PPT By: Rohit Mahindrakar

1. MANAGERIAL
COMMUNICATION
Business Correspondence
Team:
aju Rameez
eshma
ohit

2. CONTENT
• Introduction
• Cover Letter
• Quotations
• Tenders &
• E-tenders.
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3. Introduction
Business Correspondence:
Select the most appropriate format for writing a specific work-related text.
instructions memos letters directions
e-mails reports
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4. Cover Letter
MEANING:
• A Cover Letter is a letter of introduction that attached to another document such as
Resume or Curriculum Vitae.
 A to the resume that includes more detailed information about yourself
• It highlights key points in your resume
• Expresses your interest in a position
 Shows off your qualifications to a prospective Employer
 A cover letter is also called Covering Letter, Motivation Letter, Motivational Letter or
Letter of Motivation.
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5. Pre-Cover Letter Business
• If you have a company or employer in mind, do some research
regarding their policies and principles.
• Review websites, brochures, pamphlets and any other pertinent
materials you can find about the company.
• If you can, try to speak with current employees; this will
provide you with a unique inside perspective.
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6. Cover Letter Format
Your Address
Phone No.
Date
To whom you are sending,
Subject
Dear (Person Name)
First paragraph goes here usually detailing who you are why you are applying for the job.
Second paragraph goes here with much more detail about any experience you have and why you are the best
person for the job.
Yours Faithfully
Your Name
Your signature
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7. Cover Letter Samples
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8. Uses of Cover letter
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9. Creating a Cover Letter
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10. The Customized Cover Letter
Opening:
• Address the letter to an individual by name.
• For advertised jobs, name the source; include job title, date, and publication.
• If someone referred you, name that person.
• Tell how your qualifications fit the job specifications, show knowledge of the
reader’s business, or describe how your special talents will be assets to the
company.
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11. The Customized Cover Letter
Body:
• Demonstrate how your background and training fill the job requirements.
• Summarize your principal assets from education, experience, and special skills.
• Avoid repeating specific data from your resume.
• Refer to your resume.
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12. The Customized Cover Letter
Closing:
• Ask for an interview. Consider hooking the request to a statement reviewing your strongest
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points.
• Make it easy to respond. Tell when you can be reached (during office hours). Some
recruiters prefer that you call them.

13. Sending Your Cover Letter by E-Mail
• Be sure to send a cover letter if you e-mail your resume.
• Move your return address from the top to just below your name.
• Include your e-mail address and phone numbers.
• Remove tabs, bullets, underlining, and italics.
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14. What is Quotation?
• Meaning of Quotation:
• A Quotation is a business offer made by a seller to an interested buyer
to sell certain goods at specific prices and on certain terms and
conditions.
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15. Definition of quotation
• 1.Contracts: A formal statement of promise (submitted usually in response
to a request for quotation) by potential supplier to supply the goods or
services required by a buyer, at specified prices, and within a specified period.
A quotation may also contain terms of sale and payment, and warranties.
Acceptance of quotation by the buyer constitutes an agreement binding on
both parties.
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16. of Quotation
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18. Types or Kinds Quotations
1. Loco Price Quotation.
2. Station Price Quotation.
3. Free On Rail (FOR) Price Quotation.
4. Cost and Freight (C & F) Price Quotation.
5. Cost Insurance and Freight (CIF) Price Quotation.
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19. Continue…
6. Franco Price Quotation .
7. Free Alongside Ship (FAS) Price Quotation.
8. Free On Board (FOB) Price Quotation.
9. CashWith Order (CWO) Price Quotation.
10. Cash On Delivery (COD) Price Quotation.
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20. Tender
• Definition / Meaning of Tender:
• To invite bids for a project, or to accept a formal offer such as a takeover bid. Tender usually refers
to the process whereby governments invite bids for large projects that must be submitted within a
finite deadline.
• What is Tendering?
• Tendering is the process of making an offer, bid or proposal, or expressing interest in response to
an invitation or request for tender. Organizations will seek other businesses to respond to a
particular need, such as the supply of goods and services, and will select an offer or tender that
meets their needs and provides the best value for money.
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21. Tendering is utilized by:
 Government departments, offices and agencies.
 Private sector companies and businesses.
 Overseas markets and businesses.
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22. Tender process
The seven main steps in the tender process:
1. Tender process is determined:
The organization requesting the tender will determine the type of tender that will be used, as well
as what will be involved in the tender process.
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23. Tender process
There are four main types of tender opportunities. These include:
Open Tendering: An open tendering process is an invitation to tender by public advertisement. There
are no restrictions placed on who can submit a tender, however, suppliers are required to submit all
required information and are evaluated against the stated selection criteria.
Select Tendering: A select tender is only open to a select number of suppliers. The suppliers may be a
short list sourced from an open tender or be a compilation of businesses that the organization has worked
with previously.
Multi-stage Tendering: Multi-stage tendering is used when there are a large number of respondents. At
each stage in the process, the suppliers are culled to those who are most suited to the specific contract
requirements.
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24. Tender process
Invited Tendering: An organization contacts a select number of suppliers directly and requests them to
perform the contract, it is generally used for specialist work, emergency situations or for low value, low
risk and off the shelf options,
Tenders can be issued through:
 Expressions of interest (EOI)
 Request for information (RFI Request for proposal (RFP) .
 Request for quotation (RFQ)
 Request for tender (RFT)
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25. 2. Request for tender is prepared:
Tender process
The request for tender outlines what is required, the contractual requirements and how you should
respond.
The documents themselves will vary between organization to organization, but common elements of
tender request documents include:
• Description of the goods and services to be procured
• Conditions of tender
• Evaluation criteria
• Submission content and format
• Process rules and information
• Conditions of Contract
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26. 3.Tenders are invited:
Tender process
The value, complexity and business category determine how tenders are invited.
4. Suppliers respond:
You should first obtain all relevant documentation. Then:
A. Attend any pre tender briefing sessions being conducted
B. Clarify any uncertainties
C. Plan your response
D. Prepare your response
E. Submit your response in the right format, on time and at the right location
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27. 5. Evaluation and selection:
Tender process
Each tender will be checked for compliance, and if compliant, then
evaluated against the criteria specified in the tender documentation.
The tender that offers best value for money will win the business.
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28. 6.Notification and debriefing:
Tender process
When a contract has been awarded, the successful tenderer will be advised in writing of the
outcome. Unsuccessful tenderers are also advised and offered a debriefing interview.
7.Contracts established and managed:
Generally a formal agreement will be required between the successful tenderer and the relevant
agency.
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29. What is ?
• An internet based process wherein the complete tendering process; from advertising to
receiving and submitting tender-related information are done online. This enables firms to
be more efficient as paper-based transactions are reduced or eliminated, facilitating for a
more speedy exchange of information.
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30. Difference between tender and quotations
• Tender in business means a type of quotation offering lowest prices for
supply of some goods or service or job works. Normally, in tender you have
to deposit some amount (refundable or non-refundable), whereas it is not
compulsory in quotation.
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