A detailed ppt on suggested format as also a sample of a business letter ; prepared by students of PGDM 2012-14 batch, Era Business School, New Delhi

1. BUSINESS LETTER
PRESENTED BY :
RENU KAUSHAL
R.AISHWARYA RAO
COL AJAY K RAINA, SM
NAVDEEP DAHIYA
MANOJ KAJLA
AKHILESH MISHRA

2. Era Business School, New Delhi
A business letter is a letter written in formal language,
usually between two or more business organisations, or for
correspondence between such organisations and their
customers, clients and other external parties.
 It is a written communication that begins with a salutation,
ends with a signature and whose contents are professional in
nature.
 Historically, business letters were sent via postal mail or
courier. Although the internet is rapidly changing the way
business letters travel yet the basic essence and professional
tones continue to live.

AJ/ Ajay K Raina PGDM
2012-14
WHAT IS A BUSINESS LETTER?

3. AJ/ Ajay K Raina PGDM
2012-14
SOME ESSENTIALS OF BUSINESS LETTERS
Era Business School, New Delhi
Business letters can be informational, persuasive,
motivational, or promotional.
 The most important element of writing a good letter is
writer’s ability to identify and write to his/her audience.
 The objective must be expressed in a clear and concise
manner.
 It is a must to retain professional tone. Avoid rude
language, threats and too much of information overload.
 Business letters should be typed and printed out on
standard 8.5" x 11" white paper.


4. AJ/ Ajay K Raina PGDM
2012-14
TYPES OF BUSINESS LETTERS: EXAMPLES
Era Business School, New Delhi
Sales Letters
 Order Letters
 Claim Letters
 Customer Relationship Letters
 Inquiry Letters
 Follow-up Letters
 Letters Of Recommendation
 Acknowledgment Letters
 Cover Letters
 Letters Of Resignation


5. B2B scenario.
 Potential buyer to possible seller.
 First communication in response to a sales letter.

Letterhead/ top.
 Recipient’s address, date and subject.
 Main body including salutations, signature block and
supernumeraries.

Era Business School, New Delhi
Note: The letter is split into various parts, as under, for the
ease of presentation and assimilation:-
AJ/ Ajay K Raina PGDM
2012-14
CORPORATE SITUATION

6. Footloose Adventures
C-09, Connaught Circle, New Delhi – 02 (India)
AJ/ Ajay K Raina PGDM
2012-14
THE LETTER HEAD
Tel: +91-11-2234455, 2244335 Fax: +91-11-2255443
email : gminnovations@FootLooseAdventures.com
Era Business School, New Delhi
Website: www.FootLooseAdventures.com

7. Mr Joldan Rigzin
GM (Sales)
Monte Carlo Pvt Ltd
7th Cross, Coffee Board Layout
Bangluru (Karnatka) – 09
Subject: Supply of Climbing Rope 7.5mm/ 2500lbs
Era Business School, New Delhi
Date : April 07, 2013
AJ/ Ajay K Raina PGDM
2012-14
RECEPIENT’S ADDRESS ETC

8. Dear Sir,
Greetings!
AJ/ Ajay K Raina PGDM
2012-14
MAIN BODY
Sincerely,
(Rajiv Rathore)
GM (Innovations)
Encl: A copy of QR (technical)
CC: CEO’s Secretariat
Era Business School, New Delhi
I am Rajiv Rathore, GM (Innovations) at Footloose Adventures. We are in receipt of your
letter No xyz123 of April 02, 2013.
Having studied your offer in detail and having worked out our requirements for the
upcoming climbing season, we intend placing an order of approximately 100 units of Climbing Rope
7.5mm/2500lbs. As you would appreciate, our business revolves around certain activities wherein
there is absolutely no scope for error or oversights. Just to be fully assured, therefore, we would
request you to send us some samples that can replicate the actual quality. We intend utilising the
same as quality benchmark for agreement to buy should such samples meet our requirements as
also the expectations.
We would appreciate if the samples could be delivered to us anytime but not later than
April 25. You are also requested to enlighten us about the technical specifications, in writing. It is
understood that samples will be returned in case orders are not placed.

9. Footloose Adventures
Tel: +91-11-2234455, 2244335 Fax: +91-11-2255443
Website: www.FootLooseAdventures.com
email : gminnovations@FootLooseAdventures.com
Mr Joldan Rigzin
GM (Sales)
7th Cross, Coffee Board Layout
Bangluru (Karnatka) – 09
Date : April 07, 2013
Subject: Supply of Climbing Rope 7.5mm/ 2500lbs
Dear Sir,
Greetings!
I am Rajiv Rathore, GM (Innovations) at Footloose Adventures. We are in receipt of your letter No
xyz123 of April 02, 2013.
Having studied your offer in detail and having worked out our requirements for the upcoming climbing
season, we intend placing an order of approximately 100 units of Climbing Rope 7.5mm/2500lbs. As you would appreciate, our
business revolves around certain activities wherein there is absolutely no scope for error or oversights. Just to be fully assured,
therefore, we would request you to send us some samples that can replicate the actual quality. We intend utilising the same as
quality benchmark for agreement to buy should such samples meet our requirements as also the expectations.
We would appreciate if the samples could be delivered to us anytime but not later than April 25. You are
also requested to enlighten us about the technical specifications, in writing. It is understood that samples will be returned in case
orders are not placed.
Sincerely,
(Rajiv Rathore)
GM (Innovations)
Encl: A copy of QR (technical)
CC: CEO’s Secretariat
Era Business School, New Delhi
THE FINAL PRODUCT:
POST MERGER
Monte Carlo Pvt Ltd
AJ/ Ajay K Raina PGDM
2012-14
C-09, Connaught Circle, New Delhi – 02 (India)

10. AJ/ Ajay K Raina PGDM
2012-14
Era Business School, New Delhi