BUSINESS COMMUNICATION

PROJECT

BY- TANMAY CHHIKARA

ROLL.NO- 2K21/BBA/155

SUBMITTED TO – DR. RITU DHAWAN

 1) Sales Letter

What is a sales letter?

A sales letter is a written pitch to attract potential customers to a

product or service. The goal of a sales letter is to show a customer
how your business will benefit them. When a consumer thinks about
meeting their needs, they are less focused on the idea of a business
transaction, which can lead to a sale.
Businesses use sales letters in both online and print formats. Sales
letters are a form of direct marketing that can be effective if they are
composed using persuasive techniques and strong content. They allow
businesses to make a personal connection with current or prospective
customers.

How to write a sales letter

A potential customer needs a reason to purchase. A sales letter gives

that reason and backs it up with examples and information.

Here are the parts of a sales letter we should include to maximize our
chances of making a sale.

1. Write a catchy headline that grabs your customer's

attention.
Tell potential customers what they need in one sentence. Make it
memorable-this may be the only thing they see.

2. Hook the reader by identifying what they need and why.

Addressing the unspoken needs of the sales prospect will connect
them to your product. If you can explain why this product or service
will benefit them, your potential customer will pay more attention to
your words.

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3. Include bullet points with key information.
A bulleted list will help readers see the information you want to
highlight. Use this list to build on your headline and hooks.

4. Use testimonials or statistics.

A sales letter should show readers the value of your product. Include
testimonials and statistics in your bullet points so readers who scan
can quickly see valuable information that helps sell your product.

5. Offer something to the customer that is limited in time

or quantity.
An effective sales technique is to heighten the immediacy or make the
need feel greater for a potential customer by introducing a timeline for
a deal. This technique is also used by limiting the number of items
available for the offer. Giving the consumer a timeframe to take action
is more motivating in this type of sales pitch.

How can you make a sales letter more effective?

Use informal language. Brief, clear sentences and short paragraphs

make you sound more human. A natural tone will help customers
connect to your message and take the focus off of selling.

Keep the customer in mind. Write with the mindset of what you as a
customer would like to hear. Make sure your words answer the
question: "What's in it for me?"

Organize your content. Make sure your ideas flow from beginning
to end. Your letter should have an introduction, body and a
conclusion.

Include exciting visuals. Graphic design is an important feature of

your letter aside from the written content. One should complement the
other. Keep designs simple and relevant to current trends.

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Sales Letter Example

Grass Roots Web Optimizer can help you double your customer base
without spending money on digital ads.

Alex Ferguson
555 Weston Way
LA
FLA, 33505

Dear Mr. Alex,

Your website is an information portal for current and potential

customers. You want to attract web browsers to find and stay on your
page. Spending hundreds of dollars on digital campaigns may not
result in a big sales increase. Grass Roots Web Optimizer software
engages more organic traffic on your website without the expense.

We offer three ways to increase sales through online engagement.

 We produce relevant content that attracts readers.
 We use 20% more SEO focused topics than the average digital
marketing agency.
 Our optimized web pages track clicks and send you customized
daily, weekly, and monthly reports.

"When I started using Grass Roots, I found their analysis so helpful. It

showed me where customers were clicking on my page so I knew
what was attracting the most attention to my products." -Cindy Beck,
Owner of Lighting Source.

Our mission is to help businesses increase their online influence to

retain and attract new customers. Enter your email and website here
and we'll send you a free analysis of SEO organic traffic.

Set up your annual Grass Roots Web Optimizer software campaign in

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Sincerely,
Tanmay Chhikara
Customer Service Manager
Grass Roots Web Optimizer

P.S. I hope you'll take advantage of this chance to grow your organic
traffic and increase sales. Our goal is to help companies like yours
thrive.

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 2) Interview Letter

An Interview Letter is sent to the concerned person inviting him/her

to appear for the interview. Important details like the date, time and
place of interview will be usually mentioned in the interview letter. As
the interview letter will be the initial communication to the person
from the company, it should be carefully written.

Interview Letter Writing Tips:

 As the interview letter is a formal letter, it should be written on

the company letterhead.

 It is better to type the letter instead of being hand written.

 The interview letter should be short, brief but should contain all
relevant information.

 In the interview letter it should be clearly stated whether the

candidate should bring any documents to the interview.

 This letter should be sent in advance so that the person can make
necessary arrangements to attend the interview.

Interview letter Example

From,

Virat Kohli,
HR Department,
Syntech Label,
Azadpur

07-07-2022
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To,

Harshit Singhal,
B-29
Model town -3
New Delhi

Subject: Interview for the post of Supervisor

Dear Mr. Harshit ,

This letter is in response to your application dated 1st July, 2022

applied for the post of Supervisor and also the ensuing Group
discussion which was held on 15th July.

We are happy to inform you that you have cleared the first round in
the elimination process and also selected for appearing the interview
round with the panel members.

You are being informed to attend the formal interview which will be
conducted on 25th July at our main office building at 10am.

Please ensure that you will attend the interview on time. In case if the
date is not convenient for you, please contact the HR manager for
seeking an alternative date. You can call at our office and also confirm
your availability for the interview. If we do not receive any mail or
message from your end in the next 3 days, this interview will be
cancelled.

You need not bring any documents for the interview. You can produce
the documents after the declaration of the result.

Best of Luck!

Best Regards,
Virat Kohli

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 3) Request Letters

What is a formal letter of request?

You may write a formal request letter when you need a product,
service, information, favour or permission from a person of authority
within or outside an organisation.

The letter's tone has to be formal and polite and its format has to
comply with prescribed standards. Request letters can be the
beginning of a chain of correspondence and hence, it is best to keep
them factual.

In an individual capacity, request letters can relate to leave, change of

address, salary information, appointments and resignation. A business
entity request letter may include requests for product information,
quotes and samples.

Meeting requests, contract extensions, contract termination, requests

for credit and payment requests are also examples of request letters.

How do you start a formal letter of request?

As request letters are business letters, they are ideally structured

according to a prescribed format. Address the recipient with the
appropriate salutation and start the letter by introducing yourself.

You can mention your name, department and any previous interaction
with the recipient to refresh their memory.

How to write a letter of request

It is always advisable to write a business request letter on official
stationery. If you do not have it handy, write your company name in
the top centre with the address and contact details. Follow these steps
to write a formal letter of request:

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1. Include address and date
Address and date are the headers of most business letters. First,
include the name, designation and address of the recipient. Place both
pieces of information on the left.

2. Include the reference and subject

Add the reference number and the subject one line below it. The
subject line is an important part of a business letter as it holds the
recipient's interest and prepares them for what comes in the body of
the letter. Keep it short and within six to eight words.

3. Add a salutation
Enter a salutation. Dear is largely accepted as the standard salutation
for business communication. You can also use Respected if the
recipient is a very senior executive. Always greet the recipient
formally using Dr., Mr., Mrs. or Ms. Use the second name of the
person after the salutation.

4. Add a subscription
This is an important part of a business letter, as it maintains the formal
tone of the letter. Use phrases like Thanking you, With warm regards,
and Yours sincerely. Avoid using phrases like Bye for now or See you
in the first interaction.

5. Mention enclosures
Add Encl: to the left, if you are attaching any supporting
documentation. You can provide a numbered list of the attached
materials. Ensure that the materials are attached in the order you
mentioned in the letter.

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Request Letter Example

To

Ms. Kiran Kumar

RT Projects
GHI Ltd
Shahdara 400 001

September 14, 2021

Reference: Notification in company newsletter about on-site

opportunities

Dear Ms. Kiran,

I am Asha, a lead developer from the team 'Project Atlantis'. I am

writing in response to the notification in our newsletter regarding on-
site opportunities. I request you to consider my application.*

As per the criteria mentioned in the newsletter, I have completed

seven years of service in our company. I have worked on four projects
and have good experience of end-to-end project management. I have
received a 60% appraisal over the last seven years. I currently manage
a team of seven people, which I am sure is quite rare, considering my
years of experience. I have also received the best-performing
employee award three years in a row and more importantly, the last
two from you.

I want to highlight my additional technical skills for your perusal:

 Five years’ experience as a Python Developer

 Working and hands-on knowledge on Django and Flask
 Working knowledge of ORM and front ends technologies like
JavaScript, HTML and CSS3.

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As my skills and experience match your criteria for the on-site
opportunity, I request you to consider my application for the same.

*Looking forward to hearing from you.

Yours sincerely,
Asha Kumar

4) Resignation Letter

What is a resignation letter?

A resignation letter is an official document that records the end of

your employment with an organisation that should come after you’ve
indicated your decision to leave in person or via email.

It is always best to speak directly with your manager before sending a

resignation letter to give them as much time as possible to prepare. If
you work remotely or do not see your manager in person, ask if you
can have a conversation by video chat or on the phone.

Typically, a resignation letter includes the following information:

 Statement of resignation from company

 Date of last day of work
 Statement of gratitude
 Next steps or important information
 Signature

How to write a resignation letter

Writing a resignation letter can be a simple process if you follow a

few key steps. Before writing your letter, you should consult with
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your direct supervisor or HR manager to follow any processes your
company has in place regarding resignations.

To write a resignation letter, you should include the following

information in this order.

 Record the time and date. In a standard business letter, the

time, date and few other details are typically included to keep
record of timestamps. In an email, this information is not
necessary as it is included digitally. If you are planning to type a
letter, you should include this information at the top of the page.

 Start with an address line. Address the recipient by name. You

can use introductions like ‘Dear,’ ‘Hello’ or simply ‘Mr/Ms
[supervisor’s last name]’.

 Include a statement of resignation. State clearly that you are

writing to submit your formal resignation from the company. If
you’d like, you can include your position title as well.

 Include a statement of gratitude. It is always a good career

decision to keep your relationships positive. Writing one or two
sentences explaining what you are thankful for about your time
at the company will help foster a peaceful transition.

 List next steps or important information. List any key

information the recipient should be aware of regarding your
transition. These details can be worked out with your manager
ahead of time. If you’re not sure, simply adding that you are
happy to do whatever you can to make the transition as smooth
as possible will be appreciated.

 Close with your signature. Lastly, finish the letter by signing

your name after a closing statement like ‘Sincerely’ or ‘Thank
you’.

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Resignation letter Example

Dear Grace,

I am writing to formally inform you of leaving my position as

accounts manager with Manchuria Investments, effective two weeks
from this date.

The past 12 years have been exceptional for me. I appreciate the
opportunity of managing over $200 million worth of client accounts,
building valuable relationships with high-net-worth individuals and
performing at the highest level of the hedge fund industry.

Thank you for providing me an enabling environment to grow and

develop my career to this point. I wish you and the company all the
best. Please let me know if there is any way I can assist with the
transition. I hope to keep in touch.

Sincerely,
Thomas Shelby

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