The document outlines the components and structure of a business letter essential for formal communication in a business context. Key elements include the letterhead, date, reference number, inside address, salutation, body, and closing, along with specific formatting guidelines for each section. It also discusses additional components such as enclosures and carbon copies for correspondence with multiple parties.

1. MBA
1st Year
Semester-1
Subject: Managerial Communication

2. Topic of Presentation
Business Letters

3. WHAT IS BUSSINESS LETTER?
 BUSINESS LETTER ARE FORMAL LETTERS
USED FOR BUSINESS TO BUSINESS,
BUSINESS TO CLIENT,OR CLIENT TO
BUSINESS CORRESPONDENCE.

4. Parts of Business letter:1) Letter Head
2) Date
3) Reference Number
4) Attention Line
5) Inside Address
6) Subject
7) Salutation
8) Body of Letter
9) Complementary End

5. Continue….
10) Signature Line
11) Designation
12) Enclosures
13) Copy to be circulated

6. 1) LETTER HEAD
A letterhead contains the name of the
organisation, e-mail address, internet
number, etc. Additional information
such as name of products or services,
organization's slogan may also be
added.

7. Example:
Natraj Publishing House
[ Education & Technical Publishers]
Near Arya Samaj Mandir,
Holi Street,
KARNAL-132 001,
(Haryana) INDIA
Mobile No:094161-72371

8. 2) Date
The date on which the letter is typed
should placed after letter head part.
There is no full stop after the date.
 The month must be written in full and
never in figures.
There is a comma separating the year
from the month and date.
Example:
June 28, 2007
28 June, 2007

9. 3) Reference Number
 Reference number makes reference to
previous correspondence easy. It also
saves much time.
Example:
our Ref No. T-410
your Ref. No. RL-105
In replying, please refer to S-110

10. 4) Attention Line
 It is used if the subject matter of the letter is
being handled by one particular person. It is
typed in the letter and on the envelope.
 Example:
Attention: Mr. Sunil, General Manager
Attention: Sales Manager

11. 5) Inside Address
 It consist of the name and address of the
receiver. It is typed two spaces below the
date line at the left margin.
 Example:
(i) individual
Mr. L.C. Gupta
18, Lajpat Nagar,
New Delhi.

12. Continue….
(ii) Firm
Natraj Publications,
Near Arya Samaj Mandir,
Chaura Bazaar,
Karnal-132 001.

13. 6) Salutation:
 Salutation means greeting to the addressee.
The commonly used salutations are:
 Example:
Sir,
Madam,
Dear Sir / Dear Madam,
Respected Sir / Madam,

14. 7) Subject Line
 It tells us what the letter is about. It may take
the following:
 Example:
Subject: Three year subscription for Indian
literature.

15. 8) Body of Letter
 The body of letter is the main section of the
letter. It contains the message . It divided into
paragraphs. Each paragraph conveys a
particular point. All the paragraphs are
interlinked and logically structured. A very
short letter may, however, be of one or two
paragraphs.

16. 9) Complimentary close
 There should be at least one blank link
between the body of the letter and the
complementary closing. A closing usually
begins at the Margin.
 Example:
Sincerely,
Yours Sincerely,

17. 10) Signature Line
 Usually, three blank lines between the
complimentary closing and the typed name
of the sender are left. The position of the
sender mentioned below.
 Example:
President
General Manager

18. 11) Reference Initials
 Reference initial identify the person who
typed the letter. They are placed at the left
margin a double space below the signature
lines. These initials are often on internal office
copies only.

19. 12) Enclosures
 Type the singular for only one enclosure,
plural for more. If you don't enclose
anything, skip it. Common styles are below.
 Example:
Enclosure
Enclosures: 3
Enclosures (3)

20. 13) Copy to be circulated
 When a copy of a letter is to be sent to a
third party, it is indicated by typing ‘cc’
followed by two spaces and the name of the
receipt of the copy. The usual position for this
is at foot of the letter after the designation or
after any enclosure indicated.
 Example:
CC:
Mrs. K Sujatha, Accountant.
Mr. V Kiran, Company Secretary.