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Permalink Reply by B.Srinivasarao Librarian on December 17, 2014 at 1:57

please give me the library letters formats as per degree college

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Permalink Reply by Siddhartha Shankar Ray on December 17, 2014 at 19:34

Dear Janab Tasleem Arief Sahab,
Thanks for your post which is a practical requirement for library professionals especially new entrants in the profession.
However, there is no definite/standard format for writing such letters except that all these are business letters and as such, they should be (a)formal; (b)polite, (c)simple (d)easily understandable & (e) clear & firm in expression. Besides, where certain norms or rules are part of your statement, either quote the rule(s) or if it is lengthy/descriptive, quote the rule number/name/reference in a clearly visible script. for instance, in case you are ordering for subscription of journals and following GOC terms, mention it clearly. Besides, it is preferable to put their corresponding ISSNs , next is the issue of Conversion rates of Foreign exchange (for Foreign journals).
If you are ordering for a bunch of journals comprising both Indian and Foreign journals, list them under two different headings so that you make it clear which are Indian titles and which are foreign titles (in addition to their ISSNs)

Type the full titles of each & all of the journals (like tor the journal Transaction of the Royal Society of Tropical Medicine & Hygiene, never write just Transaction..., always write the full title along with the ISSN.

Payment criteria: In case you have successfully negotiated about this issue, make it certain that this really acts in practice. So clearly mention the issue in the order letter.

Currency conversion: In case you have been able to negotiate with lower rates than GOC, (like Bank rate/RBI rate etc.) don't forget to mention it precisely.

Financial Security for advance Payment: Make it CRYSTAL CLEAR. Get prior (preferably written) advise/guidance from your accounts/Administration Department. In the event of any future legal consequences, this issue will either make you a hero or a villain and its impact can make or break your professional career. So be extra careful for this aspect.
Terms of Delivery: Make a clear statement of this issue.
Refund of amount and time frame: Clearly mention the mutually agreed upon issue and the exact time frame.

Regarding Budget preparation, it entirely depends upon your place and provision. So it varies.

Regarding loss of books: format the list with the Headings like sl. No. Author, Title, Edition (if needed) Publisher, Cost and lost by whom or how detected. Then draft a covering letter, explain the issue, mention how many of them were lost by users and what measures were taken or in case it was detected during stock verification, mention it clearly. Be honest & transparent in your statement. Avoid accusing individual unless it is full proof & known to more than one.

These are all in a nutshell. I am sure that with time you will be wise enough to design your own format.

Good wishes,

Siddhartha S. Ray, Calcutta

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