• Business correspondence is an instrument of
decision making in the business world.
• Business Correspondence is a link between
• It helps to reinforce professional exchange of
ideas, opinion and information.
Function of a Business Letter
• To provide a convenient and inexpensive
means of communication without personal
• To seek or give information
• To furnish evidence of transaction entered
• To provide a record for future reference
Kind of a Business Letter
• Personal Letters
• Non- Personal Letter
Non Personal Letters
• Enquiries and replies, orders, their execution,
credit and status enquiries, complaint and
adjustment, collection letters.
• Circulars letters, Sales letters
• Bank correspondence, insurance
correspondence, import export
correspondence, agency correspondence.
• Application letter , interview letters, reference
letters ,letters of appointment, confirmation
letter, promotion letter, retrenchment,
• The correspondence of a company secretary,
correspondence with central government
• Letters to press
Classification of Business Letters
• Official Letters
• Demi-official Letters
• Internal Letters
• Form Letters
• Official letters are written to government or
semi government bodies
• Demi-official letters are official in purpose but
are addressed to a person by name.
• Internal letters or memos are used both in
government offices and business houses for
• Form letters are used for correspondence of
recurring or routine nature. They are used in
case of acknowledgements, reminders,
interviews ,notices, appointments etc.
Structure of Business Letter
• Date line
• Reference Line
• Inside Address
• Attention Line
Opening or Introductory Paragraph
Middle or Main Paragraph
Closing or Concluding Paragraph
Structure of Business Letter
• Complementary Close
• Copy Distribution
• Reference Initial
• Post Script
• A business letter is generally typed on printed
letter head. This contains the writer’s full
address, the telephone no. E-mail, telegraphic
address trademark, registration no.
establishment year. Business letters
usually have preprinted, letterhead
stationary which contains this information.
An address heading is optional for informal
• The date may be written in any of the
• 16 May 2010
• May 16, 2010
• Reference number enables replies to be linked
with the earlier correspondence and the letter
reaches to the right person without delay.
• The inside address contains the name and
address of the firm or the individual to whom the
letter is written. is makes the record for filling
purpose and also helps the outward clerk to
write the same address on the cover.
The chief Accounts Officer
Bharat Steel Tube Ltd.
• The purpose of subject line is to let the reader
know immediately what the message is about.
Like reference and attention line it saves time.
The subject can be written before as well as
Subject- Supply of raw material
• To elicit prompt response sometime a letter
which is addresses to an organization and
company is marked to the attention of a
particular officer by name or designation.
Attention: The sales officer
Kind Attention: Mr. A.K.Mathur, Sales officer
• Salutation in a letter is like greeting a a person
when you met him.
• Dear Sir
• Dear Madam
• Dear Mr. Seth
• The letter should open with expression of
pleasure, acknowledgment, or with reference to
the ‘action' you have taken in response of the
reader's previous letter, if any
• Many thanks for your order of 25th
• We thank for your enquiry…………...
• With reference to your letter no…….
This paragraph contains the subject matter of
the letter. It should be brief and to the point,
but care should be taken to see no relevant
details are omitted from it.
• The closing paragraph should be brief. It should
be like natural and logical outcome of the main
paragraph, motivating the reader to act. It may
take the polite wish, special thanks.
• We look forward to our next meeting.
• We thank you for your trouble
• We hope to hear from you soon.
• The complementary close is a courteous leave
taking, polite way of ending the letter.
• If you enclose anything with the letter you
should indicate it against the enclosure line:
2. List of Dealers
3. Price List
• If copy of the letter is to be sent to others for
their information, this is shown at the bottom
left side of the letter with name(s) of the
person to whom the copy is sent.
• It is now customary to put the initial of the of
the person dictating the letter and the person
typing it towards the end of the letter near the
left hand margin.
1. SB AKS 2. VST:RLS
3. VTS/RLS 4.SB-AKS
• If we forget to mention some necessary
information in a letter, than we can add one
or two lines through “post script”.
• PS : New rates would be implemented from
21 June 2010
• Choose a font that is easy to read.
• 1 to 1½ inch left and right margins.
• 1 to 1½ inch top and bottom margins.
• Present information
• Be consistent – block or modified block.
RULES OF THUMB…
AVOID ABBREVIATIONS EXCEPT FOR STATES
(Mr., Mrs., Ms., etc. – FL, NJ, OH)
PLACE A SINGLE WORD TITLE AFTER THE
NAME SEPARATED BY A COMMA.
Mrs. G. DeGraw, President
PLACE A LONGER TITLE ON A SEPARATE LINE.
Mrs. G. DeGraw
Executive Director of Safety
46-B Mathura Road
Faridabad , Haryana
Your Ref: NTPC/PUR/2010/95
Our Ref :MREW/SALES/2010/72
The General Manager
National Thermal Power Corporation
Kind Attention: Shri S.C. Sharma, Asst Works Manager
Subject : Your order No.1245 dated 12 May 2010
Thank you very much for your letter No. NTPC/PUR/2010/95 dated 12 May 2010. We are glad that you
have sent an order for the machine tools.
The work on your order would have started by now, but I regret to say that two of our drawing
accompanying the order are not quite clear. These drawings are enclosed.
Kindly Send the fair copies of the drawing through a courier so that we may start the work without any
( Mahesh Malhotra)
Enc l: Two Sheets of Drawings
Cc : Account Department
PS : 12 %Vat tax would be included on each order.
R E V I E W
• PARTS OF A PERSONAL-BUSINESS LETTER:
Return Address (includes DATE)
Enclosures (if any)
BLOCK versus MODIFIED BLOCK
• All parts of the letter
begin at the left
• Paragraphs are NOT
• The heading and
begin at the center
of the page.
• Paragraphs ARE
123 Pine Street
Oak Ridge, NJ 07438
October 30, 2005
345 Spruce Street
Whatever, IL 01233
Dear Mr. Brown:
Insert the part of the body of the letter here. The
body of the letter should tell something about what
you hope to convey.
It should also have a closing paragraph in it. There
should be at least two sentences per paragraph.
Mrs. DeGraw, Chairperson
Feel free to contact
Dr. Chetan Trivedi