This document provides information on the structure and formatting of a business letter. It discusses the key components of a business letter such as the letterhead, date, reference number, attention line, salutation, subject line, body, closing, signature block, enclosures, postscript, and reference initials. The body is generally divided into 3-4 paragraphs with the first linking to the reader, the second containing the main topic, and the third bringing the letter to a polite conclusion. Proper formatting and structure is important to make a good first impression with the recipient and ensure the letter can be easily filed by the receiving organization.

1. A PRESENTATION ON “BUSINESS LETTER” PRESENTED BY: GROUP NO:-05 NAME: ROLLNO: MANISH KUMAR 25MANISH KUMAR 26MANOJ KUMAR 27MAYANK PANDEY 28NIDHI SINGH 29NIRBHAY 30

2. WHAT IS THE BUSINESS LETTER?A business letter has a distinctive structure and appearance. Each of the parts has a specific style, position and function which has been established by custom and is followed because it is convenient for handling and processing correspondence in an organization’s office.A letter is usually an organization’s first visual contact with another organization or person, and makes an important impression.

3. APPEARANCE OF A BUSINESSN LETTERStationery : Must be of good quality.

4. Typing : Must be neat, without cancellations.

5. Paragraphing : Is necessary for breaking up a composition into readable, logical and progressive units.

6. Folding : Of the letter must be neat. it makes a poor impression if it is badly folded.

7. Address : On the envelope is typed halfway down and one third in from the left. TYPES OF LETTERSInformation letters Sales lettersProblem lettersGoodwill letters

8. LETTER FORMATECompany letter head Ref. No: Date: Inside address Attention line Salutation Subject…………………………………………. ……………………………………………………………………………………………………………………………………………………… Body of letter ……………………………………………………………………………………………………………………………………………………….. Subscription Signature Signatory’s typed name Signatory’s position in company Company name Encl P.s. Ref. initials

9. Heading:- The heading, also called ‘letterhead’ contains the name of the firm/company and its address. It is usually given at the top center or top right side of the paper. ex:- SINGHAD BUSINESS SCHOOL19/15,Erandwane,Khilare Marg , Off KarveReference number:- The reference number gives the letter number, file no, and other filing details to make it easy to locate the file related to the issue. It appears on the left on level with the date

10. ex:- 19/15

11. Date:-The date of the letter is of crucial importance. It is usually written on the right hand side , parallel to the reference number. ex:-September 25, 2010

12. Attention line:-When the writer directs his letter to a particular official in an organization he may use the phrase ‘For the attention of ‘ below the inside address. ex:- For the attention of the director.Salutation:- It is the greeting of the address. We may choose the salutation on the basis of our familiarity with the reader and the formality of the situation.MadamSirDear sir/Dear MadamDear Mr. Smithex:- Dear Ms. ……

13. Inside Address:-It contain the name and address of the organization or the individual to whom the letter is being sent. It should be written below the reference number. ex:- Sinhgad institute of management and computer applicationNarhe, Pune-41Subject line:-it tells what the correspondence is about. in addition ,it contains any specific identifying material that is suppose to be helpful, date of previous correspondence, invoice number , order number or the central point of the letter. It is placed just below the line of salutation.Subject line:-It tells what the correspondance Is about . In addition, it contains any specific identifying material.Body of the letter:- the body of the letter carries its message. It is generally divided into three or four paragraphs, each having its own function. The first paragraph links up the correspondence and established rapport with the reader. The second paragraph may be called the main paragraph that contains the subject proper.