The document provides information about business letters, including who writes them, why they are written, common purposes, vocabulary, qualities of successful letters, formats, and types of letters. It discusses the components of business letters such as salutations, paragraphs, closings, and offers tips for writing clearly and concisely. Specific letter types covered include inquiry letters, reply letters, order letters, sales letters, adjustment letters, and acceptance letters, outlining key points for each.
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Hi friends, I have uploaded a PPT on Different types of business letters & guidelines to write it. Please have a look and give your valuable comments and suggestions.
Which is one of the most important ways through which your business communicates with the entire world? It is the Business Email. The business email communications should be such that it creates a clear impression in the mind of the other person that yours is a credible and professional organization and working with you would be a bed of roses. This is one of the prime reasons for putting so much stress on the email etiquette training for the business professionals.
It consists all the basic parts of a business letter. It may use in discussing how to write a business letter especially application letter. Also, there are rules, do's and don'ts in writing business letter in this presentation. Hope you like it.
Society, business and technology are all dependent on effective communication. Without effective communication there is confusion, dissatisfaction and misunderstandings. In order to operate a business appropriately, one must understand the basics of business communication and its essential role in creating success.
Which is one of the most important ways through which your business communicates with the entire world? It is the Business Email. The business email communications should be such that it creates a clear impression in the mind of the other person that yours is a credible and professional organization and working with you would be a bed of roses. This is one of the prime reasons for putting so much stress on the email etiquette training for the business professionals.
It consists all the basic parts of a business letter. It may use in discussing how to write a business letter especially application letter. Also, there are rules, do's and don'ts in writing business letter in this presentation. Hope you like it.
Society, business and technology are all dependent on effective communication. Without effective communication there is confusion, dissatisfaction and misunderstandings. In order to operate a business appropriately, one must understand the basics of business communication and its essential role in creating success.
Learning Objectives:
To teach you to read letters or letter requests carefully before responding.
To teach you the importance of creating formal and informal documents.
To teach you basic letter formats and letter-writing strategies.
To teach you letter-writing etiquette.
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4. WHO WRITES BUSINESS LETTERS ?
Letters are written from a person/group, known as
the sender to a person/group, known in business as the
recipient.
Some examples of senders and recipients:
5. WHY WE WRITE BUSINESS LETTERS?
To persuade
To inform
To request
To express thanks
To remind
To recommend
To apologize
To congratulate
To reject a proposal or offer
To introduce a person or policy
To invite or welcome
To follow up
To formalize decisions
6. BUSINESS LETTER VOCABULARY
Attachment - Extra document or image that is added to an email.
Body - The content of the letter; between the salutation and signature.
Bullets - Small dark dots used to set off items in an unnumbered list.
Direct mail / Junk mail - Marketing letters addressed to a large audience.
Enclosure - Extra document or image included with a letter
Inside address - Recipient's mailing information.
Logo - Symbol or image that identifies a specific organization.
Memorandum (memo) - Document sent within a company (internal),
presented in short form.
Punctuation - Marks used within or after sentences and phrases (e.g.
periods, commas).
Salutation - Greeting in a letter (e.g. Dear Mr. Vinay).
Tone - The feeling of the language (e.g. serious, enthusiastic)
8. INNER QUALITIES
The inner qualities of a good business letter refer to
the quality of language, its presentation, etc. These facilitate
quick processing of the request and that leads to prompt
action
Simplicity
Clarity
Accuracy
Completeness
Relevance
Chronology
Courtesy
Neatness
9. OUTER QUALITIES
The outer qualities of a good business letter
refers to the appearance of the letter. It includes the
quality of paper used, colour of the paper, size of the
paper etc. Good quality paper gives a favorable
impression in the mind of the reader. It also helps in
documenting the letters properly.
Quality of paper
Colour of the Paper
Size of the paper
Folding of letter
Envelope - ordinary envelope, window envelope,
laminated envelope
10. FORMAT OF BUSINESS LETTERS
ABC Co. Ltd
22 Saket Nagar, << Sender’s Address>>
Kanpur – 208014.
21st August, 2012 << Date>>
CDE Co. Ltd
Fish market, << Recipient’s Address>>
Belgaum – 590001.
Your ref: 3408 << Recipient’s Reference – if any>>
Our ref: drc/2309 << Sender’s Reference – if any>>
Dear Mr. XYZ, <<Salutation>>
Seminar <<Subject>>
First Paragraph Second Paragraph <<Body of Letter>>
Third Paragraph
Sincerely , <<Closing>>
abc Signature ( Hand Written )
ABC, President Name, Title ( Typed )
<<Enclosure>>
11. WRITING A BUSINESS LETTER
An effective letter in business uses short simple
sentences and straight forward vocabulary.
The easier a letter is to read, the better.
You will need to use smooth transitions so
that your sentences do not appear too choppy.
Proof read quot ; means to read a text carefully to
check it for errors and general tone. You should always
proof read a business letter before sending it.
12. SALUTATION
First and foremost, make sure that you spell the recipient's
name correctly.
You should also confirm the gender and proper title.
Use Ms. for women and Mr. for men.
Use Mrs. if you are 100% sure that a woman is married.
Under less formal circumstances, or after a long period of
correspondence it may be acceptable to address a person by his
or her first name.
When you don't know the name of a person and cannot find
this information out you may write,
quot; To Whom It May Concern
It is standard to use a comma after the salutation.
13. Some common ways to address the recipient:
Dear Mr. Powell,
Dear Ms. Mackenzie,
Dear Frederick Hanson,
Dear Editor-in-Chief,
Dear Valued Customer,
Dear Sir or Madam,
Dear Madam,
Dear Sir,
14. FIRST PARAGRAPH
In most types of business letter it is common to use
a friendly greeting in the first sentence of the letter.
Here are some examples: – I hope you are enjoying
a fine summer. – Thank you for your kind letter of January
5th. – I came across an ad for your company in The TARUN
BAHARAT. – It was a pleasure meeting you at the
conference this month. – I appreciate your patience in
waiting for a response.
After your short opening, state the main point of
your letter in one or two sentences:
- I'm writing to enquire about...
- I'm interested in the job opening posted on your
company website
15. SECOND AND THIRD PARAGRAPHS
Use a few short paragraphs to go into greater detail about
your main point.
If one paragraph is all you need, don't write an extra
paragraph just to make your letter look longer.
If you are including sensitive material, such as rejecting an
offer or informing an employee of a layoff period, embed this
sentence in the second paragraph rather than opening with it.
Here are some common ways to express unpleasant facts:
– We regret to inform you...
– It is with great sadness that we...
– After careful consideration we have decided...
16. FINAL PARAGRAPH
Your last paragraph should include requests, reminders, and
notes on enclosures.
If necessary, your contact information should also be in this
paragraph.
Here are some common phrases used when closing a business
letter:
– I look forward to...
– Please respond at your earliest convenience.
– For further details...
– If you require more information...
– Thank you for taking this into consideration.
– I appreciate any feedback you may have.
– Enclosed you will find...
– Feel free to contact me by phone or email
17. CLOSING
Here are some common ways to close a letter.
Use a comma between the closing and your handwritten
name (or typed in an email).
If you do not use a comma or colon in your salutation, leave
out the comma after the closing phrase:
– Yours truly,
– Yours sincerely,
– Sincerely,
– Thank you,
– Best wishes
– All the best,
– Best of luck,
– Warm regards,
18. WRITING TIPS
Use a conversational tone.
Ask direct questions.
Double-check gender and spelling of names.
Use active voice whenever possible.
Use polite modals (would in favor of will).
Always refer to yourself as quot;
Don't use quot; unless it is clear exactly who the
pronoun refers to.
Rewrite any sentence or request that sounds vague.
Don't forget to include the date. Day-Month-Year is
conventional, however, to avoid confusion, write out the
month instead of using numbers (e.g. July 5th, 2007)
20. INQUIRY LETTER
You can obtain answers to specific questions
through an inquiry letter. Keep questions clear, concise,
and at a minimum, and outline questions in a list if
possible. Offer some incentive for the recipient of the
letter to respond to your inquiry, and provide the
necessary information for that response, such as your
contact information.
21. POINTS FOR INQUIRY LETTER
State clearly and specifically what is wanted. If there
are more than three queries, use a numbered list.
Your inquiry should be specific and brief.
Give the reason for the inquiry.
Include an expression of appreciation. A simple
"Thank you" is enough.
Include a self-addressed, stamped envelope with the
letter of inquiry sent to an individual who has to
pay for the postage when giving his own reply.
22. Mrs. Roma vernekar
#123, 2 main,
Gandhi nagar, belgaum.
August 17,2012.
Ancor ltd
#132 Bogarvas,
belgaum 590001.
Gentlemen:
The august 12th issue of the being human Digest contained an advertisement of
your lightning Fixtures. The article said that further information will be given upon
request.
In this connection, will you please furnish me with more information regarding
its manufacture, cost and other features.
Hoping for your immediate reply.
Thank you.
Yours truly.
Roma.V
Mrs Roma Vernekar
23. REPLY LETTER
A reply letter is usually a response to the
communication that you have received from a person or
business. When replying to a letter or inquiry from
clients, associates, customers or colleagues, it is
important that it is in a formal format
25. Ancor. ltd
#132 Bogarvas,
Belgaum 590001.
August 25,2012.
Mrs. Roma Vernekar
#123, 2 main,
Gandhi Nagar, Belgaum.
Madam:
Thank you for your letter inquiring about the manufacture, cost and other
features of our lighting fixtures.
Our lighting features are of different designs and styles which may suit your
home or office needs. However, we may take pride in our mirrorized aluminum wherein
you can save electricity by 50%. Our Fixtures are of powder-cooted frame finish. They are
corrosion and high temperature resistant.
Attached is a price list of our lighting fixtures.
We hope to hear from you soon.
Thank you.
Respectfully yours,
Ancor ltd.
Rahul gandhi
Manager
26. ORDER LETTER
Letters dealing with orders and payments for
merchandise form a bulk of business activity. As a
result, serious thinking and care should be exercised
in drafting these letters. A little carelessness may
result in loss of the customers or good will. Therefore
order letters should be exact cordial and tactful.
27. POINTS FOR ORDER LETTER
State clearly, accurately and completely the
description of the item being purchased (exact name of
the item, quantity desired, size, color, weight, finish, price
and model).
Give the address where the goods will be delivered.
Give the price and the mode of payment, (check or
money order, credit card, cash on delivery or charge to
account).
Mention desired method of shipment (air express,
truck freight parcel post)
28. Praveen.R
#abc Chinch pockli,
Banglore.
August 14,2012
Paragon ltd
#121 Tilakwadi,
Belgaum.
Gentlemen:
Please send me through VRL Express one unit of Paragon flip-flops, with Model
No. kx-T3921 B.
Enclosed is a cheque amounting to Rupees two hundred fifty only (Rs 250/-) as
full payment of the unit plus parcel charge.
Thank you.
Yours truly,
Praveen.R
Enclosure-
I.cheque
29. SALES LETTER
A sales letter is written to convince a recipient to
purchase a specific product, service or business. Take
time to inspire the readers' interest in and appeal to
their need for the product or service, and then ask them
to follow through with a suggested course of action.
30. POINTS FOR SALES LETTER
The beginning paragraph should attract the reader's
interest and attention.
It should state clearly the benefits of the product or
service offered to the buyer.
It should lead the reader to wish to see or try the
product.
It should explain how much the product or services
costs and how it may be paid.
It should include a request that the reader place the
order.
31. Sir:
Our company Marketing manager, is proud to announce the availability of the new
BUNK STUDY DESK CHIAR manufactured by the first and original quality plywood
manufacture, COFTA MOULDINGS CORPORATION.
The BUNK STUDY DESK CHIAR is the most affordable study desk in the market today,
with all the benefits of high quality plywood : durable and beautiful, comfortable for
its armrest, rust-proof and maintenance-free, dual purpose and stockable. It
definitely cost much less than wood or metal school chairs. Also the BUNK STUDY
DESK CHIAR is highly recommended for schools, office (exams and interview rooms,
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If you need more information about this latest practical innovation, please do not
hesitate to call us at the the following: 9741833531.
We guarantee total satisfaction for your money's worth!
Thank you.
Very truly yours,
32. ADJUSTMENT LETTER
An adjustment letter is a response to a written
complaint. The objective is to inform the reader that their
complaint has been received. It is also a legal document
recording what decisions were made and what actions
have or will be taken.
33. POINTS FOR ADJUSTMENT LETTER
Keep in mind that your reader has been
inconvenienced
Respond to the claim letter promptly and
courteously.
Refer to the claim letter, identifying the transaction.
State clearly what action will be taken.
Remember to be fair, friendly and firm.
34. Famous Bookstore Inc.
San Jose St.
Balanga City, Bataan
June 24, 2008
Mrs. Asha
Central School of Bataan
Rocky Road
Balanga City, Bataan
Dear Mrs. Asha
Your letter of September 10, 2004 concerning the missing novel(love in
air) has been directed to my attention. The novel is being sent to you today
through the VRL Express.
We regret the omission of the novel when the other novels were packed when
being shipped.
We apologize for the inconvenience this has caused you and appreciate your
understanding in this matter.
Very truly yours,
Aamir khan
Store manager
35. ACCEPTANCE LETTER
An acceptance letter is a positive response to
either an invitation or a job offer. Its objective is to
notify the reader of an affirmative decision. The letter
should be kept fairly short. Its scope need only include
information that relates to the logistical details of
accepting the offer.
36. POINTS FOR ACCEPTANCE LETTER
Begin your acceptance letter by thanking whoever
sends you
Briefly identify what it is that you are accepting.
Restate the terms as you understand them.
Keep the tone of your letter positive.
Thank the person for the invitation
37. Mohan.R
#420, Rahu Chouk,
Hubli.
July 24, 2012
Mr. Kalam .Ali
Central School of Dharwad,
Rocky Road,
Dharwad.
Dear Kalam
I am pleased to accept your invitation to speak during your Seminar on
corruption on August 15, 2012 at 2: 00 p.m. “Dirty Politics" is an interesting
topic. I shall discuss it for one hour.
I am looking forward to meet you and the school staff.
Yours truly,
Mohan
