Business Letter Format and Examples (11 Samples for Class 10 to 12)
A business letter is a formal letter between a buyer and a seller, or between two offices, about goods, prices, orders or payments. This page has 11 ready samples in the CBSE block format: an enquiry letter, a reply to an enquiry, quotation letters, order letters, cancelling an order, a complaint about a supply, a sales letter and a payment reminder.
Students of Class 10 to 12 can use them to learn the format, and shops, schools and offices can send them as they are. Enter your name and your school or firm in the boxes above, and those details appear in all 11 samples. After that, change the product, quantity and dates to suit your case.
Enquiry Letter Class 10: Sports Goods for School
For the sports teacher of a school who wants prices and terms from a supplier before buying equipment.
Address
City
Organisation Name
Address
City
We are planning to buy sports equipment for our school before the inter-house tournaments next month. We saw your advertisement in Newspaper Name and would like to know more about your products.
We need cricket bats and balls, footballs, volleyball nets, badminton rackets with shuttlecocks, and two first aid kits for the playground. Kindly send us your latest catalogue and price list. Please also tell us the brands and sizes available, the discount you give to schools on bulk orders, the time needed for delivery, and your terms of payment. We would also like to know whether you replace items that are damaged in transit.
An early reply will help us place the order in time for the tournaments.
Sports In-charge
Placing Order Letter Class 10: Books for the School Library
For a school librarian who has received a catalogue and now wants to order books.
Address
City
Organisation Name
Address
City
With reference to your catalogue received last week, kindly supply the books listed below to our library.
1. Advanced learner's English dictionary: 10 copies. 2. Atlas of India and the World: 15 copies. 3. Children's science encyclopaedia, set of four volumes: 2 sets. 4. Hindi story books for middle classes: 25 copies. 5. Book of general knowledge quizzes: 10 copies.
Please send only the latest editions and pack them well so that the covers are not bent or torn. The books should reach the school by delivery date, before the library week. Kindly allow the usual discount for schools. Payment will be made by cheque within 15 days of delivery, after the books are checked against the bill.
Librarian
Order Letter Format for a Shopkeeper
For a shop owner ordering stock from a wholesaler or manufacturer after receiving a quotation.
Address
City
Organisation Name
Address
City
Thank you for your quotation dated quotation date. We are pleased to place an order for the following goods at the rates you quoted.
1. Ceiling fans, model Product Name, white: 40 pieces. 2. Table fans, 16 inch: 25 pieces. 3. Exhaust fans for kitchens: 15 pieces.
Summer demand starts soon, so please dispatch the goods within a week by road transport. Each carton should be sealed and insured against damage on the way. Please send the invoice and the warranty cards with the goods. As agreed, we will pay the bill within 30 days of receiving the stock.
Kindly confirm the order and share the dispatch details.
Proprietor
Phone
Business Letter Format (CBSE Class 10 to 12)
A business letter is a formal letter written for trade or office work: asking for prices, placing or cancelling an order, complaining about goods, asking for payment, or selling a product. CBSE uses the block format, where every line starts from the left margin. The parts, from top to bottom:
| Part | What to write |
|---|---|
| Sender's address | Name of the school, firm or office, then the street and city. In the exam, copy the sender details the question gives you. |
| Date | Below the sender's address, for example 12 March. |
| Receiver's address | The designation first (The Manager, The Sales Manager), then the firm name, street and city. |
| Subject | One short line that says what the letter is about, such as "Order for library books". |
| Salutation | "Dear Sir/Madam," or "Sir,". |
| Body | Paragraph 1: reference and purpose. Paragraph 2: details such as items, quantity, defects or terms. Paragraph 3: what you want the reader to do, and by when. |
| Complimentary close | "Yours faithfully," for a letter to a firm. "Yours sincerely," when you greet the reader by name. |
| Signature block | Your name and designation, such as Librarian, Purchase Officer or Sales Manager. |
| Enclosure | Only if you attach something, such as a list of damaged items or an invoice copy. |
Types of business letter: letter of enquiry, reply to an enquiry, quotation request and quotation, order letter, cancellation of order, complaint letter, sales letter, and payment reminder. Letters to officials and other offices are on the formal letter page. Complaints to an authority are on the complaint letter page.
Quotation Letter: Request for Stationery Quotation
For a school or office that wants rates from several suppliers before choosing one for the year.
Address
City
Organisation Name
Address
City
Our school needs a regular supplier of stationery for the coming academic session. We invite you to send your best quotation for the items given below.
A4 copier paper, ruled registers of 200 pages, whiteboard markers in three colours, chalk boxes, files and folders, stapler pins, and answer sheets for examinations. We will need the supply in four lots, one at the start of each term.
Please mention the rate per unit, taxes, delivery charges if any, and how long the rates will remain valid. Also state your payment terms and whether samples can be sent. Sealed quotations should reach the school office by last date, addressed to the undersigned.
Purchase Officer
Reply to an Enquiry Letter
For a supplier answering a school's enquiry with its catalogue and terms of sale.
Address
City
School Name
Address
City
Thank you for your letter dated enquiry date asking about our sports equipment. We are glad to send our latest catalogue and price list with this letter.
All the items you mentioned are in stock in junior and senior sizes. Schools get a special discount on orders above Amount, and delivery within the city is free. We deliver within seven working days of receiving a confirmed order. Any item damaged in transit will be replaced free of cost if you inform us within three days of delivery. Payment can be made by cheque or bank transfer within 30 days of the bill.
Our representative can visit your school with samples on a day that suits you. We look forward to your order.
Sales Manager
Phone
Quotation Letter Format: Sending a Quotation
For a supplier sending rates in reply to a school's request for a quotation for uniforms.
Address
City
School Name
Address
City
With reference to your letter dated enquiry date, we are pleased to quote our rates for school uniforms as per the samples you approved.
1. Shirts, white cotton blend: Amount per piece. 2. Trousers and skirts, grey: Amount per piece. 3. Blazers with the school crest: Amount per piece. 4. Ties and belts with the school logo: Amount per set. The rates include taxes and delivery to the school.
The quotation is valid for 30 days from the date of this letter. We need four weeks to supply an order of up to 500 sets. Size charts and fabric samples are enclosed. We will be happy to send a tailor to the school to take measurements if needed.
Sales Manager
Complaint Letter about a Defective Supply
For a school or office that has received damaged or faulty goods and wants them replaced.
Address
City
Organisation Name
Address
City
We received the 20 desktop computers ordered for our computer lab under our order dated order date. I regret to inform you that several of them are not in working condition.
Four computers do not start at all. Three keyboards have missing keys, and two monitors have deep scratches on the screen. The cartons of these sets were also torn, which suggests poor packing. Our practical classes for the board students are due to begin soon, and the lab cannot be used fully until these sets are replaced.
Please replace the faulty computers and parts within a week, at your cost. Kindly send your engineer to check the remaining sets as well. The full payment will be released once all the computers are working. A list of the defective items is enclosed.
Lab In-charge
Letter for Cancelling an Order
For a buyer whose order was not delivered on time and who has made other arrangements.
Address
City
Organisation Name
Address
City
We placed an order for 30 office chairs and 10 work desks with your firm on order date, under order no. Order Number. We regret to say that we have to cancel this order.
According to the terms agreed, the furniture was to be delivered within three weeks. That date has passed, and our two reminders have not received a clear reply. Our new branch opens next week and we could not wait any longer, so we have bought the furniture from another supplier.
Please treat the order as cancelled and do not dispatch the goods. Kindly refund the advance of Amount paid with the order to our bank account within 15 days. We hope to work with you again when the delivery schedule is more certain.
Purchase Manager
Sales Letter Example: New Product Launch
For a company introducing a new household product to customers in a city.
Address
City
Address
City
Is the water in your tap really safe for your family? Many homes in City get water that looks clean but can carry germs and dissolved salts. Our new water purifier, Product Name, solves this problem.
Product Name cleans water in three stages and keeps useful minerals. It holds eight litres, so you have clean water even during power cuts. The tank is easy to wash, and a light tells you when the filter needs changing. It fits on a kitchen wall and uses very little power.
For the launch month, we offer free installation and the first service free of cost. Call us on Phone to book a free demonstration at your home. Our team will test your water in front of you.
Marketing Manager
Payment Reminder Letter
For a supplier reminding a regular customer, politely, about a bill that is past its due date.
Address
City
Company Name
Address
City
This is to remind you that payment of Amount against our invoice no. Invoice Number, dated invoice date, is still pending. As per our terms, the amount was due within 30 days of the invoice.
The goods were delivered to your store in full and in good condition, and we have not received any complaint about them. We value our long business relationship with you and understand that a payment can sometimes be missed.
We request you to clear the amount within seven days by cheque or bank transfer. A copy of the invoice is enclosed for your reference. If you have already made the payment, please ignore this letter and share the payment details so that we can update our records.
Accounts Officer
Phone
Inquiry Letter Sample: Educational Tour (Class 12)
For a teacher planning a school trip who wants details from a travel agency.
Address
City
Organisation Name
Address
City
Our school is planning a five-day educational tour for 40 students of Class 11 and 4 teachers during the winter break. We would like to know if your agency can arrange this trip.
Please send details of the places you suggest, with a day-wise plan. We need to know the type of bus or train travel, the hotels where the group will stay, the meals included, and whether a local guide will be with us at each place. As the group has students, please also tell us about the safety measures, first aid and travel insurance you provide.
Kindly mention the total cost per student, what it covers, and the payment schedule. A reply by reply date will help us take parents' consent in time.
Tour In-charge
Business Letter Writing for CBSE Exams
In CBSE English, a business letter is marked in general terms for format, content and expression. Check the word limit given in the question and stay close to it.
- Format: sender's address, date, receiver's address, subject, salutation, body, close, and name with designation. Missing parts cost marks.
- Content: use every detail given in the question, such as the items, quantity, dates and the problem. Add one or two sensible details of your own.
- Expression: short, polite sentences with correct grammar. Avoid slang and short forms like "pls".
- Order and enquiry letters list the items clearly, numbered or in one line each.
For notices and emails in the same exam, see notice writing and email writing.
Tips for Business Letter Writing
- Put the purpose in the first two lines: say whether you are enquiring, ordering, complaining or reminding.
- Mention reference details such as the order number, invoice number, catalogue or quotation date, so the reader can find the file quickly.
- List items with the exact quantity, size, colour or model. Numbered lists are easier to check than long sentences.
- State a clear deadline and what you want done: delivery by a date, replacement within a week, payment within seven days.
- Keep the tone polite even in a complaint or reminder. Describe the problem, not the person.
- Use "Yours faithfully" for a letter to a firm or an unnamed officer, and sign with your designation.
- Write the enclosure line whenever you attach a list, invoice or catalogue.
Questions people ask
What is a business letter?
A business letter is a formal letter written for trade or office work. It is used to ask for information, place or cancel orders, make complaints, send quotations, sell products or ask for payment. It follows a fixed format and a polite, to-the-point tone.
What is the difference between an enquiry letter and an order letter?
An enquiry letter asks for information such as prices, catalogues, discounts and delivery terms before you decide to buy. An order letter is written after that, to actually buy the goods, with the exact items, quantity, delivery date and payment terms.
What is a sales letter in business communication?
A sales letter is written by a company to customers to introduce a product or service and persuade them to buy it. It opens with a problem the reader faces, shows how the product solves it, and ends with a clear action, such as calling for a free demonstration.
Which business letters come in the CBSE Class 10 exam?
Letters of enquiry and letters placing an order are the most common in Class 10. Class 11 and 12 papers may also ask for letters cancelling an order or complaining about a supply. Always check the current syllabus from your school, as topics can change.
Should I write Yours faithfully or Yours sincerely in a business letter?
Write "Yours faithfully" when you write to a firm or to "Dear Sir/Madam". Write "Yours sincerely" when you greet the reader by name in the salutation.
Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.
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