Formation of business letter

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Formation of business letter

  1. 1. FORMATION OF BUSINESS LETTER • • • • • • GROUP 1 Trương Thị Kiều My Trần Thị Minh Phụng Đỗ Thị Nghi Khương Nguyễn Thị Hiền Trang Trịnh Trương Hiền Trân
  2. 2. Definition: A business letter is usually used when writing from one company to another, or for communication between organizations and their customers, clients and other external 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, well-considered messages
  3. 3. Parts of a business letter: • letterhead (or senders address for plain paper), • date, • inside address, • reference line (if applicable) • salutation, • body, • complimentary close • signature • name of sender printed or typed • enclosures listed (if applicable)
  4. 4. Main Formats for Business letters Block Letter Format Modified Block Format Semi-Block Format
  5. 5. • Block Letter Format: The common block letter format is formatted with all of your text flush with the left margin. Paragraphs are doubled spaced and all line text single spaced. The margins are a standard word processor setting of one inch. (see the image of Block Letter Format). • Modified Block format: A modified block style is a format for a business letter. The date and the signature are centered.All paragraphs are not indented. All text is aligned to the margin on the left side of paper. • Semi-block Letter Format: For the semi-block, the only difference between the semi and alternative block is as opposed to have the body text justified left, the first line of each paragraph is indented.
  6. 6. Block Letter Format
  7. 7. Modified Block format
  8. 8. Semi-block Letter Format:
  9. 9. Notes and Tips When writing business letters, you must pay special attention to the format and font used. Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. • Try to keep your letters to one page. • Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages. • You have some freedom in how many blank lines to use between blocks and in the margin sizes in order to fit a letter onto a single page. • Not all letters need every block identified in this article. If you leave one out, do not leave blank lines where the blocks would have been.
  10. 10. Notes and Tips When writing business letters, you must pay special attention to the format and font used. Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. • Try to keep your letters to one page. • Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages. • You have some freedom in how many blank lines to use between blocks and in the margin sizes in order to fit a letter onto a single page. • Not all letters need every block identified in this article. If you leave one out, do not leave blank lines where the blocks would have been.

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