Business letter

MITRAN DI BUILDING MATERIAL COMPANY (P) LTD.
14 GOLF LINKS, NEW DELHI-110007
16 March 2015
Mr M.K. Gupta
Managing Director,
Modern Marvel Pvt. Ltd
14 Travis Street
Singapore 899014
Dear Mr M.K. Gupta:
Rate List of Building Materials
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
(1) Letterhead
(2) Date
(3) Inside Address – include reader's
name and designation
(4) Salutation
(5) Subject line
(6) Complimentary close
(7) Signature block
(8) Enclosure (optional) 5
Sender’s Address

6
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Dear Mr M.K. Gupta:
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
Sender’s Address
• The Heading—consists of the name
of the firm or the individual and the
address. These are the essentials for
a printed letterhead, although there
may be additional printed data.
•The Date Line—consists of the
month, the day of the month, and the
year.

7
The Inside Address
– Receiver’s complete name, title,
company and address (Letter
Address)
– Consists of the name and
address of the person or the
firm to whom the letter is written
and should correspond in
essentials to the envelope
address.
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Dear Mr M.K. Gupta:
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
The Inside Address

8
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Dear Mr. M.K. Gupta:
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
Salutation
–Begin with Dear:
–Use Mr. or Ms. before the
receiver’s
name.
–Use Dear or Attention followed by
an appropriate title, such as
Customer Service Department or
Sales Manager.
–Use Dear Sir or Madam or Ladies
and Gentlemen. Include BOTH
genders for a general audience.

9
The Subject Line—enables the
reader to know at a glance
what the letter is about. It
may be placed in various
positions (sometimes above
the inside address).
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
The Subject Line

10
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
Body
 In the first paragraph, consider a
friendly opening and then a statement
of the main point.
 The next paragraph should begin
justifying the importance of the main
point.
 The closing paragraph should restate the
purpose of the letter and, in some cases,
request some type of action.

11
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2)
Closing
 The closing begins at the same
horizontal point as your date and one
line after the last body paragraph.
 Capitalize the first word only (for
example: Thank you) and leave four
lines between the closing and the
sender's name for a signature.
A comma should follow the closing.

12
16 March 2015
Mr M.K. Gupta
Managing Director,
14 Travis Street
Singapore 899014
Yours sincerely
Hardkaur
Ms Hard Kaur,
Manager
Enc. (2) Enclosures
 If you have enclosed any documents
along with the letter, such as a resume,
you indicate this simply by typing
Enclosures one line below the closing.
As an option, you may list the name of each
document you are including in the envelope.
For instance, if you have included many
documents and need to ensure that the
recipient is aware of each document, it may be
a good idea to list the names.

The word “memo” is short for memorandum.
A memo is: a short written communication that is often
used in the workplace to provide information or ask for
some form of action to take place.

• Recipient: internal
• Form: print / electronic
• Tone: less formal than letters
Memos
17

Why learn about writing memos?
• Important form of corporate communication.
• Clear and concise communication of complex
subjects.

19
Memos can be written for a number of reasons :
Inform staff about
decisions/actions/events.
Request information / action /events.
Remind staff of action
needed/procedures/changes in policy.
Provide information on work related
topics.

General template of Memo
MEMO
TO: _____________________________________________
FROM: __________________________________________
SUBJECT: _______________________________________
DATE: __________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
_________________________________________________________

PART 1
To: Mrs. Alisha, Supervisor
From:
Sub:
Date:
The "to" line is usually indicated as the word
"To" followed by a colon and the name of the
individuals or groups receiving the memo. Some
examples are:
•To: All Staff
•To: All Faculty Members

PART 2
To:
From: Ayesha, Manager DM
Sub:
Date:
The "From" line indicates who is writing and
distributing the memo. Your name and title
should be included. The From line may indicate an individual
or a group within the company.
•From: Ayesha
•From: Human Resource
•From: Administration

PART 3
To:
From:
Sub: Retirement Party
Date:
"Re“ stands for "In Reference To" and may be
used interchangeably with the word "Subject." This line comes
immediately under the From line and indicates what the memo
is about.
•Re: Faculty Meeting
•Subject: Faculty Meeting

PART 4
To:
From:
Sub:
Date: March 16, 2015
•Date: Month day, Year
•Date: March 16, 2017

PART 5
To: Mrs. Alisha, Supervisor
From: Ayesha, Manager DM
Sub: Retirement Party
Date: March 16, 2015
After these important points of information,
a standard memo leaves several lines blank,
followed by the body of the memo. The body
of the memo should contain short, concise
text formatted for quick and easy reading.
Subject= Focus + Topic

MEMORANDUM
TO: Ali, HR Senior Executive
FROM: Mahnoor, Sales Manager
SUBJECT: Purchasing Procedures
DATE: 10 March 2017
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxx. xxxxxxxxxxxxxxx.
1. xxxxxxxxxxxxx
2. xxxxxxxxxxxxx
3. xxxxxxxxxxxxx
YHS
cc: HR Manager
(1) To line
(2) From line
(3) Subject line
(4) Date line
Note: No salutation or inside
address
(5) Signed initials – no
complimentary close
(6) Carbon copy (optional)
27

Date: March 16th, 2015
To: Art Board Division Faculty
From: Maintenance Dept.
Re: New Bookshelves
_________________
As many of you know, the current office bookshelves do not
accommodate text books of a standard height. To correct this
problem, all faculty offices will be furnished with new shelves
on March 23rd, 2007 between 9:00am and 4:00pm.
We apologize for any noise or disruption this installation will
cause. Faculty may schedule office hours in alternate locations
as needed.
Call Ali at ext. 3397 if you have questions.
Thank you for your compliance.
Sample Memo
Heading
Opening
Summary
Discussion
Conclusion

Reminders:
 Be specific and precise
 Start by stating exactly what it is you want
 Keep memos short (under one page)
 Use a business-like tone
 Use bulleted lists when needed if it helps make the information
you’re presenting clearer
 Stick to the correct format

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