Commercial Correspondence

The report discusses different types of commercial correspondence, including formal letters, welcome letters, and minutes of meetings. It provides answers to questions about handling business transactions and communications. The report also includes examples and templates for different types of correspondence.

Running head: COMMERCIAL CORRESPONDENCE
COMMERCIAL CORRESPONDENCE
Name of the Student
Name of the University
Author Note

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Executive Summary
The given report is in the format of question and answers whereby each questions seeks to
present a manner in which the different commercial correspondences are required to be handled
and the manner in which the different business transactions and commercials are required to be
handled at large. The Questions one to five discuss the different formal letters which are written
for the purpose of the business and after that, various other welcome letters, minutes of the
meeting and other such formal communication correspondences have been discussed at large.

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Table of Contents
Question 1: Cover Email Letter.......................................................................................................3
Question 2: Letter Requesting Pricing Information.........................................................................5
Question 3........................................................................................................................................7
Part a: Unable to grant request.....................................................................................................7
Part B: Complaint........................................................................................................................9
Question 4: Letter confirming Job offer........................................................................................11
Question 5: New-Employee announcement letter.........................................................................15
Question 6: Sales inquiry...............................................................................................................16
Question 7: Follow up Letter.........................................................................................................18
Question 8: The minutes of the meeting........................................................................................20

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Question 1: Cover Email Letter
Rex David
(123) 789-120338
[e-mail]
Jan 02, 2019
Dear Manager,
Subject: Application for Job advertisement in ABC Newspaper on 31.12.2019
I would like to thank you for providing the different eligible candidates to apply for the
post of the Office manager at the company XyZ. I came across the job advertising on the 31st of
December, 2018 in the ABC newspaper and I feel confident about being quite fit for the
particular role. I can back this statement by mentioning that I have more than 7 years of
experience as an Office manager at a retail organization whereby I have faced the difficulties and
demands of the competitive and fast paced working atmosphere along with ensuring the best
service quality.
In the past, as an office manager at the HAP organization, I have been the supervisor of a
team of more than 20 members and ensured that I was able to coordinate the general
administration of three branches. Not only was I responsible for the selection as well as the
implementation of the new management system to be applied in the office but I was also
responsible for conducting the recruitment and hiring of the staff. Moreover, through my
planning and contribution, I assisted the firm in increasing the customer satisfaction rate up to
35%.
I understand that some of the essential requirements of being a successful manager of an
office is to form an environment of cooperation between the senior management and the junior
management and also to ensure that the sensitive issues which may turn out to be negative for the
firm are handled discreetly. For my contribution, I had been commended by the manager for my
ability to manage the workplace despite the chaos and engage in the essential non-verbal
communication as well. In lieu of this, I was given an opportunity to directly report to two of the

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senior managers of the firm and to allow them to get the direct information about the working of
the firm.
Hence, I would like you to grant me the opportunity to meet you and understand more
about the job opportunity at the XyZ Company. I have read about the company and witnessed its
growth over the years and would look forward to work in the firm so as to ensure my
development and the enhancement of the office`s operations as well.
Sincerely,
Rex David

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Question 2: Letter Requesting Pricing Information
To,
Ivy Harrington
ABC Company
Date: 02 January, 2019
From,
Reena Tolstoy
Ritz. Inc.
Ph.: 489-48484848
Subject: Request for latest catalogue and competitive quotes
Dear Mr.Pitt,
This is to bring to your kind attention that I am the senior manager of Ritz Inc. The
company is a dealer of Automotive Spare Parts. The firm often engages in different opportunities
to look out for new suppliers and ensures that the quality of the products are always given the top
most priority. We have heard about your company from the different dealers and hence, would
like you to request you to provide the latest catalogue of the different parts as supplied by you. In
addition to this, we would be grateful if you could send the quotation of the different items as
offered by you with respect to 200 pieces of each item on an urgent basis.
We have recently got into a deal which involves a large order and hence, we look forward
to increasing our supplies and your promote response would benefit both the firms.
Hoping to receive an early response.

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Yours sincerely,
Reena Tolstoy
Ritz. Inc.

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Question 3
Part a: Unable to grant request
From:
The Manager
Omega Hotel
123, XYZ Road
Ph.: 239485759
To,
Reena Tolstoy
Ph.: 489-48484848
Dear Madam,
Subject: Change of booking
This is the response to the request made by you in your previous letter regarding the
change of the booking as done by you two weeks ago. We at Omega Hotel regret to inform you
that we are unable to process the request which was made by you. This is because, the booking
made by you was on a special discount which was offered to you because you are a loyal
customer of our hotel. Moreover, the booking dates under the particular special offer as made
was a part of the one month offer of the hotel during the month of March. The change in the
booking dates as mentioned by you belong to that of April which belongs to out of the season
offer. Hence, this is the reason that we will not be able to successfully carry out the request
which has been made by you due to the reason that your latest booking request date is out of the
offer period.

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Hence, for this reason, we request you to either inform us about a new date within the
offer period or cancel the booking as made on the offer period and instead make a new booking
request. Once you are able to confirm the decision, we shall send you the details about the
additional booking period that you are required to pay or the refund amount as made on your
booking.
Waiting to hear your response,
Regards,
The manager
Omega Hotel

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Part B: Complaint
From:
Nick Pitt
Ph.: 474049-8737
To,
The Manager
Omega Hotel
Ph.: 283739
Subject: Inconvenience caused at the hotel during the stay
Dear Sir,
This is to provide a feedback to you regarding my stay at the Omega hotel during the
period 03 December 2018 to 10 December 2018. I regret to inform you that I faced various
difficulties during my stay at the hotel and that for this reason, I am extremely disappointed.
Being a regular guest at the hotel, I expected that I would be provided considerably assistance
during my stay, however, when I arrived at the hotel I was informed that the room that I had
booked is unavailable. I arrived with a family of four members and after a long flight, we were
extremely disheartened when we were informed about the same. On further request, the guest
manager at the branch, managed to give us another room in some other building which as much
smaller in size.
Hence, I would like to state that this entire confusion was the sole reason of my
inconvenience and with respect to this, I would like to mention that I am extremely disappointed
and that, request you to see to it that, this kind of treatment is not repeated. Moreover, this was

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quite unexpected because, I had made the reservations long back and hence, should have been
provided with a premium service.
Hoping to hear from you soon
Regards,
Nick Pitt

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Question 4: Letter confirming Job offer
Julian Keith
123 Park Street
CA 345
511-522-5521
[e-mail]
December 31, 2018
Brett Lee
124 Park Street
Old Town City
Dear Brett Lee,
It is with great pleasure that I extend you the offer of job employment on behalf of the
Pigeon Corp. The particular letter is dependent on your results from the background checking
test which thereby comprises of the drug screen test, which can be stated to be mandatory in
nature. In addition to this, you will also be required to submit your college transcripts and other
related contingencies.
Title: Assistant Sales Manager.
Reporting Relationship: The Assistant Sales Manager will report to the Sales Manager, Mr. S.
Simba.

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The Job Description is attached.
Base Salary: You will be paid on bi-weekly installments of $2000 which will be equivalent to
$192000 on an annual basis. The particular pay is subject to the deduction under various taxation
schemes and also other laws and policies which you as an employee will be subject to.
Commission Structure: The sales job is also subject to a particular commission stricture which
means that after every 100th sale made, you will be bound to a commission and this rate will be
dependent on your performance.
Bonus (or Commission) Potential: Once you will be able to satisfactorily complete the first 3
months of the employment and fulfill all the goals and objectives which are required to be
fulfilled, you will be provided with an additional bonus. The particular bonus plan will be based
on the bonus formula which the company makes use of.
Non-Compete Agreement: It is compulsory for the employee to sign the standard non-compete
agreement before the employment begins.
Non-Disclosure Agreement: The employee would also be required to sign a standard non-
disclosure agreement before joining the particular post.
Benefits: The employee will also be subject to receiving a standard health policy which shall be
covered as per the company policy. In addition to this, during the course of time, the employee
shall also be subject to the other benefits including the 401(k) and the other tuition
reimbursement as required to be made. The contribution of the employee with respect to these
benefits will be determined on an annual basis.

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Vacation and Personal Emergency Time Off: The employee is subject to receiving vacation at
2 hours per pay day period which comes up to two days of weekly time off given on annual
basis. The personal emergency days are generally accrued based on the company policy.
Relocation Expenses: The Company will also be paying any relocation expenses whereby the
employee will be required to shift due to the duties of the company.
Start Date: 01 February, 2019.
Car/Phone/Travel Expenses: The reasonable expenses adhering to phone or car expenses as
incurred by the employee will be provided to the employee.
Note: The employment with Pigeon Corporation is at will and either arty can terminate the
contract at any time without a cause and with or without a particular notice.
Kindly acknowledge that this offer letter along with the other forms which have been
requested form the final agreement and contract between you as a candidate and the Pigeon
Corporation. Moreover, in the same way, no verbal or written agreements along with promises
which are not mentioned in the offer letter, will be binded upon on the company.
Hence, this is a request to you that if you are in agreement with the particular letter, and
other terms, sign the document and send it back. This offer is valid from Pigeon Corporation for
20 business days.
Signatures:
__________________________________________________________
(Candidate's Name)
__________________________________________________________

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Date
__________________________________________________________
(For the Company: Manager's Name)
__________________________________________________________
Date
__________________________________________________________
Human Resources
__________________________________________________________
Date

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Question 5: New-Employee announcement letter
To,
All the Employees
Email subject Line: Welcoming Mr. Sally (Sales department) and Mr. Martin (Accounts
department) to ABC Company
Greetings everyone
I am very happy to welcome two of our new employees Mr. Sally in the Sales
Department and Mr. Martin from the Accounts department who will be joining us from 03
January, 2019.
Mr. Sally will be working in the Sales department of the firm and has a prior experience
of five years in the similar field whose advantage can be borne by our firm. In addition to this,
we also hope that Mr. Sally will be assisting us with various new ventures that the company
plans to undertake. In addition to this, Mr. Martin will be working in the Accounts department
and will be working under the Senior Accountant. Mr. Martin has recently graduated from
Harvard School of Business and we expect that he will be bringing new insights into the
company.
Please feel free to come and meet these employees on 03 January, 2019 at 3`o clock in
the afternoon and welcome them to their team.
Regards,

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HR
Question 6: Sales inquiry
The Clean Service Company helps in cleaning your house and helps the environment as well.
Sandra Samita
123 Anyway
Ville Parle
Country 1234
Dear Ms. Sandra,
Did you know that for a minimal amount of $150 you could avail our offer and ensure
that your entire house cleaned and sparkling without undergoing the choking odor of chemical
cleaners. As we are an environmental concerned company, we believe that it is important to
provide essential services to the customers but no harm to the environment must be made.
Hence, in this regard, it can be mentioned that, we make use of only green cleaning technology
and ensure that none of the family members of our customers are exposed to any chemicals
which may cause harm to the different members and the pets as well. You might be interested in
engaging in our services because of the following reasons:
 The cleaning products as used by us are safe for children and pets
 We tend to ensure that the surfaces are left sparkling, clean and hygienic
 The staff is highly trained and verified
 Special discounts are offered to the different customers specially those customers who are
aged above 65.

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We guarantee 100% satisfaction to our customers and promise to refund your money in
case you are not satisfied with our services. In addition there are various trial samples which are
also available with our company and the customers can make use of it in order to engage in long
term assurance.
So, do not wait and call us 498-2939-282828 or send us a mail at jah@clean service in
order to get an estimate of your home cleaning procedure.
Regards,
Jones
Ph.: 4857987
Note: We are currently offering a discount of 15% for the users who will be availing out services
for the first time.

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Question 7: Follow up Letter
From:
Sana Naz
Chief Salesperson
MAC Cosmetics
To,
Lisa Lee
Ph.: 373830-88
Dear Lisa,
Subject: Following up our previous sales
Hello! We hope at MAC that you are having a good day ad intend to make your day even
better! We at MAC want to ensure that each of our customers feel valued and have a great
experience at our cosmetic stores along with enjoying the great line of products which are
company has to offer to young and vibrant customers like you.
We noticed that you recently made a purchase of certain items like Lip colors, Eye liners
and a mascara from one of our stores and showed your interest in purchasing the new upcoming
spring collection. We would like to inform you that the Spring Collection would be out soon and
guarantee you the best quality products at reasonable prices. The particular line is designed
especially for exclusive customers like you who have invested their time and interest in the
products of the company and ensured a considerable trust and loyalty.

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In reference to this, I would like to congratulate you as you are being provided with
certain samples from our Party collection as we would like you to experience the best quality
products which the company has considerably improved upon. In addition to this, kindly check
the different items which are also available at the stores and kindly get back to us for any
queries.
 AC Prep + Prime Fix Plus.
 MAC Fluidline Brow Gelcreme.
 MAC Blush in Desert Rose.
 MAC Studio Fix Powder plus Foundation.
 MAC Liquid Last Eyeliner.
 MAC Studio Fix Fluid Foundation.
 MAC Extended Play Lash Mascara.
 MAC Gently Off Eye and Lip Makeup Remover.

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Question 8: The minutes of the meeting
Heading: Labor Union Executive Council special meeting Minutes
Presence
The list of members as present in the meeting can be stated to be as follows:
1. Mr. A. Smith
2. Mr. B. Jones
3. Mr. C. Johnson
4. Mr. W. Wilson
5. Mr. M. Miller
6. Mr. Brown
7. Mr. Jonas
8. Mr. Cocks
9. Mr. Flores
10. Mrs. Lee
11. Mrs. Thompson
The list of members not present in the meeting:
1. Mr. A. Russel: Mr. Russel is out of town and for this reason, will not be attending the
meeting
2. Mr. H. Washington: Mr. H Washington is unwell and hence, for this reason he will not be
able to attend the meeting.
3. Mr. K Peterson: Mr. Peterson is attending a grandchild`s wedding and hence, will not be
able to attend the meeting.
4. Mrs. Ward: Mr. Ward is out of the country and for this reason, he will not be able to
attend the particular meeting
The particular list of members could not attend the meeting due to personal commitments
and other reasons and hence, will be sent the minutes of meeting for the same.
Minutes of last meeting:
The following topics were discussed in the last meeting:
 The salary and pay of the labors

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 The working hour decisions
 The current issues as existent in the different factories
 The different trends as present in the external environment
Whether they were read confirmed and signed –Approved on 31st October, 2018.
Subjects discussed:
At the current Council meeting, there existed a large number of issues which were
required to be taken care of. Listed below are some of the issues which were discussed and the
summary of the discussions as well:
Summary of the previous meeting: The minutes of the previous meeting was summarized and
it was decided upon that, there were various issues which were not discussed in the previous
meeting especially in regard to a particular legislation, needs to be discussed upon. In addition to
this, various labor issues and other legislations shall also be discussed upon.
1. Discussion on the new legislation
There exists a new legislation with respect to the labor policies as present in the country
and this legislation has been formed in support of the different employees, hence, with respect to
this, it can be mentioned that, this legislation is required to be implemented in the firms so as to
ensure that the different employees can benefit from it.
2. Discussion on the new working arrangements
There have been an implementation of various new working arrangements for the
different laborers whereby the work timings have become considerably flexible. Hence, a

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discussion was made on that in order to determine the success of the practice in general
organizations and the effects of the procedure on the overall working of the firm.
3. Final decisions taken:
The following decisions were made:
a) The new legislation awareness campaign will be launched in order to ensure that more
laborers become aware of the particular legislation and then it could be implemented
well.
b) Moreover, the case of a mistreatment of a worker was also taken up and decisions were
made accordingly.
Date of next meeting & Signatures
Next meeting date: 03 March, 2019

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