Business letter(group 5)

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Business letter(group 5)

  1. 1. A PRESENTATION ON “BUSINESS LETTER” <br /> PRESENTED BY: <br />GROUP NO:-05 <br /> NAME: ROLLNO: <br />MANISH KUMAR 25<br />MANISH KUMAR 26<br />MANOJ KUMAR 27<br />MAYANK PANDEY 28<br />NIDHI SINGH 29<br />NIRBHAY 30<br />
  2. 2. WHAT IS THE BUSINESS LETTER?<br />A business letter has a distinctive structure and appearance. Each of the parts has a specific style, position and function which has been established by custom and is followed because it is convenient for handling and processing correspondence in an organization’s office.<br />A letter is usually an organization’s first visual contact with another organization or person, and makes an important impression.<br />
  3. 3. APPEARANCE OF A BUSINESSN LETTER<br /><ul><li>Stationery : Must be of good quality.
  4. 4. Typing : Must be neat, without cancellations.
  5. 5. Paragraphing : Is necessary for breaking up a composition into readable, logical and progressive units.
  6. 6. Folding : Of the letter must be neat. it makes a poor impression if it is badly folded.
  7. 7. Address : On the envelope is typed halfway down and one third in from the left. </li></li></ul><li>TYPES OF LETTERS<br />Information letters <br />Sales letters<br />Problem letters<br />Goodwill letters<br />
  8. 8. LETTER FORMATE<br />Company letter head <br /> Ref. No:<br /> Date:<br /> Inside address<br /> Attention line<br /> Salutation<br /> Subject………………………………………….<br /> ………………………………………………………………………………………………………………………………………………………<br /> Body of letter<br /> ………………………………………………………………………………………………………………………………………………………..<br /> Subscription<br /> Signature<br /> Signatory’s typed name<br /> Signatory’s position in company<br /> Company name <br /> Encl<br /> P.s.<br /> Ref. initials<br />
  9. 9. <ul><li>Heading:- The heading, also called ‘letterhead’ contains the name of the firm/company and its address. It is usually given at the top center or top right side of the paper.</li></ul> ex:- SINGHAD BUSINESS SCHOOL<br />19/15,Erandwane,Khilare Marg , Off Karve<br /><ul><li>Reference number:- The reference number gives the letter number, file no, and other filing details to make it easy to locate the file related to the issue. It appears on the left on level with the date
  10. 10. ex:- 19/15
  11. 11. Date:-The date of the letter is of crucial importance. It is usually written on the right hand side , parallel to the reference number.</li></ul> ex:-September 25, 2010<br />
  12. 12. <ul><li>Attention line:-When the writer directs his letter to a particular official in an organization he may use the phrase ‘For the attention of ‘ below the inside address.</li></ul> ex:- For the attention of the director.<br /><ul><li>Salutation:- It is the greeting of the address. We may choose the salutation on the basis of our familiarity with the reader and the formality of the situation.</li></ul>Madam<br />Sir<br />Dear sir/Dear Madam<br />Dear Mr. Smith<br />ex:- Dear Ms. ……<br />
  13. 13. <ul><li>Inside Address:-It contain the name and address of the organization or the individual to whom the letter is being sent. It should be written below the reference number. </li></ul> ex:- Sinhgad institute of management and computer application<br />Narhe, Pune-41<br /><ul><li>Subject line:-it tells what the correspondence is about. in addition ,it contains any specific identifying material that is suppose to be helpful, date of previous correspondence, invoice number , order number or the central point of the letter. It is placed just below the line of salutation.</li></li></ul><li><ul><li>Subject line:-It tells what the correspondance</li></ul> Is about . In addition, it contains any specific identifying material.<br /><ul><li>Body of the letter:- the body of the letter carries its message. It is generally divided into three or four paragraphs, each having its own function.</li></ul> The first paragraph links up the correspondence and established rapport with the reader. <br /> The second paragraph may be called the main paragraph that contains the subject proper.<br />
  14. 14. .<br /> The third or final paragraph brings the letter to a goodwill ending, leaving the doors open for future business. Its generally followed by phrases like ‘with regards’ , ‘with best wishes’ , ‘with warm regards , ‘Thanking you’ , etc.<br /><ul><li>Formal closed:-The formal closed must ‘must’ the salutation as shown below.</li></ul> ex: your faithfully , your sincerely<br />
  15. 15. <ul><li>Signature block/slot:- There is a fixed place for the signature of the writer. Just as the signature is important, so is its place in the lay out of the letter.
  16. 16. Enclosures(Encl):- very often a letter carries along with it some important papers such as proof of date of birth, copies of certificates , price list, invoice, receipts, cheque/draft bill/cash memo etc .</li></li></ul><li><ul><li>Postscript:- p.s. is written if the writer has forgotten to mention something important in the letter. Generally a writer is not supposed to forget any important item
  17. 17. Reference initials:- many company continue to follow the practice of putting typed initials of the person who dictates the letter and those of the one who types it.</li></li></ul><li>Thank you<br />

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