Business Letter Writing

A complaint letter is a formal written communication sent by a customer to a supplier, seller, or service provider to report a defect, mistake, or deficiency in goods or services and to request a remedy such as replacement, repair, or refund.

Ganesh Traders Pokhara-8, Kaski Phone: 061-XXXXXX Email: ganeshtraders@gmail.com

Date: 5 Jestha 2082

To, The Sales Manager ABC Company Biratnagar, Morang

Subject: Enquiry for price list and terms of supply of goods

Dear Sir/Madam,

We are pleased to introduce ourselves as wholesale dealers in stationery and general merchandise at Pokhara-8, Kaski. We have run this business successfully for ten years and enjoy a good reputation among our customers and suppliers.

We now intend to expand our business by dealing in the products manufactured by your company. Therefore, we would like to have your latest catalogue and price list of the following items:

1. Exercise books (100 pages and 200 pages)
2. Gel pens and ball pens
3. File covers and box files
4. Register books of assorted sizes

We shall be grateful if you kindly send us the following information along with your quotation:

Price: Your lowest net price per unit for each item, together with the rate of trade discount and any special discount allowed on bulk purchase.

Mode of payment: Whether you accept payment by bank draft, cheque or cash on delivery. Please also state whether you allow a credit period of 30 days, and the rate of cash discount, if any, for prompt payment.

Delivery of goods: The time required for delivery after receipt of our order, the mode of transport (road or air cargo), and whether the goods will be delivered at our godown in Pokhara or at your factory gate. Please also mention who will bear the freight and insurance charges.

We assure you that a large and regular order will follow if your terms are found satisfactory. Kindly send your reply at the earliest so that we can place our order without delay.

Yours faithfully,

Ganesh Bahadur Shrestha Proprietor Ganesh Traders

The two usages of a business letter are:

1. External communication — to correspond with customers, suppliers, banks, government offices and other outside parties.
2. Internal communication — to exchange written messages within the organisation, such as between departments or between management and employees.

Application for the Post of Accountant

Bishal Nagar, Butwal-8 Rupandehi, Nepal

15 Jestha 2081

The Human Resource Manager Sankalpa Co-operative Organization Butwal, Rupandehi

Subject: Application for the post of Accountant

Dear Sir/Madam,

With reference to your advertisement published in The Rising Nepal dated 10 Jestha 2081, I wish to apply for the post of Accountant in your esteemed organization. I believe that my academic background and practical skills make me a suitable candidate for this position.

I am a graduate in Bachelor of Business Studies (BBS) from Tribhuvan University, securing a first division. I have also completed a six-month computer training course covering MS Excel, Tally ERP 9 and other accounting software. During my one-year work experience as an assistant accountant at Siddhartha Saving and Credit Co-operative, Butwal, I handled daily bookkeeping, bank reconciliation, preparation of financial statements and filing of tax returns. I am familiar with the accounting practices followed by co-operative organizations in Nepal.

I am hardworking, honest, detail-oriented and able to work under pressure. I can communicate well in both Nepali and English and am willing to work extra hours when required. I am confident that I can contribute to the smooth financial management of your organization.

I have enclosed my curriculum vitae, copies of academic certificates and experience letters for your kind consideration. If given an opportunity, I assure you of my sincere and dedicated service. I would be glad to appear for an interview at your convenience.

Thank you for considering my application.

Yours faithfully,

Bishal Thapa Contact No.: 98XXXXXXXX Email: bishalthapa@example.com

Enclosures:

1. Curriculum Vitae
2. Copies of academic certificates
3. Experience letter
4. Copy of citizenship certificate

Quality Concern Hetauda, Makwanpur Date: 5 Ashadh 2081

To, The Manager National Departmental Store Kalimati, Kathmandu

Subject: Complaint regarding supply of defective goods

Dear Sir/Madam,

We are writing to bring to your kind notice a serious problem regarding the consignment of goods supplied by your store to our firm on 25 Jestha 2081 vide Invoice No. NDS-1042.

On inspection of the goods received, we found that a large number of items were defective. The details are as follows:

These defective goods are unfit for sale and have caused us financial loss and damage to our reputation among customers. As per the terms of our order, goods supplied must be of merchantable quality.

We therefore request you to take back all the defective goods and either replace them with good-quality goods or refund the amount of Rs 42,500 paid for them within seven days of receipt of this letter. We also expect you to take necessary steps to prevent such defects in future supplies.

We hope you will look into the matter promptly and settle it at the earliest. We look forward to your positive response.

Yours faithfully,

Ramesh Shrestha Manager Quality Concern Hetauda, Makwanpur Contact: 9841XXXXXX

(1) Clarity, (2) Conciseness, (3) Courtesy, (4) Completeness.

A good business letter should be clear (easy to understand), concise (short and to the point), courteous (polite in tone) and complete (containing all necessary information).

Application Letter for the Post of Information Officer

Shreya Karki Kathmandu-14, Bagmati Province Mobile: 98XXXXXXXX Email: shreya.karki@example.com

Date: 5 Jestha 2082

The Human Resource Manager Nepal Beema Company Ltd. Kamaladi, Kathmandu

Subject: Application for the post of Information Officer

Dear Sir/Madam,

With reference to your advertisement published in The Kathmandu Post on 28 Baisakh 2082, I wish to apply for the post of Information Officer in your esteemed organisation. I believe that my academic background and practical skills make me a suitable candidate for this position.

I have completed a Bachelor's degree in Business Studies (BBS) from Tribhuvan University with a first division. I also hold a one-year diploma in Information Technology. During my studies and subsequent work, I have gained sound knowledge of information management, data handling, report writing, and the use of computer applications such as MS Word, MS Excel, and database software. I am fluent in both Nepali and English, which enables me to communicate clearly with clients, agents, and staff.

I am confident that my ability to collect, organise, and present information accurately, along with my communication and interpersonal skills, will allow me to handle the duties of an information officer efficiently. I am hardworking, honest, and capable of working under pressure, and I am eager to contribute to the growth of Nepal Beema Company Ltd.

My curriculum vitae, copies of academic certificates, and experience letters are enclosed for your kind consideration. I would be grateful for the opportunity to appear in an interview at your convenience.

Thank you for considering my application. I look forward to your positive response.

Yours faithfully, Shreya Karki

Enclosures:

1. Curriculum Vitae
2. Copies of academic certificates
3. Experience letter

Courtesy, clarity, conciseness, completeness, correctness, and consideration.

A business letter should be polite (courtesy), easy to understand (clarity), brief (conciseness), complete in all details (completeness), free from errors (correctness), and written keeping the reader's interest in mind (consideration).

Application Letter for the Post of Credit Manager

Shreeram Adhikari Baneshwor, Kathmandu Mobile: 98XXXXXXXX Email: shreeram.adhikari@email.com

Date: 5 Jestha 2082

The Manager Sahakari Sewa Co-operative Society Ltd. Putalisadak, Kathmandu

Subject: Application for the post of Credit Manager

Dear Sir/Madam,

With reference to your advertisement published in The Himalayan Times on 2 Jestha 2082, I wish to apply for the post of Credit Manager in your esteemed co-operative organization.

I am a graduate in Business Administration (BBA) from Tribhuvan University with a specialization in finance. I have also completed a six-month training in co-operative management from the National Co-operative Development Board. I have two years of work experience as a Credit Assistant in a reputed co-operative in Lalitpur, where I handled loan appraisal, credit risk assessment, documentation of collateral, follow-up of overdue loans, and preparation of recovery reports. I am well acquainted with the Co-operative Act and Rules of Nepal, the loan policy of co-operatives, and basic accounting software such as Tally and MS Excel.

I am confident that my academic background, practical experience in credit appraisal and recovery, and knowledge of co-operative principles make me a suitable candidate for this post. I am hardworking, honest, and able to work under pressure with a strong sense of responsibility.

I have enclosed my curriculum vitae, copies of academic certificates, experience letters, and a copy of my citizenship certificate for your kind consideration. If selected, I assure you of my sincere service and dedication to the goals of your organization. I would be glad to appear for an interview at your convenience.

Thank you for considering my application.

Yours faithfully,

Shreeram Adhikari Enclosures: Curriculum Vitae, academic certificates, experience letters, citizenship copy

A complaint letter is a formal written communication sent by a customer to a business or supplier to report a problem with a product or service — such as defective goods, poor service, wrong delivery, or overcharging — and to request a remedy like replacement, repair, or refund.

Structure of a Business Letter

A business letter follows a fixed, standard structure so that it looks neat and professional. The main parts, from top to bottom, are shown below.

┌─────────────────────────────────────────────┐
│ 1. Sender's Name & Address                  │
│    (Heading)                                │
│                                             │
│ 2. Date                                     │
│                                             │
│ 3. Inside Address                           │
│    (Receiver's Name & Address)              │
│                                             │
│ 4. Salutation                               │
│                                             │
│ 5. Subject                                  │
│                                             │
│ 6. Body of the Letter                       │
│    (Opening / Main / Closing paragraphs)    │
│                                             │
│ 7. Complimentary Close                      │
│                                             │
│ 8. Signature                                │
│                                             │
│ 9. Enclosures (if any)                      │
└─────────────────────────────────────────────┘

Explanation of Each Part

1. Sender's Name and Address (Heading) The full name and address of the sender is written at the top, usually on the right-hand side. It may also include telephone number, email and website. It tells the receiver where to send the reply.

2. Date The date on which the letter is written is placed just below the sender's address. It is written in full, e.g. 15 January 2025. It serves as a record for future reference.

3. Inside Address (Receiver's Name and Address) The name, designation and full address of the person or firm to whom the letter is sent is written on the left side. It ensures the letter reaches the right person.

4. Salutation A courteous greeting such as Dear Sir / Madam or Dear Mr. Sharma is written below the inside address. It shows respect to the receiver.

5. Subject A short one-line statement that tells what the letter is about, e.g. Subject: Enquiry about price list. It helps the reader understand the purpose at a glance.

6. Body of the Letter This is the main message and is divided into three parts:

• Opening paragraph – states the purpose or refers to previous correspondence.
• Main paragraph – gives the details, facts and arguments.
• Closing paragraph – ends with a polite request or hope for action.

7. Complimentary Close A polite ending such as Yours faithfully or Yours sincerely is written below the body, usually on the right side.

8. Signature The sender's signature, followed by his name and designation, is written below the complimentary close. It gives the letter authenticity.

9. Enclosures If any documents such as price list, cheque or catalogue are attached, they are mentioned at the bottom as Encl: Price list.

Conclusion

These nine parts together make a business letter complete, clear and courteous. A properly structured letter creates a good impression on the receiver and helps achieve the intended business objective.

An order letter is a written communication sent by a buyer to a seller placing an order for goods, clearly specifying the name, quantity, quality, price and delivery terms of the goods required.

Below is a model application letter. Names and addresses are imaginary.

                                                        Kathmandu, Nepal
                                                        15 Poush, 2081

The Human Resource Manager
Himal Trading Pvt. Ltd.
New Baneshwor, Kathmandu

Subject: Application for the post of Account Officer

Dear Sir/Madam,

With reference to your advertisement published in The Kathmandu Post
dated 10 Poush, 2081, I would like to apply for the post of Account
Officer in your esteemed organization.

I have completed the Bachelor of Business Studies (BBS) from Tribhuvan
University with a first division. I have also completed a six-month
training in computerised accounting using Tally and have two years of
experience as an accountant assistant in a trading company. I am
skilled in book keeping, preparation of financial statements, VAT and
tax filing, and bank reconciliation. I can work accurately under
pressure and meet deadlines.

I am confident that my knowledge and experience will be useful to your
organization. I am ready to appear for any test or interview. My
academic certificates, experience letter, citizenship copy and two
passport-size photographs are enclosed.

I would be grateful if you would kindly give me an opportunity to
serve your organization.

Thank you.

                                                        Yours faithfully,
                                                        (Signature)
                                                        Sita Sharma
                                                        Tel: 98XXXXXXXX
                                                        Email: sita@example.com

Enclosures:
1. Copies of academic certificates
2. Experience letter
3. Citizenship certificate
4. Two photographs

Santipur, Kathmandu Date: 15th Magh, 2079

To, The Human Resources Manager, Nepal Bank Ltd., Kathmandu.

Subject: Application for the post of Account Assistant

Dear Sir/Madam,

With reference to your advertisement published in the Santipur News Daily on 10th Magh, 2079, I wish to apply for the post of Account Assistant in your esteemed bank. I believe that my educational qualification and skills make me a suitable candidate for this position.

I am a graduate in Bachelor of Business Studies (BBS) from Tribhuvan University with a specialization in accounting. I have also completed a six-month computer course covering MS Word, MS Excel and accounting software such as Tally. During my studies I worked on several practical accounting projects, which gave me a sound understanding of book-keeping, bank reconciliation and financial statement preparation. I am fluent in both Nepali and English and can work efficiently under pressure.

I have enclosed my curriculum vitae, copies of academic certificates and experience letters for your kind consideration. If given the opportunity, I assure you that I will discharge my duties with honesty, sincerity and dedication.

I look forward to your positive response and would be glad to appear for an interview at your convenience.

Yours faithfully, Ramesh Shrestha Kathmandu Contact No.: 98XXXXXXXX Email: ramesh.shrestha@email.com

Enclosures:

1. Curriculum Vitae
2. Copies of academic certificates
3. Experience letters