BUSINESS LETTERS

Vandana Sharma
 Business Letters

• Different form Personal Letters

• Written in a specific style which is distinct
• Have several widely accepted parts, in a
specific format
• All good business letters must follow this
formatting
• These parts are general in nature
• Common to all types of business letters
 Four Considerations of a
Business Letter
• Subject – every piece of writing has a subject, subject
is specific in business world, write another letter if there
are more than two subjects (What)
• Audience – tailor your letter according to the
audience, assume your audience educated, reasonable
people, don’t assume they have similar knowledge of the
subject and don’t forget to include important details (Who)
• Purpose – is it to inform, request information, offer
congratulations, condolences, to act on a request etc.
(Why)
• Organization and Style – body of the letter into
parts and language (How)
•
Structuring through 4 Point Plan
• Opening or Introduction (Background and
Basics)
State the reason for the communication, acknowledge previous
correspondence, refer to a meeting or contact, provide an
introduction to the matter being discussed
• Details (Facts and Figures)
Main part of the message, all information to the recipient, request for
information, details to be stated simply and clearly with separate
paragraphs for individual sections, should flow logically to a natural
conclusion
• Conclusion (Response or Action)
State the action expected from the recipient, state the action you will
take as a result of the details provided
• Close (A simple one-liner)
Relevant to the content of the message
 Parts of a Letter
• Letterhead • Heading/ Subject
• Date Line
• Inside Address • Body Text
• Special • Complimentary
Markings(optional) Close
• Salutation • Signature Block
• Reference line • Enclosures
• Copies
 Letter Layouts

Semi-block Modified Block Fully Block

 Variety of Letters
• Enquiry/Reply • Credit and Status
• Quotations/Orders Enquiries
• Payment • Apology
• Complaint and • Thanks
Adjustment • Congratulation
• Sales & Purchase • Condolence and
• Claim and Refusal Sympathy
• Acknowledgement • Application
• Appreciation • Reference/Recomme
ndation
• Resignation
Sample
Business
Letter