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    Business Letter PPT Yogita Mam

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    Saksham Gupta
    The document provides guidance on writing effective business letters. It outlines the typical structure of a business letter, including the letterhead, sender's address, date, salutation, body, complimentary close, signature, and other elements. It also discusses the different types of business letters, such as inquiry letters, order letters, and letters for good or bad news. Finally, it recommends applying the "seven C's" of communication - completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness - when drafting business correspondence.

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    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    Business Letter PPT Yogita Mam

    Uploaded by

    Saksham Gupta
    71 views26 pages
    The document provides guidance on writing effective business letters. It outlines the typical structure of a business letter, including the letterhead, sender's address, date, salutation, body, complimentary close, signature, and other elements. It also discusses the different types of business letters, such as inquiry letters, order letters, and letters for good or bad news. Finally, it recommends applying the "seven C's" of communication - completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness - when drafting business correspondence.

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    business letter ppt yogita mam

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    The document provides guidance on writing effective business letters. It outlines the typical structure of a business letter, including the letterhead, sender's address, date, salutation, body, complimentary close, signature, and other elements. It also discusses the different types of business letters, such as inquiry letters, order letters, and letters for good or bad news. Finally, it recommends applying the "seven C's" of communication - completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness - when drafting business correspondence.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    71 views26 pages

    Business Letter PPT Yogita Mam

    Uploaded by

    Saksham Gupta
    The document provides guidance on writing effective business letters. It outlines the typical structure of a business letter, including the letterhead, sender's address, date, salutation, body, complimentary close, signature, and other elements. It also discusses the different types of business letters, such as inquiry letters, order letters, and letters for good or bad news. Finally, it recommends applying the "seven C's" of communication - completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness - when drafting business correspondence.

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    You are on page 1of 26

    BUSINESS

    LETTER

    Saksham gupta ,Bcom

    hons 1st year


    BUSINESS LETTER
     It is a letter written in formal language, used when writing from one business
    organization to another, or for correspondence between such organizations
    and their customers, clients and other external parties.

     They are used for different purposes; like placing orders, making inquiries’,
    making credit request, requesting claims and adjustment, to apologize for a
    wrong or simply to convey goodwill. etc.

     Even today, they are very useful because it produces a permanent record,
    they are confidential, formal and delivers persuasive, well-considered
    messages.

     Style of letter depends on the relationship between the parties


    concerned.
    1. THE LETTER HEAD / THE SENDER’S ADDRESS

     Includes the company’s logo / symbol / name, address, ZIP,


    telephone number, fax number, email address and website of
    the company.
     Printed at the top center/left or the right side.

    SENDER’S ADDRESS:
    It is usually given in
    the letter head, but if
    there is none, the
    Sender’s Name,
    Address and Contact
    details can be
    typed.
    2. REFERENCE

     Include a reference line to identify a file or case number,


    invoice number or any other internal identifying information,
    if your company requires one.
     Some companies have specific reference codes that they
    place either in a reference line below the date, or at the very
    bottom of the letter.

    REF.HMT/25/2021/114
    3. DATE

     Date consists of the date, name of the month and the year.
     If the letter sheet includes a letterhead, type the date from 2 to 3 lines under
    the letterhead, else type it under the return address.
     Never send a letter without a date.

     The date is written in two styles.

    1.
    The British Method (ordinal numbers) : 4th July, 2012
    2.
    The American Method (cardinal numbers) : July 4, 2012

     Never write like 7-2-12 or 7/2/12 because it shows that the writer is careless or
    in a great hurry.
    4. THE INSIDE ADDRESS

     Includes the name and address of the firm or the individual to


    whom the letter is written.
     Written on the left side, beside the margin, two spaces below the
    date- line.
     Use Courtesy titles before names of the receiver such as Mr.,
    Mrs.,
    Shri, Smt., Miss, Ms, Messrs, Dr, Prof., Capt., Maj., Col., Gen. etc.
     The address can also begin with a job title or a department (if you
    don’t know the name). For e.g. : The Sales Manager, The Accounts
    Department etc.
    5. SUBJECT AND RECEIVERS REFERENCE NO
     Subject is use so that the reader immediately knows what your letter is
    about.
     Use “Subject” or “Re”.
     Subject usually comes between Salutation and body.
     The receiver's references i.e. the receiver’s pervious letter number is
    mentioned under the heading reference.
     This will enable the receiver to easily take out a copy of his own
    letter from his files and understand the matter in the reply.

     e.g. Your Reference :MBM/SD/285/05 DATED 5th j u n e 2 0 2 1


    6. SALUTATION

     It is a compliment or greeting.
     Written beside the left hand margin, two spaces below the
    Inside
    address and two lines above the body of the letter.
     It is followed by a comma (,) or a colon (:).
     Salutation depends on the gender, type, number or the social status of
    the person addressed.
    Ex: Dear Sir, Dear Sales Manager,
    Dear Madam, Dear Customer,
    Dear Amit Das, Dear Ladies and
    Gentlemen,
    Dear Mr. John,
    Respected Sir,
    Dear Nancy,
    7. BODY

     Begins two spaces below the salutation.


     Contains the message or the information to be communicated.
     Most important, lengthiest, prominent part- written in correct, appealing
    and impressive style.
     Divided normally into 3 parts:
    1) Introductory paragraph
    2) Middle paragraph
    3) Closing paragraph
     Double space between paragraphs.
     If letter exceeds one page, repeat the recipient's name, date,
    reference/subject line and put page number.
     Continue your letter three lines below the heading.
    8. COMPLIMENTARY CLOSE

     It is written two spaces below the last line of the body.


     It is a polite way of saying “ Good bye”.
     It depends on the tone and degree of formality.

    Formal: Respectfully yours, Sincerely, Yours


    faithfully

    Informal: Cordially yours, Warm Regards, Best wishes


    9. THE SIGNATURE AND DESIGNATION

     Written double space below the complimentary close.


     First comes Signature (pen written). Sign your first and last
    name.
     Second line - type written name.
     Third line - business title.
     The signature acts as proof.
    10. ENCLOSURES

     This line tells the reader to look in the envelope for more.
     Write Enc./Encl./Enclosure below the signature block.

    e.g. : Enclosures: 3
    Enclosures : Check #231 for
    inr500
     If you don't enclose anything, skip it.
    11. REFERENCE INITIALS

     If someone else has composed typed the letter for you, it is


    common for them to indicate so with initials.
     Typically it is your initials in upper case followed by the other
    initials in lower case.

     SWA/KA - (composer/typist)
     SWA:KA
    12. COPY NOTATION

     When other people are to receive a copy of the same


    letter, their names are noted either by their ranks or by
    alphabetically.
     Written just below the reference initials or the enclosure
    whichever is last.
     Type “cc” before the names if sending a “carbon
    copy(to)” and “pc” for photocopy (to).

    CC: CEO ,Saksham gupta


    LAYOUT
    1. BLOCK
     Each line of every part begins at the left margin.
     At least one line space between each part.
     Time saving method and beautiful to look at, also known as American style.
    2. INDENT
     New paragraphs begin about 1.5 centimeters to the right of the left margin.
     This style is also known as Hanging style.
     This method consumes a lot of time, looks shabby , therefore out of
    practice.
    3. SEMI BLOCK/MODIFIED BLOCK
     Some parts are typed in block method and other parts are indented.
     Return address, date, closing and signature start just to the right of
    the center of the page or may be flush with the right margin.
     Most widely followed method in our country specially in govt. offices.
    TYPES OF BUSINESS LETTERS

    • Inquiry
    • Order
    • Refusal
    • Acceptance
    • Quotation
    • Follow up or Cancelation
    • Compliance
    • Complaints, Claims, Adjustments
    • Settlement
    • Collection
    • Agency
    • Sales letters
    GOOD / NEUTRAL NEWS LETTERS

     OPENING
     Mention the Best news or summarise the main idea.
     MIDDLE
     Explanations, details, reader benefits, background.
     END
     Use goodwill ending.
     Positive friendly, clear statement of action desired, motivation
    to action, willingness to help further, appreciation.
     Examples of Good/ Neutral news letters:

     Approving Credit
     Acknowledgements
     Acceptance letters
     Letters of Appreciation, Congratulations, Condolence
     Confirmations, Granting favors and other requests.
     Summaries
     Adjustments
     Transmittals
     Announcements
     Goodwill messages
     Thank your notes
    BAD / NEGATIVE NEWS LETTERS
     OPENING
    1. Buffer
    2. Begin with reader interest information.
    3. Agreement, Appreciation, Assurance, Compliment, Cooperation.
    4. Give good news (if you can grant any)

     MIDDLE
    1. Present negative element as positively as possible.
    2. Explanation and analysis of the circumstances.
    3. Decision, implied or expressed with resale and or helpful
    suggestions.

     END
    1. Positive, courteous, friendly, firm and forward looking
    ending.
     Examples of Bad/ Negative News letters
     Refusing Credit.
     Refusing adjustments on Claims and Complaints.
     Answering Non-Sales related inquiries.
     Declining invitations and requests for favours.
     Announcing a bad news about prices or services.
     Rejection Letters.
    APPLY “SEVEN C’S” OF COMMUNICATION

    1. COMPLETENESS: Letter should not lacks its purpose.


    Provide all necessary information. E.g. Order should not
    only mention quantity but also size, price, packaging,
    delivery, transportation charges, discount rates, payment
    item and condition etc
    2. CONCISENESS: Be to the point, avoid unnecessary
    repetitions and include only relevant material.
    3. CONSIDERATION: Focus on “you” instead on “I” or “We”,
    Show reader benefits and emphasize positive pleasant
    facts.
    4. CONCRETENESS: Use specific facts and figures, put
    action in verbs and choose image building words.
    5. CLARITY: Choose precise, concrete and familiar words.
    Construct effective sentences and paragraphs. Reader should
    understands the matter in first reading.
    6. COURTESY: Whether writing a complaint or a concern, be
    sincere, thoughtful, appreciative, courteous and respectful.
    Offer to do whatever you can, within reason, to be
    accommodating and helpful.
    7. CORRECTNESS: Use right level of language. Double check
    the facts, figures, dates, price, spelling and grammar.
    Maintain acceptable writing mechanics.
    Starting • We are / I am writing
    • to inform you that ...
    • to confirm ...
    • to request...
    • to enquire about …

    Referring to previous • Thank you for your letter of March 15.


    contact • Thank you for contacting us.
    • Thank you for your letter regarding ...
    •With reference to our telephone
    conversation yesterday...
    •It was a pleasure meeting you in London last
    month.

    Making a request •We would appreciate it if you would ...


    •In addition, I would like to receive ...
    •It would be helpful if you could send us ...
    •I am interested in (obtaining / receiving) ...
    •Please let me know what action you propose
    to take.
    Offering help • Would you like us to ...?
    • We would be happy to ...
    • We are quite willing to ...
    • Our company would be pleased to ...
    Giving good news • We are pleased to announce that ...
    • I am delighted in inform you that ..
    • You will be pleased to learn that ...
    Giving bad news
    • We regret to inform you that ...
    • I'm afraid it would not be possible to ...
    • After careful consideration we have decided (not) to ...

    Complaining
    • I am writing to express my dissatisfaction with ...
    •Please note that the goods we ordered on ( date )
    have not yet arrived.
    • We regret to inform you that our order n° ----- is
    now
    considerably overdue.
    •I would like to query the transport charges which seem
    unusually high.
    THANKYOU

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