5. Before writing a letter...
• Examine the tone (language) of the letter, announcement or
other printed material to which you will respond. The tone
of the motivating piece helps you determine the tone of
your written response (formal or informal).
• Identify your audience and purpose in order to determine
the type of letter you will write (formal or informal).
• Analyze your reader:
Who is your reader?
Will my reader be favorable or unfavorably disposed to
what I am going to say?
What impression do I want my letter to make on reader?
6. Letter Mechanics
1. Pronoun (Point of View)
• The use of personal pronouns is important in
letters . . . I, he, she, it, we, they, you
• In a letter, do not refer to yourself in the third
person by using “the writer”.
• It is perfectly natural and appropriate to refer to
yourself as I and to the reader as you.
7. Letter Mechanics
2. Focus and Specificity
• Be Focused; however, avoid choppy sentences.
• Write concise and purposeful letter
• Do not write confused, overlong or pointless
letter
• Do not be rude.
• Do not try to impress with your writing.
like: Please, very very very thank you
8. Two categories of letters
• Business Letters:
A letter written in formal language, usually used
when writing from one business organization to
another, or for correspondence between such
organizations and their customers, clients and other
external parties.
• Personal Letters:
A type of letter (or informal composition) that
usually concerns personal matters, rather than
professional concerns and is sent from one individual
to another.
9. WHY ARE BUSINESS LETTERS
WRITTEN ?
There are many reasons why we may need to write business letters :
>> to persuade
>> to congratulate
>> to introduce a policy
>> to inform
>> to express thanks
>> to apologize
>> to reject a proposal or offer
>> to invite or welcome
>> to request
>> to remind
10. WHO WRITES BUSINESS
LETTERS AND TO WHOM ?
“Letters are written from a person/group, known as the
sender to a person/group, known in business as the
recipient.”
•
•
•
•
•
•
Here are some examples of senders and recipients:
business «» business
business «» consumer
job applicant «» company
citizen «» government official
employer «» employee
staff member «» staff member
11. When do we need to write business
letters ?
Assistance in sustaining business relationship.
To convey detail‟s about the sender‟s business.
To place an order to the supplier.
To promote sales.
To pass some important information within the organization and
outside the organization.
To find out customer‟s credit worthiness.
12. Writing effective letter
• Consider the following points to write effective
Business letter:
─
─
─
─
In the correct format
Short and to the point
Free of any grammatical or spelling mistakes
Well presented
o Consider 7Cs of communication:
—Clear
—Concise
—Correct
—Courteous
—Conversational
—Convincing
—complete
13. General Parts of every Business
Letter
• Letterhead
•
•
•
•
•
•
•
•
•
•
Company‟s name
Address
Telephone
Writer‟s address (sender‟s address)
Date
Inside Address (recipient‟s address)
Subject (Optional)
Salutation (greeting)
Body (paragraphs)
Complimentary Close
Signature Line (with or without title)
Enclosure (optional)
Copy notation (optional)
14. The Letter Head / The
sender’s Address
• Includes the company’s logo / symbol /
name, address, ZIP, telephone number, fax
number, email address and website of the company.
• Printed at the top center/left or the right side.
SENDER’S ADDRESS: It is usually
given in the letter head, but if there
is none, the Sender’s
Name, Address and Contact details
can be typed.
15.
16. Date
Date consists of the date, name of the month and the year.
If the letter sheet includes a letterhead, type the date from 2 to
3 lines under the letterhead, else type it under the return
address.
2-4 Spaces below letterhead
Never send a letter without a date.
The date is written in two styles.
1.
The British Method (ordinal numbers) : 4th July, 2012
2.
The American Method (cardinal numbers) : July 4, 2012
Never write like 7-2-12 or 7/2/12 because it shows that the
writer is careless or in a great hurry.
17. The Inside Address
• The inside address is the recipient’s address.
• Includes the name and address of the firm or the
individual to whom the letter is written.
• Written on the left side, beside the margin, two spaces
below the date- line.
• Use Courtesy titles before names of the receiver such
as Mr., Mrs., Miss, Dr, Prof, etc.
• The address can also begin with a job title or a
department (if you don’t know the name).
e.g. : The Sales Manager, The Accounts Department
etc.
2-4 Spaces below Date
18. Subject
• Subject is use so that the reader immediately knows
what your letter is about.
• Use this format “Subject: CAPITAL WORDS” .
• Subject usually comes between Inside Address and
Salutation.
2 Spaces below Inside address
19. Salutation
• It is a compliment or greeting.
• Written beside the left hand margin, two spaces below the Inside
address and two lines above the body of the letter.
• It is followed by a comma (,) or a colon (:).
• Salutation depends on the gender, type or the social status of the
person addressed.
Ex:
Dear Sir,
Dear Madam,
Dear Mr. John,
Respected Sir,
Dear Sales Manager,
Dear Customer,
Dear Ladies and Gentlemen,
Dear Vice President,
20. Body
• Begins two spaces below the salutation.
• Contains the message or the information to be communicated.
• Most important, lengthiest, prominent part- written in
correct, appealing and impressive style.
• Divided normally into 3 parts:
1) Introductory paragraph
2) Middle paragraph
3) Closing paragraph
• Double space between paragraphs.
• If letter exceeds one page, repeat the recipient's
name, date, reference/subject line and put page number.
• Continue your letter three lines below the heading.
21. Complimentary Close
• It is written two spaces below the last line of the body.
• It is a polite way of saying “ Good bye”.
• It depends on the tone and degree of formality.
Formal: Respectfully yours, Sincerely, Yours faithfully
Informal: Cordially yours, Warm Regards , Best wishes
22. The Signature and designation
• Written double space below the complimentary close.
• First comes Signature (pen written). Sign your first and last
name.
• Second line - type written name.
• Third line - business title.
23. Copy notation
• When other people are to receive a copy of the same
letter, their names are noted either by their ranks or by
alphabetically.
• Written just below the reference initials or the enclosure
whichever is last.
• Type “cc” before the names if sending a “carbon
copy(to)” and “pc” for photocopy (to).
CC: Jim Blue, Jennifer Louis
24. Enclosures
• This line tells the reader to look in the envelope for more.
• Write Enc./Encl./Enclosure below the signature block.
e.g. :
Enclosure
Enclosures: 3
Enclosures : Check #231
Enclosures : Invoice #231
• If you don't enclose anything, skip it.
• 2 Spaces below Signature and designation
25. Date Company letter head
Name , address already printed
Telephone & Fax
Date (Month Day, Year)
Mr./Mrs./Ms./Dr. Full name of recipient.
Title/Position of Recipient
Company‟s name and address line
Subject: TITLE OF SUBJECT IN CAPITAL WORD
Dear Sir,
Body Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................
........................................
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................
.........................................
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................
.........................................
Closing (Sincerely...),
Signature
Signatory‟s printed name
Signatory‟s position in the company
Letter head
Date
Inside address
Subject
Salutation
Body
Complimentary close
Signature and
designation
28. Letter head
Full Block
Letter Format
SAMPLE
Everything flush
to left margin
with no indents.
Yours faithfully,
Signature Block: Align this with
the Complimentary Close. Leave
blank lines to sign your name. Don‟t
forget to sign your name exactly
as you typed it.
30. 2. Modified
Block Style
Letter Format
SAMPLE
Paragraphs are not
indented;
however, these
parts of the letter
are centered:
•Sender’s return address
•Date letter written
•Complimentary closing
•Sender’s signature/title
