Transcript BUSINESS LETTER

BUSINESS LETTER
Heading
Opening
1. Consists of:
2. Name of the person
addressed
3. His/her designation
Contains
4. The address(a) Street no. and
name
•Name of the
(b) City
organization
•Address with telephone, (c) State
(d) Pin code
fax nos.
5. The Salutation
• and e-mail address
6. The subject•Company’s logo
Written either in block
•References
•Date, Day, Month, Year letters or underlined
Printed Letterhead
Body
Closing
Contains the message
Follow the 6Cs
Complementary
Be--Close
•Clear
•Concise
•If your salutation is
•Consistent
by name, Close it with
•Complete
“Yours Sincerely”
•Courteous
•If it is Dear Sir/s
•Correct
Or Dear Madam
Close it with
“Yours Faithfully”
Written Communication
• Written communication is formal and precise.
• It requires a formal beginning and ending.
• Oral interpersonal communication is most
often informal.
• Whereas in oral communication one can
depend on tone of voice, facial expressions
or gestures to put across one’s message, in
written communication one has to depend
only on the formal, written words to get the
message across.
Letters
• Letters are the most important means of written
communication as they become permanent
records and can be referred to in future.
• Maintaining
customer
relations,
handling
problems, exchange of information, and
maintaining goodwill requires skillful letter
writing.
• Reasons for writing a letter:
• To inform-To tell someone about something
• To instruct/order –To make somebody do
something
• To reply- To reply to some communication
• To convince/persuade- To make somebody
interested in you or in your product
Features of Business
correspondence
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Your letters should be brief but not curt.
They should be polite and easily comprehensible.
Plan your letterthe reason and objective of writing
To whom you are writing-adjust your style according to the needs
of the person whom you are writing, his designation in the
organization etc.
When are you going to write? Do you have a deadline to meet?
What will be the layout and construction of the letter?
Formal letters should be short and to the point and devoid of
complex sentences and jargon laded language.
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A Dictionary and thesaurus are a good letter writer’s constant companions.
Pick the right word
Avoid repetition of words and verbosity
Building one’s word power aids to using words with consummate skill
Avoid cliches
Spontaneity in a letter ensures smooth reading
Make the letter balanced and positive in approach. Avoid using negative words like
‘failure’, ‘refuse’, ‘sorry’, ‘damage’ etc.
Good business letters maintain ethical and moral standards, and show a sense of
legitimacy.
Learn to mitigate the hardship or adverse impact of the message through choice of
words and manner of presentation.
Bring a unique perspective and experience to the letter by adding imagination and
creativity to it.
The letter should reflect enthusiasm and innovative temper of the writer.
A positive and progressive approach to writing letters generates regard and creates
goodwill for the writer.
Prefer friendly and conversational style over stilted, dull and stiff writing.
Clarity of goal should be reflected in both thought and expression.
The most effective business letters are those that show the writer’s interest in the
receiver. Therefore, adopt “you” attitude.
An effective letter emphasizes all important points by carefully positioning them in
sentences and paragraph.
Effective business letters have tactful approach .Certain problems call for a ‘middle
ground ‘ approach.
FORMS OF LAYOUT AND PARTS OFA BUSINESS LETTER
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Full Block Form
Modified Block Form
Semi Indented Form
Hanging Indention Form
• Standard Elements
Heading or Letterhead
Reference Number
Date
Inside Address
Mode of Address
Salutation
Subject Line
Body of the Letter
Formal Close
Complimentary Close
Signature block/slot
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• Additional Elements
Addressee notation
Attention Line
Subject Line
Reference initials
Enclosure Notation
Postscript
‘CC’ or Carbon Copy Notation
Business Letter Types and Their Objectives
Types
Objectives
Credit
To enquire or request for loan
Collection
To collect past due accounts
Order
To place an order for products or services
Inquiry
To enquire the status of sth; price lists;catalogues
Claim
To lodge a complain and ask for a remedy
Adjustment To inform how the complaint would be taken care of
Sales
To sell /promote a product or service
Fundraising To request the readers to donate money or time
Job
Application
To apply for an employment