Circulars and Orders

8/9/2019 Circulars and Orders

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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

Documents

Circulars and Orders