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A consumer complaint letter is usually written to an external agency like a Consumer Complaint Forum which redresses grievances of the public. The letter should specify the cause for your disgruntlement, when it occurred, name the organization which you feel is responsible for the same and explain the circumstance or event which has caused you dissatisfaction. It can be irritating to find some problem with the product. While trying to solve a problem, make sure that you discuss it with the representative.

A consumer complaint letter puts your complaint on record with the company, and it helps you preserve legal rights if any. A formal tone must be maintained. The letter must be clear and concise, state exactly what has to be done for repair, don’t be too angry or sarcastic and possible include the copies of the relevant document. Below are the sample letter and template for an effective complaint letter.

Complaint Letter Writing Tips

• Start by mentioning to whom you want to complain, specify reasons for it.
• Furnish details about item/service procured date and expenditure incurred.
• Briefly, explain the problem you are facing concerning the item purchased or service was taken.
• Mention the documents you are enclosing to prove your allegations.
• End by requesting the forum to intervene and grant you justice.

Example

From,

Like Marian

346, Palm Street

Mumbai.

Date: 2^nd January 2021

To,

Lake Jona

Consumer Redressal Forum

Downtown Street

Texas

Dear Mr. Jonna,

I want to complain to the online store, xyz.com for delivering to me a faulty mobile phone. It has been giving me problems from the first day. The order was placed for Sansui 3478 and the amount paid is Rs. 22210 via credit card on the 1st of September. The handset as delivered to me on the 4th September.

I charged the mobile as instructed to me in the manual but it did not turn on. I even called the help desk to help me fix the problem but no progress. Despite assurance by the store for replacement; I have not received any till date. I have written up emails to different officers at Hands-On.Org, but there was no response. I am enclosing payment proof, warranty-card and copies of my communiqués with the organization.

I request your forum to intervene and get me justice at the earliest by instructing them to replace my handset immediately.

Yours sincerely,

Like Marian

It is a letter written to enquiry the information related to something. It can be written if a person wants to buy an item or wants to go on a trip, etc. The objective of the Enquiry Letter is to make a request to the recipient. In other words, it is written to get the response from the recipient with the action that satisfies the enquiry. The action benefits either the sender or the recipient and sometimes both the parties.

The scope of the letter must include enough information to help the recipient to decide the best response. The sender must mention what is inquiring and which type of favor he/she wants from the recipient in response to the request.

Enquiry Letter Writing Tips

• It should be written like a formal letter. It must include the sender’s contact details, address or email address at the beginning of the letter.
• It must contain all the aspects of the enquiring item.
• It should contain the date and address of the receiver.
• Add the subject of the letter precisely to give some idea of what will be discussed in the letter.
• Make sure to add a salutation at the start and your signature, name, and designation at the end of the letter.
• It should be written concisely and clearly.
• Mention the reason and enquiry details.

Format

Street address

City, State ZIP code

Phone number

Date

Individual’s name

Job title

Name of organization

Street address

City, State ZIP code

Dear Mr./Ms. ________________________________:

I am writing to ask you to consider an addition to your marketing team. Your organization has been in the news as a leader in the industry. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success. I believe I would be a good fit in your organization.

Currently, I market computer products for a major supplier using television, radio and news advertising. I have a reputation for seeing every project through to success.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss your needs and how I could benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

(Your Signature in blue or black ink)

Your typed name

Enclosure

Letters of Complaints

A complaint letter is a letter written to concerned authorities if we are not satisfied with the service provided by them. These letters are usually formal in nature. Sometimes when we order a product and it is received defective then we write the letter to the related person or company, complaining about the product. Hence, appropriate action will be taken by the concerned department for the complaint raised.

There could be many reasons for writing complaint letters such as for wrongdoing, grievance, offence, resentment arising out of product or service, etc. It is the right of every citizen of the country to raise the complaint for unfair things happening to them and get a productive result.

The tips to write the format of complaint letter are:

• Write the letter in a polite manner. Though you have a complaint regarding something and you are frustrated, but if you write the letter politely then it gives a good impression to the concerned person and chances of getting a resolution are also good.
• Always introduce yourself first at the left of the letter
• Never forget to mention the date of writing the letter
• The letter of receiver or recipient should be properly mentioned along with Pincode.
• Mention the purpose of writing a letter in subject line
• Start the letter with a salutation or proper greeting.
• Write the first paragraph by introducing yourself, and then writing the purpose of writing the letter. It should be very loud and clear.
• In the second paragraph give a brief description of the complaint and what problems it is causing to you. Do not deviate from the main topic.
• The third paragraph should include the conclusion part, where you state the resolution for your problem.
• Close your letter by thanking the person for giving time to the letter.
• Check the grammar and spelling mistakes if any.
• You can highlight the important points in the letter, to grab the quick attention of the reader.
• Present the letter in a proper format.

Format of Complaint Letter

The complaint letter is a formal letter written to the concerned authority if you have any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the letter is given below:

Sender’s Address

Date:

Receiver’s Address

Subject: (Mention the reason for complaint)

Salutations (Dear/Mr./Ms.)

Body of the letter:

• Introduction
• Main reason to write the letter
• Conclusion

Closing of letter (Yours sincerely/faithfully)

Signature

Letter of claims

Claim means asking for compensation; a letter of claim is used to ask for compensation due to unsatisfactory work or products delivered by the company.  A claim could be made on getting inappropriate stuff that you contracted, in all these situations or any other situation which falls under this scenario can be a reason of a letter of claim. An organization or a company can claim for the required work that was done properly. A letter of claim is a formal letter with a serious tone; it also could be a persuasive letter as it makes the reader believe that the performance or work done by you were not up to the mark.

Commonly a letter of claim is used as a first step that further leads to a legal process of a claim or a personal injury. Such a letter is also used to inform someone for a breach of a contract, for a wrong work of partially unsatisfactory work or assignment, asking the other person for a letter of adjustment to justify the situation. A letter of claim can also be written in case of copyright infringement. This letter should be true in its nature and its facts. Letter should be specifically to the point about the subject and should avoid all the unnecessary details.

Claimant (a person who asks for a reimbursement) can attach a copy of original agreement with the letter as a proof that what he is claim was mentioned at the time of agreement, as merely mentioning a problem will never be effective and will not pay you back. The reference against which you are claiming should be strong enough, mention your point in a firm way. You should address the recipient by his full name and mention the address properly. Here is a sample of letter of claim is attached with this template for your help and convenience.

Format

M/s. Nana cloth store

House no. 07, Road no. 14 North 302, FUCSON AZ 85705, Brazil

Ref. ……………………………                                           November 27, 2019

Manager

Michel enterprise

(Wholesaler of quality fabrics)

20, Kualampur, India

Dear Manager,

On November 07, 2019 we purchased 2000 meters suit cloths. The quality of your shipment does not match with our order specification. Since the use of low quality cloth will damage our business goodwill, we have returned your shipment along with a request for cash refund of 12000$.

We believe that your company has deep concern for its customers. We are also convinced with the earlier dealing of your company.

Refunding the money within the next 10 days will be highly appreciated. We are looking for future business.

Sincerely,

(Mr. Jonson)

Purchase Manager

The Right to Information Act, 2005 does not lay down any prescribed format for RTI Application. It is entirely up to you to identify what you must include in your application. The objective of writing an effective RTI application is simple to enable the public authority to give you the information you seek for. 

The Right to Information Act extends to the whole of India except the state of Jammu and Kashmir. All citizens including Indians living abroad possess the right to seek information. This implies that the person seeking information must be an individual and not a corporation, society or any other public authority. Neither persons of Indian Origin nor foreign nationals can avail the benefits under this Act.

The language of the RTI Application

The application can be written in English, Hindi or any official language of the state in which the department lies. However, the RTI Act makes no provision to demand answers in the language of your choice. So sometimes, one gets troubled when the reply to the application is given in a language they cannot comprehend. For instance, you file an RTI application with the Municipal Corporation, Gandhinagar in Hindi. The PIO replies to your application in Gujarati.

The courts and commissions have laid down in several judgments that information should be given to the Applicant in the language he understands. Therefore, it is advisable to keep two things in mind while choosing the language of your application:

• Always write your application in the language in which you wish to receive a reply. If you want the PIO to reply to you in Hindi, make sure you write your application in Hindi.
• As a precautionary measure, It is always advisable to mention in your application clearly the language in which you seek a reply.

To,

The Central /State Public Information Officer

or Assistant Public Information Officer

(Name of the Office along with the Address)

Sir/Madam,

Sub: Application seeking Information under RTI Act, 2005.

It is requested to provide the following information under the RTI Act, 2005.

(1) Details of information required

(a) Subject matter and details of information required in the form of questions which should be specific.

1. No. 1 – ……
2. No. 2 – …….
3. No. 3 – ……..

(b) Period for which information is sought.

(2) If inspection is being sought, a categorical mention should be made.

(3) If life and liberty is claimed, it should be specified.

(4) In case of schedule II organisations, a specific mention of corruption/human rights violations to be made

(5) Any other relevant point

In case the information is held by or related to another public authority, the application or such part of it as may be appropriate may be transferred to that other public authority under intimation to the undersigned as per Section 6(3) of RTI Act. (It acts as a reminder for the PIO who is required to do it under the Act).

Evidence of payment of Application fee of Rs. 10/- and mode of payment.

(i) A fee of Rs. 10/- has been deposited in cash in the Accounts Office of the Public authority vide Receipt No.________ dated__________; or

(ii) A Postal Order/Bank Draft No. __________ dated _______ is enclosed; or

(iii) Exemption from payment of fees is claimed and evidence of the BPL status (example- Photocopy of BPL Ration Card) is attached.

Signature / Thumb Impression of the applicant

Full name and Postal Address of the Applicant

Contact Phone No. and e-mail (If any)

An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service are all part and parcel of getting an order.

The quotations are the ‘offer’ made by the seller and the order through a letter is the ‘acceptance’ of the offer. This offer is the link which establishes a legal relation between the seller and the buyer and therefore buyer can purchases and seller can sell goods or services. Simply, a letter of order is an instruction from a buyer to a” seller to supply goods or services.

In broad, sense, an order letter is a letter which carries messages to the seller requesting him to send the specified goods on stated terms and conditions agreed upon previously.

An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.

Do’s and Don’ts of Order Letter

• An Order Letter should be addressed to the person responsible for executing the order
• It should include all the terms and conditions agreed upon by both involved parties
• Since it is purely an official letter it should be typed out
• There is no need to use too many adjectives in the letter since it is purely for an order being placed
• The letter should have all relevant details related to the order, for example, quantity, price and other terms and conditions

Sample Order Letter

Name of the person to whom order is being placed

Name and address of the organization

Name of the person placing the order

Name and address of the organization

Date:

Subject: Order for 100 copies of Mastering Business

Dear Sir or Madam,

As per our discussions on __________ (date of meeting) we are pleased to place an order for 100 copies of Mastering Business book by _________ (writer) for Class VII for the CBSE Board on the following terms and conditions:

1. The cost of each book will be Rs.________ (inclusive of all taxes)
2. Payment terms will be a post-dated cheque for 50% advance with order. This cheque will be cleared on the day of the deliver. The balance payment of 50% 7 days after delivery and after random inspection
3. Delivery will be done within 7 days from the order date
4. Delivery will be done at ________________ (address of organization)
5. If the order is not delivered as per the above terms and conditions, the order stands cancelled

Please find enclosed chequenumber ________ dated ________ for Rs.________ towards advance for the order.

Hoping to have a long business relationship with you.

Best regards,

(Name of signing authority)

Order Confirmation Letter and Order Letter

A letter that acknowledges the receipt of order from buyer is known to be order confirmation letter. It is a letter that tells the buyer (Sender) that the order has not been lost, misplaced or stolen and also indicates that proper steps are being taken to satisfy the buyer, sometimes if there is any delay for shipment according to order placed, the reason is also communicated to buyer through such letter:

Order confirmation letter must express the seller’s pleasure and gratitude must appreciate buyer’s interest in the goods and must be a medium of mentioning the favorable aspects of the goods, terms and other services. Such a draft will create a psychological value upon the goods and services to be shipped.

Acknowledgment through-such letter provides a legal acceptance of all the points mentioned in the order. Hence, the order must be read carefully before accepting and acknowledging it.

Credit Letter

letter of credit is a piece of document that serves as instruction of guaranteed payment from the buyer to the seller. Also known as a documentary credit, a letter of credit is issued by the bank and acts as a promise of timely payment to the seller.

If the buyer supposedly fails to perform his due obligation, then the bank pays the seller on behalf of the buyer who in turn repays the bank. This is a brief summation of the letter of credit process.

Types of Letters of Credit

There are mainly four types of letter of credit examples.

• A revocable letter of credit
• Revolving letter of credit
• A standby letter of credit
• Irrevocable letter of credit

Advantages of letter of credit

• A letter of credit gives the trade partners an ability to transact with unknown partners or in newly established trade It helps in expanding their business quickly into new geographies.
• A letter of credit is safer for the seller or exporter in case the buyer or importer goes bankrupt. Since the creditworthiness of the importer is transferred to the issuing bank, the bank must pay the amount as agreed in the letter of credit. Thus, a letter of credit insulates the exporter from the importer’s business
• A letter of credit is highly Both the trading partners can put in terms and conditions as per their requirements and arrive at a mutual list of clauses. It can also be customised from one transaction to another with the same trading partners.
• In the case of a dispute between the trading partners, a letter of credit accounting allows the exporter to withdraw the fund as agreed upon in the letter of credit and resolve the disputes later in the The beneficiary’s
• Right to the full amount is described in the phrase ‘pay now, litigate later’ by the courts.

Disadvantages:

• A letter of credit adds to the cost of doing Banks charge a fee for providing this service, and it can increase steeply if the parties want to put some additional features
• A letter of credit poses a material fraud risk to the The bank will pay the exporter upon looking at the shipping documents and not the actual quality of goods. Disputes can arise if the quality is different from what was agreed upon.
• A letter of credit life cycle has an expiration date, and therefore the exporter has time limitation within which he will have to deliver the goods by all means. At times, this haste creates a mess.

ANNEX 1 IRREVOCABLE LETTER OF CREDIT

SIGHT DRAFT

LETTER OF CREDIT NO.: __________

DATE OF LETTER OF CREDIT: ______________

DATE OF DRAFT: ______________

TO: (BANK)

(ADDRESS)

(FAX):

ATTENTION: ______________

FOR VALUE RECEIVED

PAY ON DEMAND TO: DEUTSCHE BANK NATIONAL TRUST COMPANY, DBTCA FOR DBNTC AS FSA FOR WCI, INC, USD ____________________________ DOLLARS (USD $____________). THE AMOUNT OF THIS DRAFT DOES NOT EXCEED THE AMOUNT AVAILABLE TO BE DRAWN BY THE BENEFICIARY UNDER THE LETTER OF CREDIT.

WE ACKNOWLEDGE THAT, UPON YOUR HONORING THE DRAWING HEREIN REQUESTED, THE AMOUNT OF THE LETTER OF CREDIT AVAILABLE FOR DRAWING SHALL BE AUTOMATICALLY DECREASED BY AN AMOUNT EQUAL TO THIS DRAWING.

CHARGE TO ACCOUNT OF [APPLICANT].

DRAWN UNDER [NAME OF BANK] LETTER OF CREDIT NO. ___________.

FUNDS TO BE WIRED TO:

ABA ROUTING NUMBER: ______________

RECEIVING BANK: ______________

BENEFICIARY: _________________

ORIGINATING BANK INFORMATION (OBI FIELD):

VERY TRULY YOURS,

BY ______________________________________

NAME:

TITLE:

DATE:

One of the reasons the two terms are interchangeable is because both of these printed products have similar physical characteristics which include:

• Both flyers and leaflets are an unbound, single sheet of printed paper
• Both terms are used to describe a printed sheet which details information of an advertising nature such as events, product sheets, special offers or promotions etc.
• Flyers and Leaflets are both low costs printed items usually printed in higher quantities and distributed free.
• Both are described as “throw away” as the information contained is usually short term and not designed to be kept.

Leaflets

This print product is quite similar to flyers so it’s only natural that most people struggle to tell the difference and some are actually convinced they’re the same thing. While the terms leaflet and flyer are often used interchangeably, there are some minor differences. In general, leaflets tend to be a bit smaller and they are usually supposed to be of the better quality too. Of course, this makes them more expensive as well.

The boundary between flyer and leaflets becomes clear when looking at how they are used. As we mentioned above, the main function of flyers is to hand out as many copies as possible to a broad audience in specific location. To achieve the highest ROI, they need to be cheap. On the other hand, leaflets could be used in the same way, but their superior quality and design make them a more attractive option for targeting a more specific group or promoting a product or service with higher value. As a result, leaflets can be inserted in local newspapers, they can be stored in shops, restaurants and other popular places, or they can be placed in your own corporate offices for potential customers. In short, you could make the case that flyers are for one-time events and promotions, while leaflets are better suited for content and company information that has a longer shelf life.

• A single sheet of paper printed either single or double sided which may be supplied flat or folded. The leaflet should contain marketing or advertising information
• The paper used should be a paper weight such as 130gsm, 150gsm or 170gsm.

Flyers

Flyers, also known as handbills, are one of the most popular print marketing products because they are so cheap to produce and easy to distribute. They are usually flat, rectangular and approximately the size of a adult hand making them perfect to pass out to passersby on the street. However, flyers come in all sizes and formats, ranging from small 2’’ x 3.5’’ papers to large squared flyers. What they have in common though is that they are typically double-sided so that they include more information and visuals. The small exception comes if you want to hang them somewhere, then of course it makes more financial sense to merely print on one side.

In regards to the usage of flyers, we’ve all come across them many times in our daily lives. They’re often handed out on the streets, exhibitions and events, even though many people throw them away instantly. Since you’ll probably only have a few seconds to connect with your potential customers before the paper lands in the next bin, a good flyer needs to stand out visually to be effective. However, that doesn’t always mean you should overinvest in flyer printing. Their main objective is typically to merely inform a customer, so you should try to be cost-effective with paper and ink quality. The great thing about flyers is that they can be leveraged for almost any cause from events, promotions or political campaigns that you’re trying to highlight. Keep in mind that they work best when you are targeting a small region, since flyers allow you to get your message out to a large number of people within a physical location at a low price point.

• A single unfolded sheet of paper printed either single or double sided, containing any information which is advertising in nature.
• The paper used should be a board weight for example 300gsm or 350gsm

The letter that is written for obtaining information about a business enterprise is termed as business status inquiry letter. Generally, one business enterprise writes this letter to another business enterprise for collecting information about a prospective customer.

When a business firm wants to buy goods on credit, it gives one or more references to which the seller can ask for some information about the credit seekers. Usually, banks, trade associations or competing business firms are mentioned as references. The seller then writes the inquiry letter to the referees requesting them to provide some information about the customer.

The purpose of writing this letter is to obtain information related to:

• Financial capability or creditworthiness
• Goodwill
• Nature of business dealings
• Honesty
• Relationship with business association, etc

In light of the above discussion, we can conclude that when a business enterprise writes an inquiry letter to another business enterprise, financial institution or trade association to obtain information about creditworthiness or financial capability of a customer who has applied for credit purchase, it is called business status inquiry letter. Basing on the information supplied by the referees, the seller decides whether to establish business transactions with the firm.

Objectives or importance of business status inquiry letter

Business status inquiry letter plays an important role in modern business. The following are the major objectives of writing this letter:

• Obtaining information about the financial capability of prospective customers.
• Determining the risk of credit sales.
• Deciding whether to enter into credit transactions.
• Getting information about honesty, goodwill and business morality of the probable buyer.
• Knowing about the relationship of the prospective buyers with other business community and associations.
• Enhancing sales with various parties by evaluating their financial and business viability.

Subject Matter in Status Inquiry Letter/Factors to be considered for status Inquiry Letter

Status inquiry letter seeks confidential information from a third party. Drafting of such a letter requires the consideration of the following factors:

1. Applicant’s Name and Address: The person regarding whose information to be asked should be clearly mentioned with his name and address. As a result, there will be no confusion and this will clearly identify the right person.
2. Causes of Inquiry: The reason behind the inquiry should also be mentioned in the letter so that information provider me, him, etc. i, e, the referee can reasonably answer the letter.
3. Necessary information: The information, which is necessary, should be asked with a polite and definite appeal.
4. Neutrality: The referee must remain neutral while providing confidential information regarding the applicant. Such a tone should be communicated through a status inquiry letter.
5. Promise for information secrecy: They must be promised that whatever information would be provided by the referee will be kept secret by the sender (employer).
6. Similar future assurance for help: If the referee needs any similar help in the future, he will be entertained and such assurance should be specified in the letter.
7. Return Envelope with stamp: For the benefit of the referee, a return envelope with a stamp must be attached with such a letter. This will help the referee to bear no cost to assist the person who has asked for information.
8. Signature and Designation: The person who is asking for information should sign the status inquiry letter with his respective designation at the end.

If the status inquiry letter is drafted considering the above factors, it will gain the desired result.

Sample

PQR Enterprise

(Wholesaler of Quality Steel)

20, Mumbai 850705 India

January 07, 2021

Mr. XYZ

Manager

Mahan Boutiques and Fabrics,

Taxes.

Sub: Inquiring the financial status of John House, Washington, New York.

Dear Mr. XYZ,

Will you please respond to the following questions about John House, Washington, New York, which has listed your name as a credit reference on its letter for credit purchase?

1. How long LMN has a credit account with your company?
2. What is the credit limit you currently extend to them?
3. What is the maximum amount of credit you have ever extended to them?
4. Has it ever been delinquent in paying his dues?

I assure you that information provided by you will be treated confidentially. If you send answers to the above questions with December 25, 2019 will be highly appreciated. We will be highly glad to provide you any such help in future.

Sincerely,

(Mr. LMN)

Manager, Credit Division

Collection Trade Letter

A collection letter (also known as dunning letter) is a notification sent in writing, informing a consumer of his past due payments. Debt collection letters’ function is to remind the debtor of his delinquent payment owed to a creditor. As sometimes delayed payments can derive from the reason that the same payments have been forgotten, a debt recovery letter is an appropriate method for early debt recovery, as it is cost effective and can produce positive results of default collection. Usually recovery letters are to be issued consecutively, consisting of 2-5 serial written reminders. The number of default collection letters depend on creditor’s or DCA’s (Debt Collection Agency’s) policy of recovery procedures. A collection letter is to be sent, when debtor’s invoice has become past-due. Financially, this means that the consumer has fallen behind with his regular payments and owes a certain amount to the lender.

Features of collection or dunning letter

Collection or dunning letters possess some distinct features that differentiate them from other business letters. Some of the features of the collection letter are as follows:

• Parties involved: Buyer who buys on credit and seller is involved in a collection letter. Seller writes this letter to the buyer for payment of dues.
• Series of letter: Collection letters are written in a series. The series includes a remainder letter, inquiry letter, appeal and urgency letter, and warning letter.
• Objective: The prime objective of writing collection letter is to realize the dues from the customers.
• Governing principle: The governing principle of the letter is to collect the dues by retaining the customers with the company.
• Referring the previous letter: When dunning letters are written in a series, every subsequent letter mentions the reference of an immediate earlier letter.
• Threat for legal action: The last letter of collection letter series warns the customer that the matter has been handed over to the lawyers for taking necessary legal action.
• Sent through registered post: The seller sends collection letter especially, the last letter of the series though registered with acknowledgment to avoid unnecessary delay, or missing of the letter or denial from the part of the customer.
• Language: The letter is written by using friendly, persuasive but straightforward language.

Types of collection letters

Debt collection letters are divided into general reminders, inquiry letters, and official collections letters. The official ones consist of demand letters (also known as appeal letters) and warning letters (before action). The standard reminders represent letters with friendly tone, notifying the consumer of his past-due payments. If the debtor settles these amounts on time, the collection process is ceased. If not, the recovery proceedings will continue, using letters of demand and letters before action. During the process of sending the written documents, the tone becomes stricter after each recovery letter.

Late payment demand letters consist of a specific date, marked as a deadline for settling the debt monetary amount. Demand letters represent a formal notice to the person in debt (consumer) and indicates debtor’s legal obligation to clear the debt amount in full. Last collection letters before action (LBA) represent another variety of debt collection documents & letters. They can apply for both commercial and consumer debts and can be addressed to both individuals and business debtors. Such letters are the last resort before proceeding to court actions. They are also known as legal threat collections letters, which warn the indebted subject about future court actions. If the debt is not settled until the date specified in the letter, another letter will follow, informing the debtor that the debt matter issue has been handed over to legal representatives and court proceedings have begun.

If requested by the subject of debt, the debt recovery agency is obliged to send the debtor a debt validation collection letter. Debt validation is a written and official verification, which confirms the size and type of debt, also proving information that such debt exists and has to be paid to a certain first-party (creditor) marked in the default collection document.

A collections letter of settlement is another kind of debt recovery letters graph. Such letters comprise all types of written negotiation sent to the debtor. Debt settlement documents offer the subject of debt more convenient payment plans. The debt can either be paid at once, using one single but smaller payment that the original debt amount; or the subject of debt can chose the option of monthly transactions to the creditor/DCA equal to the full monetary debt sum.

The letter that contains business related issues and information is called business or commercial letter. It refers to the letter in which business people or person exchange information with various business firms, customers, suppliers, employees, banks, insurance, companies, government agencies, business associations with aimed at selling or buying goods, obtaining information, placing orders, making inquiry etc and other related issues. Some important definitions of business letter are given below:

So, Business letter refers to formal written letter where business-related issues and information is exchanged with the suppliers, customers, clients, banks, insurance companies, government agencies or other external parts of the organization.

Essentials of a good business letter

The following are some of the important characteristics of a business letter.

• Well defined objectives: There is an old saying an aimless ship never able to reach the destination. In case of business letter-a letter without specific objectives is meaningless. Thus, to be effective business leaders need to have well defined objectives.
• Contact information: The header of the business letter includes the senders name, phone number, address and email address, which may be left or right justified or centered at the top of the page. This is followed by the date the letter was sent, which in turn is followed by the “inside address.” The inside address contains the recipient’s name, job title and company address.
• Benefits: Discuss the benefits offer to the receiver or customer before the nuts-and-bolts basic information. Benefits to the customer could be tangible, such as saving money and having more choices in service packages or intangible but still more choices in service packages, or intangible but still valuable, including gaining peace of mind.
• Brief description: Any business letter must be short. The significance of a short letter is that the person reading the letter must understand the significance of the letter in the minimum possible lines. This is usually done in order to save time and energy of the receiver of the letter.
• Definite structure: The structure or main text of a business letter is typically divided into three sections: the introduction, the body and the closing. Introductory paragraphs should be brief and explain the letter’s intent. The body should elaborate on that intent and may include facts and statistics, descriptions and or explanations. The closing should thank the recipient for his time and include a “call to action,” which indicates the next step in the communication process, such as a phone call or a scheduled meeting.
• Positive approach: The writer has to be optimistic regarding the achievement of the goal. Thus, throughout the letter a positive tone must be present. Positive approach not only helps to convince the reader but also express the confidence of the writer.
• Courtesy: The tone of the letter is another very important aspect of the letter. The letter must sound polite, courteous and firm. The letter should also sound convincing the must have a polite tone.
• Coherence: Factually the business letter must be relevant and the facts and thoughts should be presented in a very systematic manner.
• You-attitude: To ensure effective writing the writer should put himself or herself in the reader’s place and then try to realize how the reader will respond to the letter. The ‘you attitude’ emphasis on the readers rather than the writer. Example of you-attitude is as follows: I or we attitude: I will give you a 10 % discount. You-attitude: You can get a 10 % discount.
• Clearness: A business letter must be readable and clear. If the reader of a business letter fails to understand the message, it will matter little to him. So the messages of the letter must be clear in meaning.
• Relevance: One of the important qualities of a business letter is relevance. The writer of a business letter should avoid the irrelevant matter that can vex the reader’s mind. So, unnecessary words should be avoided.
• Simplicity: A good business letter should be simple and easy. The writer of a business letter should use simple language in drafting a letter so that the reader can easily understand the meaning and significance of the letter.
• Free from error: A business letter should be free from all kinds of errors. So, the writer should be aware of spelling, grammatical sense and letter style in drafting a business letter.
• Appropriate timing: Appropriate timing is one of the important qualities of a good business letter. All letters must be sent and replied at the most appropriate time.
• Clear concept: If the writer does not have a clear concept about the subject matter then it will be very difficult on his or her part to make the subject matter understandable to the reader.
• Evaluation of the reader’s position: This is perhaps the most important thing that should be taken into consideration to draft an effective letter. The attitude, cultural and religious background, educational level, level of understanding etc. If the reader is likely to be different from those of the writer. That is why to be successful the writer must try to get an idea about the aforesaid aspects of the reader.
• Accuracy or correctness: There is nothing painful than preparing a letter with wrong information. It not only fails to achieve the goal but also detrimental for the goodwill of the firm. Thus, correctness of the message must be ensured.
• Completeness: It means messages should be presented in such a way that helps the reader to understand what the writer actually wanted to convey. Incomplete messages not only create confusion but also can damage the mutual relationship.
• Persuasion: To convince the reader or to motivate him or her to do some favor business letters must be written in a persuasive tone.
• Use of simple language: To be effective business letter should avoid the use of difficult words and jargons. Simple and plain language should be used to clarify the message.

Writing:

Beginning the Letter

• Know the format: There are some business standards that need to be followed. One must use a common font to type a business letter. One must use indentation, paragraphs, margins, etc. The text must be typed in black color only.
• Choose the Right Kind of Paper: One must print a letter in a letter-sized paper. The standard size of the paper is A4.
• Include information about the Company: One must clearly state the name and the address of the company. Try to use a letterhead of the company for any business use.
• Include the date: Writing the date helps the person to have a record of the on-going business.
• Add the Recipient’s Information: In a business letter, one must clearly type the name, address, and job title of the recipient to remove any ambiguity.
• Choose a Salutation: It is a way of showing respect towards the recipient. One can also use ‘To Whom It May Concern’ if he doesn’t know the person addressed.

Composing the Body

• Strike the Right Tone: The tone of the letter must be formal, clear and polite. Do not use fancy, lengthy, and big words. One must be persuasive in the letter.
• Use of Personal Pronoun: One can use personal pronouns in a business letter. If writing on behalf of the organization one must use ‘we’ instead of ‘I’.
• Write Precisely and Clearly: The content of the letter must be precise, clear, brief, and easily understandable.
• Use the Active Voice: Always write your letter in an active voice.
• Be Courteous: Always write a letter in a polite and respectful way. Always use courteous words.
• Use Additional Pages: If the matter is not fitting in one page of the letterhead, use the second page. One must keep in mind to include the page number on the second and subsequent pages.

Closing the Letter

• Choose a Closing: One must use a proper closing in a business letter. Use a comma (,) after it.
• Sign the Letter: Always sign the letter in ink. If sending a printed copy, always affix the scanned signature.
• Make Note of Enclosure: One must properly enclose a list of attached documents with the letter. One can use the abbreviation of the enclosure, i.e., Encl. or Enc.
• Use of C.C.: For persons other than the recipient, include their name on the letter by typing C.C.

The word notice has come from the Latin word notitia meaning knowledge. Notice, therefore, means ‘a warning or intima­tion of something’. It is also defined as ‘a written or printed announcement’. The word notice, therefore, has two aspects it may be an intimation or information and it may be a kind of warning. A notice may be general or confidential.

The persons entitled to attend a meeting must be informed of the time, place, date and business of the meeting in proper time.

The communication informing the persons entitled to attend the meeting about time, place, date and business of the meeting is called the ‘notice’.

To make the meeting valid, the notice must be served by the right person by the right means to all the persons entitled to attend the meeting. Usually, the notice is drafted and issued by the Secretary under the instruction of the Director of the company. A notice, in order to be valid, must be signed by the proper authority.

The requisites of the meeting can be classified into the following classes:

1. The notice must specify the exact date, time and place of the meeting.
2. The notice must state the nature of business to be transacted at the meeting. A complete agenda is appended to the notice.
3. The notice should be served to all members entitled to attend the meeting.
4. The notice must be clear and unconditional.
5. Proper length of notice must be given in accordance with the rules of the organisation.

Intimation of Notice:

Various kinds of intimation or information have to be sent from office to the inmates of an office, to the members of the organisation to which the office belongs or to outsiders. In the first category come notices issued declaring a holiday or introduction of some new or modified office rule, e.g. change of office hours, etc.

Sometimes notices have to be displayed at specific places under some statute, For example, a factory manager has to display a notice for safety measures in a factory subject to the rules as under Sec. 108 of the Factories Act, 1948. A notice may be meant for the general staff or may be served on an individual, e.g. ‘discharge notice’.

Notice under the second category means a notice for a general meeting issued to the members of a company. This type of notice has to be sent by post or even published in newspapers. Under the third category we find different kinds of notices including announcements.

For example, a tender notice inviting quotations from suppliers, either published in newspapers or hung up on the notice board in the office. An announcement in newspapers on change of office address or opening of a branch is a notice of this category.

Drafting of Notice:

Whatever may be the category of notice, each has a form and style of writing.

A notice:

(1) must be written in a language understandable to those for whom it is meant. Sometimes there is a statutory direction too. For example, a notice under the Factories Act shall be written in English (as court language) and in a language understandable by the majority of the workers of the factory.

(2) It must convey a message clearly what was intended to be conveyed.

(3) A notice must be brief and avoid unnecessary words.

(4) A notice must be drafted according to a form. That form may be a statutory form.

(5) It shall be signed by some authoritative person.

(6) It shall normally bear a date.

(7) A confidential or individual notice or any public notice having legal implications must be drafted by a lawyer. A qualified secretary is expected to have the competence for the same.

Drafting and Issue of Notices for Meetings:

Notice has to be drafted and issued for every kind of private meeting.

There are two distinct kinds of forms for the purpose:

(1) Form No. 1:

In case of a notice for a meeting of a committee like an Executive Committee or Managing Committee or Board of Directors, etc., the notice is in the form of a letter.

(2) Form No. 2:

In case of a notice for a meeting of a general body of members of an organisation, the notice is in the form of a circular with some special features.

Specimen 1: Notice for the first Board Meeting of a Company.

XYZ Co. Ltd

Reg. Off_______________

November 17, 1988

________________

(Director)

Dear Sir,

          The first meeting of the Board of Directors of the Company will be held on Saturday 25.11.88 at 12 Noon at the registered office of the Company to transact the following business.

You are requested to attend the meeting.

Yours faithfully,

________________

Secretary

Agenda:

(1) Election of the Chairman of the meeting.

(2) Adoption of the Memorandum of Association, the Articles of Association, and the Certificate of Incorporation of the Company to be presented by the Secretary.

(3) Adoption of the Common Seal of the Company.

(4) Appointment of the first directors of the Company.

(5) Election of the Chairman of the Board of Directors of the Company.

(6) Appointment of the Secretary of the Company with retrospec­tive effect.

(7) Appointment of the Bankers of the Company.

(8) Appointment of the first Auditors of the Company.

(9) Appointment of the legal adviser of the Company.

(10) Adoption of all the preliminary contracts and preliminary expenses made by the promoters of the Company.

(11) Approval of the Draft Prospectus to be presented by the Secretary.

(12) Consideration of the Application to be made to the Controller of Capital Issue.

(13) Consideration of the Application to be made to the Calcutta Stock Exchange for the enlistment of the Shares in the Company.

(14) Approval of the Specimen Share Certificate to be presented by the Secretary.

(15) Determination of the quorum for Board meetings of the Company.

(16) Fixing the date of the next meeting of the Board.

(17) Any other business with the permission of the Chairman.

Duty 1. According to Rules:

It is the duty of the chairman to see that the proceedings are carried on strictly according to the rules.

Duty 2. The Meeting is in Order:

First of all, the chairman shall see that the meeting itself is in order and for that the following points have to be taken into consideration:

(a) That a proper notice has been sent to all the persons entitled to receive a notice.

(b) That only those persons who are entitled are present at the meeting.

(c) That his own appointment is in order.

(d) That the quorum of members is present.

(e) If there is want of quorum at the beginning and the quorum is not present within half an hour then the chairman is to see that the meeting is adjourned.

Duty 3. Within the Scope of the Meeting:

It is his duty to see that the participants do not raise discussions or suggestion of amendments or otherwise on any matter which is not within the scope of the meeting.

Duty 4. Agenda is Followed:

The chairman shall see that the busi­ness at a meeting is conducted in the order as given in the agenda. He may vary the order with the consent of the meeting. When he finds that some important item is placed at the bottom of the agenda which needs discussion on the day and within the presence of the largest number of participants, but much time has passed in taking up a few items at the top, he changes the order.

Duty 5. Maintenance of Order:

A major duty of the chairman is to see that perfect order and tranquility prevail at the meeting). Unless there is perfect order, the business of the meeting cannot be con­ducted smoothly and timely. The participants may cause disorder by making adverse remarks on one another, by personal talks while dis­cussion is going on, by disobeying the orders or rulings of the chairman, by violating the rules of the meeting, etc. The chairman has powers to take steps to maintain order, discipline and decorum at the meeting.

Duty 6. Discussion on Motions Only:

Further, the chairman shall also see that the participants do not discuss anything for which specific motion is not before the house.

Duty 7. Accurate Voting:

Another major duty of the chairman is to see that the sense of the house is properly ascertained. It means that voting is conducted perfectly and the results are declared accor­dingly. In case a special resolution is necessary, he shall see that the difference of votes is correct. He has to ask the secretary to arrange poll when it is demanded. In counting votes the chairman takes the help of the secretary as well as of the ‘tellers” appointed by him.

Duty 8. Opportunity to Speak:

The chairman shall see that every participant gets reasonable opportunity to speak. Generally, he does not allow one individual to speak more than once on the same topic unless he is compelled to explain something what he has already said. The chairman must see that persons belonging to the minority group, if any, and whatever small number they may have, are given oppor­tunities to place their views.

Duty 9. Other Duties:

The chairman has some other formal duties.

For example:

(a) If he is elected a pro tem chairman, his duty is to vacate when, the fixed chairman arrives.

(b) He shall not be partial in his behaviour and shall exercise his casting vote, if any, very selectively.

(c) He shall lend patient hearing to every-body, whether the views expressed are liked or disliked by him.

(d) He has to see that the business of the meeting be completed within the shortest possible time.

(e) He shall comply with the requests of the participants for adjourning the meeting.

(f) He has to give satisfactory replies to the questions raised by members on his speech, if any.

(g) He shall exercise his powers reasonably.

Duty 10. Minutes are Kept:

It is the duty of the chairman to con­firm the minutes, by putting his signature, prepared by the secretary after the meeting is over. Similarly, the chairman shall see that the secretary takes necessary notes at a meeting so that minutes can be subsequently prepared. The chairman himself puts down notes on the detailed agenda sheet for the purpose.

Non-compliance with Duties:

If a chairman does not comply with his duties then the participants as a whole or in part may stage a walk-out as a mark of protest. This we often find in an Assembly or in Parliament. If he is a temporary chairman, elected at the meeting, he may be removed by the participants.

The participants of a meeting other than the chairperson attend the meeting not just complete the quorum. They have also some responsibilities and can make some positive contribution there. The members can play important roles in making the meeting and its proceedings worthwhile. The followings are the important points to the followed by the participants in meeting.

Taking preparation for the meeting: Whoever is the participant of the meeting must take necessary preparation before attending the meeting. In taking preparation the following points should be

Considered:

1. Do homework:

Once the purpose of a meet is known, the attendee has to visualize his/her role and gather information and inputs for use in the meet to make it productive. He/she may consult other members to allocate roles.

2. Be punctual:

We in India have to specially stress the need to be on time. Our trains, buses and airplanes will run on time when we learn to be punctual for routine meets.

3. Participate actively:

A member should listen carefully (so that he may be able to summaries what is being said). He should plan what to speak and say it concisely and precisely.

4. PREP formula:

He should be rational and forceful. PREP means:

• State your Position
• Reason it out
• Give Examples
• Restate your Position

5. Showcase your talent:

A meet is an opportunity to showcase one’s talent and get credit for giving useful ideas.

6. Take initiative:

There may be occasions when a member may propose a motion or second a motion when it sounds right. This requires quickness. Francis Bacon says, “Conference makes a ready man.”

7. Follow rules:

He should speak when permitted to. He should avoid cross-talk.

8. Take responsibility:

When tasks are being assigned, a member should come forward to take up suitable responsibilities. If a task is assigned to him/her, then a willing acceptance is also a sign of dynamism.

9. Disagree agreeably:

All differences should be expressed with courtesy and a friendly feeling.

10. Help to steer the meet:

If the meeting is going off the track, he/she may remind the chairman to keep it on course.

11. Stay related to previous discussion:

Any contribution to the meeting must be made in the context of the previous discussion. An idea that is already proposed need not be repeated, but one can amend it or improve it.

12. Be involved:

The member should, in his higher self-interest, be involved in collectivism. A good participant becomes a good leader just as a good soldier makes a good general.