MBA1st YearSemester-1Subject: Managerial Communication

Topic of Presentation

Business Letters

WHAT IS BUSSINESS LETTER?

BUSINESS LETTER ARE FORMAL LETTERS USED FOR BUSINESS TO BUSINESS, BUSINESS TO CLIENT,OR CLIENT TO BUSINESS CORRESPONDENCE.

Parts of Business letter:-1) Letter Head

2) Date

3) Reference Number

4) Attention Line

5) Inside Address

6) Subject

7) Salutation

8) Body of Letter

9) Complementary End

Continue….

10) Signature Line

11) Designation

12) Enclosures

13) Copy to be circulated

1) LETTER HEAD

A letterhead contains the name of the organisation, e-mail address, internet number, etc. Additional information such as name of products or services, organization's slogan may also be added.

Example:

Natraj Publishing House[ Education & Technical Publishers]

Near Arya Samaj Mandir, Holi Street,KARNAL-132 001,(Haryana) INDIAMobile No:094161-72371

2) Date

The date on which the letter is typed should placed after letter head part.

There is no full stop after the date. The month must be written in full and

never in figures.There is a comma separating the year

from the month and date.Example:

June 28, 2007

28 June, 2007

3) Reference Number

Reference number makes reference to previous correspondence easy. It also saves much time.

Example:

our Ref No. T-410

your Ref. No. RL-105

In replying, please refer to S-110

4) Attention Line

It is used if the subject matter of the letter is being handled by one particular person. It is typed in the letter and on the envelope.

Example:

Attention: Mr. Sunil, General Manager

Attention: Sales Manager

5) Inside Address

It consist of the name and address of the receiver. It is typed two spaces below the date line at the left margin.

Example:

(i) individual

Mr. L.C. Gupta

18, Lajpat Nagar,

New Delhi.

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(ii) Firm

Natraj Publications,

Near Arya Samaj Mandir,

Chaura Bazaar,

Karnal-132 001.

6) Salutation:

Salutation means greeting to the addressee. The commonly used salutations are:

Example:

Sir,

Madam,

Dear Sir / Dear Madam,

Respected Sir / Madam,

7) Subject Line

It tells us what the letter is about. It may take the following:

Example:

Subject: Three year subscription for Indian

literature.

8) Body of Letter

The body of letter is the main section of the letter. It contains the message . It divided into paragraphs. Each paragraph conveys a particular point. All the paragraphs are interlinked and logically structured. A very short letter may, however, be of one or two paragraphs.

9) Complimentary close

There should be at least one blank link between the body of the letter and the complementary closing. A closing usually begins at the Margin.

Example:

Sincerely,

Yours Sincerely,

10) Signature Line

Usually, three blank lines between the complimentary closing and the typed name of the sender are left. The position of the sender mentioned below.

Example:

President

General Manager

11) Reference Initials

Reference initial identify the person who typed the letter. They are placed at the left margin a double space below the signature lines. These initials are often on internal office copies only.

12) Enclosures

Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.

Example:Enclosure Enclosures: 3 Enclosures (3)

13) Copy to be circulated

When a copy of a letter is to be sent to a third party, it is indicated by typing ‘cc’ followed by two spaces and the name of the receipt of the copy. The usual position for this is at foot of the letter after the designation or after any enclosure indicated.

Example:

CC:

Mrs. K Sujatha, Accountant. Mr. V Kiran, Company Secretary.