Date post: | 07-Apr-2018 |
Category: |
Documents |
Upload: | abhishek-rajput |
View: | 227 times |
Download: | 0 times |
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 1/17
BUSINESS LETTERS
It is essential to write a business letter to
maintain contacts with the external world
including other businessmen, customers andgovernment departments.
It serves as a record for future reference.
It leaves more durable impression on the
receiver's mind than an oral message.
It is used as a legal document.
It is used to build goodwill.
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 2/17
FUNCTIONS OF
BUSINESS LETTER
To provide a convenient and inexpensive means of
communication without personal contact.
To seek or give information.
To furnish evidence of transactions entered into.
To provide a record for future reference.
Record and reference
Making a lasting impression. Widening the approach
An authoritative proof.
Building goodwill.
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 3/17
KINDS OF BUSINESS
LETTERS
A.1. ENQUIRIES &
REPLIES
ORDERS&EXECUTION
CREDIT& STATUS
COMPLAINTS&
ADJUSTMENTS
COLLECTION LETTER.
B.1.CIRCULAR LETTERS
SALES LETTERS
C.1. BANK
CORRESPONDENCE
INSURANCE
IMPORT – EXPORT
AGENCY
D.1. APPLICATION
LETTERS
INTERVIEW LETTERS
E.1. CORRESPONDENCE
TO SECRETARY.
CORRESPONDENCEWITH STATE &
CENTRAL GOVT.
F.1. LETTERS TO PRESS
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 4/17
THE IMPORTANCE OF LETTERS
Letters represent company’s public image andcompetence
Letters are more personal than a report, yet more
formal than memos or e-mail Letters are more permanent than e-mail
Letters constitute an official legal record of anagreement
Letters follow up on telephone calls and other types of
oral communications Letters provide a wide range of corporate information
Letters can support action
Letters sell
Letters are efficient for targeted mass mailings
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 5/17
Writing Effective Letters
Analyze Your Audience:
Who is my audience?
Will my audience be favorably or unfavorably
disposed to what I am going to say?What kinds of information will my audience expect me
to supply?
How will my audience use the information I amsending?
What impression do I want my letter to make onreaders?
Have a clear sense of your purpose and theirs
Select the best communication strategy
Draft, revise, and edit your letter
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 6/17
PROOF READING YOUR LETTER
Proofread everything that has your name on it
Take time to proofread your letter for
Errors of facts
Miscalculations
Misrepresentations
Accuracy of prices, dates, and serial numbers
Full-block format
All text flush left, spaces between paragraphs
Semi-block/Modified format
The writer’s address, date, complementary close, and
signature to the right side of the letter
The date aligns with the complementary close
Notations of enclosures flush left below signature
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 7/17
LETTER FORMATS
Full-block format
All text flush (level)left, spaces between paragraphs
Semi-block/Modified format
The writer’s address, date, complementary close, and signature to the right side of the letter
The date aligns with the complementary close
Notations (symbols) of enclosures flush left belowsignature
Indented paragraph format
Identical to the semi block format except that eachparagraph is indented five spaces Continuing pages.
If your letter runs beyond one page, use name, pagenumber, or address in the header of the second page.
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 8/17
PARTS OF A LETTER
Date line
Inside address
Salutation
Subject line
Text of the letter
Complementary closeSignature
Enclosure(s) line
Copy notation
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 9/17
ACHIEVING THE “YOU ATTITUDE”:
FOUR GUIDELINES
Never forget that your reader is a real person
Avoid writing cold, impersonal letters
Keep the reader in the forefront of your letterMake sure your reader’s needs control the tone,
message, and organization of your letter
Be courteous and tactful
Be neither boastful nor meek
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 10/17
TYPES OF LETTERS
Four common types of businesscorrespondence
1. Inquiry letters2. Special request letters
3. Sales letters
4. Customer relations letters:
– Follow-up
– Complaint
– Adjustment
– Collection
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 11/17
TYPES OF LETTERS
CLASSIFICATIONS OF BUSINESS LETTERS
Positive
Customer relations letters responding favorably to a
writer’s request or complaint
Sales letters promoting a product
Neutral
Letters requesting information about a product or
service, placing an order, or responding to some
action or question
Negative
Customer relations letters refusing a request, saying
no to an adjustment, etc.
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 12/17
INQUIRY LETTERS
Inquiry letters ask for information about a product,
service, publication, or procedure
Be sure to supply appropriate, or exact descriptions of
what you are inquiring for.
Rules for effective inquiry letters:
states information writer wants
indicates clearly why the writer must have theinformation
keeps questions short and to the point
specifics when the writer must have the information
thanks the reader
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 13/17
SPECIAL REQUEST LETTERS
Make sure you address your letter to the right
person
State who you are and why you are writing Indicate clearly your reason for requesting
the information
Make your questions easy to answer and
separate them clearly.
Specify exactly when you need the
information and allow sufficient time
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 14/17
SPECIAL REQUEST LETTERS
Offer to forward a copy of your report, paper,
or survey in gratitude for the help you were
given If you want to reprint or publish the
materials you asked for, indicate that you will
secure whatever permissions are necessary
Assure confidential, if that is appropriate
End by thanking the reader for helping
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 15/17
SALES LETTERS:
SOME PRELIMINARY GUIDELINES
Identify and limit your audience
Use reader psychology
Don't boast or bore
Use words that appeal to the readers’
Senses. Be ethical
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 16/17
Format of letter Please use the following format for your business letters:
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)Your City, YO [your two letter state abbreviation] zipDate (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
AddressCity, ST zip
Dear Mr./Ms. Person: [note the colon]
Times have changed, and indentations for paragraphs are usually not usedbecause it is easier not to use them. The body paragraphs should be singlespaced in a business letter. But you should double space between paragraphswhen your letter contains more than one paragraph.
In a second paragraph, you will want to give a specific example of how youbenefited from your contact with this person. Be sure to thank him/her forhis/her time and efforts on your behalf.
Sincerely yours,
{three spaces so that your signature may appear here}
Sally Student
A business letter is not restricted to one page; the letter should be as long asit needs to be. Please note the line spacing!
8/4/2019 12107 Business Letters
http://slidepdf.com/reader/full/12107-business-letters 17/17
Format of letter
Today’s Date
Manager’s Name Company Name
Company AddressDear Mr./Ms. Manager:
This is my formal notification that I am resigning from (companyName and title). (Date will be my last day of employment)
Sincerely,
(your signature)
Your Name
cc: (names of those being copied on the letter)