Rajasthan Board RBSE Class 12 English Letter Writing Business Letters

(For making enquiries, registering complaints, asking for and giving information, placing orders and sending replies.)

Letter-Writing
Letter-writing (पत्र-लेखन) भाव-अभिव्यक्ति (expression) की एक महत्त्वपूर्ण कला है। यह अपने विचारों व भावनाओं को प्रकट करने का उत्तम माध्यम है। सामान्यतया एक अच्छे पत्र में निम्नलिखित बातों का होना अति आवश्यक है:
1. पत्र का उद्देश्य मस्तिष्क में स्पष्ट होना चाहिए।
2. पत्र में सरल भाषा का प्रयोग करना चाहिए।
3. सभी बिन्दुओं को एक ही अनुच्छेद (paragraph) में नहीं लिखना चाहिए। पत्र के सभी बिन्दुओं पर व्यवस्थित तथा स्पष्ट ढंग से प्रकाश डालना चाहिए। अलग-अलग बिन्दुओं के लिए अलग-अलग अनुच्छेदों का प्रयोग करना चाहिए। 4. सुलेख का ध्यान रखना अति आवश्यक है। सुन्दर लेखन का पत्र के प्राप्तकर्ता पर बहुत अच्छा प्रभाव पड़ता है।

Business Letters
(For making enquiries, registering complaints, asking for and giving information, placing orders and sending replies)
व्यापारिक पत्रों के अन्तर्गत उन सभी पत्रों को सम्मिलित किया जाता है जो एक ग्राहक द्वारा एक व्यापारी या व्यावसायिक संस्थान को, एक व्यापारी द्वारा या एक व्यावसायिक संस्थान द्वारा दूसरे व्यापारी, व्यावसायिक संस्थान अथवा किसी ग्राहक को लिखे जाते हैं।
एक अच्छे व्यापारिक पत्र में निम्नलिखित गुण होने चाहिये।
1. व्यापारिक पत्र पूर्णतः स्पष्ट होना चाहिये। जो भी बात कही जाये वह इतनी स्पष्ट होनी चाहिये कि पत्र पाने वाला एक बार पढ़कर भली-भाँति समझ सके, ताकि अनावश्यक समय नष्ट न हो।
2. पत्र संक्षिप्त होना चाहिये।
3. पत्र लिखने वाली फर्म का नाम व पता पत्र में बायीं ओर लिखकर उसके नीचे,पत्र लिखने की तारीख लिखनी चाहिए ।
4. जिस फर्म को पत्र लिखा जाता है, उसका पता पत्र में बायीं ओर लिखा जाता है।
5. यदि किसी व्यक्ति को पत्र लिखा जा रहा है तो उसके नाम से पूर्व Mr/Shri लिखा जाता है। यदि किसी फर्म को पत्र लिखा जा रहा हो तो उसके पूर्व Messers या M/s लिखते हैं।
6. अभिवादन के नीचे वाली लाइन से पत्र का प्रारम्भ निम्न प्रकार से होता है।

  •  We are pleased to receive your letter No…………..dated…………..
  •  Thanks, for your letter No…………… dated……………..
  •  With reference to your letter No……….. dated…………
  •  Please refer to your letter No……….. dated …
  •  I shall be much obliged if you send me…
  •  Please despatch as early as possible……….

7. पत्र समाप्त होने के पश्चात् दूसरी लाइन में बायीं ओर प्रायः Yours faithfully लिखा जाता है।
8. इसके पश्चात् भेजने वाले के हस्ताक्षर होते हैं। यदि पत्र किसी फर्म के द्वारा लिखा जाता है तो उसका स्वामी उस पर हस्ताक्षर नहीं करता है। यह कार्य किसी अन्य के द्वारा किया जाता है। अतः ऐसी स्थिति में फर्म के नाम के पूर्व For शब्द लिखा जाता है, उसके नीचे हस्ताक्षर किये जाते हैं। नीचे हस्ताक्षरकर्ता का पद लिखा जाता है।
9. जो वस्तु मँगवाई जा रही है उसका आवश्यक विवरण तथा संख्या अवश्य ही लिखें ताकि कोई भ्रम पैदा ना हो।
10. आपके द्वारा भुगतान किस माध्यम से किया जायेगा, यह भी अवश्य लिखें। 47991-Cheque, Draft, Money Transfer (RTGS/NEFT), etc.
11.

पत्र जिसको लिखा जा रहा है। Address Salutation Subscription
(i) एक व्यापारी को Mr/Shri Mr R. K. Sharma 7-M.G. Road, Jaipur Dear Sir Yours faithfully
(ii) एक फर्म को M/s Nirmala Sports Home Mount Road, Chennai Dear Sirs Yours faithfully

Business Letters
Format
RBSE Class 12 English Letter Writing Business Letters 1

(i) Making Enquiries
Question 1.
As the proprietor of Kitty Garment Showroom, write a letter to M/s Amba & Brothers inquiring about the range of children’s wear and variety they provide. Invent all the necessary details.
Answer:
Kitty Garment Showroom,
Mohan Nagar
Sriganganagar
14th November 20–
The Manager
M/s Amba and Brothers
Nai Sarak
New Delhi
Subject:
Information about the Children’s wear
Sir
We have opened a new showroom for children’s wear and are aware of the glory of your esteemed name. We also want to associate with you and flourish in the field. Thus, provide us with the details of your range and variety in the mentioned category. Also, favour us by enlightening us on the following:

  •  Discounts you offer on a new business relation
  •  Usual concessions
  •  Mode of payment and transport
  • Transport and delivery charges
  •  Provision of the unsold wear and nature of the seasonal wear
  •  Any specific information you want to convey to us

Looking forward to a positive response.
Yours faithfully
Raja Chaudhary
(Proprietor)

[Word-meanings: range = एक ही प्रकार की विभिन्न वस्तुएँ। mentioned= वर्णित। favour= अनुग्रह करना। enlightening= अपेक्षित जानकारी देना। provision = भविष्य की स्थितियों से निपटने की तैयारी। ]

Question 2.
You are Naina of Bhilwara. Write a letter to the Manager, Shagun Garden, Jodhpur to find out the rates for conducting the wedding reception of your sister on the lawns, enquiring about the catering cost per head, service and decoration charges and advance to be paid. (Business letter)
Answer:
9 B.R.C. Vyas Nagar
Ajmer Road
Bhilwara
22 August 20–
The Manager
Shagun Garden
Jodhpur
Subject:
Rates for conducting the wedding reception
Dear Sir, We want to conduct our sister’s wedding reception on the lawns of your garden on the evening of 23 September 20–. There will be around two hundred guests including children. We may also need four rooms. You have to arrange for the decoration, catering and service for the wedding.
Kindly furnish the following details regarding the function:

  • The catering cost per head
  • Service charges
  • Decoration charges
  • Room charges
  • Amount of advance money to be paid.
  • Any other relevant information

Kindly reply at the earliest.
Thanking you
Yours faithfully
Naina

[Word-Meanings: wedding reception= शादी स्वागत समारोह। decoration= सजावट।

Question 3.
You are Sameer, the Tour Incharge of Senior Secondary School, Ajmer. You are planning to organize a tour to a place of historical importance during the summer break. Write a letter to the National Travel Agency, Ajmer enquiring about the charges, facilities and all other necessary details. (Business letter) Answer:
Pratap Senior Secondary School
Ajmer
20 May 20–
The Manager
The National Travel Agency
Ajmer
Subject:
Enquiry about the charges and facilities of a tour
Dear Sir
Pratap Senior Secondary School, Ajmer is planning a three-day tour to a place of historical importance during the summer break. The students of class XI and XII are planning to visit Delhi. There are 180 students in all. Six teachers and three peons will also accompany us.
Kindly, furnish the following details regarding the charges and facilities you provide:

  • How will you accommodate us?
  • Number of rooms and their total charges
  •  Arrangement of breakfast, lunch and dinner and the charges per head
  •  Arrangement of four luxury buses and their charges

Yours faithfully
Sameer
(Tour Incharge)

[Word-meaning: accommodate= ठहरने की व्यवस्था करना। ]

Question 4.
You are Mohan/Mohini of Class XII. You are responsible for conducting a farewell party. Write a letter to the Manager, Ashoka Hotel, Sindhi Camp, Jaipur to make an enquiry about the rates to use their hall for the party. You study in Jawahar Sr. Sec. School, Chaura Rasta, Jaipur.
Answer:
Jawahar Sr. Sec. School
Chaura Rasta
Jaipur
02 February 20–
The Manager
Ashoka Hotel
Sindhi Camp
Jaipur
Subject:
Enquiry about charges of the hall for conducting a farewell party
Sir
Our school wishes to organize a farewell party in your hall (party). There are 156 students altogether for this purpose. We will have the party on 11 February 20– from 4 p.m. to 7 p.m. I would like to request you to send me the necessary details like – charges, advance required and confirmation regarding booking.
Thanking you
Yours faithfully
Mohan / Mohini

Question 5.
Write a letter asking for the settlement of an overdue account. This letter will be sent from wholesaler to retailer. (Business letter)
Answer:
Radha Prakashan
New Block
Jodhpur
15 August 20–
M/s Narayan Book Depot
13 Mohini
Banswara
Subject:
Overdue account settlement
Dear Sirs
You have not paid attention to our bill for 5,00,000 which had been pending since long. We have sent three reminders earlier but no reply has come from your side. We request you to settle this account without further delay. Your failure in settling account will compel us to take legal steps to recover the due amount. We hope you will do the needful.
Yours faithfully
For Radha Prakashan
Neetesh Agrawal
(Manager)

[Word-meanings: settlement= समाधान। overdue= बकाया। ]

(ii) Registering Complaints

Question 6.
You took delivery of six cases of crockery from Kota. Out of six cases, one case was delivered to you broken and the contents were found damaged. Write a letter to the Claims Superintendent, West-Central Railway, Jabalpur about the loss and request him to accept your claim.
Answer:
14/A Lal Darwaza
Kota
February 22, 20–
The Claims Superintendent
West-Central Railway
Jabalpur
Dear Sir
We received six cases containing crockery despatched to us by Bawa Glass Factory, Delhi on February 15, 20– against R/R No. 720307. One of the six cases was broken and the contents were found to have been severely damaged. The invoice value of this case is 1500/- (One thousand five hundred only). We are enclosing the invoice in the original. We hope that our claim will be admitted and an early payment will be arranged to oblige us.
Hoping to hear favourably from you soon.
Yours faithfully
For Rana Crockery
Ram Mohan
(Manager)

Question 7.
Write a letter of complaint to a defective watch company about the watch received from them.
Answer:
18, Katra Mahesh Das
Deeg
September 10, 20–
The Niren Watch Company
149 Banerjee Road
Kolkata
Subject:
A complaint regarding a defective watch
Dear Sirs
I am sorry to state that the watch sent by you last month by V.P.P. is not working properly. It stops very often. The parcel was received intact. Hence, I think there is some mechanical defect in the watch. I am sending the watch, invoice and guarantee-card back to you and I request you to replace it by another thoroughly checked watch.
Yours faithfully
Prakash Gupta

Question 8.
You are Anoop living at 7, Adarsh Nagar, Churu. You purchased a washing machine from a dealer. Write a letter for its replacement. (S S Exam 2013)
Answer:
7 Adarsh Nagar
Churu
13 October 20–
M/s Tulip Appliances
M.G. Road, Jaipur
Subject:
Complaint regarding the defective washing machine
Dear Sirs
I bought a washing machine from your showroom with a warranty of 2 years. But only 8 months have passed by and it has started troubling me. For a month its dryer has not been functioning properly while the system creates a loud noise during the washing of clothes. It gave me an electric shock when I switched it on yesterday. I hope you will understand the urgency of the situation and send a technician to rectify these defects or replace it soon.
Yours faithfully
Anoop

Question 9.
Write a reminder to a customer to whom your firm supplied goods on credit and who has not paid the money yet. A letter which was sent previously demanding payment remains unrealised. (Business letter)
Answer:
M/s Jaggimal Kirorimal
M. G. Road
Dholpur
March 14, 20–
M/s Amar Trading Company
47 Station Road
Ajmer
Subject:
Outstanding Payment
Dear Sirs
We are sorry to note that a customer of your goodwill has not noticed our previous letter dated February 5, 20– for the settlement of our account.
Maybe, it might escape from your knowledge.
We request you to remit us a sum of 20,000/- (Twenty thousand only) standing against you at your earliest.
Yours faithfully
For Jaggimal Kirorimal
B. P. Sharma
(Proprietor)

(Word-meanings: goodwill = ख्याति। previous = पूर्व के। escaped = किसी बात पर ध्यान न जाना। standing= पहले जैसा रहना। remit = किसी व्यक्ति को भुगतान करना।

Question 10.
You have placed an order for few books with Mohan Pustak Mandir, Chaura Rasta, Jaipur. You have not received the books to date. Write a letter to them complaining about the non-compliance of your order. You are Satish Gupta residing in Ram Nagar Colony, Churu. (Business letter)
Answer:
Ram Nagar Colony
Churu
20 January 20–
M/s Mohan Pustak Mandir
19 Chaura Rasta
Jaipur
Subject:
Non-compliance of order
Dear Sirs
I placed an order for few books with you on 1 January 20–. I have already sent you a money order No. 677777 dated 1 January 20– for the required amount. I regret to say that the books have not been received to date. This non-compliance of the order has disturbed me. The books ordered are very urgently needed. These were the books on English Grammar that will help me to prepare for RAS entrance exam. Since the books have not reached me, my studies are getting disturbed.
Kindly, despatch the books as early as possible. If they are not received within a week, the order will stand cancelled.
I would appreciate your immediate attention to this matter.
Yours faithfully
Satish Gupta

Question 11.
Write a letter to the Standard Book Co., Ajmer, complaining about the poor quality of books supplied to your library. You are Nikhil, Librarian of Govt Senior Secondary School, Ajmer. (Business letter)
Answer:
Govt Senior Secondary School
Ajmer
20 March 20–
M/s Standard Book Company
12 – Naya Bazar
Ajmer
Subject:
Supply of poor quality books
Dear Sirs
We are one of your regular customers. We placed an order for the purchase of about four hundred books for the school library. We regret to inform you that the books supplied by you are of poor quality. Following are the defects that we would like to bring to your kind notice:

  •  Thirty copies of World History are of 2011 edition. Similarly, twenty copies of English Grammar by R.K. Lakhani are of 2009 edition while the latest editions are available in the market.
  •  We ordered twenty copies of Modern Algebra by R.K. Kapoor. These books are in very bad condition.

We await the replacement of the old-editioned and defective books.
Yours faithfully
Nikhil
(Librarian)

Question 12.
Write a letter to M/s Jain Traders, Ajmer complaining about the quality of computers received in response to your order. You are Ramesh, 18-D, Mahaveer Nagar, Ajmer. (Business Letter) (S.S. Exam 2016)
Answer:
18-D Mahaveer Nagar
Ajmer
20 April 20–
M/s Jain Traders
Ajmer
Subject:
Poor quality of computers
Dear Sirs
I bought a computer set from you on 16th January 20–. Your service engineer installed it the same day. I regret to say that the set is of very poor quality. The speakers are not working and the monitor shows wavering lines making the picture vague. The printer is also not working well. We ordered for i-3 but you supplied core 2 duos. There is a substantial difference in the price of both the operating systems.
Your firm enjoys goodwill in the computer market but this deal is not according to your image.
You are requested to get the computer replaced at the earliest with one of upgraded quality and technology.
Yours faithfully
Ramesh

[ Word-meanings: wavering= टेढ़ी – मेढ़ी। vague=अस्पष्ट, धुँधला। substantial= भारी। ]

(iii) Asking for and Giving Information

Question 13.
Write a letter on behalf of M/s Gupta & Sons, 14-A/21, Kanhaiya Street Sikar to M/s Sita Ram Om Prakash, 18- Chaura Rasta, Jaipur asking quotations for woollen clothes and their rates of discount and terms regarding payment. (Business Letter)
Answer:
M/s Gupta & Sons
14-A/21 Kanhaiya Street
Sikar
January 10, 20–
M/s Sita Ram Om Prakash
18 Chaura Rasta
Jaipur
Subject:
Quotations for woollen clothes
Dear Sirs
Please send us your price-list and quotations for woollen clothes within a week of the receipt of this letter.
Kindly let us know the rate of discount and your terms of payment and delivery.
Hoping to receive an early reply.
Yours faithfully
For Gupta & Sons
Ramesh Gupta
(Manager)

Question 14.
Write a letter on behalf of M/s Sita Ram Om Prakash, 18- Chaura Rasta, Jaipur to M/s Gupta & Sons, 14- A/21, Kanhaiya Street Sikar sending quotations for woollen clothes and their rates of discount and terms regarding payment. (Business Letter)
Answer:
M/s Sita Ram Om Prakash
18 Chaura Rasta
Jaipur
16 January 20–
M/s Gupta & Sons
14-A/21 Kanhaiya Street
Sikar
Subject:
Reply about quotations for woollen clothes
Dear Sirs With reference to your letter asking quotations for woollen clothes, we are sending you the following quotations:

S.No. Items Quantity Scheme/Discount Amount
1

2

3

Sweaters

Caps

Socks

1 dozen

1 dozen

1 dozen

+ 1 piece

+ 2 pieces

+ 2 pieces

1512/-

138/-

312/-

We accept payment only through RTGS/NEFT in advance.
Yours faithfully
For M/s Sita Ram Om Prakash
Prabhu Dayal
(Manager)

Question 15.
You are P.N. Pandey from Meena Pustak Mandir, Chaura Rasta, Jaipur. Write a letter to Mr Raghunath Pathak, Manager, Modern Book Depot, 27 Kote Gate, Bikaner replying to his request for your full catalogue. (Business letter)
Answer:
M/s Meena Pustak Mandiri
Chaura Rasta
Jaipur
24 February 20–
Mr Raghunath Pathak
Manager
Modern Book Depot
27 Kote Gate
Bikaner
Subject:
Your request for sending catalogue
Dear Mr Pathak
Thank you for your letter dated 18th February. We are pleased to send you a copy of our catalogue. The terms and conditions for the wholesale dealers are as such:

  • 15 per cent discount for the wholesalers over the usual discount of 20 per cent.
  • The books are sent by transport. Half the expenses are borne by us.
  • Payment is accepted through RTGS and NEFT.

We await your order.
Yours faithfully
P.N. Panday
(Sales Manager)

(iv) Placing Orders and Sending Replies

Question 16.
Write a letter to Ajay Trading Company regarding the supply of sports article for your club. (S.S. Exam 2017)
Answer:
Excel Club
Sadar Bazar
Hanumangarh
March 5, 20–
Messers Ajay Trading Company
170 Industrial Area
Jaipur
Subject:
Supply of Sports Material
Dear Sirs
We request you to supply us the following items as per your rates, by passenger train and forward the Railway Receipt through the State Bank of India, Hanumangarh.

S.No Items Quality Quantity
1. Olympic Hockey Sticks Best quality 40
2. Volleyball New No. 5 New No 5 12
3. Hockey balls Best quality 20

Please see that the goods are despatched well in time to reach us within 15 days.
Yours faithfully
For Excel Club
S. R. Gupta
Secretary

Question 17.
Write a letter to M/s Mittal Publishing House, D-26, Industrial Area, Mathura ordering some books by post.
Answer:
95 Ashok Marg
Jodhpur
24 August 20–
M/s Mittal Publishing House
D-26 Industrial Area
Mathura
Subject:
A purchase order for Books
Dear Sirs
I shall be grateful if you could kindly send me the following books by V.P.P. at the given address.

  • Excellent English Course – XII one copy
  • Chemistry Refresher Smartbook – XII one copy

Thanking you
Yours faithfully
Mohan Sharma

Question 18.
You came across an advertisement for Career Boosters in “The Times of India” for the preparatory books of Medical Exams and decide to buy them. Write a letter to the Manager of Career Boosters placing an order for the same. You are Ranjan Sharma, 210 Pratap Ganj, Chittorgarh. Use the information given in the advertisement.

BOOKS
by
CAREER BOOSTERS
The preparatory material for success in
MEDICAL ENTRANCE
* Home Delivery
* Cost 2000/- excluding postal charges
for 100% Result
ORDER NOW AT OFFICE ADDRESS:
The Manager,
Career Boosters,
IInd floor, Sabal Buildings
Jodhpur
Ph No. 123456789

Answer:
210-Pratap Ganj
Chittorgarh
4 May 20–
The Manager Career Boosters
Ilnd Floor, Sabal Buildings
Jodhpur
Subject:
Order for preparatory books of Medical Entrance
Dear Sirs
With reference to your advertisement in the esteemed newspaper ‘The Times of India,’ I want to purchase the books to prepare for the Medical Entrance Exams. In accordance with your norms of cost and postal charges, I am sending a Money Order of the said amount and hope for the earliest delivery of the preparatory material.
Yours faithfully
Ranjan Sharma

[Word-meanings: esteemed = प्रतिष्ठत। preparatory = तैयारी करने की। in accordance with = के अनुसार। norms = मानदण्डों ]

Question 19.
You are Subash, Sales Manager, Mittal Publishing House, Mathura. Write a reply to N. K. Jain, from Naya Bazar, Hindaun telling him about the order placed by him.
Answer:
Mittal Publishing House
D-26 Industrial Area
Mathura
22 July 20–
N.K. Jain
Naya Bazar
Hindaun
Subject:
Reply to order
Dear Sir
We received a letter placing an order of some books, but it is regretted that we don’t send books through V.P.P. If you want to get books, you will have to make the whole payment of the books in advance. The payment details are as follow:

  • Excellent English Course Class XII                        200/-
  • Excellent Maths Refresher Smartbook Class XII 150/-
  • Postat Charges                                                      46/-
  • Total Payment                                                      396/-

You can send a money order or demand draft of the said amount.
Thanking you
Yours faithfully
For Mittal Publishing House
Subhash
(Sales Manager)

Question 20.
You are Shyam Arora, the manager of Mohan Publishing House. Write a letter in response to the bulk order of books by Diwan Educational Academy, Bikaner. Produce the necessary details.
Answer:
Mohan Publishing House
Jaipur
16 November 20–
Diwan Educational Academy
Bikaner
Reference: No. 284/3
Subject:
Replying to the order placed by you
Sir
We are very grateful to you for considering us for this order of books in bulk. It will be our first dealing with you but certainly not the last. We readily accept your demand of 15% discount on the purchase in bulk in addition to an extra 5% given to the Educational Institutions. We assure you for the timely delivery of books in proper condition.
Warm regards
Yours faithfully
Shyam Arora
(Manager)

Question 21. (Sr Sec. 2014)
You are the Principal of your school. You want to purchase furniture. Write a letter to M/s Sharma and Brothers placing an order for school furniture.
Answer:
The Principal
Kirorimal Sr Sec. School
Barmer
26 March 20–
M/s Sharma & Brothers
E-25 Kailash Marg
Bhilwara
Subject:
An order for school furniture
Dear Sirs
I shall be grateful if you could kindly send me the following items by transport –

Sr. No. Items (Furniture) Quantity
1. Almirah small size 2
2. Tables & Chairs (Iron) 80 pairs

Please see that these items are dispatched well in time to reach us within 10 days. Your payment will be made through multicity cheque of Punjab National Bank payable at Barmer on receipt.
Yours faithfully
Madhav Krishna
(Principal)