Introduction: Business Letter Writing for Class 12
Business Letter लिखना English Writing Skills का एक महत्वपूर्ण भाग है। खासकर Hindi Medium Students के लिए Business Letter का सही format, language और structure समझना बहुत जरूरी है, क्योंकि परीक्षा में केवल content ही नहीं, बल्कि पत्र का सही प्रारूप भी महत्वपूर्ण होता है। इस लेख में हम Business Letters के विभिन्न प्रकार जैसे Making Enquiries, Asking for Information, Giving Information, Placing Orders, Registering Complaints और Sending Replies को आसान भाषा में समझेंगे। साथ ही, प्रत्येक प्रकार के पत्र का सही format, आवश्यक points और exam-oriented sample दिया गया है, ताकि विद्यार्थी इन्हें आसानी से समझकर परीक्षा में प्रभावी और अच्छे अंक प्राप्त करने वाले उत्तर लिख सकें।
Business Letter Writing – व्यवसायिक पत्र कैसे लिखें?
Business Letter का अर्थ है ऐसा पत्र जो किसी व्यापारी, कंपनी, फर्म, संस्था या व्यावसायिक संगठन को व्यापार से संबंधित किसी कार्य के लिए लिखा जाता है। Class 11 और 12 की परीक्षा में Enquiry, Order, Complaint आदि प्रकार के Business Letters पूछे जा सकते हैं।
Business Letter क्यों लिखा जाता है?
Business Letter निम्नलिखित उद्देश्यों के लिए लिखा जाता है—
- किसी वस्तु के बारे में जानकारी प्राप्त करने के लिए।
- किसी वस्तु का Order देने के लिए।
- खराब, गलत या क्षतिग्रस्त सामान की शिकायत करने के लिए।
- वस्तुओं की कीमत, गुणवत्ता, छूट और delivery के बारे में पूछने के लिए।
- किसी व्यावसायिक समस्या के समाधान के लिए।
Business Letter का Format
[Sender’s Address] ——————————————————
——————————————————————————
[Date] ———————————————————————
Letter No./Reference No(ifany) ————————————
[Receiver’s Designation] ———————————————
[Name of Organisation/School/Office]
[Address] —————————————————————–
Subject: [Write the subject here]
——————————————————————————-
Sir/Madam,
[Opening paragraph – State the purpose of writing the letter.]
——————————————————————————–
[Main paragraph – Give the necessary details, facts, problem,
request, or information.]
——————————————————————————-
[Closing paragraph – State what action or response you expect.]
——————————————————————————-
Yours faithfully/obediently
——————————————————————————-
[Name]
[Class/Designation]
[Roll No., if required]
Parts of Business Letters:
1. Sender’s Address – प्रेषक का पता
सबसे ऊपर बाईं ओर पत्र लिखने वाले का पता लिखा जाता है।
Example:
25, Shastri Nagar
Jaipur, Rajasthan
सामान्यतः Sender’s Address में अपना नाम नहीं लिखा जाता, जब तक प्रश्न में विशेष रूप से न कहा गया हो।
2. Reference Number – संदर्भ संख्या
Reference Number किसी पत्र की पहचान संख्या होती है। इससे पत्र को बाद में आसानी से पहचानने और उसका संदर्भ देने में सुविधा होती है।
Example:
Ref. No.: ABC/2026/105
या
Ref. No. ABC/105
यदि प्रश्न में Reference Number दिया गया हो, तो उसे अवश्य लिखें। यदि प्रश्न में नहीं दिया गया है, तो अपनी ओर से अनावश्यक रूप से Reference Number बनाने की आवश्यकता नहीं है।
3. Date – दिनांक
Reference Number के बाद तारीख लिखी जाती है।
Example:
21 August 2026
4. Receiver’s Address – प्राप्तकर्ता का पता
Date के बाद उस व्यक्ति या संस्था का नाम/पद और पता लिखें जिसे पत्र भेजा जा रहा है।
Example:
The Sales Manager
ABC Book Depot
M.I. Road
Jaipur
5. Subject – विषय
Subject पत्र के उद्देश्य को कम शब्दों में स्पष्ट करता है।
Examples:
- Subject: Enquiry about English Books
- Subject: Placing an Order for Textbooks
- Subject: Complaint regarding Defective Books
Subject को बहुत लंबा नहीं बनाना चाहिए।
6. Salutation – संबोधन
Business Letter में सामान्यतः लिखा जाता है:
Sir/Madam,
यदि प्राप्तकर्ता का नाम दिया गया हो, तो प्रश्न के अनुसार उपयुक्त संबोधन का प्रयोग किया जा सकता है।
7. Body of the Letter – पत्र का मुख्य भाग
यह Business Letter का सबसे महत्वपूर्ण हिस्सा है। इसे सामान्यतः 3 paragraphs में लिखना सुविधाजनक रहता है।
Paragraph 1 – उद्देश्य
पहले paragraph में स्पष्ट करें कि आप पत्र क्यों लिख रहे हैं।
Example:
I am writing to enquire about the prices and availability of English textbooks for Classes XI and XII.
मैं कक्षा 12 की अंग्रेजी की पुस्तकों की कीमत और उपलब्धता के बारे में जानकारी प्राप्त करने के लिए यह पत्र लिख रहा हूँ।
Paragraph 2 – मुख्य विवरण
इस paragraph में आवश्यक जानकारी दें, जैसे—
- कौन-सी वस्तुएँ चाहिए?
- कितनी मात्रा में चाहिए?
- कीमत क्या है?
- Discount कितना मिलेगा?
- Delivery कब होगी?
- Payment की क्या शर्तें हैं?
यदि Complaint Letter है, तो इस paragraph में समस्या और उसका पूरा विवरण दिया जाएगा।
Paragraph 3 – अपेक्षा/अनुरोध
अंतिम paragraph में बताएं कि आप सामने वाले से क्या चाहते हैं।
Examples:
Kindly send us the details at the earliest.
अर्थ: कृपया हमें शीघ्र आवश्यक जानकारी भेजें।
या
We look forward to receiving your response soon.
अर्थ: हमें आपके शीघ्र उत्तर की प्रतीक्षा रहेगी।
8. Complimentary Close – समापन
Formal/Business Letter के अंत में सामान्यतः लिखा जाता है:
Yours faithfully
इसके नीचे अपना Name लिखें।
यदि आवश्यक हो तो Designation भी लिख सकते हैं।
परीक्षा में ध्यान रखने योग्य बातें
- Letter का format सही रखें।
- Reference Number प्रश्न में दिया गया हो तो जरूर लिखें।
- Subject छोटा और स्पष्ट रखें।
- भाषा formal, polite और concise होनी चाहिए।
- मुख्य विषय को 2–3 paragraphs में व्यवस्थित करें।
- अनावश्यक बातें न लिखें।
- Hi, Hello, How are you? जैसे informal expressions से बचें।
- प्रश्न में दिए गए नाम, पता, Reference Number और अन्य details को ध्यानपूर्वक शामिल करें।
- अंत में Yours faithfully और नाम लिखें।
- निर्धारित word limit का ध्यान रखें।
Important Business Letter for Class 12
Business Letter – Making Enquiries
Making Enquiries का अर्थ है किसी वस्तु या सेवा के बारे में जानकारी प्राप्त करने के लिए लिखा गया व्यावसायिक पत्र। इसमें सामान्यतः price, quality, discount, availability, terms of payment और delivery आदि के बारे में पूछा जाता है।
Question:1
You are the Manager of Sunrise Book House, Jaipur. Write a letter to the Sales Manager of ABC Publishers, Delhi, making enquiries about the latest English textbooks and reference books for Classes XI and XII.
Answer
Sunrise Book House
M.I. Road, Jaipur
Ref. No.: SBH/2026/45
21 August 2026
The Sales Manager
ABC Publishers
New Delhi
Subject: Enquiry about English textbooks and reference books
Sir/Madam,
We are interested in purchasing English textbooks and reference books for Classes XI and XII. We would like to know about the latest editions available with your publishing house.
Kindly send us the details regarding the prices, availability, quality, discount, payment terms and delivery charges of the books. We would also like to know whether you offer any special discount on bulk orders.
Please send us your latest catalogue and price list at the earliest so that we may place an order accordingly.
We look forward to receiving your favourable response soon.
Yours faithfully
Rajesh Sharma
Manager
Sunrise Book House, Jaipur
Enquiry Letter में क्या पूछें?
P – Price → कीमत
Q – Quality → गुणवत्ता
D – Discount → छूट
A – Availability → उपलब्धता
T – Terms of Payment → भुगतान की शर्तें
D – Delivery → डिलीवरी की जानकारी
इस प्रकार का प्रश्न books, computers, furniture, stationery, uniforms, machinery, courses या अन्य goods/services के बारे में पूछा जा सकता है।
Question:2
You are the Manager of Bright Public School, Jaipur. Write a letter to the Sales Manager of Techno Solutions, Delhi, enquiring about computers and other accessories required for the school’s computer laboratory.
Answer
Bright Public School
Jaipur, Rajasthan
Ref. No.: BPS/2026/52
21 August 2026
The Sales Manager
Techno Solutions
New Delhi
Subject: Enquiry about computers and accessories
Sir/Madam,
We are planning to upgrade our school computer laboratory and are interested in purchasing computers and related accessories from your company.
Kindly provide us with detailed information about the latest models, specifications, prices, warranty period and after-sales service of desktop computers. We would also like to know the prices of printers, keyboards, UPS units and other essential accessories.
Please inform us about the discount available on bulk purchases, terms of payment, delivery charges and expected delivery time. Kindly send us your latest catalogue and price list at the earliest.
If your terms and prices are suitable, we intend to place a bulk order with your company.
We look forward to receiving your prompt response.
Yours faithfully
Rakesh Sharma
Manager
Bright Public School, Jaipur
Business Letter – Registering a Complaint
Complaint Letter में केवल समस्या बताना पर्याप्त नहीं है। इसमें यह भी स्पष्ट होना चाहिए कि कब और क्या खरीदा गया, समस्या क्या है और आप क्या समाधान चाहते हैं।
Complaint Letter में क्या लिखें?
एक अच्छे Complaint Letter में सामान्यतः ये बातें शामिल होती हैं:
- Order/Purchase का विवरण – क्या खरीदा और कब?
- समस्या का विवरण – सामान खराब, damaged, defective, wrong या short supplied है।
- समस्या से हुई परेशानी – आवश्यकता के अनुसार।
- Expected Action – replacement, repair, refund आदि की मांग।
- समय – यदि आवश्यक हो तो शीघ्र कार्रवाई का अनुरोध।
Question:3
You are the Manager of Modern Stationery Mart, Jaipur. You received a consignment of printers from ABC Electronics, Delhi. Some of the printers are defective. Write a letter to the Sales Manager complaining about the defective goods and requesting their replacement.
Answer
Modern Stationery Mart
M.I. Road, Jaipur
Ref. No.: MSM/2026/68
21 August 2026
The Sales Manager
ABC Electronics
New Delhi
Subject: Complaint regarding defective printers
Sir/Madam,
We regret to inform you that the consignment of printers supplied by your company against our order dated 15 August 2026 has been received. Unfortunately, five of the twenty printers supplied are defective and are not functioning properly.
We have checked the defective printers and found that they do not operate despite repeated attempts. Since these printers are required urgently by our customers, the defective goods have caused considerable inconvenience to us.
We request you to kindly replace the defective printers at the earliest. Please arrange for their collection and send us properly functioning printers of the same model. We hope that the replacement will be made within seven days.
We look forward to your prompt action and continued cooperation.
Yours faithfully
Rajesh Sharma
Manager
Modern Stationery Mart, Jaipur
Question:4
You are the Purchase Manager of Sunrise Public School, Jaipur. You placed an order for 50 sets of school uniforms with M/s Bright Uniforms, Delhi, but the goods have not been delivered even after the promised date. Write a letter to the supplier complaining about the delay and requesting immediate delivery.
Sunrise Public School
Jaipur, Rajasthan
Ref. No.: SPS/2026/73
21 August 2026
The Sales Manager
M/s Bright Uniforms
New Delhi
Subject: Complaint regarding delay in delivery of school uniforms
Sir/Madam,
We placed an order for 50 sets of school uniforms with your firm on 10 August 2026. As per your confirmation, the consignment was to be delivered by 18 August 2026. However, we have not received the goods yet.
The delay has caused considerable inconvenience to the school as the uniforms are required for the students before the beginning of the new academic session. We had specifically requested timely delivery while placing the order.
We request you to kindly dispatch the consignment immediately and inform us of the expected delivery date. Please ensure that the entire order is supplied in accordance with the specifications mentioned in our original order.
We hope that you will take immediate action and ensure that such delays do not occur in future.
Yours faithfully
Rakesh Sharma
Purchase Manager
Sunrise Public School, Jaipur
Useful Expressions for Complaint Letters
- We regret to inform you that…
- We wish to bring to your notice that…
- Unfortunately, the goods supplied were…
- The product was found to be defective/damaged.
- We request you to replace the defective goods at the earliest.
- We hope that the matter will be resolved promptly.
Purchase/Order → Problem → Details → Inconvenience → Expected Action → Closing
यही structure defective goods, damaged goods, wrong goods, short supply, poor quality और late delivery जैसे अधिकांश complaint-based questions में इस्तेमाल किया जा सकता है।
Business Letter – Asking for Information
Asking for Information वाला Business Letter तब लिखा जाता है जब किसी company, firm, institution या supplier से किसी product/service के बारे में आवश्यक जानकारी प्राप्त करनी हो। इसमें price, quality, availability, discount, terms and conditions, delivery आदि के बारे में पूछा जा सकता है।
Information Letter में मुख्यतः यह पूछा जाता है।
Product → Price → Quality → Availability → Discount → Payment → Warranty → Delivery
Question:5
You are the Manager of Modern Furniture House, Jaipur. You wish to purchase furniture for your showroom. Write a letter to the Sales Manager of Elegant Furniture Pvt. Ltd., Delhi, asking for information about their office furniture.
Answer
Modern Furniture House
M.I. Road, Jaipur
Ref. No.: MFH/2026/81
21 August 2026
The Sales Manager
Elegant Furniture Pvt. Ltd.
New Delhi
Subject: Enquiry regarding office furniture
Sir/Madam,
We are planning to purchase office furniture for our showroom and have heard about the quality of products supplied by your company. We would like to obtain some information about the furniture available with you.
Kindly provide us with details regarding the types and designs of furniture, prices, quality, available sizes and materials used. We would also like to know about the discount offered on bulk purchases, terms of payment, warranty and delivery arrangements.
Please send us your latest catalogue and price list at the earliest. If your products and terms are suitable, we may place a substantial order with your company.
We look forward to receiving the required information and your favourable response.
Yours faithfully
Amit Sharma
Manager
Modern Furniture House, Jaipur
Question:6
You are the Manager of Bright Career Centre, Jaipur. Write a letter to the Director of National Computer Institute, Delhi, asking for information about the computer courses offered by the institute.
Answer
Bright Career Centre
C-Scheme, Jaipur
Ref. No.: BCC/2026/92
21 August 2026
The Director
National Computer Institute
New Delhi
Subject: Enquiry regarding computer courses
Sir/Madam,
Our institution is planning to provide computer training to students and wishes to collaborate with a reputed computer training institute. We understand that your institute offers a variety of professional computer courses.
We would be grateful if you could provide us with information regarding the courses available, duration, eligibility criteria, course fee and certification. Kindly also inform us about the mode of training, batch size, class timings and placement assistance, if available.
Please send us your latest course brochure and fee structure at the earliest. The information will help us decide which courses would be most suitable for our students.
We look forward to receiving the required information and hope to establish a fruitful association with your institute.
Yours faithfully
Rahul Sharma
Manager
Bright Career Centre, Jaipur
Business Letter – Giving Information
Giving Information वाला Business Letter तब लिखा जाता है जब किसी व्यक्ति, ग्राहक, संस्था या दूसरी company द्वारा माँगी गई जानकारी के उत्तर में आवश्यक details उपलब्ध कराई जाती हैं।
इस प्रकार के पत्र में सामान्यतः product/service, price, availability, discount, payment, delivery, terms and conditions आदि की जानकारी दी जाती है।
Reference to Enquiry → Information → Price/Terms → Discount → Delivery/Warranty → Further Assistance → Closing
Useful Expressions
- With reference to your enquiry dated…
- We are pleased to provide the required information.
- The following details are given for your reference.
- A discount of … is available on bulk orders.
- The product carries a warranty of…
- Delivery will be made within…
- Please feel free to contact us for further information.
Question:7
You are the Sales Manager of ABC Electronics, Delhi. A school has asked for information about computers and other accessories available with your company. Write a letter providing the required information.
Answer
ABC Electronics
Nehru Place, New Delhi
Ref. No.: ABC/2026/104
21 August 2026
The Manager
Bright Public School
Jaipur, Rajasthan
Subject: Information regarding computers and accessories
Sir/Madam,
With reference to your enquiry dated 18 August 2026 regarding computers and accessories for your school laboratory, we are pleased to provide the required information.
We offer the latest models of desktop computers with modern processors, 8 GB RAM and 512 GB SSD storage. The computers are available at competitive prices. We also supply printers, UPS units, keyboards, mice and other computer accessories.
A discount of 10% is available on bulk orders. All computers carry a two-year warranty, and our company provides after-sales service. Delivery within Jaipur will be made within seven working days of receiving the confirmed order. Payment may be made through bank transfer or cheque.
We are enclosing our latest catalogue and price list for your reference. Please feel free to contact us if you require any further information.
We look forward to receiving your order and assuring you of our best services.
Yours faithfully
Rajiv Sharma
Sales Manager
ABC Electronics, New Delhi
Business Letter – Sending Replies
Sending Replies का अर्थ है किसी ग्राहक, संस्था या व्यवसाय द्वारा भेजे गए enquiry, complaint, order या request का औपचारिक उत्तर देना।
ऐसे पत्र में सामने वाले के पत्र का reference, उसके प्रश्न/शिकायत का उत्तर और आवश्यक जानकारी दी जाती है।
एक अच्छा Reply Letter इस क्रम में लिखें:
Reference to Previous Letter → Acknowledge → Answer/Information → Terms → Further Assistance → Closing
Useful Expressions
- With reference to your letter dated…
- Thank you for your enquiry regarding…
- We are pleased to inform you that…
- We regret to inform you that…
- We are happy to offer…
- We hope the information meets your requirements.
- Please feel free to contact us for any further information.
- We look forward to hearing from you.
Business Letter – Reply to an Enquiry
Question:8
You are the Sales Manager of ABC Publishers, Delhi. You have received an enquiry from Sunrise Book House, Jaipur, regarding the availability, price and discount on English textbooks for Classes XI and XII. Write a reply to the enquiry.
Answer
ABC Publishers
Daryaganj, New Delhi
Ref. No.: ABP/2026/118
21 August 2026
The Manager
Sunrise Book House
M.I. Road, Jaipur
Subject: Reply to your enquiry regarding English textbooks
Sir/Madam,
With reference to your enquiry dated 18 August 2026 regarding English textbooks for Classes XI and XII, we are pleased to provide the required information.
We have the latest editions of all the textbooks and reference books mentioned in your enquiry. The books are of good quality and are available at competitive prices. A discount of 15% will be offered on orders of 50 or more books. No delivery charges will be levied on bulk orders.
The books can be delivered to your address within seven working days of receiving the confirmed order. Payment may be made through cheque or bank transfer. All books will be carefully packed to prevent damage during transportation.
We hope the above information meets your requirements. Please feel free to contact us if you need any further information. We look forward to receiving your order.
Yours faithfully
Rajiv Sharma
Sales Manager
ABC Publishers, New Delhi
Business Letter – Reply to a Complaint
यह एक महत्वपूर्ण Business Reply Letter है, जिसमें किसी ग्राहक की शिकायत का उत्तर देते हुए समस्या के समाधान की जानकारी दी जाती है।
एक अच्छा Reply Letter इस क्रम में लिखें:
Reference → Regret/Apology → Action Taken → Time for Resolution → Assurance → Closing
इस प्रकार के पत्र में complaint को दोबारा विस्तार से लिखने के बजाय, सीधे यह बताना चाहिए कि कंपनी ने शिकायत पर क्या कार्रवाई की है और समस्या कब तक हल होगी।
Question:9
You are the Sales Manager of ABC Electronics, Delhi. You have received a complaint from Modern Electronics, Jaipur, regarding five defective printers supplied by your company. Write a reply assuring the customer that the defective printers will be replaced.
Answer
ABC Electronics
Nehru Place, New Delhi
Ref. No.: ABC/2026/126
21 August 2026
The Manager
Modern Electronics
M.I. Road, Jaipur
Subject: Reply to your complaint regarding defective printers
Sir/Madam,
With reference to your letter dated 18 August 2026 regarding the five defective printers supplied against your order, we sincerely regret the inconvenience caused to you.
We have taken note of your complaint and have instructed our service department to arrange for the replacement of the defective printers. The replacement units will be dispatched within three working days and are expected to reach you within a week.
We assure you that all the replacement printers will be properly checked and tested before dispatch. We value your association with our company and regret the inconvenience caused to you.
We appreciate your patience and cooperation and assure you of our best services at all times.
Yours faithfully
Rajiv Sharma
Sales Manager
ABC Electronics, New Delhi
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