types of business letter

1. Business letter

2. What is business letter
 A business letter is usually a letter from one
company to another, or between such
organizations and their customers, clients and
other external parties. The overall style of letter
depends on the relationship between the parties
concerned.

3. Type’s of letter
Personal—Business Letter
 A personal-business letter is a letter that is sent from an individual to a
person or business/organization.
Business Letter
 A business letter is sent from a business or organization to another or to
an individual

4. Type’s of business letter
1) Order Letters
Order letters are sent by consumers or businesses to a
manufacturer, retailer or wholesaler to order goods or
services. These letters must contain specific information
such as model number, name of the product, the quantity
desired and expected price. Payment is sometimes
included with the letter.

5. 2) Adjustment Letters
 An adjustment letter is normally sent in response to a claim or
complaint. If the adjustment is in the customer’s favor, begin the
letter with that news. If not, keep your tone factual and let the
customer know that you understand the complaint.
3) Complaint Letters
 The words and tone you choose to use in a letter complaining to
a business may be the deciding factor on whether your
complaint is satisfied. Be direct but tactful and always use a
professional tone if you want the company to listen to you.

6. 4) Letters of Recommendation
 Prospective employers often ask job applicants for letters of
recommendation before they hire them. This type of letter is
usually from a previous employer or professor, and it describes
the sender’s relationship with and opinion of the job seeker.
5) Letters of Resignation
 When an employee plans to leave his job, a letter of resignation
is usually sent to his immediate manager giving him notice and
letting him know when the last day of employment will be. In
many cases, the employee also will detail his reason for leaving
the company.

7. Advantages
 1. Value creation:
Through sales and appeal letters an image or value of the firm can be created.
2. Access:
Letter is widely accepted tools for communication. It has easy access to any form
of business.
 3. Announcement:
A letter can act as an announcer. Qualities of a product, introduction of a new
product, any offer for the customer can be announced by a letter.
4. Guide:
Another advantage of letter is it can guide the action of the reader. Sometimes
company authorities try to guide the activities of the workers through open letter.

8. Disadvantages
 1. Costly:
In comparison to other form of communication letter is costly.
2. No immediate response:
In case of letter there is no immediate feedback.
3. Time consuming:
In this modern aera of communication letter is considered as slow moving tool of
communication. It takes more time than any other form of communication.
4. Formality:
Letters are written by following specific format and tone. Thus there is lot of
formalities required in case of a letter.

9. Major Parts of a Letter
1. Letterhead if the letter is from a business.
2. Return Address-the address of the person writing the letter.
3. Dateline-Complete and current date.
4. Letter Address/Inside Address-the address of the person receiving the letter.
5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:
6. Body-the message of the letter.
7. Complimentary Close-the ending of the letter. Example: Sincerely yours,
8. Keyed Name-the authors typed name.
9. Handwritten Signature-the author signs the letter after it has been printed.
10. Typist Initials-initials of the typist.

10. Example Letter
123 Main St
Stokes, NC 28574
4/19/2010
[DS]
School Name
3405 Yankee Hall Road
Greenville, NC 27834
[DS]
Dear Mr. Jones,
[DS]
On October 24, 2008 we received great news regarding the . . . .
[DS]
This is great news because of . . . .
[DS]
Sincerely,
[DS]
Chris Young
[DS]
cy
Parts of a letter:
1.Return Address
2.Dateline
3.Letter Address/Inside Address
4.Salutation
5.Body (most of paper)
6.Complimentary Close
7.Handwritten Signature
8.Keyed Name
9.Typist Initials
GREEN – You change for Project!
RED – Spacing – Do not type!

11. Common components of
business letter’s

12. Example of block format

13. Example of semi-block format