The document summarizes the key aspects of business letters, including their definition, objectives, characteristics, parts, formats, and differences between American and British styles. A business letter is a formal written communication between businesses or organizations used to exchange business information. It aims to build goodwill and maintain business relationships. Business letters are characterized by simplicity, clarity, and courtesy and follow standardized formats and parts like a letterhead, date, greeting, body, complimentary close, and signature.

1. Business Letter

2. Letter
 It is a form of written communication between a
sender and a receiver used to transact information
which can not be easily relayed orally.
 It has two types;
i. personal letters (sent between family members,
friends, or acquaintances)
ii. business letters (formal exchanges with businesses
or government organizations).

3. Business Letter
 A business letter is 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.
 Other definitions;
 L. Rahman says, “Correspondence having
commercial or business interest is known as
commercial correspondence.”
 According to Prof. Taintor, “All letters written for
business purpose are business letters.”

4. Objectives and functions
 Building Goodwill
 Records and References
 To Exchange Business Information
 Building and Maintaining Business Relation
 Widening the Approach
 An Authoritative Proof
 Making a Lasting Impression …etc

5. Characteristics
 Simplicity
 Clarity of goal
 Courteous
 Persuading
 Sincere
 Enhancing Public relation/Civil
 Positive language
 Due emphasis

6. Characteristics
 Coherence
 Care for culture
 Tactful approach
 Ethical standard
 Brief but complete.

7. Types
 Letter of Complaint
 Resume Cover Letter
 Letter of Recommendation
 Letter of Resignation
 Job Applicant Not Hired
 Declining Dinner Invitation
 Reception of Gift
 Notification of Error
 Thanks for Job Recommendation
 Information Request … etc

8. Parts of a business letter
 Letterhead
 The date of the letter
 The Inside Address/recipient’s address
 The Greeting / Salutation
 The Subject Line (optional)
 The Body Paragraphs
 The Complimentary Close
 Signature and Writer’s identification
 Initials, Enclosures, Copies...

9. Format and Font
 Formats
i. Full-Block Style - All the elements are aligned
(arrange) to the left margin and there are no
indented(plane) lines. This is a standard block-
style format that is accepted by most businesses.
ii.Modified Block Style - The return address, date,
closing and signature start just to the right of the
center of the page or may be flush with the right
margin. All body paragraphs begin at the left
margin.

10. Format and Font
i. Indented or Semi-Block Style - Similar to the
modified block business letter style except that
the first line of each paragraph is indented
Font
i. The standard font for business letters is Times
New Roman
ii. Font Size 12.
iii. Fonts that are clear to read such as Arial may
be used.

11. Format and Font
A business letter is not restricted to one page; the
letter should be as long as it needs to be.
Side, top and bottom margins should be 1 to 1
1/4 inches
One-page letters and memos should be vertically
centered.
The salutation or greeting is generally followed
by a comma in British style, whereas in the
United States a colon is used. The valediction or
closing is followed by a comma.

12. American vs British

13. Samples
Your Return Address (no abbreviations for
Street, Avenue, etc.)
Your City, YO [your two letter state
abbreviation] zip
Date (write out either like June 4, 2004 or 4
June 2004)
First and Last Name of the Person to whom
you are writing

14. Samples
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what
you want from them.
In the subsequent paragraphs, explain the nature of your problem and
what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and
efforts on your behalf. Also, let them know that you will contact them or
that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Irshad

18. Non _combative_ mean not ready to fight
Combative mean_ready to fight
Behalf mean_as representative of