The business and informal letter - copyPresentation Transcript
The Business Letter
What is a Business Letter?• A 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 Components of a BusinessLetter• Business letters usually contain the following information (in this order): – Writers address (street, city, country). – Date of writing [Month Day, Year] – Recipients name, job title, company name, address and city – Salutation or Greeting (Dear Mr./ Mrs./ Ms…..) – Message (body of the letter) – Closing – writers signature
The Components of a BusinessLetter• In some situations, a business letter may also include the following optional information:3. Writers Initials: typists initials ( if writer did not type letter).4. Enclosures (Encl:)5. Carbon copy Recipients (cc:)
The Components of a Business Letter Heading• Assuming you are using company letterhead, your full address will already be on the page. Add the date two spaces below the last line of printed copy.• If you are using blank paper, add your full address and the date in the heading. Align the heading with the right margin. Inside Address• Include the recipients full name, title, company name and address one spaces below the date (or more spaces if the letter body is small). Align it with the left margin.
The Components of a BusinessLetter Salutation or greeting• One/Two spaces below the inside address, and also aligned with the left margin.• Dear Sir or Madam: (use if you dont know who you are writing to)• Dear Dr, Mr, Mrs, Ms or Ms Smith (use if you know who you are writing to, and have a formal relationship with)
The Components of a Business Letter The Message• The body of the letter begin one space below the salutation.• Leave one blank line between paragraphs and do not indent the first line of each paragraph.• State a reference reason for your letter (i.e. "With Reference to your advertisement in…", "With reference to our telephone conversation...")• Give the reason for writing (i.e. "I am writing to you to confirm our order…)
The Components of a BusinessLetter• Here are some guiding phrases for your message:• Giving Bad News• Unfortunately I am afraid that• Enclosing Documents• I am enclosing Please find enclosed Enclosed you will find• Concluding/ giving reference to future contact• I look forward to hearing from you soon.• I look forward to meeting you next Tuesday.
The Components of a BusinessLetter Closing• Place the closing onetwo spaces below the last line of the body.• Yours faithfully, (If you dont know the name of the person youre writing to)• Yours sincerely, (If you know the name of the person youre writing to)• Best regards, (If the person is a close business contact)
The Components of a BusinessLetter Signature• printed name, position of sender, Company name. Additional Information• Sometimes a letter requires you to add the typists initials, an enclosure notification, or a note that other people are receiving the same letter. Any of this information goes two spaces below the last line of the closing .
The Components of a BusinessLetter Writers Initials: typists initials• Appear two lines below the last line of the signature block and flush with the left margin.• The typists initials follow the writers initials, separated by a slash.• The writers initials go in capital letters, while the typists are lowercase. Example: LEA/lak or LEA/ald• If the writer and the typist are the same person, no initials are needed.
The Components of a BusinessLetter Enclosure• If you are sending material along with the letter, such as an invoice or report, indicate this with an enclosure notification.• When you use this, you must refer to the enclosures in your letter. Abbreviate or describe the enclosure(s). Examples: Enc. Encs. Enclosure: Report findings
The Components of a BusinessLetter Carbon copy Recipients (cc:)• Lastly, if you are sending the same letter to more than one person, notify your recipients with a copy notation. This is abbreviated "cc:" and followed by the recipients names. Example: cc: Linda Alexander Janna Bree Smith Emily Lane
Guidelines when writing abusiness letter• Keep the letter brief and to the point .• Do not use shortened verb forms - write them out (i.e. "dont instead of do not")• Signature shouldn’t be written by hand.• No Passive we use active form.
The Informal Letter
What is Informal letter?• It is a letter written between friends, relatives or close people about anything they want to talk about..
The Main Components of an Informal Letter1. Letter head or senders address. (Then leave blank line) optional – Address of sender – City of sender• Date [Month Day, Year] (Then leave blank line)• Salutation: – Dear Ahmed, (followed by a comma ‘,’ ) – Hi Ahmed!!• Greetings: – How are you? – How have you been?
The Main Components of anInformal Letter• The Message – Write whatever you want.• Closing – Yours – Sincerely – Best Regards – Thank you….• Signature, Your handwritten or printed name• P.S. [postscript] (any important note you want to add) – Ex. Please Reply.