1. Find the definition of business letter!
A business letter is usually a letter from one
company to another, or between such organizations and their customers, clients
and other external parties. The overall style of letter depends on the
relationship between the parties concerned. Business letters can have many types
of contents, for example to request direct information or action from another
party, to order supplies from a supplier, to point out a mistake by the
letter's recipient, to reply directly to a request, to apologize for a wrong,
or to convey goodwill. A business letter is sometimes useful because it
produces a permanent written record, and may be taken more seriously by the
recipient than other forms of communication.
2. Mention and explain the types of business letter and the parts!
Types of business letter
The most important element you need to ensure in any
business letter is accuracy. One of the aspects of writing a business letter
that requires the most accuracy is knowing which type of business letter you
are writing. A number of options are available for those looking to trade in
business correspondence, and you will significantly increase your odds for
getting a reply if you know the form you need to send.
1. Letter of Complaint
A letter of complaint will almost certainly result in an
official response if you approach it from a businesslike perspective. Make the
complaint brief, to the point and polite. Politeness pays off regardless of the
extent of anger you are actually feeling while composing this type of business
letter.
2. Resume Cover Letter
A cover letter that accompanies a resume should revel in its
brevity. You should take as little time and as few words as possible to
accomplish one task: persuading the reader to anticipate reading your resume.
Mention the title of the job for which you are applying, as well or one or two
of your strongest selling points.
3. Letter of Recommendation
A recommendation letter allows you to use a few well-chosen
words to the effect of letting someone else know how highly you value a third
party. Resist the temptation to go overboard; approach your recommendation in a
straightforward manner that still allows you to get the point across.
4. Letter of Resignation
An official letter of resignation is a business letter that
should be fair and tactful. Be wary of burning any bridges that you may need to
cross again in the future. Offer a valid reason for your resignation and avoid
self-praise.
5. Job Applicant Not Hired
In some cases you may be required to write a business letter
that informs a job applicant that he was not chosen for an open position. Offer
an opening note of thanks for his time, compliment him on his experience or
education and explain that he was just not what the company is looking for at
the present time.
6. Declining Dinner Invitation
Declining a dinner invitation is a topic for a business
letter that, if not done tactfully, may result in a social disadvantage. Extend
your appreciation for the invitation and mention that you already have an
engagement for that date. Do not go into detail about what the engagement is.
7. Reception of Gift
It is very polite to return a formal business response
letting someone know that you have received her gift. Extend a personalized
thanks to let her know that you are exactly aware of the contents of the gift.
If possible, it is a good idea to include a sentiment suggesting that you have
put the gift to use.
8. Notification of Error
When sending a business letter that lets the receiving party
know that an error has been corrected, it is good business sense to include a
copy of the error in question if there is paperwork evidence of it. Make the
offer of additional copies of material involved in the error if necessary.
9. Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job
should be professional and courteous. Above all else, avoid the temptation to
go overboard in offering your thanks. Be aware that your skills also helped you
land the job and it was likely not handed to you as a result of the third
party.
10. Information Request
A business letter that requests information should make the
request specific and perfectly understandable. It is also a good idea to state
the reason for the information request. Extend advance appreciation for the
expected cooperation of the recipient.
Parts of business letter
1. Letterhead
Companies usually use printed paper where heading or
letterhead is specially designed at the top of the sheet. It bears all the
necessary information about the organisation’s identity.
2. The date of the letter
Date of writing. The month should be fully spelled out and
the year written with all four digits October 12, 2005 (12 October 2005 – UK
style). The date is aligned with the return address. The number of the date is
pronounced as an ordinal figure, though the endings st, nd, rd, th,
are often omitted in writing. The article before the number of the day is
pronounced but not written. In the body of the letter, however, the article is
written when the name of the month is not mentioned with the day.
3. The Inside Address
In a business or formal letter you should give the address
of the recipient after your own address. Include the recipient’s name, company,
address and postal code. Add job title if appropriate. Separate the recipient’s
name and title with a comma. Double check that you have the correct spelling of
the recipient ‘s name. The Inside Address is always on the left margin. If an 8
1/2″ x 11″ paper is folded in thirds to fit in a standard 9″ business envelope,
the inside address can appear through the window in the envelope.
4. The Greeting / Salutation
Also called the salutation. The type of salutation depends
on your relationship with the recipient. It normally begins with the word
“Dear” and always includes the person’s last name. Use every resource
possible to address your letter to an actual person. If you do not know
the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear
Sales Manager or Dear Human Resources Director). As a general rule the
greeting in a business letter ends in a colon (US style). It is also acceptable
to use a comma (UK style).
5. The Subject Line (optional)
Its inclusion can help the recipient in dealing successfully
with the aims of your letter. Normally the subject sentence is preceded with
the word Subject: orRe: Subject line may be emphasized by
underlining, using bold font, or all captial letters. It is usually placed one
line below the greeting but alternatively can be located directly after the
“inside address,” before the “greeting.”
6. The Body Paragraphs
The body is where you explain why you’re writing. It’s the
main part of the business letter. Make sure the receiver knows who you are and
why you are writing but try to avoid starting with “I”. Use a new paragraph
when you wish to introduce a new idea or element into your letter. Depending on
the letter style you choose, paragraphs may be indented. Regardless of format,
skip a line between paragraphs.
7. The Complimentary Close
This short, polite closing ends always with a comma. It is
either at the left margin or its left edge is in the center, depending on the
Business Letter Style that you use. It begins at the same column the heading
does. The traditional rule of etiquette in Britain is that a formal letter
starting “Dear Sir or Madam” must end “Yours faithfully”, while a letter
starting “Dear ” must end “Yours sincerely”. (Note: the second word
of the closing is NOT capitalized).
8. Signature and Writer’s identification
The signature is the last part of the letter. You should
sign your first and last names. The signature line may include a second line
for a title, if appropriate. The signature should start directly above the
first letter of the signature line in the space between the close and the
signature line. Use blue or black ink.
9. Initials, Enclosures, Copies
Initials are to be included if someone other than the writer
types the letter. If you include other material in the letter, put ‘Enclosure’,
‘Enc.’, or ‘ Encs. ‘, as appropriate, two lines below the last entry. cc means
a copy or copies are sent to someone else.
3. What are the styles of business letters!
Business letters conform to generally one of six indentation
styles: Standard, Open, Block, Semi-Block, Modified Block, and Modified
Semi-Block. Put simply, "Semi-" means that the first lines of
paragraphs are indented; "Modified" means that the sender's address,
date, and closing are significantly indented.
1.
Standard – The standard
format letter (1) uses a colon after the salutation, (2) uses a comma after the
complimentary closing.
2.
Open – The open format
letter (1) uses no punctuation after the salutation, (2) uses no punctuation
after the complimentary closing.
3.
Block – In a Block
format letter, (1) all text is aligned to the left margin, (2) paragraphs are
not indented.
4.
Semi-Block – In a
Semi-Block format letter, (1) all text is aligned to the left margin, (2)
paragraphs are indented, and (3) paragraphs are separated by double or triple
spacing.
5.
Modified Block – In a
Modified Block format letter, (1) all text is aligned to the left margin,
except for the author's address, date, and closing; and (2) paragraphs are not
indented. The author's address, date, and closing begin at the center point.
6.
Modified Semi-Block – In
a Modified Semi-Block format letter, (1) all text is aligned to the left
margin, except for the author's address, date, and closing; and (2) paragraphs
are indented. The author's address, date, and closing are usually indented in same
position.
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