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    Business Letters Definition A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. There are a number of elements to a business letter. 1. Date & Sender's Address The first line of a business letter should be the date the letter was written or completed. Directly underneath the date is the sender's address. Do not include the sender's name here. Sometimes the sender's address is listed on a letterhead, in which case the address should not be repeated under the date. 2. Recipient's Address If known, the recipient's address should include the name of the person to whom the letter is directed. You should also include a title (Mr., Mrs., Ms., or Dr.) in front of the name. If you are including the country with the address, capitalize the country name. 3. Salutation The salutation should be the same as the name written with the recipient's address, followed by a colon. It is fine to only use the first name if you personally know the person and you typically refer to her by her first name. If you do not know the recipient's name, it is fine to use the salutation, "To Whom it May Concern." 4. Body The body of the letter should be formally written. Use single-spaced lines, except between paragraphs, where a double-spaced line should be inserted. The closing paragraph should summarize what was previously stated throughout the letter. 5. Closing To close the letter, insert a phrase such as "Thank you" or "Best regards," followed by a comma. Insert four lines between the closing and sender's name. This space will be used for your signature once the letter is printed. Business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons. Business letters are totally different from personal letters because they are written within set of rules and guidelines that have to be followed very strictly. Many people panic with the prospect of writing a letter adhering to the set guidelines, but to write business letters is not that hard and there is no reason to get afraid of. Thus, stigmatizing it simply because of its Sophisticated details will diminish the appeal of the same. Before you start writing a business letter, ask yourself some of the following questions: 1. What is your purpose of writing this business letter? 2. What does the reader wants and how will he understand the message you want to convey? 3. Have you answered all the important questions and the needed information has been provided to the reader? 4. Has your purpose been accomplished? 5. Have you included distracting, boring, or confusing information? 6. How do you want your reader to act to this business letter? 7. Has the message been clearly conveyed? 8. Have you provided the reader with all the important information to take the necessary action?The main purpose of a business letter is communication with other companies or it is an effective method to convey your message to various people within business limits. The main purpose of business letters is to convey to the people information that you want them to know and if possible persuade them to do accordingly. The Important 7 C’s The main problem with most of the business letters is that either they are difficult to understand or drawn out and too long. There is one solution to this problem that many writers generally follow. They double check the letter and its contents to ensure that their letter is written according the golden rules of 7 C’s. The 7 C’s that are important to consider are: • Clear • Correct • Concise • Conversa

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    Business Letters Definition A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. There are a number of elements to a business letter. 1. Date & Sender's Address The first line of a business letter should be the date the letter was written or completed. Directly underneath the date is the sender's address. Do not include the sender's name here. Sometimes the sender's address is listed on a letterhead, in which case the address should not be repeated under the date. 2. Recipient's Address If known, the recipient's address should include the name of the person to whom the letter is directed. You should also include a title (Mr., Mrs., Ms., or Dr.) in front of the name. If you are including the country with the address, capitalize the country name. 3. Salutation The salutation should be the same as the name written with the recipient's address, followed by a colon. It is fine to only use the first name if you personally know the person and you typically refer to her by her first name. If you do not know the recipient's name, it is fine to use the salutation, "To Whom it May Concern." 4. Body The body of the letter should be formally written. Use single-spaced lines, except between paragraphs, where a double-spaced line should be inserted. The closing paragraph should summarize what was previously stated throughout the letter. 5. Closing To close the letter, insert a phrase such as "Thank you" or "Best regards," followed by a comma. Insert four lines between the closing and sender's name. This space will be used for your signature once the letter is printed. Business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons. Business letters are totally different from personal letters because they are written within set of rules and guidelines that have to be followed very strictly. Many people panic with the prospect of writing a letter adhering to the set guidelines, but to write business letters is not that hard and there is no reason to get afraid of. Thus, stigmatizing it simply because of its Sophisticated details will diminish the appeal of the same. Before you start writing a business letter, ask yourself some of the following questions: 1. What is your purpose of writing this business letter? 2. What does the reader wants and how will he understand the message you want to convey? 3. Have you answered all the important questions and the needed information has been provided to the reader? 4. Has your purpose been accomplished? 5. Have you included distracting, boring, or confusing information? 6. How do you want your reader to act to this business letter? 7. Has the message been clearly conveyed? 8. Have you provided the reader with all the important information to take the necessary action?The main purpose of a business letter is communication with other companies or it is an effective method to convey your message to various people within business limits. The main purpose of business letters is to convey to the people information that you want them to know and if possible persuade them to do accordingly. The Important 7 C’s The main problem with most of the business letters is that either they are difficult to understand or drawn out and too long. There is one solution to this problem that many writers generally follow. They double check the letter and its contents to ensure that their letter is written according the golden rules of 7 C’s. The 7 C’s that are important to consider are: • Clear • Correct • Concise • Conversa

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    981 views13 pages

    Bussiness Letter by Adeel Azher

    Uploaded by

    mishori2008
    Business Letters Definition A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. There are a number of elements to a business letter. 1. Date & Sender's Address The first line of a business letter should be the date the letter was written or completed. Directly underneath the date is the sender's address. Do not include the sender's name here. Sometimes the sender's address is listed on a letterhead, in which case the address should not be repeated under the date. 2. Recipient's Address If known, the recipient's address should include the name of the person to whom the letter is directed. You should also include a title (Mr., Mrs., Ms., or Dr.) in front of the name. If you are including the country with the address, capitalize the country name. 3. Salutation The salutation should be the same as the name written with the recipient's address, followed by a colon. It is fine to only use the first name if you personally know the person and you typically refer to her by her first name. If you do not know the recipient's name, it is fine to use the salutation, "To Whom it May Concern." 4. Body The body of the letter should be formally written. Use single-spaced lines, except between paragraphs, where a double-spaced line should be inserted. The closing paragraph should summarize what was previously stated throughout the letter. 5. Closing To close the letter, insert a phrase such as "Thank you" or "Best regards," followed by a comma. Insert four lines between the closing and sender's name. This space will be used for your signature once the letter is printed. Business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons. Business letters are totally different from personal letters because they are written within set of rules and guidelines that have to be followed very strictly. Many people panic with the prospect of writing a letter adhering to the set guidelines, but to write business letters is not that hard and there is no reason to get afraid of. Thus, stigmatizing it simply because of its Sophisticated details will diminish the appeal of the same. Before you start writing a business letter, ask yourself some of the following questions: 1. What is your purpose of writing this business letter? 2. What does the reader wants and how will he understand the message you want to convey? 3. Have you answered all the important questions and the needed information has been provided to the reader? 4. Has your purpose been accomplished? 5. Have you included distracting, boring, or confusing information? 6. How do you want your reader to act to this business letter? 7. Has the message been clearly conveyed? 8. Have you provided the reader with all the important information to take the necessary action?The main purpose of a business letter is communication with other companies or it is an effective method to convey your message to various people within business limits. The main purpose of business letters is to convey to the people information that you want them to know and if possible persuade them to do accordingly. The Important 7 C’s The main problem with most of the business letters is that either they are difficult to understand or drawn out and too long. There is one solution to this problem that many writers generally follow. They double check the letter and its contents to ensure that their letter is written according the golden rules of 7 C’s. The 7 C’s that are important to consider are: • Clear • Correct • Concise • Conversa

    Copyright:

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    of 13

    DEPARTMENT OF MANGEMENT SCIENCE

    Prepared For: - Mr. Niaz

    Prepared By: - Adeel Azher

    Course: - Mba 1C (Morning)

    Date : - 23rd February 2010

    Subject: - Business Communication

    -1-
    ASSIGNMENT ON BUSSINESS LETTER
    Table of Contents:

    1 Defination of bussiness letter:................................................... 3


    2 The Important 7c, s: .................................................................. 5
    3 Various Types of bussiness letter ............................................. 6
    4 Adjustment letter ....................................................................... 8
    5 Order Letter ............................................................................... 9
    6 Inquiry Lettter ......................................................................... 10
    7 Response Letter ....................................................................... 11
    8 Acknowledgement Letter ........................................................ 12

    -2-
    Business Letters Definition
    A business letter is a letter written in formal language, usually used when
    writing from one business organization to another, or for correspondence
    between such organizations and their customers, clients and other external
    parties. The overall style of letter will depend on the relationship between the
    parties concerned.

    Business letters are formal letters used for business-to-business, business-to-


    client, or client-to-business correspondence. There are a number of elements to a business
    letter.

    1. Date & Sender's Address

    The first line of a business letter should be the date the letter was written
    or completed. Directly underneath the date is the sender's address. Do not
    include the sender's name here. Sometimes the sender's address is listed
    on a letterhead, in which case the address should not be repeated under
    the date.

    2. Recipient's Address

    If known, the recipient's address should include the name of the person to
    whom the letter is directed. You should also include a title (Mr., Mrs., Ms.,
    or Dr.) in front of the name. If you are including the country with the
    address, capitalize the country name.

    3. Salutation

    The salutation should be the same as the name written with the recipient's
    address, followed by a colon. It is fine to only use the first name if you
    personally know the person and you typically refer to her by her first
    name. If you do not know the recipient's name, it is fine to use the
    salutation, "To Whom it May Concern."

    4. Body

    The body of the letter should be formally written. Use single-spaced lines,
    except between paragraphs, where a double-spaced line should be
    inserted. The closing paragraph should summarize what was previously
    stated throughout the letter.

    -3-
    5. Closing

    To close the letter, insert a phrase such as "Thank you" or "Best regards,"
    followed by a comma. Insert four lines between the closing and sender's
    name. This space will be used for your signature once the letter is printed.

    Business letter is an effective and official way of communication between


    two institutions, people, corporations, people, or persons. Business letters
    are totally different from personal letters because they are written within
    set of rules and guidelines that have to be followed very strictly. Many
    people panic with the prospect of writing a letter adhering to the set
    guidelines, but to write business letters is not that hard and there is no
    reason to get afraid of. Thus, stigmatizing it simply because of its

    Sophisticated details will diminish the appeal of the same.

    Before you start writing a business letter, ask yourself some of the
    following questions:

    1. What is your purpose of writing this business letter?

    2. What does the reader wants and how will he understand the message you
    want to convey?
    3. Have you answered all the important questions and the needed information
    has been provided to the reader?
    4. Has your purpose been accomplished?
    5. Have you included distracting, boring, or confusing information?
    6. How do you want your reader to act to this business letter?
    7. Has the message been clearly conveyed?
    8. Have you provided the reader with all the important information to take
    the necessary action?The main purpose of a business letter is communication
    with other companies or it is an effective method to convey your message to
    various people within business limits. The main purpose of business letters is
    to convey to the people information that you want them to know and if
    possible persuade them to do accordingly.

    -4-
    The Important 7 C’s

    The main problem with most of the business letters is that either they are
    difficult to understand or drawn out and too long. There is one solution to
    this problem that many writers generally follow. They double check the
    letter and its contents to ensure that their letter is written according the
    golden rules of 7 C’s. The 7 C’s that are important to consider are:

    • Clear
    • Correct
    • Concise
    • Conversational
    • Courteous
    • Complete

    • Convincing
    if you follow these 7 guidelines of business letter

    Writing, then it surely is going to convey your message and will be


    considered a perfect business letter.

    Keep It to the Point


    The first thing that you must keep in your mind while writing a business
    letter, is to ensure that the time of the reader is not getting wasted due to
    your long letter. Keep in mind the following two questions to ensure yourself
    this, ‘why are you writing’ and ‘what you want to accomplish’. The answer to
    these questions will enable you to write the letter in a straightforward way
    and to the point. If you take these two questions under consideration before
    you start writing, your letter will be short and will convey your message to
    the reader in a better way.

    -5-
    Various Types of Business Letters

    Business letters do not have one common purpose or a common format.


    People have to handle different type of businesses so the business letters
    also have to be written in different ways to achieve different purposes. The
    answer to coming up with an efficient letter is to be aware of the type of
    business letter you wish to write. The various types of business letters are
    adjustment, complaint, order, acknowledgement, and response and inquiry
    letter.

    1. Adjustment Letter: The adjustment letter is a letter that is to be


    written as a reply to a complaint letter against something or someone. It
    serves the purpose of informing its reader that suitable measures are being
    implemented against the previously specified wrong doing. Besides this, the
    adjustment letter also operates as an official document to acknowledge the
    complaint.
    Complaint Letter: This letter is quite similar to the adjustment letter. The
    only difference is that it is not essentially written in response to a wrong
    doing. Its purpose is to notify its reader about some error that had been
    detected and requires immediate attention and correction. This letter too
    acts as an official document informing its reader that actions are being
    taken to solve the problem.
    2. Order Letter: As the name suggests, an order letter is written for
    ordering materials that are in short supply and hence, will be required soon.
    Order letters are commonly also known as POs (Purchase Orders). Once
    again, this is an official document specifying the transaction between the
    vendor and the business organization.
    3. Acknowledgement Letter: Main aim of an acknowledgement letter is to
    show gratitude to its reader for something s/he had done for you in office.
    It could be simply expressing your thankfulness with respect to some help
    that had been rendered by its reader or with regards to something you had
    received from the reader. Although acknowledge letters are not mandatory
    in a business setting, they are appreciated.
    4. Response Letter: Again, the name ‘Response letter’ is quite self-
    explanatory. This letter is written as a reply to some other letter that was
    received by the person. The main idea of writing such a letter is to perform
    adequate actions in response to a favor that was asked for by the person
    receiving the letter.

    -6-
    5. Inquiry Letter: This is a letter written with the objective of conveying a
    certain request to its reader or as a reply to the request made by its reader
    in his/her initial letter. Thus, the main purpose of inquiry letters is to get
    across your request for a certain material or object to the reader.

    Business Letter Writing Checklist


    once the business letter you are writing is over, check it with the checklist
    to ensure that your letter has accomplished the rules set in the checklist.
    The main fundamental use of the checklist is to ensure that the business
    letter is: simple, strong, sincere and the most important rule ‘short’. After
    finishing the letter if you find out that your business letter is at par to all
    such qualities then congratulate your self for having accomplished just the
    ideal business letter

    TYPES OF BUSSINESS LETTER

    1. Adjustment Letter:

    2. Order Letter:

    3. Inquiry Letter:

    4. Response Letter:

    5. Acknowledgement Letter:

    -7-
    1. Adjustment Letter: (mistake order)

    ENIGMA CORPORATION
    Angeles City
    Pampanga

    April 5, 2006

    Ms. Merecel Navarro


    Manager
    Save and Delete Computer Center
    Samal, Bataan

    Dear Ms. Navarro,

    We would like to apologize for the problem we have caused because of our
    mistake regarding your order last March 28, 2006.

    Immediately upon receiving your letter, I made the necessary adjustments.

    I have instructed our person in-charge to pick up at your office the monitor
    and to replace them with the right ones. Again, I would like to apologize for
    mistake.

    Very truly yours,

    (signed)
    Eric Santos
    Sales Manager

    -8-
    02. Order Letter (Letter Confirming Orders)

    February 24, 2001

    ABC Book Inc.


    205 Rodney Avenue
    California, USA

    Dear Sir:

    This letter will confirm my order, placed by telephone this afternoon with
    your Ms. Trixie, for the following books of your Books Outline Series:

    3 Rizal Books @ $40.25


    2 Applied Statistics @ $20.85
    2 Business Law Book @ 32.75

    Enclosed is my check for the full amount ($227.95). Will you please send me
    these books at the earliest possible moment, as I want to begin using t them
    immediately.

    Sincerely,

    Richard Rolex

    -9-
    3. Inquiry Letter (Gem Making)

    July 28, 2008

    Jade Diamond Company


    Roxas Boulevard
    Pasay City

    Madam:

    A newcomer to the hobby of gem making, I was attracted to your


    advertisement, in the current issue of the Magazine of Jewelry Making, of a
    trim saw, especially in view of the reasonable price given. Specifically, I
    would like to know.

    1. How thick a rock will the saw cut?


    2. How long can one expect a diamond blade to last?
    3. What kinds of coolants do you recommend?

    I would be most appreciative if you could find the time to answer my


    questions. I expect that I shall be sending you an order soon.

    Sincerely yours,

    Carla Estrada

    - 10 -
    4. Response Letter :( Request for Company Visit)

    December 15, 2008

    Mitsumi Philippines Inc.


    Luzon Ave.
    BEPZ, Mariveles, Bataan

    Dear Sir/Madam:

    As per requirement of the subject EE14 (Seminar and Field Trips), the 5th
    year Electrical Engineering Students are required to visit plants,
    manufacturing industries, assembly plants, and the likes in our professional
    field.

    In connection with this, we would like to request your good office to allow us
    to conduct the said activity and have a seminar or in-house lecture regarding
    the operation of the company. If permitted, the group composed of 40
    students and instructor(s) will be visiting your company on January 28, 2009.

    We hope that this request will merit your most favorable response.

    Thank you very much!

    Respectfully yours,

    Jennifer Anniston
    Class President, EE-V

    Noted by:

    Engr. Rodrigo Go
    Coordinator and Adviser, EEV

    Approved by:

    Engr. Rose Anne Gonzales


    Dean, College of Engineering

    - 11 -
    5. Acknowledgement Letter:

    DATE

    ABC Book Inc.


    Mitsumi Philippines Inc.
    Luzon Ave.
    BEPZ, Mariveles, Bataan

    Sir,

    The Recruitment Committee has received your application for the position of
    . We appreciate your interest in Illinois State University.

    On 25-12-2009 the committee will begin reviewing applications. I wish to


    remind you of the importance of having a complete file at the time the
    committee begins its consideration of applicants.

    Please find enclosed a voluntary information form from Illinois State


    University’s Office for Diversity and Affirmative Action. You are requested
    to complete and return this form in the enclosed postage-paid envelope to
    the Office for Diversity and Affirmative Action. Your participation is
    strictly voluntary and this committee will not be made aware of your
    response. The survey is used as part of an overall evaluation of Illinois
    State’s recruitment efforts. If you are a person with a disability and will
    need an accommodation, please contact the Coordinator ADA/504/503. The
    Coordinator may be reached at (309) 438-3383 (voice) and (309) 438-2554
    (TT/TTD), Hovey Hall Room 401B. This information will be kept separate
    from the search committee process.

    Thank you again for your interest. You will be hearing from the committee as
    soon as possible; please keep us informed of any change in your status that
    might affect your application.

    Sincerely,

    [XYZ]

    - 12 -
    - 13 -

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