INTRODUCTIONThe medium used most often for written message toperson outside your organization is the business letter .
TYPES OF BUSINESS LETTERLetter of ComplaintResume Cover LetterLetter of RecommendationLetter of ResignationJob Applicant Not HiredDeclining Dinner InvitationReception of GiftNotification of ErrorThanks for Job RecommendationInformation Request
ENVELOPEIt is never too much trouble to format the envelope correctly.It may make the difference in the response that you get from the person on the contents of the letter.Information in the address should be listed in the following orders ; name and title of receiver name of the department name of organization Name of building [if relevant ] Street address Post office box office no City , state and zip code Country [ if the letter is being send out of the country ]
STANDARD PARTS OF THE LETTERParts 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)
HEADINGIt is written at the top center of the sheet.It bears all the necessary information about theorganizations identity.If the letterhead is not being used then thereturn address but not the name is typed abovethe date.The date is aligned with the return address andwritten two to six lines below the last line of theletterhead.
INSIDE ADDRESSIt should begin with the addressees namefollowed by a courtesy or professional titleIt includes the recipients name, company,address and postal code.If the addressee has no professional title thenthe traditional courtesy titles are used such asMr., Mrs., Miss, or Ms.
SALUTATION It is typed on the second line below the inside address. The type of salutation depends on a relationship with the recipient. It normally begins with the word "Dear" and always includes the persons last name. For example : Dear Mr. Rohit –When the first lineof an inside address is the name of anindividual. Dear Rohit – When it isappropriate to address for the sender to do so
BODYIt’s main part of the business letter.It should be typed single spaced, with doublespacing between paragraphs.A short letter could be double spaced withadditional blank line spaces.A new paragraph should be used if a new idea isintroduced.
COMPLEMENTARY CLOSEThis polite closing always ends with a comma. For e.g. Sincerely, Sincerely yours,It is either at the left margin or its left edge is inthe center, depending on the Business LetterStyle.
SIGNATURE AREAIt is the last part of the letter.The sender should sign the first and the lastname. The signature line may include a second linefor a title, if appropriate. It is pen written above the sender’s typed name.
SIGNATURE AREAIt may include information about the messagecomposer, the typist and the word processingdata.
OPTIONAL PART OF THE LETTEROptional parts are those parts of a letter that we use when required. They are; 1) Attention line 2) Subject line 3) Enclosure notation 4) Copy notation 5) File or account number 6) Postscript
ATTENTION LINE Direct a letter to a particular person or title , department in an organization we can use attention line
SUBJECT LINE Subject line helps tell your reader at a glance what your letter is about
ENCLOSER NOTATION Notation alert the address to check for enclosures .
COPY NOTATION When we want person other than the address to receive a copy of your letter the name of these person should be typed just below the reference initial or the enclosures notation .
FILE OR ACCOUNT NUMBER AND MAILINGNOTATION To aid in filing and quick retrievals for the both sender and reader of the company ,some firms requires that file , loan or account no be typed above the body of the letter .
POSTSCRIPT To emphasize a point already in your letter or to include a brief personal msg unrelated to the letter , a post script , typed or hand written may be added below everything else typed on the page .
LEETER LAYOUTBusiness letter layout is important. There arethree main layouts that are commonly used andpeople will be used to seeing them when theyreceive business letters.
BLOCK FORMAT The most commonly used letter format is block format. The other two formats are modifications of the block format. for example ;
MODIFIED BLOCK FORMAT In the modified block format, business letter layout, the sender’s address, date and closing are all moved towards the centre of the page example ;
PUNCTUATION STYLEStandard punctuation applies through out the letter with thefollowing specifications:Punctuation after the salutation and closing - use a colon (:)after the salutation (never a comma) and a comma (,) afterthe closing. Called mixed punctuation. In some circumstances, you may also use a less commonformat, known as open punctuation.
BIBLIOGRAPHYhttp://www.ehow.com/about_6602798_purpose- writing-business-letter.htmlhttp://www.ehow.com/list_7535468_10-types-business-letters.htmlhttp://www.ehow.com/how_2121827_write-business-envelope.htmlhttp://www.austinschools.org/campus/small/latest_news/keyboarding/directions/Punctuation.htmlEffective business communication – Herat A Murphy, Jane p Thomas .
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