characteristics and style of writing Official letters / Demi- official letters : circular letters : Business letters

2. CHARACTERISTICS OF OFFICIAL WRITING
•OFFICIAL LETTERS HAVE PARTICULAR NUMBER E.G,. T Y 456/89(6)
•ETIQUETTE AND POLITENESS ARE OBSERVED IN ALL OFFICIAL
LETTERS
•THESE LETTERS ARE BRIEF, STRAIGHT FORWARD AND FREE FROM
AMBIGUITY
•LANGUAGE IS SIMPLE AND EASY TO UNDERSTAND
•IN OFFICIAL LETTERS PARAGRAPHS ARE SERIALLY NUMBERED
•THESE LETTERS FOLLOW SET RULES AND REGULATIONS OF
OFFICIAL CORRESPONDENCE
•CORRECTNESS OF LANGUAGE IS FORE MOST REQUIRED

3. PARTS OF OFFICIAL LETTERS
• LETTER HEAD ( MENTIONING LOGO, CORRESPONDENCE ADDRESS, WEBSITE ADDRESS, E-MAIL ADDRESS, OFFICIAL CONTACT NUMBER
DATE ( MENTIONED AT RIGHT HAND SIDE OF THE LETTER )
• REFERENCE NO, ( AT LEFT HAND SIDE OF THE LETTER )
• ADDRESSEE NOTATION ( PERSONAL / CONFIDENTIAL / PLEASE FORWARD )
• ADDRESS OF SENDER FROM : ( DESIGNATION & ADDRESS OF SENDER )
• ADDRESS OF RECEIVER TO : ( DESIGNATION & ADDRESS OF RECEIVER )
• SUBJECT ( IT SHOULD BE UNDERLINED AND CAPITAL )
• SALUTATION DEAR / RESPECTED / MR. MRS.
• BODY ( IT INCLUDES INTRODUCTION, DETAIL , CLOSING )
• COMPLIMENTARY CLOSE
• SIGNATURE BLOCK ( SIGNATURE NAME IN CAPITAL WITH DESIGNATION )
• ENCLOSURES ( OPTIONAL )
• COPY NOTATION ( OPTIONAL )
• ADDRESS OF ADDRESSEE PRINTED ON ENVELOP.

4. FORMS OF OFFICIAL LETTERS
OFFICIAL LETTERS ADOPT MANY FORMS OF COMMUNICATION LIKE :-
OFFICIAL LETTERS / DEMI- OFFICIAL LETTERS CIRCULAR LETTERS EXPRESS LETTERS
TELEGRAMS MEMOS PRESS NOTES NOTIFICATIONS REMINDERS
PROCLAMATION
DISPATCH ENDORSEMENTS ETC.

5. EXAMPLE OF OFFICIAL LETTER
FROM DATE : 20 / 6 / 2020
TheGeneral Manager,
District IndustryCenter,
Kanpur
TO,
Commissioner & DirectorOf Industries,
Utter Pradesh
Kanpur
No. comp/1 to/2019-20
Subject: Regarding Sanction of (R) 25,000 for conducting Entrepreneurial Development Programmes.
Sir,
This is just to being your kind notice that with a view to responding to the problems of Rural Industrialization, the district industry centre Kanpur is conducting Entrepreneurial
Development Programmes in various block development officers of the district from July 19 2020 to September 18 2020.
It is therefore, requested that an amount of (R). 25,000 may kindly be sanctioned instantly so that adequate and timely arrangements pertaining to the training programmes may be
made as per schedule.
Enclosures : Copy of training programme
Yours Faithfully
Vivek Basu
General Manager
District IndustryCentre
Kanpur

6. DEMI – OFFICIAL LETTER OR D O LETTER
•IT IS A KIND OF OFFICIAL LETTER WHICH ACTS AS PERSONALISED OFFICIAL
LETTER.
•THIS IS A GENERAL FORM OF COMMUNICATION
•THESE ARE WRITTEN FOR INTER-DEPARTMENTAL COMMUNICATION
•INTER DEPARTMENTAL REFERENCES ARE MADE UNOFFICIALLY IN WHICH THE
LABOUR AND ROUTINE OF AN OFFICIAL REFERENCES CAN BE SUITABLY
DISPENSE WITH
•AS IT INCLUDE UNOFFICIAL STYLE AND TONE THE SALUTATION AND
COMPLIMENTARY TONE ARE OMITTED.

7. EXAMPLE OF D O LETTER
From D O Letter No. 483/K/31-S
G S Shah
Deputy Accountant General 5th April 2020
Office Of Accountant General
Chennai
Tamil Nadu
Dear Sinha,
This IsTo InformYouTheYour Provident Fund Account Bearing No, 5162 Has BeenTransferred ToThe Office Of Accountant General
Karnataka,YouWill Be Intimated ByThem As Soon AsThey Receive The Documents.
Yours Sincerely
G S Shah ( Sign )
Deputy Accountant General
Chennai

8. CIRCULARS
• A CIRCULAR IS ESSENTIALLY A LETTER CONTAINING SOME IMPORTANT INFORMATION
THAT IS DISTRIBUTED TO A LARGE NUMBER OF PEOPLE. SAY FOR EXAMPLE YOU HAVE
TO INVITE AN ENTIRE DEPARTMENT FOR A MEETING, OR UPDATE THE
DRESS POLICY FOR THE WHOLE OFFICE – A CIRCULAR WILL BE THE BEST MODE OF
COMMUNICATION FOR THESE PURPOSES.
• ADDITIONALLY, CIRCULARS ALSO FIND USE AS ADVERTISING TOOLS. THEY CAN
CONTAIN MARKETING INFORMATION AND HAVE A WIDE DISTRIBUTION RANGE. BE IT
FOR INTER-DEPARTMENTAL COMMUNICATION, ADVERTISING OR EVEN PERSONAL
REASONS A CIRCULAR MUST ALWAYS REACH A LARGE NUMBER OF
CORRESPONDENTS. THIS IS ONE OF ITS MAIN FEATURES.

9. ADVANTAGES OF CIRCULARS
•IT IS A VERY SIMPLE AND COST-EFFECTIVE WAY OF COMMUNICATION.
•SINCE IT IS PRECISE AND WRITTEN, VERY LITTLE CHANCE OF MISCOMMUNICATION
•CIRCULARS ARE ALSO A TIME-SAVING METHOD. IT REACHES A LARGE NUMBER OF
PEOPLE IN VERY LIMITED TIME AND EFFORT.
•THEY ARE GREAT ADVERTISING AND MARKETING TOOLS AS WELL. THEY CAN HELP
CREATE A NEW MARKET, EDUCATE PEOPLE ABOUT THE PRODUCT OR SERVICES AND
ALSO INCREASE CONSUMER CONFIDENCE IN THE COMPANY AND THE PRODUCT.

10. EXAMPLE OF CIRCULAR
CIRCULAR NO. 82356 25TH OCTOBER 2019
REVISED WORKING HOURS
TO,
ALL EMPLOYEES OF MARUTI UDOUGE LIMITED
GURGAON - HARAYANA
THIS IS TO INFORM ALL EMPLOYEES THERE WILL BE A CHANGE IN THE WORKING HOURS OF THE ORGANIZATION EFFECTIVE IMMEDIATELY. AS
YOU KNOW WE NOW DO NOT FUNCTION ON ANY SATURDAYS SINCE LAST MONTH. SO WE ONLY HAVE 5 WORKING DAYS IN A WEEK, A
REVISION IN THE WORKING HOURS WAS NECESSARY TO ENSURE THE QUALITY OF WORK DOES NOT SUFFER. HENCE ONE HOUR WILL BE
ADDED TO THE PREVIOUS 9 HOUR WORK DAYS. THE REVISED WORKING HOUR WILL BE AS FOLLOWS:
WORKING DAYS: MONDAY TO FRIDAY (EXCEPT HOLIDAYS)
WORKING HOURS: 8:30 AM TO 6:30 PM (THESE HOURS WILL INCLUDE THE ONE-HOUR LUNCH BREAK)
ALL EMPLOYEES ARE REQUESTED TO NOTE THESE NEW AND REVISED TIMINGS. THE TIMINGS ARE EFFECTIVE IMMEDIATELY FROM 26 OCTOBER
2019. PUNCTUALITY AND ADHERENCE TO THE NEW TIMINGS ARE REQUESTED. REPEATED DEFAULTERS WILL FACE ACTION. PLEASE CONTACT
THE HR DEPARTMENT OR YOUR MANAGERS FOR ANY QUERIES YOU MAY HAVE.
MR. PRANJAL ZAVERI
CEO OF MARUTI UDHOUGE LIMITED

11. BUSINESS LETTERS
• BUSINESS LETTERS SERVE AS A MEANS TO REACH OUT TO PEOPLE NOT ONLY IN SOCIETY OR
NEIGHBOURHOOD BUT ALSO IN OTHER CITIES, STATES AND NATIONS TO HELP US REINFORCE
PROFESSIONAL AND BUSINESS RELATIONS.
• IT IS POSITIVE INSTRUMENT OF PROFESSIONAL EXCHANGE OF IDEAS, OPINIONS AND
INFORMATION.
• BUSINESS WRITTEN CORRESPONDENCE HAS NOW BECAME AN INTEGRAL PART OF EVERYDAY
BUSINESS.

12. PURPOSES OF BUSINESS WRITING
THE MAIN AIM OF BUSINESS WRITING IS TO SUSTAIN EXISTING BUSINESS RELATIONSHIPS AND
ESTABLISH NEW RELATIONSHIPS WITH POTENTIAL COSTOMERS. DEPENDING ON THEIR TYPS AND
NEED THE PURPOSE MAY BE DEFINED AS:
 NEWS LETTERS ( FOR PRODUCT INFORMATION )
 REQUEST ORDER ( FOR SERVICES OR PRODUCTS )
 COLLABORATION ( WITH OTHER BRAND OR SERVICES FOR BUSINESS PROMOTION )
 SALES LETTER ( FOR PRODUCT OR SERVICES TO EXISTING OR NEW COSTOMERS )
ENQUIRY LETTER ( FOR BUSINESS ENQUIRY )
DUES COLLECTION LETTER
COMPLAIN LETTER

13. CHARACTERISTICS OF BUSINESS WRITING
• BREVITY / CONCISENESS: BUSINESS LETTERS SHOULD BE CONCISE AND DIRECT, WRITER SHOULD HAVE THE ABILITY TO PRESENT
MATTER IN BRIEF AS SOMETIME TOO MANY WORDS DISTROY THE BEAUTY AND LEAD TO CONFUSION. EXAMPLE “I AM
EXTREMELY SORRY TO HAVE TO POINT OUT TO YOU THAT WE DO NOT HAVE THESE BRANDS IN STOCK AT PRESENT TIMES”
(LENGTHY) “ SORRY, THESE BRANDS ARE OUT OF STOCK NOW” (CONCISE AND DIRECT)
• CLARITY: MESSAGE SHOULD BE CLEAR IN SIMPLE CONVERSATIONAL LANGUAGE, A CLEARLY WRITTEN LETTER IS ONE THAT IS
IMMEDIATELY UNDERSTOOD BY THE READER. EXAMPLE “I LIKE THESE ITEMS VERY MUCH AND HAVE DESIRE TO HAVE SUCH
ITEMS IN MY STUDY” ( NOT CLEAR) ” I WOULD LIKE TO PLACE AN ORDER OF A BOOKSHELF ” (CATALOGUE NO.- 331)
• ACCURACY/CORRECTNESS: BUSINESS LETTERS MUST CONTAIN ALL THE REQUIRED DETAILS. IT IS JUST LIKE AN AMBASSADOR
REPRESENTING A FIRM, AN INDUSTRY OR A BUSINESS CONCERN. HENCE A LETTER SHOULD BE CORRECT IN FACTS. GRAMMAR
AND LANGUAGE. EXAMPLE “WITH REFERENCE TO YOUR ADVERTISEMENT PUBLISHED IN TIMES OF INDIA, I AM INTERESTED IN
PRODUCT “ (WRONG) “ WITH REFERENCE TO YOUR ADVERTISEMENT PUBLISHED IN THE TIMES OF INDIA DATED 3.07.2008, I AM
INTERESTED IN PRINTER HP2003 MODEL FOR 3 PIECE ORDER”. ( RIGHT )
• COMPLETENESS: A LETTER SHOULD BE COMPLETE IN ALL RESPECTS SO AS THE OBJECTIVE MAY BE FULFILLED. EX
• AMPLE: “ SEND YOUR PAYMENT BY DEMAND DRAFT.” ( WRONG ) “ A DEMAND DRAFT OF 3000 RS. SHOULD BE SEND IN FAVOUR
OF RAJ NATH AND COMPANY BY 3.07. 2008.” ( RIGHT )

14. CHARACTERISTICS OF BUSINESS WRITING
• POLITENESS: A GOOD LETTER SHOULD BE COURTEOUSLY WRITTEN AND INCLUDE
EXPRESSIONS LIKE THANKS, REGRET, PLEASE, MY PLEASURE ETC. BEING POLITE TO YOUR
READERS IS ANOTHER WAY OF EARNING THEIR RESPECT AND SUSTAINING BUSINESS
RELATIONSHIPS. EXAMPLE :- “ YOUR INDIFFERENT ATTITUDE HAD CAUSED A GREAT LOSS “
(WRONG) “HAD YOU BEEN A BIT MORE CAREFUL, WE COULD HAVE AVOIDED 20% LOSS (RIGHT)
• CONSIDERATION: A WRITER MUST TAKE INTO CONSIDERATION THE NATURE, POST, AGE AND
ALSO THE MENTAL LEVEL OF THE RECEIVER SO AS THE CONNECTION COULD BE ESTABLISHED
FOR LONG AND SUSTAINABLE RELATIONSHIP.
• YOU ATTITUDE: A WRITER SHOULD FOCUS ON RECIPIENT’S NEEDS, PURPOSE OR INTEREST
INSTEAD OF HIS OWN, THIS RECIPIENT ORIENTED STYLE IS OFTEN CALLED “ YOU ATTITUDE ” .
EXAMPLE:- “WE ARE GLAD WE CAN NOW SALE YOUR TAPE- RECORDER” ( “ I ATTITUDE “ ) “
YOU WILL BE GLAD TO KNOW THAT YOUR TAPE-RECORDER IS READY FOR SALE. (“YOU
ATTITUDE”)

15. EXAMPLE OF BUSINESS LETTER
SS M/CAbcl Pvt. Ltd. 6 July 2019
57 – Garh Roa, Rithani
Ref. No. - Apk/Ord 6/09
Geetajali Electronics
Mangal Market
Meerut
Subject : Regarding For Payment Of Over Dues
Sir,
This IsTo IntimateYouThatWe Had Send Some Bills Regarding SupplyOf Electronic Item ToYou Bill No.- 36 On 14April 2019 Bill No.- 38 On 10 May 2019 To
You. I AmWritingTo RemindYouThatTheTime Given Is Over.
It Is My Humble RequestToYou Kindly Make Payment Of Above Bills AtThe Earliest SoThatWe May Not Suffer FinanciallyAndCan EnjoyThe Healthy
Business Relationship.
ThankingYou
Yours Sincerely
Mukund Kundra
Efferts By :
Prof. Manoj Singh
Professional communication

16. Efforts By :
Prof. Manoj Singh
Professional communication