Letter of reference


1. Importance of Commercial Correspondence

Commercial correspondence has a number of importance. Its most important feature is the ease of reaching & communicating with different parties.

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A business correspondence helps khổng lồ meet some organizational goals. One can achieve the objectives through it. Let us study some of them in detail.

2. Functions of different types of correspondence

Commercial correspondence has a sender & a receiver. The sender can be a person or an organization, & the same goes for the receiver.

Depending on the purpose & function of mailing, business correspondence can be classified into several types as follows:

a. Letter of inquiry

This type of letter is used when you want to inquire about another company's products, services, etc. If you're going lớn write an inquiry letter, make sure you gather as much information as possible. Make a checklist of issues you need khổng lồ learn so that you don't miss any information.


Reasons lớn write an enquiry

To obtain information (prices, technical data…)

To receive printed matter (booklets, catalogues, price lists, or reports)

To receive sample products, demonstrations…

To seek special favours (permission, advice, help, discounts…)

General guidelines

State clearly và concisely what you want right from the beginning.

Keep your enquiry short và to the point, easy lớn understand, and easy khổng lồ answer

Be reasonable

Provide complete and accurate information

b. Reply khổng lồ enquiry

A response of enquiry provides the answers or information requested in a letter of inquiry. The objective is to satisfy the enquirer with an kích hoạt that fulfills their request.


The purpose of writing a response letter is to:

Confirming that you can help

Selling your product

Suggesting alternatives if you vì not have what the enquirer has asked for, but have an alternative.

Referring the customer to lớn another place if You may not meet the inquiry.

Sending catalogues, price lists, prospectuses, & samples. Enclose current catalogues and price lists with your reply.

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Take this opportunity khổng lồ ‘sell’ your product.

c. Order letter

This type of letter is used when you want lớn place an order with a company. The order letter needs khổng lồ contain the correct information, so you need to double check all the parameters before sending the letter.

Use simple and clear words. Long sentences often make it difficult for readers to lớn follow và understand the writer's ideas.


d. Letters of complaint

This is a type of letter written by a person or organization that is not satisfied with the sản phẩm or service of the recipient company.

When writing a letter of complaint, it is important khổng lồ maintain a polite tone of voice, even if you are very upset và have a lot to complain about.


e.Adjustment letters

Used when responding to lớn a customer complaint letter. The toàn thân of the letter should show how the problem with the sản phẩm or service was resolved (or not).

This type of letter is difficult because the readers are usually customers who are not satisfied with the company and are very angry, so it is necessary lớn use appropriate language to lớn appease them without affecting the business of the company.


f. Cover letters of order

It is a business letter enclosed with an offer lớn explain what are not said, make everything clearer, and địa chỉ some favourable comments.