BUSINESS LETTER 3 (PRELIM) on.

The address can also begin with a job title

or a department (if you don’t know the name).
 Business Letter- a letter written in formal For e.g: The Sales Manager, The Accounts
language, used when writing from one Department etc.
business organization to another. 5. Subject and Receivers Reference No- use
 Business letter- used for different for the reader immediately knows what your
purposes, like placing orders, making letter is about. Use ‘’Subject’’ or ‘’Re’’.Usually
inquiries, and so on. comes between Salutation and body. The
 Business Letter- it produces a permanent receiver’s references, the receiver’s pervious
record, they are confidential, well- letter number is mentioned under the heading
considered messages. reference. This will enable the receiver to
easily take out a copy of his own letter from his
PARTS OF BUSINESS LETTERS files and understand the matter in the reply.
EXAMPLE: Your Reference: MBM/SD/285/05
1. The Letter Head/Sender’s Address- DATED 5TH oct. 2005
includes the company’s logo/symbol/name,
address, ZIP, telephone number, fax number, 6. SALUTATION- compliment or greeting.
email address and website of the company. Written beside the left hand margin, two
Printed at the top center/left or the right side. spaces below the Inside address and two lines
 Sender’s Address- usually given in the above the body of the letter. It is followed by a
letter head, but if there is none, the comma (,) or a colon (:). Salutation depends on
sender’s name, address and contact the gender, type, number or the social status of
details can be typed. the person addressed.
2. Reference- include a reference line to Ex: Dear Sir, Dear Madam, Dear Amit Das,
identify a file or case number, invoice number Dear Sales Manager, Dear Customer, Dear
or any other internal identifying information, if Ladies and Gentlemen, Respected Sir, Dear
your company requires one. Some companies Nancy,
have specific reference codes that they place
either in a reference line below the date, or at 7. BODY- begins two spaces below the
the very bottom of the letter. salutation. Contains the message or the
information to be communicated. Most
EXAMPLE: REF.HMT/25/2005/114 important, lengthiest, prominent part- written in
correct, appealing and impressive style.
3. Date- consists of the date, name of the Double space between paragraphs. If letter
month and the year. If the letter sheet includes exceeds one page, repeat the recipient's name,
a letterhead, type the date from 2 to 3 lines date, reference/subject line and put page
under the letterhead, else type it under the number. Continue your letter three lines below
return address. Never send a letter without a the heading.
date. Never write like 7-2-12 or 7/2/12 Divided normally into 3 parts:
because it shows that the writer is careless 1) Introductory paragraph
or in a great hurry. 2) Middle paragraph
3) Closing paragraph
TWO STYLES:
8. COMPLIMENTARY CLOSE- It is written two
 British Method (ordinal numbers)- 4th spaces below the last line of the body. It is a
July, 2012. polite way of saying " Good bye". It depends
 American Method (cardinal number)- on the tone and degree of formality.
July 4, 2012. Formal: Respectfully yours, Sincerely, Yours
faithfully
4. The Inside Address- includes the name Informal: Cordially yours, Warm Regards,
and address of the firm or the individual to Best wishes
whom the letter is written. Written on the left
side, beside the margin, two spaces below the 9. THE SIGNATURE AND DESIGNATION-
date-line. Use Courtesy titles before names of Written double space below the complimentary
the receiver such as Mr., Mrs., Shri, Miss so close.
 First comes Signature (pen written). Sign LAYOUT
your first and last name. 1. BLOCK
 Second line - type written name.  Each line of every part begins at the left
 Third line business title. The signature acts margin.
as proof.  At least one line space between each part.
10. ENCLOSURES- This line tells the reader  Time saving method and beautiful to look
to look in the envelope for more. Write at, also known as American style.
Enc./Encl./Enclosure below the signature block. 2. INDENT
e.g. Enclosure  New paragraphs begin about 1.5
Enclosures: 3 centimeters to the right of the left margin.
Enclosures: Check #231 for $500  This style is also known as Hanging style.
 If you don't enclose anything, skip it.  This method consumes a lot of time, looks
shabby, therefore out of practice.
11. REFERENCE INITIALS- If someone else 3. SEMI BLOCK/MODIFIED BLOCK
has composed typed the letter for you, it is  Some parts are typed in block method and
common for them to indicate so with initials. other parts are indented.
Typically it is your initials in upper case  Return address, date, closing and
followed by the other initials in lower case. signature start just to the right of the
 SWA/KA - (composer/typist) center of the page or may be flush with the
 SWA:KA right margin.
 Most widely followed method in our country
12. COPY NOTATION- When other people are specially in govt. offices.
to receive a copy of the same letter, their
names are noted either by their ranks or by
alphabetically. Written just below the reference
initials or the enclosure whichever is last. Type
"cc" before the names if sending a "carbon
copy(to)" and "pc" for photocopy (to).
CC: Jim Blue, Jennifer Louis

TYPES OF BUSINESS LETTERS

 Inquiry Order
 Refusal
 Acceptance
 Quotation
 Follow up or Cancelation
 Compliance
 Complaints, Claims, Adjustments
 Settlement
 Collection
 Agency
 Sales letters
 GOOD/NEUTRAL NEWS LETTERS  Rejection Letters.

 OPENING- Mention the Best news or APPLY "SEVEN C'S" OF COMMUNICATION

summarize the main idea.
 MIDDLE- Explanations, details, reader 1. COMPLETENESS: Letter should not lacks
benefits, background. its purpose. Provide all necessary information.
 END- Use goodwill ending. Positive E.g. Order should not only mention quantity but
friendly, clear statement of action desired, also size, price, packaging, delivery,
motivation to action, willingness to help transportation charges, discount rates,
further, appreciation. payment item and condition etc
2. CONCISENESS: Be to the point, avoid
Examples of Good/Neutral news letters: unnecessary repetitions and include only
relevant material.
 Approving Credit 3. CONSIDERATION: Focus on "you" instead
 Acknowledgements on "I" or "We", Show reader benefits and
 Acceptance letters emphasize positive pleasant facts.
 Letters of Appreciation, Congratulations, 4. CONCRETENESS: Use specific facts and
Condolence figures, put action in verbs and choose image
 Confirmations, Granting favors and other building words.
requests. 5. CLARITY: Choose precise, concrete and
 Summaries familiar words. Construct effective sentences
 Adjustments and paragraphs. Reader should understands
 Transmittals the matter in first reading.
 Announcements o Goodwill messages 6. COURTESY: Whether writing a complaint or
 Thank your notes a concern, be sincere, thoughtful, appreciative,
courteous and respectful. Offer to do whatever
BAD/NEGATIVE NEWS LETTERS you can, within reason, to be accommodating
and helpful.
 OPENING 7.CORRECTNESS: Use right level of
1. Buffer language. Double check the facts, figures,
2. Begin with reader interest information. dates, price, spelling and grammar. Maintain
3.Agreement, Appreciation, Assurance, acceptable writing mechanics.
Compliment, Cooperation.
4. Give good news (if you can grant any)
 MIDDLE
1. Present negative element as positively as
possible.
2.Explanation and analysis of the
circumstances.
3. Decision, implied or expressed with resale
and or helpful suggestions.
 END
1. Positive, courteous, friendly, firm and
forward looking ending.

Examples of Bad/ Negative News letters

 Refusing Credit.
 Refusing adjustments on Claims and
Complaints.
 Answering Non-Sales related inquiries.
 Declining invitations and requests for
favours.
 Announcing a bad news about prices or
services.
 TIPS

 IMPORTANT: Draft your message,

Revise, Edit, Rearrange and Proof read.

 Maintain proper margins.

 Use the right font size, style and colour.
 Strike the right tone: be brief and
professional, don't be too blunt or flattery.
 Use a quality pen to sign the letter and
thoroughly read before you send it
 Neatly fold the letter into thirds and post it
in a clean envelope(with company logo).
 Neatly print/write your return address
and the recipient's address on the
envelope.