Chapter- 22
Correspondence
Letters are usually classified as
1. Private for correspondence between the friends and relative.
2. Commercial or business for correspondence between traders , bankers , financiers, merchants, manufacturers and agents.
3. Official
For correspondence between and national and local public bodies and their correspondence concerning the government and its various form of administration.
1. Private for correspondence between the friends and relative.
2. Commercial or business for correspondence between traders , bankers , financiers, merchants, manufacturers and agents.
3. Official
For correspondence between and national and local public bodies and their correspondence concerning the government and its various form of administration.
BUSINESS LETTERS
It refers to the letters entering
into business transactions. Modern businessman has to write a large number of
letters. The larger the business the greater is the volume of correspondence.
MECHANICAL
PARTS OF BUSINESS LETTER —
A business letter consist of following
parts:
1. HEADING
It is sort of advertisement and that is why they are set up in a very attractive ,manner. The heading is printed at the top pf a letter paper. It should be compact and well arranged. It should consist of printed names and address of individual firms company or corporation sending the letter. The telephone number, telegraphic address, codes used, date and reference number are also given with the letter head.
It is sort of advertisement and that is why they are set up in a very attractive ,manner. The heading is printed at the top pf a letter paper. It should be compact and well arranged. It should consist of printed names and address of individual firms company or corporation sending the letter. The telephone number, telegraphic address, codes used, date and reference number are also given with the letter head.
2. INSIDE
ADDRESS
It is the name and address of the party which is being address. It should be exactly the same as the outside address on the envelope. The name of the person or the firm used is an inside address must have proper courtesy titles. The common prefix for a man is Mr. if a person hold a degree or a title it must be added to his name such as Dr. Khan., if a person holds a university degree, it will precedes his designation as Mr. Raus-UL- Hasan M.Com, M.A, S.E.S.
It is the name and address of the party which is being address. It should be exactly the same as the outside address on the envelope. The name of the person or the firm used is an inside address must have proper courtesy titles. The common prefix for a man is Mr. if a person hold a degree or a title it must be added to his name such as Dr. Khan., if a person holds a university degree, it will precedes his designation as Mr. Raus-UL- Hasan M.Com, M.A, S.E.S.
3.
SALUTATION
This is the compliment or greeting preceding the body of the letter. It would always be in harmony with the personal relations of the writer except in care of official letters which invariably have Sir for situation. The most common forms of salutation in a commercial letter are Dear Sir when addressing one gentle man, Dear Sirs for a firm or company.
This is the compliment or greeting preceding the body of the letter. It would always be in harmony with the personal relations of the writer except in care of official letters which invariably have Sir for situation. The most common forms of salutation in a commercial letter are Dear Sir when addressing one gentle man, Dear Sirs for a firm or company.
4. THE BODY OF THE LETTER
The entire letter is to be divided into suitable paragraph which ius not only the question of appearance but giving the reader breathing times. Each paragraph should contain one topic. The correspondent should commence a new paragraph whenever he switches on a new topic. The introductory paragraph should be very carefully written. In subsequent paragraphs the discussion should continue dealing with the main subject matter of the letter. The last paragraph should be written in good spirit.
The entire letter is to be divided into suitable paragraph which ius not only the question of appearance but giving the reader breathing times. Each paragraph should contain one topic. The correspondent should commence a new paragraph whenever he switches on a new topic. The introductory paragraph should be very carefully written. In subsequent paragraphs the discussion should continue dealing with the main subject matter of the letter. The last paragraph should be written in good spirit.
5. COMPLEMENTARY CLOSE
It consist of words of respects like “ Yours faithfully” , yours sincerely etc.
It consist of words of respects like “ Yours faithfully” , yours sincerely etc.
6. SIGNATURE
The writer of the letter has to put down his signature in ink just below the complimentary close. A letter without signature is unauthentic.
The writer of the letter has to put down his signature in ink just below the complimentary close. A letter without signature is unauthentic.
7. DIRECTORS AND STENOGRAPHER’S
INITIAL
These initials are usually placed in the lower left hand corner of the letter. These are put down with a view to hold the persons responsible. The usual method of writing is thus;
AS/HK
The letters AS indicates the initials of the person and HK of the typist.
These initials are usually placed in the lower left hand corner of the letter. These are put down with a view to hold the persons responsible. The usual method of writing is thus;
AS/HK
The letters AS indicates the initials of the person and HK of the typist.
8. POST SCRIPTS OR PS
If due to some after thoughts the writer wants to add something after the completion of the letter he puts down PS and after that writes down what ever he wants. PS should also be signed by the writer.
If due to some after thoughts the writer wants to add something after the completion of the letter he puts down PS and after that writes down what ever he wants. PS should also be signed by the writer.
9. ENCLOSURES
If the letter is sent along with the documents, it should be indicated by writing about the enclosures on the left hand at the bottom corner of the letter paper.
If the letter is sent along with the documents, it should be indicated by writing about the enclosures on the left hand at the bottom corner of the letter paper.
ARRANGEMENT OF THE BUSINESS LETTER
(1) Heading
(2) Inside Address (Place and Date)
(3) Salutation
(4) Body of the Letter
First Para ——————————————————————————–
Second Para ——————————————————————————-
Third Para ——————————————————————————–
(5) Complimentary Close
(6) Signature
(7) Enclosures
(8) Stenographer’s Initials
(9) Post Script
(1) Heading
(2) Inside Address (Place and Date)
(3) Salutation
(4) Body of the Letter
First Para ——————————————————————————–
Second Para ——————————————————————————-
Third Para ——————————————————————————–
(5) Complimentary Close
(6) Signature
(7) Enclosures
(8) Stenographer’s Initials
(9) Post Script
Characteristics Of Business Letters
A good business letter is the one which achieves the object for which is being written. Some of the essentials to make a business letter effective are given below:
A good business letter is the one which achieves the object for which is being written. Some of the essentials to make a business letter effective are given below:
1. CLEARNESS
It must be so lucid that the subject is clear, even at rapid reading. As it is not possible for the busy business man to give much time on reading. This can be achieved only when the writer understating the subject and has command on language.
It must be so lucid that the subject is clear, even at rapid reading. As it is not possible for the busy business man to give much time on reading. This can be achieved only when the writer understating the subject and has command on language.
2. ACCURACY OF STATEMENT
Whatever is written must be correct. There should not be any incorrect statement. Special care is to be taken in writing amounts.
Whatever is written must be correct. There should not be any incorrect statement. Special care is to be taken in writing amounts.
3. COMPLETENESS
It should be complete in all respects so that no information is e.g. order for goods must give quality, price, mode of carriage, methods of payment etc.
It should be complete in all respects so that no information is e.g. order for goods must give quality, price, mode of carriage, methods of payment etc.
4. COURTESY
All correspondent are o be treated ad gentlemen. It does not mean humility. What is required is honest , frank and straight, forward statement of facts worded in polite and courteous language. Special care is to be taken when drafting dunning letters of complaint.
All correspondent are o be treated ad gentlemen. It does not mean humility. What is required is honest , frank and straight, forward statement of facts worded in polite and courteous language. Special care is to be taken when drafting dunning letters of complaint.
5. BREVITY OR CONCISENESS
The letter should be as short as possible in view clearness, completeness and courtesy. Brevity should not be at the expense of completeness. There is no place for flowery language in business letter.
The letter should be as short as possible in view clearness, completeness and courtesy. Brevity should not be at the expense of completeness. There is no place for flowery language in business letter.
6. SOURCEFULLNESS
The letter must be effective convincing and impressive. These are the days of competition and many times it depends on a letter that business is created and goods sold.
The letter must be effective convincing and impressive. These are the days of competition and many times it depends on a letter that business is created and goods sold.
7. NEATNESS AND DISPLAY
The letter must be clearly written or
typed, properly folded and put into proper size envelope.
8. ORIGINALITY
Age long phrases are not to be copies but the writer should try to be original so that he is able to assert his individuality. American writers and businessmen has been first to discard old and ancient ways. A letter is written in original fashion will soon attract the attention among thousands in stereotyped manner.
Age long phrases are not to be copies but the writer should try to be original so that he is able to assert his individuality. American writers and businessmen has been first to discard old and ancient ways. A letter is written in original fashion will soon attract the attention among thousands in stereotyped manner.
9. UNITY
Clearness of letter depends to great extent on its unity or oneness. One thought should naturally follow another and each sentences must show proper arrangement.
Clearness of letter depends to great extent on its unity or oneness. One thought should naturally follow another and each sentences must show proper arrangement.
VARIOUS TYPES OF LETTER
Wanted accurate typist preferably
knowing shorthand at salary of Rs.250/- per month. Hand written application
with testimonial to be addressed to CIBA (Pakistan) Ltd., P.O. Box No. 63.-“Dawn
dated 27th December, 1974”.
The manager,
CIBA (PAK) Ltd.,
P.O. Box No. 163,
Karachi.
CIBA (PAK) Ltd.,
P.O. Box No. 163,
Karachi.
Sir,
In response to your advertisement in
dawn of 27th December, 1974, I wish to apply for the post
of typist advertised by you.
of typist advertised by you.
I passed the intermediate commerce
examination in 1969 from the board of secondary education,
Lahore getting distinction in the steno-typing and was placed in the second division.
Lahore getting distinction in the steno-typing and was placed in the second division.
I was employed by M/s. Ali
Automobiles, Ltd., Lahore in1970 as a steno-typist which company I
have been serving since then.
have been serving since then.
I easily type 50 words per minute
quite easily neatly and accurately and my speed in shorthand
is 120 words per minute. I am drawing
Rs. 175/- per month and my relation with my present employers are quite happy.
But they are unable to offer me attractive prospects that are why I am applying
for the post.
I am young man of 25 years of age and posses a robust health. I have active and sober habits.
I am young man of 25 years of age and posses a robust health. I have active and sober habits.
I enclose two copies of testimonial.
I am also pleased to refer you my present employers.
I shall be glad to come for interview
when convenient to you.
You’re respectfully,
Mohammad Ali.
Encl :2
Habib Vila,
Lawrence road,
Lahore,
January 1,1973.
Mohammad Ali.
Encl :2
Habib Vila,
Lawrence road,
Lahore,
January 1,1973.
Statement
of qualification and experience
NAME……………………………………….Mohammad Ali
AGE AND HEALTH…………………………….25 years and posses a robust health
EDUCATIONAL QUALIFICATION…………………Passed high school examination from government model school, Lahore in 1968, with commerce and typewriting as optional course, passed intermediate examination of Punjab board in second in the year 1070 with shorthand and typewriting as optional object.
EXPERIENCE…………………………Since 1970 I am working as a stenographer with m/s Ali automobiles Ltd. Lahore.
PRESENT SALARY AND REASON FOR LEAVING JOB ……………….. Drawing a salary of Rs.2700/- per month and have very good relations with employers. Leaving the service for better future prospects.
REFERENCE ……………………………. Reference may be made to M/S ALI automobiles Ltd.Lahore.
AGE AND HEALTH…………………………….25 years and posses a robust health
EDUCATIONAL QUALIFICATION…………………Passed high school examination from government model school, Lahore in 1968, with commerce and typewriting as optional course, passed intermediate examination of Punjab board in second in the year 1070 with shorthand and typewriting as optional object.
EXPERIENCE…………………………Since 1970 I am working as a stenographer with m/s Ali automobiles Ltd. Lahore.
PRESENT SALARY AND REASON FOR LEAVING JOB ……………….. Drawing a salary of Rs.2700/- per month and have very good relations with employers. Leaving the service for better future prospects.
REFERENCE ……………………………. Reference may be made to M/S ALI automobiles Ltd.Lahore.
APPOINTMENTS
CIBA (PAKISTAN) LTD .chemists and
druggists
I.I Chundrigar road,
Karachi.
25th January ,1975.
Karachi.
25th January ,1975.
MR.Mohammad Ali
Habib Vila
Lawrence road,
Lahore.
Habib Vila
Lawrence road,
Lahore.
Dear sir,
We have your application of 1s t
January,1975 for the post of stenographer. We are glad to
inform you that we have decided to appoint you as stenographer in our firm on a salary of Rs.350/- per month. Please let us know by return post when we may except you to join us.
inform you that we have decided to appoint you as stenographer in our firm on a salary of Rs.350/- per month. Please let us know by return post when we may except you to join us.
Your’s Faithfully,
CIBA Pak Ltd.
CIBA Pak Ltd.
PAKISTAN CHEMICAL INDUSTRIES
5, New Queens Road,
Karachi
January
Karachi
January
Hassan ahmed Chemicals,
Purani anarkali’
Lahore.
Purani anarkali’
Lahore.
Dear sir,
Having some prospects of concluding
substantial business with the firm mentioned on the
slip attached below, who have given us your reference, we write this letter. As the firm in question had no previous business dealings with us , we are not aware of their financial status ,business conduct and the reputation of the persons controlling the firm.
slip attached below, who have given us your reference, we write this letter. As the firm in question had no previous business dealings with us , we are not aware of their financial status ,business conduct and the reputation of the persons controlling the firm.
We shall be pleased to learn if you
deem them worthy of a credit upto Rs.10,000.
We thank you in advance for any
information with which you can favour us as to the
solidity of the firm and we assure
that the information supplied b you will be kept strictly confidential and we
would be glade to place ourselves at your service in similar matters.
Yours faithfully ,
Pakistan chemical industries.
Pakistan chemical industries.
REPLY
Dear sirs,
Dear sirs,
Today we received your enquiry about
the standing and financial position of messes. Noorani
&Co, of your city. We are glad to
say that we can give you nothing but favorable reply as we have dealt with the
team to last five years and have never experienced any difficulty in recovering
our dues . they have considerable amount of capital and have never known to have
sufficient losses .
We shall have a no hesitation in
according them the credit mentioned by you however this is
without obligation on your part and hope this information will serve your purposes .
without obligation on your part and hope this information will serve your purposes .
Yours faithfully
Ahmed Chemicals
Ahmed Chemicals
ORDER
LETTER
EASTERN CARPET HOUSE CARPETS
&DARI MERCHANTS
|M.A |Jinnah Road,
Lahore.
20th January,1975
Lahore.
20th January,1975
Modern Carpet and Dari house ,
Carpets & |Dari Merchants ,
M.A Jinnah Road ,
Karachi.
Carpets & |Dari Merchants ,
M.A Jinnah Road ,
Karachi.
Dear sirs,
We thank you for quotations dated
January 4,1975 and shall be glad if you will send us by good train as early as
possible the following :- Carpet as per
sample No .213_ _ 20’X15’_ _ _4
pieces Carpet as per sample No .312_ _ 20’X20’_ _ _3 pieces Please send us the
Railway Receipt properly endorsed in our favor and drawn up our bankers Habib
Bank Ltd . Abdullah Hoaroon Road Branch for the invoice value after deducting
2% cash discount .
We trust this will receive your
immediate attention as we are much short of stock at present
and have large outstanding orders .
and have large outstanding orders .
Yours faithfully
Eastern Carpet House
Eastern Carpet House
DIAMOND SILK HOUSE
Silk Merchants
Cloth Market , M.A Jinnah Road ,
Karachi.
Silk Merchants
Cloth Market , M.A Jinnah Road ,
Karachi.
The Chief commercial Manager,
Pakistan Western Railway ,
Lahore.
Pakistan Western Railway ,
Lahore.
Dear sirs,
We took delivery this morning of ten
bales of cloth consigned to us by Massrs. Lyallpur, silk mills Ltd, Lyallpur, as
per R/P No.42072 dated January 5,0976.two of the bales bore distinct evidence
of having been tempered with in transit . We noted down this fact on the
Railway Receipt while surrendering it to the |Railway authorities at Karachi.
We find that hundred yards of printed silk has been removed from both the bales. Our estimate of damage is Rs . 1,000/_ .we are enclosing a copy of the invoice and the certificates given by the Staten
We find that hundred yards of printed silk has been removed from both the bales. Our estimate of damage is Rs . 1,000/_ .we are enclosing a copy of the invoice and the certificates given by the Staten
|Master ,Karachi ,in whose presence
we opened the bales .
We request you to please accept our claim promptly.
We request you to please accept our claim promptly.
Your faithfully | Diamond silk House.
MOHD . RAIZ MOHD SHAFI
EXPOTETERS & IMPOTERS
32, I .I chundrigar Road, Karachi.
32, I .I chundrigar Road, Karachi.
Messrs .Ramzan Bros.,
5,M.A Jinnah Road ,
Lahore.
5,M.A Jinnah Road ,
Lahore.
Dear sirs,
We have to bring to your notice a
change in the constitution of our firm . Mr.fazal raza, our valued partner has
been serving from ill health for the last 12 months an d he find him selves
unable to take up the responsibilities of an active business carrier. He has ,
therefore decided to retrieve from business from the 1st march 1975. we are
really very sorry to lose his valuable partnership but consideration of health
do not permit us to force him to continue shouldering the responsibility. We
are , how ever , glad to inform you that we have arrange to take Mr. Muhammad
Shafi who is the man of wide experience and fixed well for a business like
yours. Further more his inclusion into business will enable us too continue the
present policy of business to cause a large increase also.
In order to settle all matters in
connection with the old account we have reconciled accounts on the 20th instant
and shall be glad if you will please forward us a cheque of Rs. 59/- only for
the amount due on you.
Hoping to receive your immediate attention.
Hoping to receive your immediate attention.
Yours faithfully
Mohd. Shafi.
Mohd. Shafi.
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