person First Paragraph (Show some gesture of acknowledgment by adding required details related to service, product, etc.) Second Paragraph Relevant points Clarify your objective Confirming receipt of the product or service Thanking the addressee Intimation for any further communication Letter Close Thanking you, yours sincerely etc. Signature First name and last name. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sales Letter 62 A document designed to generate sales Convinces the reader to place an order; to request additional information; or to lend support to the product or service or cause being offered Influences the reader to take a specific action by making an offer – not an announcement. Grab the reader’s attention Highlight the product’s appeal Show the product's use Conclude with a request for action (buy it!) Appeal to the reader with reader-centered issues (health, convenience, service, saving money…) Use concrete words and colorful verbs Be ethical and truthful Don’t brag or go on www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
63 www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Advantages of Sales Letter 64 They are less costly They are convenient They are effective They are addressed to a specific audience or target market They can be very comprehensive. They can fully explain things regarding a product www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Commandments 65 1. Focus on what your prospect wants, needs, hopes, dreams, and desires … or appeals to their emotion 2. Always write to someone specific. 3. Get your readers’ attention immediately! 4. You must write to sell! 5. Don’t put them to sleep 6. Please tell them exactly what you want them to do. 7. Never use negative tone in a letter. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Complaint Letter 66 A Complaint Letter is a type of letter written to address any type of wrong-doing, offence, grievance, resentment arising out of a product, service, etc It is used to raise your concern about unfair things and seek a productive outcome. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, and the first step toward it is, filing a Complaint. There are two types :- Personal Complaint letter- The type of complaint letter you write on your own individual level pertaining to your individual grievances is referred to as personal complaint letter. Professional Complaint letter- It is that type of complaint letter that is written on the behalf of the organisation pertaining to issues that are affecting the organisation as a whole. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Format of a Complaint 67 Letter SENDER’s ADDRESS- The sender’s address is usually put on the top left-hand corner of the page. DATE- The sender’s address is followed by the date just below it, i.e. on the left side of the page. This is the date at which the letter is being written. It is to be written in expanded form. RECEIVER’s ADDRESS- Whether to write “To” above the address depends on the writer’s preference. Make sure you write the title/name/position etc of the receiving official, as the first line of the address. SALUTATIONS- This is where you greet the person you are addressing the letter to. The general greetings used in formal letters are “Sir” or “Madam”. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
68 SUBJECT- Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance. It is important to underline the subject. BODY- This is the main content of the letter. It is either divided into three paragraphs or two paragraphs if the letter is briefer. The tone of the content should be formal. COMPLIMENTARY CLOSE- At the end of your letter, we write a complimentary closing. The words “Yours Faithfully” or “Yours Sincerely” are used. SIGNATURE- Here finally you sign your name. And then write your name in block letters beneath the signature followed by your designation. This is how the recipient will know who is sending the letter. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Example –Write a complaint letter about a faulty wrist watch that you recently bought from HMT 450, Sector-20 69 Chandigarh March 1, 2018 M/s. H.M.T. Corporation Customer Complaint Division Chandigarh Sir/Madam Subject- Complaint regarding functioning of watch and its replacement On February 27, 2018, 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 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 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 www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Memorandum 70 A memorandum, more commonly known as a memo, is a short message or record used for internal communication in a business. Memos can be used to quickly communicate with a wide audience, such as procedural changes, price increases, policy additions, meeting schedules, reminders for teams, or summaries of agreement terms www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Format Memo 71 All memos are structured similarly. They have the following elements: An addressee: Top left, in capital letters, near the top of the page The sender: in capital letters, immediately below the addressee Date: in capital letter immediately below the sender’s name Subject: immediately below the date, very brief www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Office Order 72 It is an order issued by the employer or the authority or senior employees. Office orders contain instructions about work- related information indicated by the organization. The employees are bound to accept it. Office orders are precise and short to the point and they clearly specify information www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Features of Office Order: 73 1. An order in which instructions or instructions are compiled by the person receiving the order. 2. It is a means of communication towards the bottom. 3. It imposes a stamp of authority and people working at the lower level are bound to accept it. 4. It is used to communicate matters related to- • Entry • Transfer • Suspension • Termination of services • Giving/withdrawing some privileges • Promotion • Disciplinary proceedings • Refuse to leave an employee www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Circular 74 A tool for Internal official communication in an organization between superiors and employees, between departments, amongst the departments. A circular is essentially a letter containing some important information that is distributed to a large number of people. Example:- Invite an entire department for a meeting, or update the dress policy for the whole office. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sample of a Circular Circular No. ____ 75 25th October 2018 Revised Working Hours All Employees of XYZ Company, This is to inform all employees there will be a change in the working hours of the organization effective immediately. As you know we now do not function on any Saturdays since last month. So we only have 5 working days in a week, a revision in the working hours was necessary to ensure the quality of work does not suffer. Hence one hour will be added to the previous 9 hour work days. The revised working hour will be as follows: Working Days: Monday to Friday (except holidays) Working Hours: 8:30 am to 6:30 pm (These hours will include the one-hour lunch break) All employees are requested to note these new and revised timings. The timings are effective immediately from 26 October 2018. Punctuality and adherence to the new timings are requested. Repeated defaulters will face action. Please contact the HR department or your managers for any queries you may have. ABC, CEO of XYZ Company. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Notice 76 A notice is a written or printed announcement .It is written in order to inform a large number of people about something that has happened or is about to happen It is generally written in a formal tone. Notices are factual and to-the-point. The language used is simple and formal. Example :upcoming event, competition, Lost and found notice or just a piece of information to be delivered to the targeted audience. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Name of the issuing agency/authority 77 NOTICE Date of issue/Release of the notice Title/Subject of the Event BODY (Date/time/duration/Place/Venue) Authorized signatory (Name, Designation and signature) www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Content of Notice 78 What: What is the notice about? The notice should be clear about what is going to happen (event), or what has already happened (occasion). This is the crux of the message and should be written clearly. There should not be any ambiguity. Where: If the notice is about an event, then the location of such an event must be written clearly. The venue or the location are important details, so make sure to include this in the notice. When: This is the time and the date of the event or meeting. If possible the duration of the event should also be mentioned to people can schedule their time accordingly. Who: This will be who the notice is addressed to. Who all are suppose to adhere to the notice should be clearly mentioned to avoid confusion. Whom: And final detail should be whom to contact or get in touch with. This mentions who the .appropriate authority is to contact www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Multiple Choice Questions 1. ____________ is preprinted stationery with the organizations name, logo, address, and phone number. 79 A) Letterhead B) Letter C) Enclosure D) Memo 2. The second page to a business letter should have a page heading that includes the following EXCEPT A) Date B) Address C) Page Number D) Reader's Name 3. When you know the reader's name (Shawn) but not the gender, which is an appropriate salutation? A) Dear Hiring Manager: B) Dear Mr. or Mrs. Shawn Cole: C) To Whom It May Concern: D) Dear Shawn Cole: Answers: 1. A) 2. B) 3.D) www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
SUMMARY 80 Business letter- It is a letter written in formal language, used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. Enquiry letters- Letters of enquiry describe what the writer wants and why. Solicited enquiry: An enquiry made in response to the seller’s advertisement and publicity. Unsolicited enquiry: An enquiry made the buyer’s own initiative. Enquiry for some favor: An enquiry not about goods but about some other information, may be about some special price or some favorable terms. Routine enquiry: An enquiry made by an old buyer in the usual course of business. Sales Letter- A document designed to generate sales it tries to convinces the reader to place an order; to request additional information; or to lend support to the product or service or cause being offered www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
FREQUENTLY ASKED QUESTIONS Q:1)What is Prefix? 81 Ans: A letter or group of words added to the beginning of a word to make a new word. Q:2) What is suffix ? Ans: Suffixes are word parts (affixes) that come at the end of the root word or base word Q:3) What is homophone ? Ans: A homophone is a word that has the same sound as another word but is spelled differently and has a different meaning: Q:4What is Homograph ? Ans: Homographs are words that are spelled the same but have different meanings. Q:5.) What do you understand by the term Collocation? Ans :Collocation refers to a group of two or more words that usually go together. Q5. What is meant by Circular? Ans: A tool for Internal official communication in an organization between superiors and employees, between departments, amongst the departments www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
References 82 www.primaryresources.co.uk/english/powerpoints/how_to_write_a_letter.ppt www2.econ.iastate.edu/classes/econ292/deiter/Letterwriting.ppt writing.pppst.com/letters.htmlclassroom.jc- schools.net/samst/Unit1/friendlyletters.ppt https://ylejoe.wikispaces.com/file/view/Formal+letters.pp twww.primaryresources.co.uk/english/powerpoints/how_to_write_a_letter.ppt www2.econ.iastate.edu/classes/econ292/deiter/Letterwriting.ppt writing.pppst.com/letters.htmlclassroom.jc- schools.net/samst/Unit1/friendlyletters.ppt https://ylejoe.wikispaces.com/file/view/Formal+letters.ppt www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
83 THANK YOU For queries Email: [email protected] www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
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