The document provides guidance on writing effective business correspondence, including: - Keep correspondence short and focused on the recipient - Avoid negative writing and speak to individuals directly about any criticisms - Re-read correspondence before sending to catch any errors or issues - Common types of business letters include enquiry letters, quotation letters, order letters, and complaint letters - Enquiry letters request information, quotation letters provide requested information, order letters place orders, and complaint letters address issues with products or services The document outlines best practices for different types of business correspondence.

1. Course Instructor: Sneha Sharma
You must write not so that you are
understood, but so that you cannot be
misunderstood.

2. Keep it short
Attract Attention
• The bulk of your letter must relate to the recipient.
Avoid Negative Writing
• If you find fault and have cause to criticize, always speak to the
individual first.
Re-Read Before Sending
Use Key Words

3.  Letter
 Notes
 Fax
 e-mail
 Memo
 Reports
 Minutes of a meeting

4. Activity
Which of the
different kinds
of
business
correspondenc
e from the last
activity would
you choose for
the following?
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Applying for a job
Booking a conference room at a hotel
Telling colleagues to attend a meeting
Ordering stationery
Telling colleagues about a new member
of staff
Complaining about a delivery service
Thanking a customer
Sending out a meeting agenda
Resigning
Apologizing to an important business
contact

6. Choose from
this list:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Opening sentence
Greeting/salutation
Date
Signature
Receiver's
name
and address
Sender's name
Company logo
l look forward...
Main body of text
Sender's title
Indication of an
attachment
Subject heading
Yours ...
Closing sentence

7. Structure of
Letter

12. Inner
Qualities
External
Qualities

13. Simplicity
Clarity
Accuracy
Completeness
Relevance
Courtesy
Neatness

14. Quality of
paper
Colour of the
Paper
Folding of
Letter
Size of the
paper
Envelope

16. Pronoun
• Do not refer to yourself in the third
person by using one or the writer.
• It is appropriate to refer to yourself as I
and to the reader as you.
Focus and
Specificity
• Don’t be so concise that the tone gets
blunt.
• Be specific in your requests or
statements of facts.
Active versus
Passive Voice
• Use of Passive voice should be done

18. Types of
Business Letters
– Letters of enquiry
should clearly state the
information
required, which may be
asking for a price list or a
sample.
– Write
about
design, size,
uality, etc.
product or
which the
interested.
specifically
the
quantity, q
about the
service in
buyer is
– The period or the
date,
till
which
information
is
Business Enquiry Letter

19. Types of
Business Letters
After receiving the
letter of enquiry from a
prospective buyer, the
sellers supply the
relevant information
by writing a letter that
is called quotation
letter.
These
letters
are
written keeping in view
the information asked
for like price list, mode
of payment, discount
to be allowed etc.
Businessman should
reply to the inquiries
carefully and promptly.
Quotation Letter

20. Types of
Business Letters
In
the
previous
section, we have studied
about letters of enquiry
and reply to enquiry
i.e., quotation letter.
The prospective buyer
after receiving the reply
to his enquiry letter may
decide to place on order.
Letters written by a
buyer to the seller giving
the order to purchase
the goods is called order
letter.
Order Letter

21. Types of
Business Letters
Complaint letters should be
written immediately after
receiving the defective
goods.
-Mistakes
should
be
mentioned clearly.
-Proposal to correct the
mistakes should be made
-Suggestions on how the
complaint should be dealt
with, i.e., mention of
compensation, replacement,
discount,
cancellation
etc, should be made.
Mention period in which the
corrective action should be
taken
- Request to be careful in
future.
Complaint Letter

22. Types of
Business Letters
Recovery
Letter