Business letter writing
Ranjan’s job with Technical sales involves business letter writing & answering every day. “Technical Sales” had advertised for students tojoin a coursethat the company is going to run for management openings
Ranjan Niren, what new business letter you are writing this morning?
Niren I am drafting a sample letter to be written to all the dealers.
Ranjan I was wondering whether you could help me out with answering some of these letters that I’ve been receiving for our management training course, We have to send them blank application form.
Niren Is there any problem in writing letters or sending the blank application forms.? Are there too many queries for you to deal with?
Ranjan It isn’t only the volume of letters that have to be answered that worries me, what is a greater nuisance is trying to find out who has written the letter, which department it pertains to, and what exactly the letter writer wants. It wastes so much of my time.
Niren Yes I know. So many people seem to think they have to tell us their life story and all the orries of the world in addition to all their achievements, while writing letters. They do not know business letter writing.
Ranjan I have a good mind to make out a sample letter and post it to all those who want admission or are asking for details of the course. Have a look at this sample letter ..
Niren (Reading from Ranjan’s sample letter).
(1) Please state your full name, address and date on the top right hand corner of the letter paper. (2) Below that, on the left hand side, please state letter address , the designation of the person concerned and his address. For instance. “Director of Courses” or “sales Executive “; Technical Sales, New Delhi. (3) After the customary form of greeting, “Dear Sir”, please add a line as to the subject of the letter and underline it, before continuing with writing letters. For instance, management training course 1978 or spares for brand Citu lighting systems.
Ranjan You see. If all this information was given in an orderly manner, it would be much easier for me to handle the filled in application forms. with efficiency and ease.
Niren Moreover, applicants & officials writing business lettersshould be advised to keep to the point and concise writing. All the news about the weather, family health and the state of mind of the writer should be kept out of business letter writing.
Pen and Paper for a Business Letter
Ranjan Yes. quite right. Personal information should be included only in private letters written to persons with whom one in intimately acquainted.
Niren Is that to say that if a person is seeking a rebate in fees charged for the course on the ground that his father is ill and his mother is the only earning member of family, such information should not be included informal letter?
Ranjan That is not what I mean. If a person is seeking a concession, the grounds for the request should be stated briefly. A long involved story is not going to help the writer more than a simple statement and verification of the facts.
Niren How about the job candidate mentioning his qualifications in the application form?
Ranjan In case the candidate has a doubt in his mind about whether his professional qualification or adequate in respect of the requirements of the course, he could make a direct inquiry and also state his present academic status. But he should not try to convince us that though his education qualifications are not up to the required standard, yet he feels confident that he would stand first in the course.
Niren Have you made out a sample letter?
new business letter
Ranjan Yes, It reads like this.
RAKESH SAKSENA,
B 24/76, Hauz Khas,
New Delhi-110021,
7th Jan. 1990.
To
The Director of Admissions,
Management Training Course,
Technical Sales,
New Delhi.
Dear Sir,
Admission for the Management Training Course 1990.
This refers to your advertisement in the Times of
India, dated 1st Jan. 1990. I wish to enroll for your
Management Training Course. Please send me the application
forms for admission and any other relevant
information. Enters space My father’s income is below Rs.1000 a
month. I will be grateful if I could be given some
concession in the fees charged.
I have done my graduation, but the college I
attended is not recognized by the University. Please
let me know whether I would be eligible for joining
your course for management trainees.
Thanking you,
Yours faithfully,
Rakesh Saxena.
Niren I think that’s fine. Go ahead and get copies of the sample letter cyclostyledand send them off.
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Business letter writing
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