Irfan Iqbal

‫هّٰلل‬
‫بِ ْس ِم‬ ِ ‫ٱ‬ ‫ٱلر َّْح ٰم ِن‬ ‫َّح ِيم‬

ِ ‫ٱلر‬
SUBMITTED TO SIR COURSE CODE 8504
KHURAM DAAD SAB STUDENT ID
0000288008
PRESENTER IRFAN IQBAL

BASICS OF TECHNICAL
ENGLISH
TOPIC
WHAT IS LETTER?
ALSO
TYPES OF
WHAT IS LETTER
A letter is a handwritten or printed message, in the simplest of meanings. It is a

written conversation between two parties and is usually sent via post or mail.
Most of our formal communication now, with business entities and the
government and related agencies happens through letters. it is very important
that we know when and how to write each type of letter for business purposes or
at least for the sake of formal communication.
TYPES OF LETTER
Inquiry Letter  Adjustment Letter
 Reply Letter  Collection Letter
Sales Letters  Letters of Recommendation
Order Letter Cover Letter
Complaint Letter  Letters of Resignation
1.INQUIRY LETTER.
Letter of inquiry is one of the most important types of business

letters. When a buyer wishes to get some information about the
quantity, price, availability etc of goods to be bought or about the
terms of sale, payment etc he writes a letter of inquiry to the seller.
FORMAT
2 .Reply Letter
The letter that is written in response to the inquiry letter,
it is called reply letter to inquiry. when the receiver of an
inquiry letter writes a reply letter to the original sender,
it is known as reply letter to inquiry. This letter provides
the reader or inquirer with the information relating to
persons, products, and enterprises. “Letters of reply to
inquiries are messages that provide the reader with
information about products, services, and persons.”
The reply to a letter of inquiry should be timely. Delay in
response may reduce the utility of information.
However, if reply cannot be presided immediately,
{Date}
{Recipient’s Name}
Letter Format
{Recipient’s Address}
{City, State, Zip Code}
Dear {Mr./Mrs./Ms. }
This is in reference to your letter dated {date}. I have received your {payment
request/demand note/job offer, etc.} and plan to act on it by {date}. As mentioned in your
letter, I will also {mention specific details from the letter}. I have attached a {mention
relevant documents} to {state purpose of documents}.
If you have any more questions or concerns, you can reach me at {contact information}. I
look forward to being of service.
Thank you for your {continued support/time and consideration/cooperation}
Sincerely,
{Your Name}
{Job Title}
{Company/Institution Name}
3.SALES LETTER
A sales letter is a written pitch to attract potential customers to a product or service.
The goal of a sales letter is to show a customer how your business will benefit them.
When a consumer thinks about meeting their needs, they are less focused on the idea
of a business transaction, which can lead to a sale.
Businesses use sales letters in both online and print formats. Sales letters are a form of
direct marketing that can be effective if they are composed using techniques and
strong content. They allow businesses to make a personal connection with current or
prospective customers.
Sales letters are usually written for any of the following reas
TO
INTRODUC
ED NEW
PRODUCTS
TO
ANNOUN
TO CE NEW
ANNOUN TO INFORM
SERVICES CONSUMER
CE NEW &
ACCOUNTANCY
LIMITED BUSINESS
OFFERS CHANGES
4.Order Letter
An order letter is a formal letter written to confirm the list of items you would
like to purchase. The purpose of an order letter is to provide the
manufacturer or distributor with instructions in detail.
See to that you use a polite and professional note. Specify all the
required details without missing out on anything in order to avoid any
sort of confusion. Show that you trust the recipient and thank them for
their service. Do not hesitate to get in touch with the recipient in case of
any queries. The letter should be signed by the sender.
Order Letter Example
Subject: Order for 200 copies of Science
Dear Sir / Madam
As per our discussions on ________ (meeting date), we are happy to set
an order for 200 copies of the Science book by _______ (writer) for
M.COM for the( AIOU)on the following terms and conditions:
1.The price of each book will be Rs __XXXX____ (inclusive of all taxes)
2.Shipment will be made within 7 days from the order date.
3.Order not delivered as per the above conditions, the order stands
cancelled.
Please find attached cheque number ___XXXX_______ dated _0/00/0000
for Rs _XXXX_ towards advance for the order.
With Regards,
(Name of signing authority)
5 Complaint Letter
A complaint letter is written, when the customer gets hurt by

the manufacturer/ distributor in any case while dealing with
him. There may be certain conditions that initiate the
situation to write complaints.
For example,
1.When the customer receives damaged goods.

2.When the customer receives irrelevant goods.
3. If he/she receives late deliveries.
4. If there is any confusion on the mutual business
agreements.
5. If the manufacturer has compromised over the quality.
6. If the customer has been misbehaved or not properly
treated by anyone from the manufacturer side.
These situations cause trouble and the

customer writes complaints.
6.
An adjustment letter is written in response to the complaint

letter. Adjustment letters may be written in different ways
depending on the policy of the company, the writer is
working in. In this regard, the company may have any of the
following policies,
1.No response.
2.The customer is always right.
In the first situation, if the company has a policy of no
response, then the writer needs not to write any response to
the complaint. In the second case, if the company has the
policy that customer is always right, the same type of
already prepared letter is filled up with the name and contact
details of the receiver and an apologetic expression is sent to
the customer with the assurance that soon he will
compensated for his loss. However, the third type of letter is
written very carefully. It may have two types of expressions.
One in case of finding the company at fault but still, it is a
simple apologetic letter and assurance of providing the lost
goods and avoidance of such losses in the future.
7.Collection
Letter
Collection letter is not a single letter but a series of letters
written to the customer, whose accounts are overdue but
there is a chance that at the same time, the amount might
have been sent by the customer when the letter is written.
Moreover, the customer may have some crucial problems
including social problems, health problems, family
problems, or even financial problems. That is why; the
experts suggest sending 3-5 reminders to the customer
with the name of the company, date and the payable
amount
Types of Collection Letter
A collection letter is broadly classified into three

categories.
 Reminder Collection Letter
It is written with an assumption that customer forgets to
make the payment. General assumptions like money
problems or medical issues are made. Always use a friendly
manner to write it.
 Inquiry Collection Letter
the main purpose of this type of letter is to make an inquiry.
The writer wants to inquire about the reasons for the delay of
the payments. Here, the writer asks for the keenness to help
the customer. One can give the choice of partial payments
here. It helps to maintain a good relationship with the
customer.
 Appeal collection
Letter
A writer writes this letter when the borrower is
not responding to any of the previous
remainders. Here, the writer uses an aggressive
approach without being rude. One needs to
maintain fairness.
8. Letters of
Recommendation
A letter written by a person, to effectively
increase the value of a second person, to a
third one in the course of a new job
prospect or admission, among the other
things is known as a letter of
recommendation.
xxxxx
xxxxx
xxxxxx xxxx
00000000000000
xxxxxxx
9.
.
A cover letter is a one-page document that you submit as

part of your job application (alongside your CV or
Resume).
A letter that accompanies curriculum vitae and is a
precise and attractive documentation of the person and
his personal and professional achievements that
eventually creates an interest in the reader to go for the
resume is known as a cover letter
10
1
0
A letter of resignation is an official letter sent by an
employee to their employer stating their intention to
leave their current position at the company. It includes
the details about the last day of work and outlines any
next step for transition.
A letter of resignation can be written as a printed letter

or an email message, and depending on your
employment contract, it can have an immediate effect
or become effective at a later date.
Dear,(xxxxxx)
EXAMPLE
Please accept this letter as formal notification that I am resigning from my
position as Account Executive with Marketing Media. My last day will be
Thursday, March 2.
Thank you so much for the opportunity to work in this position for the past six
years. I’ve greatly enjoyed and appreciated the opportunities I’ve had to grow
our sales team and pipeline, be a part of creating a great product, and work
with my fellow colleagues.
I’ll do everything possible to wrap up my duties and train other team members
over the next two weeks. Please let me know if there’s anything else I can do to
help during this transition.
I wish the company continued success, and I hope to stay in touch in the
future.
Sincerely,
(xxxxx)

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‫هّٰلل‬

‫بِ ْس ِم‬ ِ ‫ٱ‬ ‫ٱلر َّْح ٰم ِن‬ ‫َّح ِيم‬

PRESENTER IRFAN IQBAL

A letter is a handwritten or printed message, in the simplest of meanings. It is a

Letter of inquiry is one of the most important types of business

A complaint letter is written, when the customer gets hurt by

1.When the customer receives damaged goods.

These situations cause trouble and the

An adjustment letter is written in response to the complaint

A collection letter is broadly classified into three

A cover letter is a one-page document that you submit as

A letter of resignation can be written as a printed letter

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