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8/3/2019 Lecture 5 Formal Business Letters
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FORMAL BUSINESS LETTERS
Effective letter writing is the key to successfulbusiness
Letters go to someone outside your organization
Essential link between you and your businessconnections
Letters promote and confirm most businesstransactions
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FORMAT (INDENTATION)
All letters have six major parts:
THE HEADING / LETTERHEAD
THE INSIDE ADDRESS
THE SALUTATION
THE BODY
THE COMPLIMENTARY CLOSING
THE SIGNATURE
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OPTIONAL PARTS
Subject / Reference / Attention
lineTypists initials
Enclosure notation
Distribution notation
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HEADING / LETTERHEAD
Your address, your street address,
city, state, postal code
The date
Dont include your name
Each line should begin at the same
margin
Can be placed on the left or right
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INSIDE ADDRESS
The inside address includes the full name,
position, company and address of the recipient of
your letter
It is always placed at the left margin and 3 to 6
lines below the heading
You can abbreviate titles (Mr., Mrs.) but you should
not abbreviate ranks such as Lieutenant, Captain,
Professor
Full Name
Position
Company
RecipientsA
ddress
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SALUTATION
Salutation is your greeting to your reader
Two lines below the inside address;
followed by a comma
Always written to the left margin
Must agree with the addressee of the
inside address
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BODY
Begin two lines below the salutation
Body should fall over the centre of the
page
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ORGANIZATION
Organize your message into three parts:
A brief introduction: which statesthe purpose of the letter immediatelyunless you are conveying bad news
One or more body paragraphs:which contain specific detail
A conclusion: which establishes agoodwill or encourages your reader toact
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ORGANIZATION
E.g.: If you will call us within the next fewdays, we can send our sales representative
to demonstrate our software capabilities.
Be courteous, direct and confident
Avoid slang, abrasive, pompous or abrupttone (I demand that, Im appalled at yourslow response)
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COMPLIMENTARY CLOSING
Two lines below the body; followed by acomma
Only the first word is capitalized
Yours truly, Yours sincerely, Truly yours
Very truly yours (formal)etc
Can be on the left or right side of themargin
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SIGNATURE
Your full name is typed four lines
under the complimentary closing
Sign your name between the two
(complimentary closing and the
name)
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SPECIAL ELEMENTS
SUBJECT / REFERENCE /ATTENTION LINE
Occasionally, a subject, reference or attention line isplaced between the inside address and the
salutation to alert the reader to:
The subject, file reference, previouscorrespondence, account no. etc
Subject: Invoice No. 786
Attention: Mr. Umer
Re: Your letter ofDecember 10, 2008
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TYPISTS INITIALS
If your letter is typed by someoneother than you. Place your initials
in capital letters and the typistsinitials in small letters (lowercase) and use colon betweenthem
Example :
MAK : ah
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ENCLOSURE NOTATION
If you send materials or
documents with your letter, add
an enclosure notation two linesbelow the typists initials
E.g.: Enclosure : photocopy ofrelevant documents
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DISTRIBUTION NOTATION
If you are sending copies of your
letter to other readers, add a
distribution notation two lines below
the last element
E.g.: C : Mr. Hisham
C : Ms. Ayesha
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SECOND PAGE
If a letter requires a second
page, type the recipient's name,the page number on the leftmargin and date on the right
side
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GOOD NEWS LETTERS
Inquiry and Request letters
Order letters
Congratulatory letters
Thank you letters
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GOOD NEWS LETTERS
Sales or service offer letters
Employment application and coverletters
Promotion letters
Transmittal letters
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BAD NEWS LETTERS
Negative response letters
Complaints
Collection letters
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BAD NEWS LETTERS
Refusal letters
Suspension letters
Solicitations
Should be courteous
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REFERENCES
A Grammar of Contemporary English
by Sidney Green Barren
Fundamentals of English Grammarby Discoll
Professional and Technical Writing
Strategiesby Van Alstyne
www.englishgrammar.com