Business correspondence

Business Letters

Letter-writing is an essential part of business. In spite of telephone, telex, e-mail and telegraphic communication writing of letters continues to exist. In fact most telephoned and telegraphed communications have to be confirmed in writing. The letter is often an evidence of the arrangement or contract, and must therefore be written with care.

The Principle Types of Business Letters

Inquiries (Enquiries)

Seek details on price, discounts, price lists, catalogues, sam­ples and terms of sale (quality and quantity of goods, models or trademarks, terms of delivery and terms of payment).

Offers

Supply all the information requested, e.g. the name of the goods offered, their quantity and quality, price, delivery time or date, terms of payment, marking and packing instructions and other conditions. Refer to enclosures and samples, catalogues and other items sent by separate post.

Quotations

Propose products, fixed and negotiable terms, prices, transport and insurance costs, discounts, methods of payment; quote delivery.

Orders

Place orders for goods or services (give references to an ad­vertisement or catalogue, details of the goods required: quan­tity, quality catalogue number, packing, conditions and qualifi­cations, alternatives if the goods ordered are not available).