Letters of resignation

 An employed individual may need to write a letter of resignation due to various reasons. Although he is writing the letter of resignation due to quarrel to the employer, he should write in friendly, tactful polite and formal language because he might need his employer in the future for favourable response, or the general sense of humanity should be found in the letter. For example:

Kirtipur-10,

Kathmandu.

10 May, 1999

The Principal,

Mount Valley Boarding School,

Tinkune, Baneswar,

Kathmandu

Dear Sir,

I wish to resign from my present position effective from June 20, 1995 for accepting a position of secondary level English teacher at Panga S.B. School, Kirtipur.

Although I have enjoyed working as a lower secondary English teacher at your school, I shall have more opportunities and facilities for my career development in my new position.

I wish to offer hearty thanks and gratitude for your friendly and pleasant activities while staying at your institute.

Faithfully yours,

Raju Thapa

Thank-you letters

 The applicant must have received help from the people for references or recommendations for getting the position. These people should be thanked in very polite and formal language. In thank-you letters, the applicant should mention what position he has been offered and by whom or where. Look at the following model:

Kirtipur-10,

Kathmandu.

10th May, 1999

Mr. R.P. Sharma,

Principal

Nawa Prabhat S.B. School,

Kirtipur, Kathmandu.

Dear Sir,

Thank you for the recommendation you sent to Panga S.B. School where I applied for lower secondary English teacher.

You will be pleased to know that I got the job at this school. I wish to offer my thanks and gratitude to you and let me assure you that I do appreciate your help.

Sincerely yours,

----------------

Ms Sunita Maharjan

Letters of refusal

 If an applicant is offered a position for which he applied and competed, he will either have to accept or refuse it. If the applicant does not wish to hold the position, he has to write a letter of refusal by mentioning actual facts in polite language. For example:

Kirtipur -10,

Kathmandu,

15th June, 2001

The Principal,

Panga,S.B. School,

Shahidpath, Kirtipur.

Dear Sir,

Thank you for your letter of June 10, 2001 offering me a position of lower secondary English teacher at your school. I would have been really pleasant working for you.

I have to apologize because I accepted another job (secondary level English teacher) offered by Sunkoshi Secondary Boarding School just a few days before receiving your offer.

I heartily appreciate you for considering me for this position.

Sincerely yours,

Ms Rita Maharjan

Letters of acceptance

 When an employee is notified that he or she has been offered the position which he or she applied and competed for, he or she should write the letter of acceptance if he or she is willing to serve there. While writing the letters of acceptance, the applicant should acknowledge the offer, notify the acceptance, and assure the employer of his right selection. The letters that fall under this category should be short and to the point. For example, look at the following model:

Kirtipur-10,

Kathmandu

June 15, 2001.

The Principal,

Kirtipur S.S.B. School,

Shahidpath, Kirtipur.

Dear Sir,

Thank you for your letter of June 10, 2001 offering me a position of lower secondary English teacher at your school. I would like to assure you that I will do my best to work efficiently.

I promise that I will meet you at 10 am on the 20th of this month and will be regular on my duty from the day specified in the appointment letter.

Thank you for your confidence in me. I will do my best to satisfy you by carrying out my responsibilities.

Sincerely yours,

................

Rita Maharjan

Example Of Letter of Appointment

                                          Kirtipur Secondary English Boarding School

Shahidpath, Panga,

Kirtipur, Kathmandu,

June 10, 2001.

Ms Rita Maharjan,

Kirtipur-10, Kathmandu.

Dear Ms. Maharjan,

It is our great pleasure to appoint you as a lower secondary level English teacher to be effective from the 1st of July 2000 on a contract basis for five years at our school. Your job responsibility mainly demands English teaching in grade five to seven.

I hope you will abide by the rules and regulations of the school, and fulfill your responsibilities. The facilities to be provided are specified as per the rules and regulations of the school.

I would like to thank and congratulate you on your selection for the position.

Yours,

                                                                                                                           ............................

Vishnu Man Maharjan

Principal

Letters of appointment

 The company or agency that employs the applicant makes him or her sign a letter of agreement with some fixed terms and conditions and gives the applicant an appointment letter. The document of agreement is prepared with some legal complexities and the letter of appointment tells the applicant the duties and responsibilities to complete.

The following points should be followed while preparing the appointment letter:

a) name of the post offered,

b) the date to be effective,

c) the duties and responsibilities to be completed,

d) facilities to be provided,

e) rules and regulations and

f) thanks for getting the opportunity.

III) Letter III: Enquiring for a Job

                                                                                                                                Kirtipur, Kathmandu.

Kirtipur, Kathmandu

10th June, 2001.

The Campus Chief,

Mahendra Ratna Campus,

Tahachal, Kathmandu.

Dear Sir,

I am writing to know if there is any vacancy of English teacher at your campus. I have been teaching English at Kathmandu Education Campus as a part time teacher for two years. I entirely wish to work as a full time teacher. Therefore, I would like to know the position of your campus.

I have done my M.Ed. from T.U. securing 65% of marks. I would be heartily grateful if the opportunity to serve your camp would be provided. I would like to assure that I can teach English at campus level, and I am willing to face all the norms of selection.

Enclosed copy of my CV. will tell you in detail about qualification and experience.

I am looking forward to hearing favourable response from you.

Sincerely yours,

Raju Thapa

II) Letter II: For the post of section officer

                                                                                                                                              Kirtipur-10,

Kathmandu, Nepal

10th June 2000.

The Managing Director,

Ashok Engineering Centre,

Kalimati, Kathmandu.

                                    

Dear Sir,

In response to your advertisement published in The Kathmandu Post of 27 May 2000, I wish to apply for the post of section officer.

I am a young man of 26 and have done my post graduate from TU., Kirtipur. I have been working as section officer on a contract basis for Bagmati Engineering Works, Lalitpur.

I would like to promise that I would entirely complete my duties and responsibilities to be endorsed to if the opportunity to serve your centre would be provided.

The photocopies of my academic qualifications and C.V. are

attached herewith.

Faithfully yours,

Raju Thapa

Kirtipur

                                                                                                                                   

Letters of application for a job

 We have to write the letter of application when we need a job. The letters written for a job are formal and official but the letters of application for a job are different from those of other common official or formal letters. There are also more common features found in the official letters. For example, the following parts are common in the letters of application for a job:

a) the heading,

b) the superscription

c) the salutation,

d) the body,

e) the ending

f) the subscription,

g) the signature of the applicant and

h) the enclosures

In every application, we have to write about our education, present and previous employment, i.e. experience and references. Nowadays C.V. is necessary while writing a letter of application.

We have to maintain the following qualities of letters while writing the letters of application for a job.

a) polite, readable, clear, correct and to the point language,

b) normal length (not more than a page),

c) no boastful proclamations and self-praising sense and

d) sense of having self-confidence,

While writing the first sentence of the first paragraph, the following kinds of sentences are common ones:

a) Iam writing to apply for the position of section officer advertised

b) I wish to apply for the post of section officer in your office

c) With reference to your advertisement published in The Rising Nepal, dated 10th June 2001, for the post of section.....

d) I wish to offer myself as a candidate for the post of section officer advertised in The Rising Nepal.... e) I saw your advertisement in The Kathmandu Post stating that you are looking for a section officer for your company .....

f) In response to your advertisement....

g) I wish to offer myself as a candidate for the vacancy...

h) Having seen your advertisement published

i) I came to know through the advertisment

The letters of application for a job having three paragraphs are regarded appropriate ones regarding the number of paragraphs.

The first or introductory paragraph includes:

• Why writing

• Where and how information obtained

• The most important qualification of the applicant for the job (optional)

The second paragraph includes:

. academic qualification and experience

. determination/ promise

The last / third paragraph includes:

• formal ending

• question about something not specified

• enclosures

But this is not a hard and fast rule. Look at the following examples:

I) Letter I

26 Windmill Road,

Bristal BSZ 6DP

24 May 2001.

MS Emma Campbell,

Personal Manager,

Multimedia Design

4 Kenningten Road,

London SE 18DP

Dear Ms Campbell,

I am writing to apply for the position of assistant designer advertised in the Evening Post 23 May. Please find enclosed 1 copy of C.V.

I have a degree in Graphic Design from Anglia Polytechnic University. Since graduation, last summer I have been working for EMS Corporate Imaging on a contract basis. I have become particularly interested in interactive and multimedia work and now I wish to develop my career in that direction. I would welcome the chance to work as part of a small dynamic team where I could make a significant contribution by developing my skills yet further. I would be happy to show you a portfolio of my work I look forward to hearing from you.

Sincerely yours,

                                                                                                                                  ...............

Peter Green

(From Oxford Advanced Learner's Dictionary )

Letters of Employment

The letters that deal with the acquisition, acceptance, rejection or confirmation of a job and so on are called the letters of employment. The following letters fall under this category:

1 letters of application for a job,

2. letters of appointment,

3. letters of acceptance,

4. letters of refusal,

5 letters of resignation and

6 thank-you letter.

Official letters

 Official letters are formal letters. They are written in standard and specified model. Most of the parts of the letters are normally required in the official letters. The letters written from:

-an office /organization to another

- an office /organization to a person and

- a person to an office / organization

are normally called official letters. Therefore, most of the formal letters can be said official letters.

Letter of acknowledgement

 Acknowledgement for services done, fovours granted, appointments accepted and agreements reached through letters is an essential feature of business letters. Such letters confirm the things done and assure the recipient. They clear away misunderstanding, mistakes and doubt. Acknowledgement provides a record in business. The following are the common situations to write the letters of acknowledgement.

I) acknowledgement of orders,

II) acknowledgement of business papers/documents, 

III) acknowledgement of appointment and agreements and

IV) acknowedgement of the receipt of money.

 Look at the following letters of acknowledgement and try to generalize how to write them:

I)  Acknowledgement of orders :

                         KELLY MANUFACTURERS AND TRADERS   LTD.

                              G/F Aitken vason building, 61 Hoi  Yuen  Road

                                                Kowloon Hongkong

                                                                                                                       August 10,2000.

Mr. Ramesh Sharma,

Bishal Bazaar 42, 

New Road, Kathmandu.

Dear Mr. Sharma,

             Thank you for your order for a DW-8 cylindrical printing machine 8x15 cm. The machine is being sent through air cargo today. Mr. Sharma would you do us a favour by informing us of the receipt of the machine and also about its condition.

                 We hope your machine works beautifully. Please let us know how we can help further.

                                                                                                                                     Sincerely yours,                                                                                                                                                 Wang Lung

                                                                                                                                        Sales Manager

V) Asking for a special favour

                                                      FASCINATIING      NEPAL

                                                         ( A monthly magazine)

                                                         Dillibazar,  Kathmandu.

                                                                                                                            15th mMarch 2000.

Dr. Harka Gurung,                                                                                              

Maharajgung,

Kathmandu.

Dear Dr. Gurung,

          We have been publishing 'Fascinating Nepal' a monthly magazine to enhance tourism in Nepal. We would like very much to publish an article by you in it.

      Many other renowned scholars of Nepal have agreed to contribute to the publication of this magazine by providing us with their articles in their respective fields. We would specially like to get a brief and complete article from you of about five pages on the geographical features of Nepal.

   We hope you would accept our request. We would appreciate if you could manage it for our April issue.

                                                                                                                           Yours sincerely,

                                                                                                                              Riyta Regmi

                                                                                                                               Editor

IV) Requesting an appointment

                                                       Anu & Ashish Carpet Suppliers

                                                            Kathmandu, Nepal

Mr. Martin Playle,

The Director,

New Sky Suppliers,

London  U.K.

Dear Sir,

    I am planning to spend a week from June 15  in London  and would like to talk with you about sales of our carpet p\/roducts in the U.K. 

          I would be grateful if you would maintain the time and come to Hotel Blue Sky on the 16th of june at 10 pm.

                        I am looking forward to meeting you.

                                                                                               Sincerely yours,

                                                                                                    -----------

                                                                                               Anu Sharma

                                                                                                Managing Director

                                                                           

III) Ordering a product

                                                       Ashish Electronics  Suppliers

                                                        Biratnagar, morang, Nepal.

                                                                                                                             June 4th 2000

Samita Electronics,

Kirtipur, Kathmandu.

Dear Sir, 

              We would be grateful if you would send us the following electronic appliances within two weeks.

    S.N. Items                                                                                   Quantity

1) L.G. Colour T.V. !4"                                                                     20

2)L.G. Colour T.V. 21"                                                                      10

3) National Panasonic Radio (10 band)                                             50

4)Video games                                                                                   50

   An A/C payee cheque for Rs. 70,000 only is enclosed with this letter. we will make further adjustments if necessary.                                                

                                                                                                      Sincerely yours,

                                                                                                        -------------

                                                                                                      Ashish Sharma 

                                                                                                       Manager

II)For information

                                                  Universal Language Institute

                                                     Kirtipur, Kathmandu, 

                                                          Nepal

     The Editor,

     The English Teaching Forum,

      U.S. Government Printing Office,

     16 Ross Street,

     Washing  D.C.2940, U.S.A.

    Dear Sir,

                    Would you please inform the name of your dealer in Nepal? We are heartily intersted in                     getting 1000 copies your monthly publication needed for our trainees who are going to be trainers               after  a  few months.

                   We would be grateful if the information would be obtained as soon as possible.

                                                                                                                         Sincerely yours,

                                                                                                                             ------------

                                                                                                                           Raju Shrestha

                                                                                                                              Director

Letter that ask and transmit

 The business letter used asking for catalogue, information and details about business, people and production belong to this category. These letters are short, simple, accurate, clear, complete, direct and coyrteous because they do not require literary style in writing. 

Look at the following models and try to find out how to write these types of business letters:

I) For catalogue :-

                                                 SHRESTHA DISTRIBUTORS

                                                    Kathmandu, Nepal                 

                                                                                                     June 31, 2000.

    The Managing Director,

    United Pressure Cooker Company,

    North Road 700100,

    Gandhi Bhawan,

    New Delhi, India.

    Dear Sir,

                  We are one of the biggest dealers of pressure cookers in Kathmandu. We are entirely interested in dealing with your pressure cookers. We would be grateful if you would send us a copy of catalogue as soon as possible.

   We are looking forward to dealing with your products.

                                                                            Sincerely yours,                                                                                                                                             ------------------                                                                             Raju Shrestha                   

                                                                         Managing Director                                                                                                                                                                                                                                                                                                        

 

 

 

                              

The Business Letters

 The business letters are formal and official letters which are practised for particular purposes. the main aim of the business letters is to establish business relationship between two firms or companies. These are the standard letters which deal with some subjects such as ordering, request, booking, complaint, apology, inquiry, transfer of money, reference, etc.Thus, these letters are uased to keep the legal records of the transactions between the firms or institutions involved.

   Furthermore, the business letters are written to keep in touch with customers and the business firms, and to strengthen business ties or relationship. The business letters are not only written for business deals like ordering goods, requesting credit, making claims and adjustments but also for seeking employment and conducting social business.

   The business letters should be concise or terse, clear  and to the point because these letters are written foer particular purposes. Although  short, clear and to the point letters are supposed to be used in the business, they should be polite in tone. Every information required for the business should be conveyed by the business letters.

    The following parts should be used in the business letters:-

1. the letterhead,
2. the heading
3. the reference or the subject line (optional)
4. the superscription(the inside address)
5. the salutation,
6. the body,
7. the ending,
8. the subscription,
9. the signature (along with name and post of the sender),
10. the post script (optional) and the enclosures (optional).

     The following types are the common categories of the business letters:

1. letters that ask and transmit,
2. letters of acknowledgement,
3. letters of claims and adjustments,
4. letters of credit and collection, 
5. letters of appreciation, 
6. letters of negotation and collaboration and
7. letters for co-operation.