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Business letters are
formal letters used for
 business-to-business,
 business-to-client, or
   client-to-business
   correspondence.
Standard Letter Parts

• Heading – shows the company name, address, phone
  or fax number, and logo. (letterhead)
• The letter starts with the date, use the month-day-
  year format unless the company requires another
  format.
• If the letter is prepared on plain paper, the writer’s
  address must be included to enable the receiver to
  respond.
• Writer’s name is omitted since it will appear on the
  signature block.
Standard Letter Parts

• Letter Address – includes:
   personal or professional title (e.g. Mr. Or Ms.)
  the name of the receiver
  his/her professional position (if relevant)
  Company name
  Complete address

• It begins a quadruple space after the dateline
  (three blank spaces in between).
Standard Letter Parts
• Salutation – The greeting that opens a letter and is
  placed a double space below the letter address.
• The salutation is omitted in the simplified block
  format.
• To show courtesy for the receiver, include a personal
  or professional title (ex. Dear Ms. Henson)
• If the letter were addressed not to one person, but to a
  group or company: “Ladies and Gentlemen,” would
  be appropriate. But to limit or avoid the use of this informal
  salutation, you may use the simplified block format and do away
  with the salutation.
Standard Letter Parts

• Body


  contains the message of your letter.
  Begins a double space below the salutation.
  Paragraphs are single spaced with a double space
   between paragraphs.
Standard Letter Parts
• Complimentary Close - a phrase used to close a
  letter in the same way that you say goodbye at the end
  of a conversation.
• Should reflect the formality of your relationship with
  the receiver.
• Most common: “Yours truly,” “Sincerely yours,”
  “Sincerely” “Cordially” and “Cordially yours”
• “Sincerely” is considered neutral and is thus
  appropriate in a majority of business situation.
• Capitalize only the first word of the complimentary
  close.
Standard Letter Parts

• Signature block – consists of the writer’s
  name a quadruple space below the
  complimentary close.
• The writer’s signature is placed legibly in the
  space provided. (women may use a title to
  indicate her preference ; Ms., Miss or Mrs.).
• A business or professional title may be placed
  on the same line with the writer’s name or
  directly below it.
Standard Letter Parts

• Reference initials- consist of the keyboard
  operator’s initials keyed in lower case a double
  space below the signature block.
• The reference initials and the signature block
  identify the persons involved in the preparation
  of such document just in case later on someone
  would want to verify or authenticate.
BUSINESS
 LETTER
  TYPES
Business-to-business type
•intended for company to company
 communication
Business-to-client type
•Intended for company to outside
 the company
BUSINESS-TO-
 BUSINESS
o Appreciation Letter - a letter of gratitude and
  appreciation for help extended, or a good
  business deal.
  o Thank you - is a letter of gratitude.
  o Congratulations - is a letter that praises the
  recipient for a job well- done
  o Letter of Recognition - a written statement of
  recognized efforts similar to an appreciation
  letter.
  o Letter of Reference - is a character reference
  letter. It is a letter building up the character of a
  person to be accepted in a job.
o Recommendation - is an endorsement letter to hire a
  certain person. Sympathy letter - is a letter of
  condolences to a person or family.
  o Invitation letter - is a letter persuading a person or a
  company to join an event or an occasion.
  o Letter of credit - is a way of endorsing a certain
  business to be considered a credit loan.
  o Letter of interest - a reply to an invitation that
  confirms presence on the event/occasion.
  o Business memorandum - notices that are distributed
  to the staff. They are reminders of company activities,
  or imminent changes in the company.
o Business introduction - is done to introduce a new
  business to the readers.
o Business letter - a letter that talks about
  the plans for the business.
  o Donation letter - a letter asking for
  donations.
  o Termination letter - more popularly
  known as a resignation letter. It signifies
  someone's desire to leave a job
  permanently.
BUSINESS-TO-
  CLIENT
o Welcome Letter - welcomes the client
  and thanking him for choosing the
  company.
  o Letter of Appreciation - thanks the
  client for having business with the
  company.
  o Apology Letter - asking the client for
  reconsideration, and apologizes for
  failing to deliver.
  o Collection Letter - notice outstanding
  payments due.
o Invoice Letter Template - this is asking
  the clients to state the invoice number of
  their transactions.
  o Letter of Invitation - inviting a client to
  join a certain gathering.
  o Marketing Letter - is stating the newest
  products that the company will provide
  soon or is presently providing.
  o Rejection Letter - is stating the
  rejection of the client's request.
BUSINESS
LETTTER
FORMATS
Block
• Cost-efficient way of producing business
  documents.
• Easy-to-learn, less effort required.
• All lines (including paragraphs) begin at
  the left margin; therefore, no time is lost
  setting tabs and positioning letter parts.
Modified block
• The traditional letter format.
• The dateline, complimentary close, and signature
  block begin at the horizontal center of the page.
• Paragraphs may be indented five spaces if the writer
  prefers or the company policies require it; however,
  the indention creations unnecessary keystrokes that
  increase the cost of the letter.
• All other lines begin at the left margin.
Simplified block
• Efficient letter format.
• Like block format, all lines begin at the left
  margin;
• However, the salutation and complimentary
  close are omitted, and a subject line is
  required.
• Place the subject line a double space below
  the letter address and a double space above
  the body.
References:
• http://www.ehow.com/facts_5024015_busine
  ss-letters-definition.html
• www.slideshare.net
• Ezine articles

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Business letter

  • 1.
  • 2. Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence.
  • 3.
  • 4. Standard Letter Parts • Heading – shows the company name, address, phone or fax number, and logo. (letterhead) • The letter starts with the date, use the month-day- year format unless the company requires another format. • If the letter is prepared on plain paper, the writer’s address must be included to enable the receiver to respond. • Writer’s name is omitted since it will appear on the signature block.
  • 5.
  • 6. Standard Letter Parts • Letter Address – includes:  personal or professional title (e.g. Mr. Or Ms.) the name of the receiver his/her professional position (if relevant) Company name Complete address • It begins a quadruple space after the dateline (three blank spaces in between).
  • 7. Standard Letter Parts • Salutation – The greeting that opens a letter and is placed a double space below the letter address. • The salutation is omitted in the simplified block format. • To show courtesy for the receiver, include a personal or professional title (ex. Dear Ms. Henson) • If the letter were addressed not to one person, but to a group or company: “Ladies and Gentlemen,” would be appropriate. But to limit or avoid the use of this informal salutation, you may use the simplified block format and do away with the salutation.
  • 8. Standard Letter Parts • Body contains the message of your letter. Begins a double space below the salutation. Paragraphs are single spaced with a double space between paragraphs.
  • 9. Standard Letter Parts • Complimentary Close - a phrase used to close a letter in the same way that you say goodbye at the end of a conversation. • Should reflect the formality of your relationship with the receiver. • Most common: “Yours truly,” “Sincerely yours,” “Sincerely” “Cordially” and “Cordially yours” • “Sincerely” is considered neutral and is thus appropriate in a majority of business situation. • Capitalize only the first word of the complimentary close.
  • 10. Standard Letter Parts • Signature block – consists of the writer’s name a quadruple space below the complimentary close. • The writer’s signature is placed legibly in the space provided. (women may use a title to indicate her preference ; Ms., Miss or Mrs.). • A business or professional title may be placed on the same line with the writer’s name or directly below it.
  • 11. Standard Letter Parts • Reference initials- consist of the keyboard operator’s initials keyed in lower case a double space below the signature block. • The reference initials and the signature block identify the persons involved in the preparation of such document just in case later on someone would want to verify or authenticate.
  • 13. Business-to-business type •intended for company to company communication Business-to-client type •Intended for company to outside the company
  • 15. o Appreciation Letter - a letter of gratitude and appreciation for help extended, or a good business deal. o Thank you - is a letter of gratitude. o Congratulations - is a letter that praises the recipient for a job well- done o Letter of Recognition - a written statement of recognized efforts similar to an appreciation letter. o Letter of Reference - is a character reference letter. It is a letter building up the character of a person to be accepted in a job.
  • 16. o Recommendation - is an endorsement letter to hire a certain person. Sympathy letter - is a letter of condolences to a person or family. o Invitation letter - is a letter persuading a person or a company to join an event or an occasion. o Letter of credit - is a way of endorsing a certain business to be considered a credit loan. o Letter of interest - a reply to an invitation that confirms presence on the event/occasion. o Business memorandum - notices that are distributed to the staff. They are reminders of company activities, or imminent changes in the company. o Business introduction - is done to introduce a new business to the readers.
  • 17. o Business letter - a letter that talks about the plans for the business. o Donation letter - a letter asking for donations. o Termination letter - more popularly known as a resignation letter. It signifies someone's desire to leave a job permanently.
  • 19. o Welcome Letter - welcomes the client and thanking him for choosing the company. o Letter of Appreciation - thanks the client for having business with the company. o Apology Letter - asking the client for reconsideration, and apologizes for failing to deliver. o Collection Letter - notice outstanding payments due.
  • 20. o Invoice Letter Template - this is asking the clients to state the invoice number of their transactions. o Letter of Invitation - inviting a client to join a certain gathering. o Marketing Letter - is stating the newest products that the company will provide soon or is presently providing. o Rejection Letter - is stating the rejection of the client's request.
  • 22. Block • Cost-efficient way of producing business documents. • Easy-to-learn, less effort required. • All lines (including paragraphs) begin at the left margin; therefore, no time is lost setting tabs and positioning letter parts.
  • 23. Modified block • The traditional letter format. • The dateline, complimentary close, and signature block begin at the horizontal center of the page. • Paragraphs may be indented five spaces if the writer prefers or the company policies require it; however, the indention creations unnecessary keystrokes that increase the cost of the letter. • All other lines begin at the left margin.
  • 24. Simplified block • Efficient letter format. • Like block format, all lines begin at the left margin; • However, the salutation and complimentary close are omitted, and a subject line is required. • Place the subject line a double space below the letter address and a double space above the body.
  • 25. References: • http://www.ehow.com/facts_5024015_busine ss-letters-definition.html • www.slideshare.net • Ezine articles