Commercial Correspondence: Analyzing Business Communication Examples

This assignment presents a comprehensive overview of commercial correspondence through a series of questions and answers. It covers various aspects of business communication, including cover letters, requests for pricing information, responses to booking changes, complaint letters, job offer confirmations, and new-employee announcements. The assignment provides examples of formal business letters, emails, and meeting minutes, demonstrating how to handle different business transactions and communications effectively. The solutions showcase different formats and styles of business writing, emphasizing clarity, professionalism, and effective communication strategies for various business scenarios. It includes scenarios such as applying for a job, requesting pricing, handling customer complaints, and extending a job offer, providing practical insights into real-world business communication challenges.

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.