Business Communication

Letter Writing

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Cengage Learning Mallika Nawal
Topical Outline
Introduction
Advantage of Letter Writing
Disadvantages of Letter Writing
Element: Letterhead
Element: Senders Address
Element: Date
Element: Receivers Address
Element: Salutation
Element: Subject & Body
Element: Valediction & Signature Block
Element: Copy Notations
Element: Enclosures
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Topical Outline
Element: Post Script
Letter Format
Letter Format: Full Block
Letter Format: Modified Block
Letter Format: Simplified Block
Letter Format: Semi Block
Letter Format: Modified Semi Block
10 Commandments of Letter Writing
Remember

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Introduction
Human beings NEED to communicate
Need even stronger when someone is far away
Olden days, horse riders would carry letters from one
king to the other
Letter-carrying pigeons
Honor of epistolary invention is attributed to Atossa,
daughter of Cyrus, the founder of the Persian Empire

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Advantages of Letter Writing
Personal touch
Keepsake
Official sounding
Professional and meaning business
Physical record
No requirement of additional devices
One sender, one address
Scope for long-distance communication
Inclusion of visual information
Cheaper mode of communication
Confidential
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Disadvantages of Letter Writing
Time
Lost and not found
Storage
Not completely secure
No assurance of message delivery without receiver
feedback
Long-winded process
Bad for the environment

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Element: Letterhead
Contains the company information
Contains company logo, company name, address,
telephone number, fax number, e-mail, and Web site
address

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Element: Senders Address
Tells us who is writing the letter
Contains
Senders name
Designation
Company name
Address
Telephone
E-mail address

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Element: Date
Tells us when the letter is being written
Use full form of the month, i.e. January instead of
Jan
Different date formats for different countries
Example:
USA: mm/dd/yyyy
India: dd/mm/yyyy

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Element: Receivers Address
Tells us to whom the letter is being written
Contains
Receivers name
Designation
Company name
Address
Telephone
E-mail address

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Element: Salutation
Greets the receiver
Salutation generally followed by a comma (,)
However, in USA salutation followed by a colon (:)
Avoid sexist language use Dear Sir/Mam instead
of Dear Sir
Dear Ms. Brown when you know the gender
Dear Firstname Lastname when you do not know
the gender
Dear Sir, (India) vs. Dear Sir: (USA)

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Element: Subject & Body
Subject gives us the what i.e. what the message
pertains to
Subject can either precede the salutation or can
come after the salutation
Often underlined for emphasis

Body forms the meat of the letter

Organized in paragraph format, with a beginning, a
middle and an end

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Element: Valediction & Signature Block
Forms the closing of the letter
Examples:
Sincerely,
Yours sincerely,
Signature block contains:
The signature
Typed name
Title of sender
After valediction, leave 4 spaces for the handwritten
signature, followed by the typed name and title

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Element: Copy Notation
Copy notation is an optional element
To be used when sending letter to more than one
recipient
Each of the letters carry a separate copy notation
Example:
Copy to
Director
Dean (Academics)
Dean (Finance)

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Element: Copy Enclosures
Also an optional element
To be used when enclosing additional documents like
brochures, forms, etc. along with the letter
Different ways in which you can indicate the
enclosures
Example:

Sample 1 Encl.: Permanent Membership Form

Sample 2 Enclosures (3)

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Element: Post Script
Term derived from the Latin word, post scriptum
(literally written after)
Postscript (P.S.) used to highlight additional detail
Comes after the main body of the letter
P.S. is usually the first thing that the reader reads
Effective tool to:
Attract attention
Emphasize a point
Request an action

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Letter Format
3 basic formats
Full block
Modified block
Simplified block
2 extensions
Semi block
Modified semi block

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Letter Format: Full Block

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Letter Format: Modified Block

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Letter Format: Simplified Block

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Letter Format: Semi Block

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Letter Format: Modified Semi Block

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Types of Letter
Bread-and-butter letters/thank-you note
In late 19th century, departed houseguest would
write a bread-and-butter letter to the hostess,
thanking her for her hospitality
Follow-up letters
A follow-up letter is a graceful way of tying up a
loose end, reminding someone to carry through
on a promised action, or building on something
that went before
Networking letters/prospecting letters
Effective for building contacts
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Types of Letter
Selection Letters/Acceptance Letters
Positive messages for candidates. Get straight to
the point
Rejection Letters/Regret Letters
Negative messages for candidates. Word carefully
and cushion the blow
Apology Letters
Express remorse. Word carefully so it sounds
sincere. Apologize in person, followed by the
apology letter

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Types of Letter
Complaint Letters
Often handled tactlessly. Remember:
Should not be a rant. Use factual description
Should be sent right after the incident
Should not use abusive language
Must be addressed to a specific person to ensure
accountability
Should clearly state what resolution you expect
Should contain only one complaint

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Types of Letter
Request Letters
Firstly, do not Demand a favor
Be brief
Clearly communicate what you want
Avoid apologies; make reader feel complimented
Express willingness to reciprocate kindness
Finally, make only reasonable demands

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Types of Letter
Sales and Marketing Letters
Introduces and promotes a product or service to
the intended target customer
Objective to secure a sale
Should not be more than a page in length
Remember:
Get readers attention
Spell out the problem
Provide the solution
Present your credentials
Show the benefits
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Types of Letter
Offer proof
Make the offer
Convey a scarcity
Give a guarantee
Induce action
Give a warning
Close with a reminder
Get-Well-Soon Letters
Wish the receiver speedy recovery
Sympathy Letters
Express solidarity with receiver in times of distress
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Types of Letter
Mourning Letters/Condolence Letters
A condolence letter expresses feelings of
sympathy, care, empathy, and concern when a
person close to the receiver has recently passed
away. Say as little as possible
Cease-and-Desist Letters
Used to direct the recipient from further
continuing (desist) a particular behavior that
allegedly infringes or violates your rights (such as
intellectual property infringement, slander, or
libel)
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Types of Letter
Recommendation Letters
Often written to nominate a person for an
employment, a membership, or an award.
Must be written with utmost sincerity
Neither exaggerate nor underplay the nominees
qualifications and qualities
Resignation Letters
When you want to leave an organization
Typically written in advance
Handle communication appropriately
Keep a working relationship
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Types of Letter
Poison-Pen Letters
A malicious letter, written with an intention to
spite, offend, or abuse someone. Usually
anonymous
Letter of Credence
Formal document addressed by one head of state
to another to introduce a new ambassador or
minister plenipotentiary
Letter of Recall
Reverse of a letter of credence. Sent by one head
of state to another to recall an ambassador
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Types of Letter
Letter of Protest
Official diplomatic document, presented by one
foreign minister to another to voice a protest.
Critical but courteous
Letter of Marque
These were commissions, licenses, or other
documents that authorized the holder to attack
enemy merchant ships in the name of the
government that had issued the letter
Existed as early as the 11th century but were
outlawed at the Convention of Paris (1856)
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10 Commandments of Letter Writing
Write original letters; reduce use of form letters
Address the letter to a specific person
Spell the recipients name right, every single time
Use appropriate titles
Limit the letter to a single page
Use appropriate language (receiver & objective)
Proofread the letter
Send neatly typed/written letters
Use positive and courteous language
NEVER send poison-pen letters to poor, unsuspecting
recipients
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Remember
Pay attention to overall presentation of the letter, i.e.
the length, the format, the stationery, the envelope,
etc.
Read your letter aloud. If it sounds pompous rather
than dignified, impersonal rather than friendly, and
long-winded instead of concise, then chances are
that it should be rewritten
Direct approach for positive message and indirect
message for negative message

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