For the student of MBA

1. BUSINESS LETTER
Presented by
Ayisha Kowsar.A
MBA

2. Topic Of Presentation
BUSINESS LETTERS

3.  Introduction
 Definition
 Purpose
 Importance
 Uses
 Types of Business Letter
 Parts of Business Letter
 Advantages and Disadvantages
 Conclusion
CONTENTS

4. A letter, whether long or short has to be planned
before it is written.
When writing a business letter, the writer
produces one-sided conversation with the reader in the
sense that he/she has to anticipate the reader’s
question and provide answers to those question.
Business letter assist you in sustaining your
business relationship with other business &
customers….
INTRODUCTION

5. A Business Letter is a letter written in formal
language, usually used when writing from one business
organization to another, or for correspondence
between organizations and their customers, clients and
other external parties
It is used to Business to Business, Business to
Client or Client to Business correspondence…
DEFINITION

6.  To serve as a record.
 An Attempt to secure action from the reader.
 Requesting and providing information.
 Ordering goods or services.
 Acknowledging the order.
 Confirming information or arrangements.
 Expressing thanks or congratulation.
PURPOSE

7.  Maintain contacts at distant places.
 Effective mode of contact.
 Helps in developing of business.
 Acts as references and certificates.
 Cheap and easier means of Communication.
 Creation of goodwill.
IMPORTANCE

8.  A business letter is a formal way of communication
b/w two or more parties.
 Business letter can be informational, motivational,
or promotional.
 A business letter can………..
i. tell an employer why you want the job.
ii. tell a company that you don’t like their service.
iii. ask someone for information.
iv. tell someone in government what you think.
USES

9. Typesof BusinessLetter

10. SALES LETTER
Sales letter is used to convince the customers for an
Existing product or a new particular product.
A sales letter should be persuasive and contain the main
feature of the product.
CLAIM LETTER
A claim letter is also called as complaint letter.
It is written to rectify the mistake made or wrongs done.
ADJUSTMENT LETTER
Adjustment letter is a reply to a claim letter. It should
not be sent in a moment of excitement or anger. Take
sometime to restore to one’s usual self before writing such
letter.

11. COLLECTION LETTER
A collection letter is written to persuade the customer
to make them the delayed payment. Utmost tact should be
used in remaining them which should not affect the business
link.
ENQUIRY LETTER
An enquiry letter is written to seek information from
other organization. It may deal with a simple matter of wider
dimension.
QUOTATION LETTER
A quotation letter is sent in reply to an enquiry letter.
It should contain point by point detailed information.

12. JOB APPLICATION LETTER
• A job application letter is like a sales letter;
it is written to sell one’s service. A job application
should be drafted carefully as it is related with
one’s career.
• It carries sequence of information regarding
the qualification and experience.

13.  Letter Head
 Date
 Reference Number
 Attention Line
 Inside Address
 Subject
 Salutation
 Body of Letter
 Complementary End
 Signature Line
PartsOf BusinessLetter

14. 1. LETTER HEAD
A letterhead contains the name of the
organization,
E-mail address, internet number, etc.. Additional
information such as name of the product or
services,
organization’s slogan may also be added.
Example:
Natraj Publishing House
(Educational & Technical Publishers)
Near Arya Samaj Mandir,
Holi Street,
KARNAL-132001,
(Haryana) INDIA

15. 2. DATE
The date on which the letter is typed should
placed after letter head part.
There is no full stop after the date.
The month must be written in full and never
in figures.
There is a comma separating the year from the
month and date.
Example:
Dec 13,2018
13 Dec, 2018

16. 3. REFERENCE NUMBER
Reference number makes reference to previous
correspondence easy. It also save much time.
Example:
our Ref No. T-410
your Ref. No. RL-105
In replying, please refer to S-110

17. 4. ATTENTION LINE
It is used if the subject matter of the letter is being
handled by one particular person. It is typed in the letter
and on the envelope.
Example:
Attention: Mr. Arnav Singh Raizada, General Manager
Attention: Sales Manager

18. 5. INSIDE ADDRESS
It consist of the name and address of the receiver.
It is typed two spaces below the date line at the left
margin.
Example:
a) INDIVIDUAL;
Mr.A.Dev
18, Rajput Nagar,
New Delhi.
b)FIRM;
Natraj Publications,
Near Arya Samaj Mandir,
Chaura Bazar, Karnal-132001.

19. 6. SALUTATION
Salutation means greeting to the addressee. The
commonly used salutations are:
Example:
Sir,
Madam,
Dear Sir/ Dear Madam,
Respected Sir/ Madam,

20. 7. SUBJECT LINE
It tells us what the letter is about. It may take the
following:
Example:
Subject: Three year subscription for Indian literature.

21. 8. BODY OF LETTER
The body of letter is the main section of the letter.
It contains the message. It divided into paragraphs. Each
paragraph conveys a particular point. All the paragraphs
are interlinked and logically structured. A very short
letter may, however, be of one or two paragraphs.

22. 9.COMPLIMENTARY CLOSE
There should be at least one blank link b/w the body
of the letter and the complementary closing. A closing
usually begins at the margin.
Example:
Sincerely,
Yours Sincerely,

23. 10. SIGNATURE LINE
Usually, three blank lines b/w the complimentary
Closing and the typed name of the sender are left. The
Position of the sender mentioned below.
Example:
President
General Manager

24. Example forBusinessLetter

25. Format of Business Letters

26. Example of Business Letters

27. Advantages
• Offer room for details.
• Offer a standard, professional looking format.
• Can further showcase your communication skills.
Disadvantages
• Usually not delivered immediately through postal
• mail.
• Un-techie communication medium.
• Not easily forwarded.

28. It is very important to write business letters correctly
because your success in business depends on how people
understand your wishes and needs. Your first letter is an
impression you make on your new partner. To be
successful in business one must make contact in the
written from in right way.....
"A correct letter makes a wise head..."
CONCLUSION

29. Thank you