Business letter

Definition
 Formal paper communications between ,to or
from businesses
 Sometimes called “snail-mail” (in contrast to e-
mail which is faster)
 Why write one?
Written to give information
Written to serve as evidence in cases of dispute
Written to build goodwill
Written to remember facts
Written because they are convenient
Kinds of business letter
 Enquiries $ replies  Application letters
 Orders & execution  Interview letters
 Credit and status
 Correspondece to
 Complaints & adjustments
secretary
 Collection letter
 Correspondence with
 Circular letters
central and state
 Sales letters
government
 Bank correspondence
 Letters to press
 Insurance
 Import – export
 Agency
 Audience
•How well do I know them
•How much do they know about
my subject
•How will they feel about my
message
•What vocabulary will set the tone
Why write business letters
 To persuade  To reject a proposal or
 To inform offer
 To request  To introduce a person
 To express thanks
or policy
 To invite or welcome
 To remind
 To follow up
 To recommend
 To formalize decisions
 To apologise
 To congratulate
 Letter formats
 Full block format :all text flush left ,spaces between paragraphs .
 Semi block /modified format :the writer’s date ,address
,complementary close and signature to the right side of the letter.
 The date aligns with complementary close .notations of close flush
left below signatures.
 Indented paragraph format :identical to the semi block format
except that each paragraph is indented five spaces continuing pages
 If your letter runs beyond one page ,use name ,page number or
address in the header of second page .
Most commonly used
Writing a business letter
 Keep it simple and short

Keep it simple and short

use CODER principle

C-collect your ideas

0-order /arrange them
D-draft
E-edit
R-redraft
Parts of business letter
Salutations
Salutation can begin in any of the
following ways
1. Dear Sir
2. Sir
3. Respected Sir
4. Dear Mr. Lokesh( it could be any
name)
Subject
It is not always necessary to have a subject line however it is
better to have one as it gives clarity and states the objective
with which the letter is being drafted. The following could be
examples of subject lines for letters.
1. Subject: order number 20526
2. Subject: application for the post of Corporate
communication manager
3. Subject: letter of recommendation
Building main content
Five formats of letters and Memos

 Direct Request (When you have to ask the client/

service provider for specific information)
Paragraph 1 Request the information or the service you need
Paragraph 2 Show why you need the information and how
you will use it
Paragraph 3 Specify what you want the reader to do
Paragraph 4 List the benefits for the reader and use a
goodwill ending
•Informative (to provide information about
meetings, policies or projects)
Paragraph 1 Capture attention
Paragraph 2 Provide the necessary information
Paragraph 3 Present any negative factors; show
reasons for these factors
Paragraph 4 List the benefits for the readers and
close with goodwill ending
•Persuasive (sometimes we must not only inform
but persuade, especially in case of B2B client)
Paragraph 1 Catch the reader’s interest; establish
mutual interest or common ground
Paragraph 2 Define the problem that will be solved if the
reader approves your request
Paragraph 3 Explain the solution and show how the
advantages outweigh any negatives
Paragraph 4 List the benefits for the readers
Paragraph 5 Specify what you want the reader to do
•Good news (everybody likes good news)
Paragraph 1 Deliver the good news
Paragraph 2 Provide any details
Paragraph 3 Discuss any negative elements
Paragraph 4 List the benefits for the reader and close with a
goodwill ending

•Bad news ( perhaps the most difficult)

Paragraph 1 Establish goodwill
Paragraph 2 Present the negative message.
Give reason for the message
Paragraph 3 Explain the positive aspects and
reestablish goodwill
Closure
The following are some examples for closing letters.
1. Look forward to hearing from you at the earliest.
2. Hoping for a quick response from you
3. Awaiting your response
Signing off
The letter ends with signing off. Though the traditional way
of signing off has been –Yours sincerely, the most commonly
used way of signing off in the present times has been to write
either best regards or best wishes.
Memos
 Memos are used mostly for internal communication
 Memos are preferably sent on company letterheads to make
it authentic.
 The main content styling and communication are the same as
letters. The main difference is in the format and the purpose
for which letters and memos are used.
Format of memos