This document provides information about business letters, including their purpose and key components. It begins with defining a business letter as a type of letter used for various commercial purposes between organizations or individuals. It then describes the main parts of a business letter, including the letterhead, date, recipient's address, salutation, body, closing, signature, and enclosures. Finally, it provides examples of different types of business letters, such as an information request letter and a sales letter.

1. Mahatma
Gandhi Institute
of Technical
Education and
Research
Centre, Navsari
Prepared By: Tanvi Patel
Assistant Professor
Computer Department

2. Technical
Writing
Subject: Effective Technical
Communication
Subject Code: 3130004

3. Outline
– Business Letters
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4. What is business letters?
– A Business Letter is type of letter which serves as a means of communication
written for various commercial purposes.
– These purposes can be a business deal, complaint, warning, notice, invitation,
declaration, information, apology and various other corporate matters.
– Letters of business are the most popular and the most widely written types of
letters.
– Business letters are also the oldest form of official correspondence and perhaps
the propagators of mailing system.
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5. Continue…
– All over the world there are millions
of organizations, big and small.
– They all need to communicate with
one another whether through
electronic mail or conventional mail.
– This communication can be
between two companies, firms and
clients and alike.
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6. Continue…
– A Business Letter is also
known as Professional
Business Letter.
– The term ‘Business
Correspondence Letter’ is
also used to refer these,
because a letter is a
means of correspondence.
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7. Types of Business Letters
– Formal Business Letter – Formal
business letters are the typical
or standard business letters
meant for legal or official
correspondence.
– These include letters regarding
business deals, order, claim,
dispute settlement, agreements,
information request, sales
report and other official
matters.
– Informal Business Letter – Informal
Business Letter has a laid back approach.
– It is used for casual correspondence but
doesn’t necessarily has to have a casual
tone of language.
– These letters include memorandums,
appraisals, interview thanks, reference
letters, cover letter, customer complaint
letters, e-mails and others which are less
important or regular.
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8. Continue…
– Depending upon the client, content,
motive and other factors, Letters of
Business can be further subdivided into:
– Application Letter
– Acceptance Letter
– Customer Claim Response Letter
– Demand Letter
– Information Request Letter
– Information Response Letter
– Letter of Complaint
– Notification of Error Letter
– Order Request Letter
– Resignation Letter
– Resume Cover Letter
– Reception of Gift Letter
– Recommendation Letter
– Sales Letter
– Thanks for Job Recommendation
Letter
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9. Parts of a Business Letter
– Letterhead – A letterhead
is topmost heading printed
on letter paper.
– The heading consists of
name, address generally
accompanied by a logo of
the organization. Most
professional firms have
their own pre-designed
letterhead.
– Pre printed Letterheads
showcase the repute of a
company; in terms that that
company can afford to have
these and is not miser in using
some extra ink.
– However smaller firms may not
have it. They use their name,
address where the letterhead
would be placed.
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10. Continue…
– Date –The date has to written
exactly below the letter head. The
date is important part of a letter
and is used for reference.
– The date is supposed to be written
in full with day, month and year.
– Example – 30th June 2020 or June
30th, 2020
– Recipient – Recipient or Receiver's
name and Address is next part of a
business letter. This part included
the Name of the Receiver, his
Designation and Full address
inclusive of phone and email.
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11. Continue…
– Salutation – Salutation is word of
greeting used to begin a letter.
– It is courteous gesture and shows
respect to the receiver.
– Dear Sir / Madam etc. are
specifically known as Opening
Salutation.
– Body – Body is the main part of the
letter. The message of the letter is to be
clearly mentioned in the first line, itself.
The body has the relevant subject
matter which is to be divided into a
number of paragraphs, mostly 3-4 or
more depending upon the matter. If
there are instructions etc. these are to
be in a bulleted or numerically listed in
separate lines. The Last Paragraph
should sum up the whole letter and
offer any assistance or take a course of
action as required or instructed.
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12. Continue…
– Closing (subscription) – Closing
refers to the end of the letter. It is
courteous and shows a mark of
respect towards the recipient.
– Yours Sincerely or Sincerely etc. are
specifically known as Closing
Salutations.
– Signature – Sign your name after a
few spaces. If you have your Printed
Name, then sign above the line
containing your typed name.
Signature is to written in Black or
Blue Ink.
– If you have an electronic signature
you can use that too. Scanned image
of your signature can also be used, if
it confers with rules of your
organisation.
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13. Continue…
– Sender’s Name, title and
contact information – If not
provided in the letterhead,
one can include his Name,
Title, Address, Phone, Email
etc. in separate lines.
– Enclosure – If you have
attached some documents,
Type Enclosures few lines
after the Signature of
Senders Info.
– Provide the number and type
of documents attached e.g.
‘Enclosures (2): brochure,
resume’.
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14. Business letter Formats
– Full Block Style – Block
letter format is commonly
used to correspond
between businesses and
between individuals and
businesses. Its main
purposes are to inform,
request or register a
complaint.
– Semi-Block Style – Semi-
Block letter format is as
mentioned, has partial
formatting of a full block
style.
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15. Continue…
– Modified Block Style – Modified
block format is a conventional
way of writing formal business
letters. Its format is applicable to
both print and email
correspondence. Its main
purposes include cover letters,
thank you letters, letters of
resignation and sales letters.
– Modified Semi-Block Style –
In modified semi-block
format there are partial
elements of modified block
style.
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16. Sample:
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Trumpet Informatics Private Ltd.
700 Juarez Ave, Laredo,
TX, United States
Tel: (956) 723-5321 Fax: 0223 765 4321
Email: info@trumpinfo.com
August 1, 2012
Galaxy SEO Masters Inc.
69 Milk Street,
LONDON SW7 6AW
Subject: Package Information
Dear Sir,
I should be grateful if you would send us your brochure and price list about your
search engine optimization services.
Our firm is developing education based web site and are interested in acquiring your
services.
I look forward to hearing from you.
Yours faithfully,
Tanvi Patel
Marketing Manager
Trumpet Informatics Private Ltd.
− Information Request Letter:

17. Sample:
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Tanvi Patel
PC Components Elite
Texas, USA
Tel: (817) 257-7000
13th April, 2020
Mr. Vinay Patel,
200 Fort Worth, Laredo,
Texas, USA
Tel: (956) 723-5321
Dear Mr. Vinay,
We had recently met at a Technology Expo ‘Ritzz 2020’ held at Texas University. There you had
spoken about having advanced PC’s in your workshop and that you were looking to sell them
and buy new PC’s. Our company, as I had told you deals in all types of computer system and
peripherals.
We have recently launched a new scheme ‘Exchange for New’, wherein you can exchange your
old working systems for new up to date systems at a nominal fees. We are in the IT business for
10 years and are known for providing quality services, both sales and after sales. Our Company
has a team of expert professionals who can check and pick up old systems from your home at
no extra cost.
I am sending you a brochure of models we are offering. There is also another offer – “For every
purchase of 10 systems, you get a coloured laser printer at no extra cost”. You will not find any
such offer and such competitive prices anywhere.
I am sure you must have liked the offer and by the end of the letter you would have made up
your mind. I look forward towards your response. Then we can fix a formal meeting and discuss
all the things in detail.
Waiting for your reply
Yours truly,
Tanvi Patel
Sales Manager
Sales Letter:

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