Business letters ksv

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Business letters ksv

  1. 1. Business Correspondance 04/13/14 1
  2. 2. Correspondence • Business correspondence is an instrument of decision making in the business world. • Business Correspondence is a link between people. • It helps to reinforce professional exchange of ideas, opinion and information. 04/13/14 2
  3. 3. Function of a Business Letter • To provide a convenient and inexpensive means of communication without personal contact • To seek or give information • To furnish evidence of transaction entered into • To provide a record for future reference 04/13/14 3
  4. 4. Kind of a Business Letter • Personal Letters • Non- Personal Letter 04/13/14 4
  5. 5. Non Personal Letters Business 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. 04/13/14 5
  6. 6. Business Letters • Application letter , interview letters, reference letters ,letters of appointment, confirmation letter, promotion letter, retrenchment, resignation. • The correspondence of a company secretary, correspondence with central government • Letters to press 04/13/14 6
  7. 7. Classification of Business Letters • Official Letters • Demi-official Letters • Internal Letters • Form Letters 04/13/14 7
  8. 8. Official Letters • Official letters are written to government or semi government bodies 04/13/14 8
  9. 9. Demi-official Letters • Demi-official letters are official in purpose but are addressed to a person by name. 04/13/14 9
  10. 10. Internal Letters • Internal letters or memos are used both in government offices and business houses for internal communication 04/13/14 10
  11. 11. Form Letters • Form letters are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews ,notices, appointments etc. 04/13/14 11
  12. 12. Structure of Business Letter • Heading • Date line • Reference Line • Inside Address • Subject • Attention Line • Salutation • Body  Opening or Introductory Paragraph  Middle or Main Paragraph  Closing or Concluding Paragraph Cont… 04/13/14 12
  13. 13. Structure of Business Letter Cont…. • Complementary Close • Enclosures • Copy Distribution • Reference Initial • Post Script 04/13/14 13
  14. 14. Heading • 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 letters. 04/13/14 14
  15. 15. Date Line • The date may be written in any of the following ways- • 16th May 2010 • 16 May 2010 • May 16, 2010 04/13/14 15
  16. 16. Reference number • Reference number enables replies to be linked with the earlier correspondence and the letter reaches to the right person without delay. Example- Tata/sales/2010/56 04/13/14 16
  17. 17. Inside Address • 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. Ex- The chief Accounts Officer Bharat Steel Tube Ltd. Hans Bhawan Connought Place New Delhi 04/13/14 17
  18. 18. Subject Line • 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 after salutation. Subject- Supply of raw material 04/13/14 18
  19. 19. Attention Line • 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 Or Kind Attention: Mr. A.K.Mathur, Sales officer 04/13/14 19
  20. 20. Salutation • Salutation in a letter is like greeting a a person when you met him. • Dear Sir • Dear Madam Gentleman • Dear Mr. Seth • Sir 04/13/14 20
  21. 21. Body Introduction • 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 July…….. • We thank for your enquiry…………... • With reference to your letter no……. 04/13/14 21
  22. 22. Body Main Paragraph 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. 04/13/14 22
  23. 23. Body Closing Paragraph • 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. 04/13/14 23
  24. 24. Complementary Close • The complementary close is a courteous leave taking, polite way of ending the letter. Yours Cordially Sd/- (Ms.S.Kaur) CEO 04/13/14 24
  25. 25. Enclosures • If you enclose anything with the letter you should indicate it against the enclosure line: Encl- 1. Catalogue 2. List of Dealers 3. Price List 4. Quotation 04/13/14 25
  26. 26. Copy Distribution • 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. CC : 1.Mayor IMC 2.Commissioner IMC 3.Ward Member 04/13/14 26
  27. 27. Reference Initial • 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 04/13/14 27
  28. 28. Post Script • 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 04/13/14 28
  29. 29. FORM • 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 – completely – concisely – professionally • Be consistent – block or modified block. 04/13/14 29
  30. 30. RULES OF THUMB… AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES. (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 04/13/14 30
  31. 31. Example M.R.ENGINNERING WORKS 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 Badarpur, Delhi Kind Attention: Shri S.C. Sharma, Asst Works Manager Subject : Your order No.1245 dated 12 May 2010 Dear Sir, 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 delay. With Regards. Yours Sd/- ( Mahesh Malhotra) Proprietor Enc l: Two Sheets of Drawings Cc : Account Department PS : 12 %Vat tax would be included on each order. RK/MM 04/13/14 31
  32. 32. R E V I E W • PARTS OF A PERSONAL-BUSINESS LETTER: Return Address (includes DATE) Inside Address Salutation Body Complimentary Close Reference Initials Enclosures (if any) 04/13/14 32
  33. 33. BLOCK versus MODIFIED BLOCK BLOCK • All parts of the letter begin at the left margin. • Paragraphs are NOT indented. MODIFIED BLOCK • The heading and complimentary close begin at the center of the page. • Paragraphs ARE indented. 04/13/14 33
  34. 34. 123 Pine Street Oak Ridge, NJ 07438 October 30, 2005 ABC Company 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. Sincerely, Mrs. DeGraw Mrs. DeGraw, Chairperson /ged Enclosure 04/13/14 34
  35. 35. Any Questions??? Feel free to contact Dr. Chetan Trivedi cntrivedi@gmail.com 9725251424 04/13/14 35

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