Odisha State Board CHSE Odisha Class 11 Invitation to English 3 Solutions Business Letter Writing Textbook Activity Questions and Answers.
CHSE Odisha 11th Class English Business Letter Writing
Business Letters
A business letter is written for a particular purpose. Its aim is to transact some particular business. For example The letter you write to a sports-goods firm asking for information about their products and the reply they send you are business letter.
A business letter normally has seven parts some of which are not found in personal letters.
1. Sender’s address at the top right-hand comer.
2. The Date:
As in the personal letter, the date is written or typed on the right below the sender’s address.
3. The Inside Address:
The address is placed on the left, two or three lines below the line of the date (which is on the right). Each line of the address begins on the left margin. Here are some examples :
Shenai and Shenai
Auditors
Court Chambers
Chennai – 400020
The Divisional Superintendent
Central Railway
Vijayawada – 520001
4. The Salutation:
Dear Sir, Dear Sirs, and Madam – are the most common forms.
5. The body of the letter:
This part contains the actual message to be conveyed – make your letter brief, clear and courteous. The letter need not be stiff or cold. Avoid the old formulas which were fashionable. Here are some old phrases that are no longer used : Yours of ever date to hand at your earliest convenience.
6. The subscription of the complimentary close:
The most common forms in business letters are ‘Yours truly’, and ‘Yours faithfully’. In very formal letters such as letters to high dignitaries, you will find ‘Yours respectfully’, ‘Yours obediently’ or ‘Your obedient servant’. If you have used a personal name in the salutation, the subcription should be ‘Yours sincerely’.
7. The Signature:
The formal letter requires your full signature. Characteristics of a good business letter
1. A business letter must be courteous and considerable
2. It should be precise and clear.
3. It must be complete.
4. A business letter must be brief.
Activity 9
Here is a letter about the introduction of a new mosquito-repellant. Read it carefully, paying attention to the various points.
Quality Marketing Agency
27 Janpath, Bhubaneswar
4 March, 20
To
Mr. M.K. Pradhan
Managing Director
Home Products India Ltd.
Industrial Estate, Mancheswar, Bhubaneswar.
Dear Mr. Pradhan,
As requested by you, vide your letter No. MD/NS/2233 dated 2.2.20 we have carried out a market survey to check the public’s acceptance of the new mosquito repellant which your company plans to manufacture. We conducted an opinion poll covering 1000 families in the coastal districts of Orissa. Forty percent of these families use mosquito repellants, but most of them are unhappy with the existing products in the market. They find the electronic repellants too expensive while the coil-based ones emit too much smoke.
The preference is for an expensive product, preferably one that produces no smoke. Our study suggests there may be a good market for a new repellant, provided these requirements are kept in mind. We recommend that your company should concentrate on manufacturing an improved kind of smoke-free mosquito coil, preferably one that produces a pleasant fragrance.
Yours sincerely,
S.K. Patnaik Director of
Research Quality
Marketing Agency
Answer the following questions.
1. Who made the request for the study?
2. By whom was the study made?
3. What was the purpose of the study?
4. What kind of procedure was used for the study?
5. What were the findings from the study?
6. What was the conclusion arrived at?
7. What was the recommendation made?
Did you observe that Mr. S. K. Patnaik did not use the official letter format as he was using a printed letterhead?
Answer:
1. Mr. A. K. Pradhan, the Managing Director, of Home Products India Ltd, had made the request for the study.
2. The study was made by the Quality Marketing Agency.
3. The purpose of the study was to test the public’s acceptance of a new mosquito repellant.
4. The Quality Marketing Agency conducted an opinion poll covering a thousand families in the coastal district of Orissa to know their opinion on mosquito repellants available in the market.
5. The study revealed that people were not satisfied either with electronic repellants or coil-based ones. They showed a preference for a less expensive product and that which produces no smoke.
6. It was concluded that there is a market for a new repellant that is less expensive. Besides, it produces no smoke.
7. It was recommended that Home Products Ltd. should manufacture a smoke-free mosquito coil and one that produces a pleasant smell.
Activity 10
Imagine that you are the President of the Literary Society of your College. Your Society plans to publish a journal. You have asked the Secretary of the Society to contact all the printing firms in the town and to select one of them to print your journal.
Here is the letter that the Secretary submitted to you. Some parts of the letter are missing. Supply the missing parts.
LITERARY SOCIETY
………………… COLLEGE
5 February,
To
Prof. B. Pujari
President
Literary Society
Sir,
______________________________________
______________________________________
______________________________________
A team consisting of the Secretary and the Assistant Secretary of the Society contacted all five printing firms in the town and obtained quotations from them for the printing of the proposed journal. All the firms quoted the same price, that is, Rs. 5000/- for 1000 copies. Rasmita Printers, however, offered a discount of ten percent, provided we allowed them an extra period of fifteen days for printing.
___________________________________________________________________________________________________
___________________________________________________________________________________________________
______________________________________________________
Yours faithfully,
S. Pujari
Secretary
Answer:
Literary Society
B.J.B. College, Bhubaneswar
5 February, 20
To
Prof. B. Pujari
President
Literary Society
Sir,
As desired by you a team consisting of the Secretary and Assistant Secretary of the society contacted all five printing firms in town and obtained quotations from them for the printing of the proposed journal. A team consisting of the Secretary and the Assistant Secretary of the Society contacted all five printing firms in the town and obtained quotations from them for the printing of the proposed journal.
All the firms quoted the same price, that is, Rs. 5000/- for 1000 copies. Rasmita Printers, however, offered a discount of ten percent, provided we allowed them an extra period of fifteen days for printing. Since we do not need the copies of the journal till a month later, we could consider the offer of Rasmita Printers as it will cost us Rs. 500/- less than the offers quoted by other printing firms.
Yours faithfully,
Puja Udgata
Secretary
Activity 11
A customer approached a bank for a house-building loan. Before sanctioning the loan, the Branch Manager asked the Field Officer to examine the application and suggest whether the loan should be sanctioned. The following is the letter that the Field Officer wrote. Some parts of the letter are missing. Re-write the missing parts, using the hints supplied.
SBI PD BRANCH
CRP Square
Bhubaneswar
3rd March,
To
Mr. M. Mishra
Branch Manager
SBI PD Branch
CRP Square
Bhubaneswar.
Sir,
1. As described by you in your letter No. 254 dt. 24 February, I examined the application of Mr. J. K. Panda for a house-building loan. (inspection of the site – examination of documents – Mr. Panda interviewed)
2. My examination of the application and the relevant documents reveals : (ownership and size of the plot – whether the plot is a disputed one – Mr. Panda’s monthly income, and whether any other loan has been taken by Mr. Panda – Conclusion).
3. As Mr. Panda is a deserving party, the sanction of the loan is recommended.
Yours faithfully,
K.C. Panigrahy
Field Officer
Answer:
SBI PD BRANCH
CRP Square
Bhubaneswar
3 March, 20.
Prof. M. Mishra
Branch Manager SBI
PD Branch
CRP Square
Bhubaneswar
Sir,
1. As desired by you in your letter No. 254 dt. 24 February 20, I examined the application of Mr. J.K. Panda for a house-building loan. I also personally inspected the site, interviewed Mr. Panda, and examined the documents relating to the plot.
2. My examination of the application and the relevant documents reveal that the site is an undisputed one. To date, all land cess has been paid and the plot is litigation free. Mr. J.K. Panda is the owner of the plot and he has clear papers certifying its ownership. The plot is 112 decimals in size and its market value is around Rs. 8.00 lakhs. Mr. Panda also has a regular income of Rs. 15,000 and has no outstanding loan in his account.
3. As Mr. Panda is a deserving party, the sanction of the loan is recommended.
Yours faithfully,
K.C. Panigrahy
Field Officer