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Letter and Their Types and Part

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Letter

The letter is a written or printed means of communication. A letter should be well organized and able to convey and express messages to the reader legibly. There are different types of letter and one of them is a business letter which is also served as an official document and proof for the future reference, therefore this type of letter must be written to the point with the use of diplomatic words. While writing any type of letter the writer must write it in such a way that the reader should understand the exact and specific point of the letter. The following parts of letter must be written or noted carefully to make a letter complete. They are also called the good part of letters and they are:

letter

(source: businessletters sample.net)

1. Letterhead

It is also called sender`s address. It is printed at the upper part of a letter. It includes the name, dj, address of the writer or if it is sent by the company then it includes the logo, name address contact number of that company.

2. Date

Date is written either on right hand side or left hand side of a letter but it is not written in the center of the letter.

3. Addressing

The name and designation of a person or company to whom the letter is being written should appear on the left hand side corner of the letter.

4. Subject

It contains the main point of the letter. Since it includes the main reason to write the letter it should be simple, short and easily understandable.

5. Salutation

It is a complimentary word dear sir, dear madam which is written under the date.

6. Important body

It is divided into three parts;

  • A reference which helps the reader to understand the subject matter.
  • Main body of a letter which contains the main usage.
  • A concluding line which ends with wishes and promises.

7. Complimentary closer

It expresses regards and respects for example;

Your faithfully, dear sir, dear madam, your sincerity, etc.

Types of Letter

Letters are one of the important modes of reservation. They are also called written request for a reservation, which may have been sent through the post, courier or hand delivered. When letters are sent in a hotel for a reservation then hotel also replies the letter sender with a letter. There are different types of letters that are sent to the hotel for different purposes and they are;

1. Inquiry letter

There are letters written from different sources such as travel agents, different organizations or individuals etc for inquiry about the product (rooms in the case of a hotel) information required should be clearly mentioned in brief and to the point. All the inquiry should be promptly and carefully replied even if immediate sale is not possible. Late reply to inquiry can annoy the costumers or guest, which means loss in the business. The example of inquiry letter is shown below:

TRIVENI TRAVEL AND TOUR

Thamel, p: 4255076

Date: 02/04/2007

To,

The reservation manager

Hotel lakeside

Main Road, Pokhara

Subject: Inquiry for Reservation

Dear sir,

please confirm booking for the group from Hong kong for two nights, effective from 12th MAY 2007. We are looking for three (3) twin room for 6 pax in American plan.

We hope to hear form you with necessary details about the room rates and room availability.

Yours sincerely,

Bhushan Tiwari

Tour Manager

2. Reservation confirmation letter

The reservation confirmation letter is sent by the front department of the hotel to the concerned guest or individuals, companies, travel agent, etc. regarding the confirmation of the rooms reserved for particular data. The letter should contain all the necessary information related to rooms. The example of reservation confirmation letter is provided below:

Hotel lakeside

Main Road, Pokhara

Date: 06/05/2005

To

Mr . Bhutan Tiwari

Tour manager

Triveni travel and tour

Thamel, Kathmandu

Subject: confirmation of room request

Dear sir,

With reference to your letter dated on 05/05/2005. We are glad to offer rooms according to your request and take pleasure in confirming the reservation at the rate 100 dollars (100$) per room per night on American plan for three nights effective on 12th MAY, 2005, inclusive of all taxes.

Your reservation confirmation no. is 012345.

Hotel lakeside takes pleasure to see our guest and will be available to provide all the facilities to the best of our standards.

Yours sincerely,

Jeevan Karmacharya

Reservation manager

3. Amendment of letters

The letters which are exchanged between the guest and the hotel regarding the amendments or any changes in the previous confirmed reservation. It should specify all the details related to change of date, room details, rate, etc. the example of amendment letters is given below;

Hotel lakeside

Main Road, Pokhara

Date: 10/06/2005

To,

Mr . Bhushan Tiwari

Tour manager

Triveni travel and tour

Thamel, Kathmandu

Subject : Amendment in the dates

Dear sir,

We thank you for your message received on 8th June 2005 informing us about the change in your confirmed reservation. According to your request, we are pleased to amend in dates and types of room require as follows;

Suite room from 16th June 2005 at the rate hundred dollars on American plan, inclusive all taxes.

Double room from 20th June 2005 at the rate eighty-five dollars on a continental plan, inclusive all taxes.

Your new confirmation no is 012385

Looking forward to welcoming you in Hotel lake side.

Yours sincerely,

Jeevan Karmacharya

Reservation manager

4. Cancellation letters

This is a letter, which is made or sent for cancellation of any prior reservation. Cancellation number is provided for proof of cancellation and hotel may charge some amount if canceled beyond the scheduled date given by the hotel.

Hotel Lakeside

Main Road, Pokhara

Date: 15/16/2005

To,

Mr . Bhushan Tiwari

Tour manager

Triveni travel and tour

Thamel Kathmandu

Subject: Cancellation of letters

Dear sir,

This is with reference to your letter dated 10th June 2005 requesting us, to cancel the booking, which was confirmed from 20th June 2005 for three nights.

We have canceled the bookings as per the instruction received.

We look forward to serving you soon.

Yours sincerely,

Jeevan Karmacharya

Reservation manager

5. Regrets and alternative offer letter

When guest sent reservation request there occur a case when no rooms are available for the guest in the particular date as requested by the guest. When a reservation request is sent through letter hotel also replies through a letter. In the case where there is no room available as per guest request hotel sent regret or alternate offer to their guests or clients. The hotel can offer their alternate choice of rooms and date to the guest through the letter in time. The example or format of regrets and alternate offer letter is given below;

Hotel Lakeside

Main Road, Pokhara

Date: 06/06/2006

To,

Mr . Bhushan Tiwari

Tour Manager

Triveni Travel and Tour

Thamel, Kathmandu

Subject : Regret and alternate offer of rooms

Dear sir,

Thank you for your letter dated 5th June 2006 informing us to make a reservation for three twin rooms from 12thjune 2006 for three nights.

We are pleased to receive your request on time but apologize to inform that the hotel is fully occupied and we are unable to provide rooms for next two weeks.

We take an opportunity to provide rooms on any other alternatives if you wish.

Hoping to get an opportunity to serve you soon

Please do not hesitate to contact us for any assistance or inquiry you may require in future.

Yours sincerely,

Jeevan Karmacharya

Reservation manager

References:

Joshi, Basant Prasad et.al., Fundamentals of Hotel Management-XII, Sukunda Pustak Bhandar,Kathmandu

Bhandari, Saroj Sing et.al., Principle of Hotel Management-XII, Asmita Publication, Kathmandu

Oli, Gopal Singh et.al., Hotel Management Principle and practices-XII, Buddha Prakashan, Kathmandu



Letter is a written or printed means of communication. Letter contains various parts. They are:

  1. Letterhead
  2. Date
  3. Addressing
  4. Subject
  5. Salutation
  6. Important body
  7. Complimentary closer
.

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