The document provides information on writing effective business letters. It discusses the importance and purpose of business letters as a formal way to communicate between parties. It outlines the essential and optional components of a business letter, including the letterhead, sender's address, date, salutation, body, complimentary close, signature, and more. Finally, it compares formal and informal letter formats.

1. LETTER WRITINGPresented By: Farzana Shah (BS-IT, MBA-HRM)Friday, September 23, 20111

2. The Importance of LettersRepresent your company’s public image and your competenceMore personal than a report, yet more formal than memos or e-mailMore permanent than e-mailConstitute an official legal record of an agreementLetter writing is a very effective way of communication.You need to write a letter when you are applying for job or for business dealing. There are many types of letter like professional letters and personal letters. 2

3. Purpose of a Business LetterA business letter (or formal letter) is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper.Business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.

4. Writing Effective LetterAnalyze Your reader:Who is Your reader?Will my reader be favorably or unfavorably disposed to what I am going to say?What kinds of information will Your reader expect you to supply?How will Your reader use the information I am sending?What impression do I want my letter to make on readers?Have a clear sense of your purpose and theirsSelect the best communication strategyDraft, revise, and edit your letter4

5. Writing Effective LetterConsider The Following Points To Write Effective Business Letter:in the correct formatshort and to the pointrelevantfree of any grammatical or spelling mistakespolite, even if you’re complainingwell presentedConsider 7Cs of Communication:ClearConciseCorrectCourteousConversationalConvincingComplete5

6. Letter ComponentsEssential ComponentsLetterhead (Business Organization)Writer’s AddressDateInside AddressSalutationLetter BodyComplimentary CloseSigned Name/ Signature AreaTyped NameOptional ComponentsSubject LineNew Page NotationsWriter’s and Typist’s InitialsEnclosure NotationCopy Notation6

7. Essential Components of a Letter7

8. LETTERHEAD / HEADINGCompany’s name Address Telephone Fax Email / WebsitePostal CodeKind of Business8

9. Personal AddressStreet addressCityStateZip CodeCompany AddressCompany’s nameStreet addressCityStateZip Code9Writer’s Address

10. Full Calendar DateMay 31,200931May 20092-4 spaces10Date

11. Address of the readerReader’s NameReader’s TitleCompany NameCompany Street AddressCompany CityCompany StateCompany Zip Code2-4 spaces11Reader's Address

12. IF you know the reader’s name, salutation will beFirst / Last NameFollowed by ColonFor exampleDear Mr. Smith:Dear Ms. Jones:Dear Miss / Mrs. Jones:Dear Chris Evans:OTHERWISEUse titleDear Vice President:Use department’s nameAccounting Department:2 spaces12Salutation

13. 13Letter BodyIncludesIntroductory ParagraphDiscussion ParagraphConcluding Paragraph2 spaces below salutation2 spaces b/w paragraphs

14. 14Complimentary ClosePlace a comma after complimentary closePreferred close is Sincerely, 2 spaces below body

15. 15Signed NameSign your name legibly

16. 16Typed NameType your nameMention your title /Desgination4 spaces below complimentary close

17. Optional Components of a Letter17

18. 18Subject LineMust have a topic & focusCan be used instead of salutationAll CAPS2 spaces below inside address

19. 19Writer's and Typist's InitialsIf writer and typist are two different personsWriter’s initials- ALL CAPSTypist’s initials-LOWERCASESeparate both initials with a colon2 spaces below typed signature

20. 20Enclosure NotationEnclose information asEnc.; OREnclosure; OREnclosures(2); OREnclosure: August Report2 spaces below writer’s and typist’s initials

21. 21Copy NotationFor a copy of letter, writecc (complimentary copy)pc (photocopy)For copies sent to other readers, writepc: Reader Ma,e2 spaces below enclosure notation

22. Difference B/W Formal & Informal LettersFormal Letters An informal letter is a letter you would write to a friend of family member. It doesn't necessarily need a format, but there is a standard. Example of layout: Dear (Name), Body of letter Sincerely, (Name)A formal letter is a letter written to a business, a college, or any professional that are not considered friends or family. Name Address Phone number Email Example of layout: Dear (Name), (Body of letter) Sincerely, (Name) (Sign in pen under typed name) Informal Letters 22

23. Letter FormatsFull-block formatAll text typed on left marginSpaces between paragraphsSimplified formatSame as full block format exceptNo SalutationsSubject Line introducedNo Complimentary Close23

24. 24Full Block Format

25. Simplified Format25

26. Semi-BlockIn a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented.Return Address Line 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9Your Title Enclosures (2) 10Typist Initials. 1126

27. Modified BlockIn a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position. Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 body. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Closing (Sincerely...),7 Signature 8 Your Name (Printed) 9 Your Title Enclosures (2) 10Typist Initials. 1127

28. Modified Semi-BlockIn a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented in same position Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3Title/Position of Recipient.Company NameAddress Line 1Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9 Your Title Enclosures (2) 10Typist Initials. 1128

29. Classifications of business lettersPositiveCustomer relations letters responding favorably to a writer’s request or complaintSales letters promoting a productNeutralLetters requesting information about a product or service, placing an order, or responding to some action or questionNegativeCustomer relations letters refusing a request, saying no to an adjustment, etc.29

30. Types of LettersLetters of InquirySales LettersGood-News LettersBad-News LettersComplaint LettersAdjustment LettersCover Letters 30

31. QUESTIONS &aNSWERS

32. THANK YOU