Business Communication

1. BUSINESS COMMUNICATION
UNIT- II
LETTER COMMUNICATION
MBA – I | VCEW

2. SYLLABUS
UNIT – II – LETTER COMMUNICATION
Advertisement - Application Letters - Curriculum Vitae - Invitation to
Interview- Acknowledgement - Offer Letter - Letter of acceptance -
Letter of Resignation - Testimonial.

3. ADVERTISEMENT

4. ADVERTISEMENT
What is an advertising Letter?
Advertising letter is a formal letter written by the representative of a
company to a customer or a potential customer as a part of the
advertising campaign of the company. These letters inform the customer
about the various special features of the company and the upcoming
discounts and offers. An Advertising Letter is essential because it helps
create a Brand Image. Companies spend a lot of capital on advertising.

5. ADVERTISING LETTER SAMPLES

6. APPLICATION LETTER

7. APPLICATION LETTER
What is an Application Letter?
An application letter, sometimes called a cover letter, is a special kind
of business letter that accompanies a resume for a job. A resume is a
summary of your education, job experience, and job-related skills that
you send to potential employers.

9. PROS AND CONS OF APPLICATION LETTER
PROS
 Customize your letter for each job application.
 Include the correct company name and employee name.
 Make sure the names are spelled correctly.
 Provide specific examples of what you can do that would directly
benefit the company. (Career objectives, Strength, Weakness Etc.).
 Investigate information about the company to include some favourable
points that matches for the company.
 End the application letter with the information on how the employer
can contact you.

10. CONS
 Do not Prepare a sloppy application letter.
 Do not have grammatical, spelling and punctuation errors.
 Do not send the application letter “ To Whom It may Concern”.
 Do not request a job instead of requesting a job interview.

11. TYPES OF APPLICATIONS LETTERS
 Solicited Application Letter
 Unsolicited Application Letter

12. SOLICITED APPLICATION LETTER
Solicited application letters are written in response to an advertisement
for hiring or recruitment. Here the job seeker knows the vacancy and can
tailor his application as per the requirements of the said post. If you’re
sending a solicited application letter, you will usually know what
qualifications the organization is seeking. In this case, highlight the chief
qualifications and mirror the requirements specified in the
advertisement. You should grab the attention by focusing on the phase
Proven Skills, sometimes used in the advertisement.

13. UNSOLICITED APPLICATION LETTER
Unsolicited applications letters are written at the writer’s own initiative
to the organization. Who has not advertised for recruitment?
Unsolicited application letter is also called prospecting letter. But in
case of writing an unsolicited letter, you have a better chance of being
read and receiving individualized attention. You can gain attention by
focusing on the needs of the employers and how they will be gained by
employing you.

14. CURRICULUM VITAE

15. CURRICULUM VITAE
What is meant by Curriculum vitae (CV) ?
A curriculum vitae is a marketing document that gives a summary of a
job seekers career history, academic qualifications and also explains
their future potential. To summarize your CV is essentially a marketing
tool that gives you an opportunity to sell yourself and your abilities to
employers.

16. IMPORTANCE OF CURRICULUM VITAE (CV)
 It Grabs the Reader’s Attention
 It tells the Reader the Kind of Job the person is Looking For
 It Establishes the person’s Credibility
 It Paints the person’s Career Journey
 It Shows Understanding of the person’s Talents and Skills
 It is the Best Personal Branding Tool
 It is Customized for the Job

17. IT GRABS THE READER’S ATTENTION
This is the most important aspect in a CV. The CV should stand out from
pile and intrigue the reader enough to want to read it. On average, a
recruiter or HR practitioner takes about 7 seconds to decide whether or
not the CV is worth their time. A great CV captures the attention of it’s
reader right away.
IT TELLS THE READER THE KIND OF JOB THE PERSON IS LOOKING FOR
The CV should immediately state the job and industry the person is
interested in. This information can be entered in the career summary
section at the top of your CV.

18. IT ESTABLISHES THE PERSON’S CREDIBILITY
A great CV is a great ambassador. It shows whether the persons are best
fit for the role you are applying for. It should point out the skills,
experience and qualifications you have that make you right for the job.
IT PAINTS THE PERSON’S CAREER JOURNEY
A great CV chronologically paints the person’s career journey in a way
that the reader can see how he have grown in the chosen career path
over the years and how the jobs he have done have contributed to who
he was in his career.

19. IT SHOWS UNDERSTANDING OF THE PERSON’S TALENTS AND SKILLS
Self awareness is key. If a person can understand his/her strengths and
how they apply to a certain role, it takes the person closer to that
interview door. A great CV showcases the person’s understanding of
what makes you stand out and fit for the role that the person have
applied.

20. IT IS THE BEST PERSONAL BRANDING TOOL
A great CV is your personal branding summary and your career
summary at the top is your branding pitch. If you have the generic ” I am
seeking to work in ABC industry and make a difference” story change it
today and put up a personal pitch instead. Something that quickly
summaries your experience, skills and qualifications in under a minute.
This is the same pitch you should use in professional gatherings when
asked what you do. Get more ideas on how to craft that personal
branding statement here.

21. IT IS CUSTOMIZED FOR THE JOB
All jobs are different. Every employer who posts a job advertisement is
looking for specific qualities in candidates that are ideal for that role. A
great CV will take this into consideration and ensure it presents to the
recruiter what they are looking for.

22. INVITATION TO INTERVIEW

23. INVITATION TO INTERVIEW
What is meant by Interview?
It is a face-to-face interaction between interviewee and interviewer. If
handled carefully, it can be a powerful technique in having accurate
information of the interviewee otherwise unavailable. At the same time,
if the interview is not handled carefully, it can be a source of bias,
restricting or distorting the flow of communication.

24. INTERVIEW LETTERS
What is an Interview Letter?
The letter inviting job applicants for the interview is known as an
interview letter. After receiving job applications from potential
candidates, the employer writes an interview letter to the candidates
whose applications have passed from the initial screening phase.
Through this letter, the employer informs applicants either to sit for a
written test or to appear before the Viva voiced. This letter is written on
the company’s official pad or at the top of the company’s name and
address.

25. STEPS TO WRITE AN INTERVIEW LETTER
 An interview letter should be no longer than one page, four sections
and no more, and each passage should be just 3-4 sentences.
 If you were on a first-name premise in the interview, it’s alright for the
letter also.
 Use the first section to recognize yourself, name the job you
interviewed for, and express your thankfulness for their time and
thought.

26.  The next two sections should concentrate on what you found out about
the company that day that has made the job considerably additionally
tempting and what you bring to the table that they need.
 The last section repeats your appreciation and states your readiness to
talk with them again whenever the timing is ideal.
 You’ll need to make the letter your own, yet by looking into the
interview letter tests gave, you can get in the stream as your very own
words rise to the top.

27. INTERVIEW LETTER FORMAT
From
(Company/Organization address)
_____________
_____________
_____________
To,
(Person’s address is this letter)
_____________
_____________
_____________
Date: _________________ (Which letter has been written)
Subject: Interview Letter
Dear ……….. (Name of Candidate)
This letter is your company’s reference.
We are happy to inform you that you have cleared the first round and are selected. The interview will be organized
………… (dated) ……… (time). The place is ……… (place name). Please confirm your availability by calling us or the
relevant authority. Otherwise, this interview will be cancelled.
Good luck!
(Name of the office)__________
(Your name)_______________
(Your designation)___________

28. ACKNOWLEDGEMENT

29. ACKNOWLEDGEMENT
What is meant by Acknowledgment Letter?
Acknowledgment letters are actually letters of receipt. They are formal
and short letters, mainly serving legal purposes. In business, such letter
plays an important role as it indicates that you value the opinion and
time of the concerned party. Writing such formal business letters can
help you to build good will and trust. Based on the document they refer to
we can distinguish several types of acknowledgment letters, such as
 CV / Application acknowledgment letter,
 Acknowledgment of resignation,
 Business acknowledgment letter

30. THE FORMAT OF ACKNOWLEDGMENT LETTER WRITING
Letter Header
 Your Name
 Your Address
Recipient’s Name
 Specific official or person
 Recipient’s Address
Date
 Letter Body
 Reference or Subject
 Dear Contact Person

31. First Paragraph
 Show some gesture of acknowledgment by adding required details
related to service, product, etc.
Second Paragraph
 Relevant points
 Clarify your objective
 Confirming receipt of the product or service
 Thanking the addressee
 Intimation for any further communication

32. Letter Close
 Thanking you, yours sincerely etc.
Signature
 First name and last name.

33. OFFER LETTER
What is an Offer Letter?
An offer letter (also known as an employment letter or job offer letter)
is a formal written communication sent a job candidate by an employer.
This communication is a confirmation of the position, compensation,
and start date of the offer for employment.

34. FORMAT OF AN OFFER LETTER OF A COMPANY

35. BUSINESS OFFER LETTER
What is a business offer letter?
A business offer letter is usually written to the partners or other
companies who wish to know the details before giving a green light to
the project. Make certain that the letter does not only mention the ideas
but also the plan for how to implement it. Also mentioned why you think
this project will be helpful. Consider the sample and template below to
write the right letter.

36. BUSINESS OFFER LETTER TEMPLATE

37. LETTER OF ACCEPTANCE

38. LETTER OF ACCEPTANCE
What is meant by Letter of Acceptance?
Letter of Acceptance or Acceptance Letter is a type of letter written to
communicate a positive response towards job offer, invitation, gift, offer,
contract, scholarship and other matters which require the intended.
Acceptance Letters are most widely used by prospective employers who
have received a job offer.

39. STEPS INVOLVED IN LETTER OF ACCEPTANCE
 Identify your reader
 Establish your objective
 Determine your scope
 Organize your letter
 Draft your letter
 Close Your Letter
 Review and Revise Your Letter

40. IDENTIFY YOUR READER
An acceptance letter should be addressed to a person who has extended you an
invitation or a job offer. You will have most likely met this person during a job
interview and should place his or her name in the salutation and the inside
heading of your acceptance. It should also be included on the top line of your
envelope.
ESTABLISH YOUR OBJECTIVE
The objective of an acceptance letter is to say "yes" to an invitation or a job offer.
It notifies the reader of this decision and affirms the writer's commitment. Your
acceptance should be conveyed in the first sentence, especially when you are
accepting a job offer. Include a simple "thank you" as you begin the letter.
Courtesy never goes out of style and your reader will appreciate your attention
in that regard.

41. DETERMINE YOUR SCOPE
The scope of your acceptance letter should be brief and upbeat,
addressing any formalities or contingencies that relate to the
commitment you are making. In accepting a job offer, restate the title of
the position and the expected compensation. Doing so reaffirms the
essential details of the offer, eliminates the potential for error, and
ensures that your objective is not misunderstood.

42. ORGANIZE YOUR LETTER
Organizing your acceptance letter before you begin to write it will
establish a logical order in which to present your information. You have
already begun this task by establishing an objective and determining
your scope. Refer back to them. Together they include much of the
content that will become the body of your letter.
DRAFT YOUR LETTER
Working from an outline is the simplest way to draft an acceptance letter.
You have already organized yourself by creating a list. Refer back to it
and turn each fragment into a full and complete sentence expressing a
single thought or idea.

43. CLOSE YOUR LETTER
An acceptance letter should close in a professional manner. Once your
last paragraph is written, sign off between a complimentary close such
as "Sincerely," or "Thank you," and your printed name. If you are writing
in conjunction with an official duty, place your title below your printed
name. Additional information such as dictation remarks, notification of
attachments, enclosures and copies sent to other individuals should be
placed beneath the title line.

44. REVIEW AND REVISE YOUR LETTER
Reviewing and revising the draft of your acceptance letter is a final
inspection, a last check to see whether your objective is clearly stated
and your scope concisely defined. Put yourself in the reader's shoes and
ask whether the details are accurate and complete.

45. LETTER OF RESIGNATION

46. LETTER OF RESIGNATION
What is a resignation letter?
When an employee is determined to leave from his present job he takes
the help of a resignation letter to notify the respective employer. Such a
letter from the employee states the intentional view about the
cancellation of the job agreement.
Such letter includes the following matters:
 Name of the post from which the employee has resigned
 Reason for resignation.
 Request for acceptance of resignation

47. RESIGNATION LETTER FORMAT

48. TESTIMONIAL LETTER

49. TESTIMONIAL LETTER
What is Testimonial Letter?
Testimonial letters are helpful for building your business because you
can show them to potential clients or include them in your print
advertising to show people that working with you is a good idea.

50. NEED OF TESTIMONIAL LETTER
 Determine what story you want to tell. You want your testimonials to
tell a story about your product and business.
 Ask specific questions.
 Keep it short and conversational.
 Use the customer's name and include pictures, if possible.
 Quote testimonial.
 Social testimonial.
 Influencer testimonial.

51. FORMAT OF TESTIMONIAL LETTER

52. THANK YOU