12107 Business Letters

8/4/2019 12107 Business Letters

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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.



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.



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



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



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



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



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.



PARTS OF A LETTER

Date line

Inside address

Salutation

Subject line

Text of the letter

Complementary closeSignature

Enclosure(s) line

Copy notation



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



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



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.



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



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



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



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



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!



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)

Documents

12107 Business Letters