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Letter writing essentials

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useful for business administration and communication

useful for business administration and communication

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  • 1. LETTER WRITING
    Presented By: Farzana Shah
    (BS-IT, MBA-HRM)
    Friday, September 23, 2011
    1
  • 2. The Importance of Letters
    Represent your company’s public image and your competenceMore personal than a report, yet more formal than memos or e-mail
    More permanent than e-mail
    Constitute an official legal record of an agreement
    Letter 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 Letter
    A 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 Letter
    Analyze 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 theirs
    Select the best communication strategy
    Draft, revise, and edit your letter
    4
  • 5. Writing Effective Letter
    Consider The Following Points To Write Effective Business Letter:
    in the correct format
    short and to the point
    relevant
    free of any grammatical or spelling mistakes
    polite, even if you’re complaining
    well presented
    • Consider 7Cs of Communication:
    Clear
    Concise
    Correct
    Courteous
    Conversational
    Convincing
    Complete
    5
  • 6. Letter Components
    Essential Components
    Letterhead (Business Organization)
    Writer’s Address
    Date
    Inside Address
    Salutation
    Letter Body
    Complimentary Close
    Signed Name/ Signature Area
    Typed Name
    Optional Components
    Subject Line
    New Page Notations
    Writer’s and Typist’s Initials
    Enclosure Notation
    Copy Notation
    6
  • 7. Essential Components of a Letter
    7
  • 8. LETTERHEAD / HEADING
    Company’s name
    Address
    Telephone
    Fax
    Email / Website
    Postal Code
    Kind of Business
    8
  • 9. Personal Address
    Street address
    City
    State
    Zip Code
    Company Address
    Company’s name
    Street address
    City
    State
    Zip Code
    9
    Writer’s Address
  • 10. Full Calendar Date
    May 31,2009
    31May 2009
    2-4 spaces
    10
    Date
  • 11. Address of the reader
    Reader’s Name
    Reader’s Title
    Company Name
    Company Street Address
    Company City
    Company State
    Company Zip Code
    2-4 spaces
    11
    Reader's Address
  • 12. IF you know the reader’s name, salutation will be
    First / Last Name
    Followed by Colon
    For example
    Dear Mr. Smith:
    Dear Ms. Jones:
    Dear Miss / Mrs. Jones:
    Dear Chris Evans:
    OTHERWISE
    Use title
    Dear Vice President:
    Use department’s name
    Accounting Department:
    2 spaces
    12
    Salutation
  • 13. 13
    Letter Body
    Includes
    Introductory Paragraph
    Discussion Paragraph
    Concluding Paragraph
    2 spaces below salutation
    2 spaces b/w paragraphs
  • 14. 14
    Complimentary Close
    Place a comma after complimentary close
    Preferred close is Sincerely,
    2 spaces below body
  • 15. 15
    Signed Name
    Sign your name legibly
  • 16. 16
    Typed Name
    Type your name
    Mention your title /Desgination
    4 spaces below complimentary close
  • 17. Optional Components of a Letter
    17
  • 18. 18
    Subject Line
    Must have a topic & focus
    Can be used instead of salutation
    All CAPS
    2 spaces below inside address
  • 19. 19
    Writer's and Typist's Initials
    If writer and typist are two different persons
    Writer’s initials- ALL CAPS
    Typist’s initials-LOWERCASE
    Separate both initials with a colon
    2 spaces below typed signature
  • 20. 20
    Enclosure Notation
    Enclose information as
    Enc.; OR
    Enclosure; OR
    Enclosures(2); OR
    Enclosure: August Report
    2 spaces below writer’s and typist’s initials
  • 21. 21
    Copy Notation
    For a copy of letter, write
    cc (complimentary copy)
    pc (photocopy)
    For copies sent to other readers, write
    pc: Reader Ma,e
    2 spaces below enclosure notation
  • 22. Difference B/W Formal & Informal Letters
    Formal 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 Formats
    Full-block format
    All text typed on left margin
    Spaces between paragraphs
    Simplified format
    Same as full block format except
    No Salutations
    Subject Line introduced
    No Complimentary Close
    23
  • 24. 24
    Full Block Format
  • 25. Simplified Format
    25
  • 26. Semi-Block
    In 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) 9
    Your Title Enclosures (2) 10Typist Initials. 11
    26
  • 27. Modified Block
    In 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. 11
    27
  • 28. Modified Semi-Block
    In 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. 11
    28
  • 29. Classifications of business letters
    Positive
    Customer relations letters responding favorably to a writer’s request or complaint
    Sales letters promoting a product
    Neutral
    Letters requesting information about a product or service, placing an order, or responding to some action or question
    Negative
    Customer relations letters refusing a request, saying no to an adjustment, etc.
    29
  • 30. Types of Letters
    Letters of Inquiry
    Sales Letters
    Good-News Letters
    Bad-News Letters
    Complaint Letters
    Adjustment Letters
    Cover Letters
    30
  • 31. QUESTIONS
    &
    aNSWERS
  • 32. THANK YOU

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