circulars and orders
TRANSCRIPT
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CIRCULARS &ORDERS
BY,
Renny M P.
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CIRCULAR LETTERS
LEARNING OBJECTIVES
Discuss the objective of business letters
Explain the situations when the circular are
sent list the merits of circular letters
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CIRCULARS
There may be a large number of
situations in which the customers and the
public will have to be informed aboutcertain happenings in the business. This is
necessary so that the receiver of the letter
can adjust his dealings according to the
new situation.
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INTRODUCTION
When the business man has to
communicate some message to a large
number of customers and suppliers, the
business organization uses circular letters.
To make it effective letters must be drafted in
an attractive style and appropriate tone.
INTRODUCTION
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OBJECTIVES
To make reader more interested in their
contents
To gain the cofidence of the readers.
To obtain publicity for a merchandise.
To stimulate sales.
To impress the readers with the facts of the
products.
To obtain publicity for merchandiselk
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WHEN SITUATIONS CIRCULAR
LETTERS ARE SENT Establishment of new firm Introduction of new products
Change in premises
Admission & retirement of partner
Clearance sales & reduction in price of products Conversion of partnership into limited company
Obtaining agency
Authorization of powers
Issue of bonus shares
Circulation of resolutions to be proposed in annual general meeting
Removal of business Offer of new shares to existing shareholders
Change in the constitution of the firm
Change of address or title
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MERITS OF CIRCULAR LETTERS
It is less expensive
Information can be conveyed to hundreds
of customers and suppliers
It can be read at more convenient time
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S.K TRADERS
73,NARIMAN ROAD MYSORE
26-3-2004
To,
M/S BBN appliances
Nagarjun road
Mysore
Dear Sir,
We thank you for your quotation of March 20, 2004.We find both qualities andprices satisfactory. I am pleased to place an order with you for the followingappliance at the prices and on the terms quoted:
Qty Item Prices
20 sandwich mixer rs.950
40 citrus swicer rs.850
15 pop up toaster rs.750Above prices include delivery by railway with a cash-payment discount of 3%.
We place the order on the understanding that the goods will be dispatched toreach us not later than April 2, 2004.
Yours sincerely,
S.Roya Rao
(Proprietor)
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ORDERS
LEARNING OBJECTIVES
Explain the purpose of order form
Provide hints for drafting order letter Draft letters of order, execution and
cancellation letters
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INTRODUCTION
An offer after accepted is followed by an
order. The letter accepting the offer is
called a letter of acceptance. Order is an
offer to buy goods from a seller. By nature
order is a good news letter. The order is
the commitment on the part of the buyer to
pay for the goods received by him. Anorder should be placed with great caution.
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HINTS FOR DRAFTING ORDER
LETTER Give necessary informations required
State the mode not payment
Furnish special informations regardingpackage and marking
Details of shipment of goods
Emphasize onquality,promptness,discount and time
factor
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Indicate the address to which the goods areto be delivered
Thank the seller for the quotation he has
sent
Be clear on quantity ordered
Mention the negotiated price
Give an appropriate closure State the manner of payment
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The seller must find out and clear
himself regarding the following beforethe order is executed:
He must be clear regarding the price &
technical specification
The seller must have no doubt regarding
the time factor & terms of payment He must check the delivery terms
The seller check the stock position
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Any of the following situations may
lead to a first order: Seller samples/quotations are approved
Buyer willing to try an offered substitute
Buyer intends to try a product in a new
area
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Types of order
First order
Routine order
Repeat order
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First or trial order
Prices and terms are settled by a
quotation discussion, and samples are
approved but you have still to make sure
that the seller gives efficient service, that
is, proper packing, delivery of goods in
time, prompt receipts for payments etc
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Repeat order
When the buyer is satisfied with goods
bought on a trial consignment he mayplace a repeat order.
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Routine order
The most important thing to convey in a
routine order is the details of requirements
prices and terms are usually placed by
filling in order forms which may be
accompanied by a letter.
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SPECIMEN CIRCULAR LETTER INFORMING ABOUT THE CHANGE OF PREMISES
NAZZ APPLIANCES LIMITED
13, HALL BAZAR
,AMRITSAR
JULY10,2004
Dear friend,
We are grateful to you for reposing your valuable trust in our products due to which our
company continues to grow from strength to strength. Owing to expansion of our
activities and growth of business-all with your sincere co-operation, we have decided to
shift from our old premises at Hall Bazar to new premises.NAAZ Appliances ltd
17, Lawrence road
Amritsar
You will feel pleasant to visit this new premises well furnished, attractively decorated
and fully air-conditioned to provide speedy and excellent services. Persons coming from
out station will feel comfort of nearness to railway station.
Remember our telephone number remain the same
2238402,2248903,2258704.Ring us at our new premises for any enquiry or
information.We will be always at your service.
Please visit soon at new premises of yours.
Cordially yours,
Atul Sundram
(M.D)
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REFERENCES
AUTHORR.C Bhatia
Both Raj
TEXT
Business communication
Business communication
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THANK YOU