BUSINESS LETTER letterr writ writte ten n in forma formall langu language age,, usu usuall ally y used used when when Business Business letter letter is a lette writing from one business organization to another, or for correspondence between such such organiz organizatio ations ns and their their customer customers, s, clients clients and other other external external parties. parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, wellconsidered wellcons idered messages. ! business letter is usually a letter from one company to another, or between such such organiz organizatio ations ns and their their customer customers, s, clients clients and other other external external parties. parties. The overall style of letter depends on the relationship between the parties concerned. "usiness letters can have many types of contents, for example to request direct information information or action from another party, to order supplies from a supplier, supplier, to point out a mistake by the letter#s recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. ! business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication. Business Letter Form
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T%E T%E &ET &ETTE TE' ' %E! %E!( ( ) T%E T%E *E+ *E+(E (E' '* * !((' !(('E* E** * Includes the companys logo ) symbol ) name, address, -I, -I, telephone number, fax number, email address and website of the company. company. rinted at the top center)left or the right side. in the letter letter head, head, but but if there is is SENDER’S ADDRESS: It is usually given in none, the Sender’s Name, Address and Contact details can e t!"ed#
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'E0E'E+1E Include a reference reference line to identify identify a file or case number, number, invoice number number or any other internal internal identifyi identifying ng informati information, on, if your company company requires requires one. *ome *ome companies companies have specific specific referenc referencee codes codes that they place place either either in a reference line below the date, or at the very bottom of the letter. letter.
REF#$%T&'(&'))(&**+ #
DATE (ate consists of the date, name of the month and the year. If the letter sheet
includes a letterhead, type the date from / to 2 lines under the letterhead, else type it under the return address. +ever send a letter without a date. The "ritish 3ethod 4ordinal numbers5 6 +th -ul!, ')*' The !merican 3ethod 4cardinal numbers5 : -ul! +, ')*' 7.
T%E I+*I(E !('E** Includes the name and address o. the .irm or the indi/idual to whom the letter is written. 8ritten on the left side, beside the margin, two spaces below the date line. 9se Courtes! titles before names of the receiver such as %r#, %rs#, Shri, Smt#, %iss, %s, %essrs, Dr, 0ro.#, Ca"t#, %a1#, Col#, 2en# etc# The address can also begin with a :ob title or a department 4if you dont know
the name5. 0or e.g. : The Sales %ana3er, The Accounts De"artment etc# ;.
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*ub:ect is use so that the reader immediately knows what your letter is about. 9se 4Su1ect5 or 4Re5# *ub:ect usually comes between *alutation and body. The receiver#s references i.e. the receivers pervious letter number is mentioned under the heading reference.This will enable the receiver to easily take out a copy of his own letter from his files and understand the matter in the reply. e.g. 6our Re.erence :%B%&SD&'7(&)( DATED ( th oct#'))(
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*!&9T!TI>+ It is a compliment or greeting. 8ritten mar3in, t8o s"aceselo8
beside the
le.t
hand
the Inside address and t8o lines ao/e the
od! of the letter. It is followed by a comma 4,5 or a colon 465. *alutation
depends on the gender, type, number or the social status of
the person
addressed. @.
">(A "egins two spaces below the salutation. 1ontains the message or the information to be communicated. 3ost important, lengthiest, prominent part written in correct, appealing and impressive style. Di/ided normall! into "arts: $5 Introductory paragraph /5 3iddle paragraph 25 1losing paragraph (ouble space between paragraphs.
If letter exceeds one page, repeat the recipient#s name, date, reference)sub:ect line and put page number. 1ontinue your letter three lines below the heading. B.
1>3&I3E+T!'A 1&>*E It is written two spaces below the last line of the body. It is a polite way of saying C Dood bye. It depends on the tone and de3ree o. .ormalit!# 'espectfully yours, *incerely, Aours faithfully Formal: In.ormal: 1ordially yours, 8arm 'egards, "est wishes
F.
T%E *ID+!T9'E !+( (E*ID+!TI>+ 8ritten double space below the complimentary close. 0irst comes *ignature 4pen written5. *ign your first and last name. *econd line type written name. Third line business title. The signature acts as proof.
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E+1&>*9'E* This line tells the reader to loo9 in the en/elo"e .or more# 8rite Enc#&Encl#&Enclosure below the signature block. If you dont enclose
anything, s9i" it Enclosure e.g.
Enclosures 6 1heck H/2$ for ;GG
Enclosures : 3
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'E0E'E+1E I+ITI!& If someone else has composed typed the letter for you, it is common for them to indicate so with initials. Typically it is your initials in upper case followed
by the other initials in lower case. S;A&A +>T!TI>+ 8hen other "eo"le are to recei/e a co"! o. the same letter , their names are noted either by their ranks or by
alphabetically. 8ritten :ust below the
reference initials or the enclosure whichever is last. Type 4cc5 before the names if sending a Ccarbon copy4to5 and 4"c5 for photocopy 4to5. CC: -im Blue, -enni.er Louis
&ayout of the business letters 6 *#
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BL>C< Each line of every part begins at the left margin. !t least one line space between each part. Time saving method and beautiful to look at, also known as !merican style. INDENT +ew paragraphs begin about $.; centimeters to the right of the left margin. This style is also known as %anging style.
This method consumes a lot of time, looks shabby , therefore out of practice.
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SE%I BL>C<&%>DIFIED BL>C< *ome parts are typed in block method and other parts are indented. start :ust to the right of Return address, date, closin3 and si3nature
the center of the page or may be flush with the right margin. 3ost widely followed method in our country specially in govt. offices.
T!"es o. Business Letter
The most important element you need to ensure in any business letter is accuracy. >ne of the aspectsof writing a business letter that requires the most accuracy is knowing which type of business letter you are writing. ! number of options are available for those looking to trade in business correspondence, and you will significantly increase your odds for getting a reply if you know the form you need to send.
*# In?uir! Letters The letter of inquiry is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. Inquiry letters ask a question or elicit information from the recipient. 8hen composing this type of letter, keep it clear and succinct and list exactly what
information you need. "e sure to include your contact information so that it is easy for the reader to respond. When you are requestng more informaton abou a produc or service, his ype of business leer ends o include specic informaton such as produc ype, as well as asing for furher deails in he form of brochures, caalogs, elephone conac, ec! maing inquiries also help you eep up on your competton! "se his leer emplae o ensure you receive a promp reply!
'# Sales Letters Typical sales letters start off with a very strong statement to capture the interest of the reader. *ince the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link. In a sense, every letter a businessman writes is a sales letter because it automatically becomes a showcase for himself and his company. %owever, there are letters written for the specific purpose of selling a product or a service. *ales letters are used to introduce products or services to consumers. !s such, sales letters tend to use formal letter structures and are rather impersonal because they are sent to more than one person. *ales letters often ask readers to consider a Cpain point J a problem that a person needs solved, and then introduce a product that will provide the solution. Its important to quickly move to your sales pitch in your sales letter as most readers will understand that your sales letter is a form of advertising. *ales letters also often include an offer to encourage customers to try the product. Its important that these offers are clear and provide a useful service to the reader.
# Co/er Letter #over leers are e$remely imporan when applying for a new positon! cover leers should include a shor inroducton, highligh he mos imporan informaton in your resume and elici a positve response from your prospectve employer! hese wo e$amples of cover leers are par of a larger secton on he sie providing all he informaton you will need on aing an inerview in English during your %ob search! 1over letters usually
accompany a package, report or other K merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.
+# >rder Letters >rder letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. ayment is sometimes included with the letter. This letter is as the
name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor.
(# Com"laint Letters The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. "e direct but tactful and always use a professional tone if you want the company to listen to you. ! complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. EL!3&E* Inquiry &etters
TI0S I%0>RTANT: Dra.t !our messa3e, Re/ise, Edit, Rearran3e and 0roo. read# 3aintain proper margins.
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•
•
font
9se the right size, style and
colour. •
*trike the right tone6 be brief and professional, don#t be too blunt or
flattery. 9se a ?ualit! "en to si3n the letter and thoroughly read before you
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send it • •
+eatly .old the letter into thirds and post it in a clean envelope4with company logo5. +eatly "rint&8rite your return address and the reci"ients address on the envelope
