Business Letters

Business LettersBusiness Letters

Business LettersBusiness Letters

• Business letters are formal paper communications Business letters are formal paper communications between, to or from businesses between, to or from businesses

• Business letters are sometimes called "snail-mail" (in Business letters are sometimes called "snail-mail" (in contrast to email which is faster).contrast to email which is faster).

• Business letters includes:Business letters includes:

· Letter· Letter

· Memo· Memo

· Fax· Fax

· Email · Email

Who writes Business Letters?Who writes Business Letters?

• Letters are Letters are writtenwritten from from a person/group, knowna person/group, knownas the as the sendersender to to a person/group, known in business as a person/group, known in business as the the recipientrecipient. .

• Some examples of senders and recipients:Some examples of senders and recipients:· business «» business· business «» business· business «» consumer· business «» consumer· job applicant «» company· job applicant «» company· citizen «» government official· citizen «» government official· employee «» employee· employee «» employee· staff member «» staff member· staff member «» staff member

Why write Business Letters?Why write Business Letters?

· To persuade· To persuade· To inform· To inform· To request· To request· To express thanks· To express thanks· To remind· To remind· To recommend· To recommend· To apologize· To apologize· To congratulate· To congratulate· To reject a proposal or offer· To reject a proposal or offer· To introduce a person or policy· To introduce a person or policy· To invite or welcome· To invite or welcome· To follow up· To follow up· To formalize decisions· To formalize decisions

Business Letter VocabularyBusiness Letter Vocabulary

• AttachmentAttachment - Extra document or image that is added to an email. - Extra document or image that is added to an email.• BodyBody - The content of the letter; between the salutation and signature. - The content of the letter; between the salutation and signature.• BulletsBullets - Small dark dots used to set off items in an unnumbered list. - Small dark dots used to set off items in an unnumbered list.• Direct mail / Junk mailDirect mail / Junk mail - Marketing letters addressed to a large - Marketing letters addressed to a large

audience.audience.• EnclosureEnclosure - Extra document or image included with a letter. - Extra document or image included with a letter.• Inside addressInside address - Recipient's mailing information. - Recipient's mailing information.• LogoLogo - Symbol or image that identifies a specific organization. - Symbol or image that identifies a specific organization.• Memorandum (memo)Memorandum (memo) - Document sent within a company (internal), - Document sent within a company (internal),

presented in short form.presented in short form.• PunctuationPunctuation - Marks used within or after sentences and phrases (e.g. - Marks used within or after sentences and phrases (e.g.

periods, commas).periods, commas).• SalutationSalutation - Greeting in a letter (e.g. "Dear Mr. Abhay"). - Greeting in a letter (e.g. "Dear Mr. Abhay").• ToneTone - The feeling of the language (e.g. serious, enthusiastic) - The feeling of the language (e.g. serious, enthusiastic)

Business Letter FormatsBusiness Letter Formats

• Standards for formatting a business letter. Standards for formatting a business letter. • Some basic guidelines:Some basic guidelines:

– Use A4 paper or letterheadUse A4 paper or letterhead– Use 2.5 cm or 1 inch margins on all four sidesUse 2.5 cm or 1 inch margins on all four sides– Use a simple font such as Use a simple font such as Times New Roman or ArialTimes New Roman or Arial– Use 10 to 12 point fontUse 10 to 12 point font– Use a comma after the salutation (Dear Mr. Abhay,)Use a comma after the salutation (Dear Mr. Abhay,)– Lay out the letter so that it fits the paper appropriatelyLay out the letter so that it fits the paper appropriately– Single space within paragraphsSingle space within paragraphs– Double space between paragraphsDouble space between paragraphs– Double space between last sentence and closing (Sincerely, Best Double space between last sentence and closing (Sincerely, Best

wishes)wishes)– Leave three to fives spaces for a handwritten signatureLeave three to fives spaces for a handwritten signature– cc:cc: (meaning "copies to") comes after the typed name (if necessary) (meaning "copies to") comes after the typed name (if necessary)– enc:enc: (meaning "enclosure") comes next (if necessary) (meaning "enclosure") comes next (if necessary)– Fold in three (horizontally) before placing in the envelopeFold in three (horizontally) before placing in the envelope– Use right tagged formatting (not justified on right side)Use right tagged formatting (not justified on right side)

Formatting Business LettersFormatting Business Letters

• Block format is the most common format used in Block format is the most common format used in business today. business today.

• In Block format, nothing is centered. In Block format, nothing is centered.

• The The sender's addresssender's address, the , the recipient's addressrecipient's address, the , the datedate and all new paragraphs begin at the left marginand all new paragraphs begin at the left margin


ABC Co. LtdABC Co. Ltd

22 Saket Nagar, Juhi22 Saket Nagar, Juhi

Kanpur - 208014Kanpur - 208014

<< Sender’s Address>><< Sender’s Address>>

<< may be printed << may be printed Company Logo and Company Logo and AddressAddress

2121stst August, 2007 August, 2007 << Date<< Date

CDE Co. LtdCDE Co. Ltd

15/91 Civil Lines,15/91 Civil Lines,

Kanpur - 208001Kanpur - 208001 << Recipient’s Address>><< Recipient’s Address>>

Your ref: 3408Your ref: 3408

Our ref: drc/2309Our ref: drc/2309<< Recipient’s Reference – if any>><< Recipient’s Reference – if any>>

<< Sender’s Reference – if any>><< Sender’s Reference – if any>>


Dear Mr. Abhay,Dear Mr. Abhay, << Salutation>><< Salutation>>

SeminarSeminar << Subject>><< Subject>>

First ParagraphFirst Paragraph

<< Body of Letter>><< Body of Letter>>Second ParagraphSecond ParagraphThird ParagraphThird Paragraph

SincerelySincerely << Closingt>><< Closingt>>

RaghavRaghav << Signature ( Hand Written )>><< Signature ( Hand Written )>>

Raghav, PresidentRaghav, President << Name, Title ( Typed )>><< Name, Title ( Typed )>>

cc: Vinod Sharmacc: Vinod Sharma << Copy To>><< Copy To>>

Enc:Enc: Catalogue Catalogue << Enclosure>><< Enclosure>>

Formatting Envelopes for Business LettersFormatting Envelopes for Business Letters

• It is best to type an envelope for a business letter. Most word It is best to type an envelope for a business letter. Most word document programs contain an envelope labeling function to help document programs contain an envelope labeling function to help you. you.

• All you need to do is indicate the size of envelope you are using All you need to do is indicate the size of envelope you are using and type the correct information in the appropriate fields.and type the correct information in the appropriate fields.

Jagran Institute of ManagementJagran Institute of Management620, Saket Nagar – Juhi620, Saket Nagar – JuhiKanpur 208014Kanpur 208014

Mr. Abhay PandeyMr. Abhay Pandey15/91 Civil Lines15/91 Civil LinesKanpur 208001Kanpur 208001

(Sender)(Sender)

(Receiver)(Receiver)

(Postage Stamp)(Postage Stamp)

Formatting Business MemosFormatting Business Memos

• Memos are short internal business letters, sent to other Memos are short internal business letters, sent to other staff within the same company. staff within the same company.

• A memo (or memorandum) may also be posted A memo (or memorandum) may also be posted somewhere inside a company for all to see.somewhere inside a company for all to see.

• In contrast to letters, memos do not usually contain In contrast to letters, memos do not usually contain salutationssalutations or or closingsclosings, and may be typed or hand-, and may be typed or hand-written. written.

• The text portion of the memo is generally in block format.The text portion of the memo is generally in block format. • Memos should include "Memos should include "FromFrom", "", "ToTo", "", "DateDate", "", "SubjectSubject" "

and the and the message itselfmessage itself

Formatting Business MemosFormatting Business Memos

Company LogoCompany Logo

MEMORANDUMMEMORANDUM

DateDate

From: ( Name or Initials )From: ( Name or Initials )

To: ( Name or Initials )To: ( Name or Initials )

Subject: ( Short Description )Subject: ( Short Description )

Message:Message:

Formatting Business EmailFormatting Business Email

• Choose a subject line that is simple and straightforward. Refrain Choose a subject line that is simple and straightforward. Refrain from using key words that might cause an email to go into another from using key words that might cause an email to go into another person's trash box.person's trash box.

• Repeat the subject line in the body of the email, beneath the Repeat the subject line in the body of the email, beneath the salutation (as with a letter).salutation (as with a letter).

• Use the "cc" address line to copy more than one person with your Use the "cc" address line to copy more than one person with your correspondence.correspondence.

• You can request a receipt for important letters. The system will You can request a receipt for important letters. The system will automatically let you know when someone has opened your email.automatically let you know when someone has opened your email.

• Instead of a signature, include your typed name, and below it Instead of a signature, include your typed name, and below it include your email address, business name and address, phone and include your email address, business name and address, phone and fax number, and website if appropriate.fax number, and website if appropriate.

• Remember that people often print out emails, so your own email Remember that people often print out emails, so your own email address and the subject line would be lost if you had not included address and the subject line would be lost if you had not included them in the body of the email.them in the body of the email.

• Internal electronic mail may be formatted more like a memo than a Internal electronic mail may be formatted more like a memo than a formal letterformal letter

Planning a Business LetterPlanning a Business Letter

• Who am I writing this letter to? Who am I writing this letter to? – Formal / Informal– Formal / Informal• Why am I writing this letter? Why am I writing this letter? – Objective / Purpose– Objective / Purpose• Are there specific details I need to include? Are there specific details I need to include? – Facts / Data– Facts / Data• Do I require a response? Do I require a response? - Action- Action• How can I organize my points logically?How can I organize my points logically?

First you would introduce yourself. Second you would state your concern First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy.also a place to express gratitude, wish good-luck, or offer sympathy.

• RECIPIENTRECIPIENT

Hrithek RoshanHrithek Roshan

Acquaintance (met twice before, briefly)Acquaintance (met twice before, briefly)

Title: President, The Flying ClubTitle: President, The Flying Club

Address: Andheri West – Mumbai Address: Andheri West – Mumbai


• REASONREASON

To invite a board member to remain on the board for a second term.To invite a board member to remain on the board for a second term.

Other members suggested that he has enjoyed this position and has Other members suggested that he has enjoyed this position and has been thinking about staying on.been thinking about staying on.

• SPECIFIC DETAILSSPECIFIC DETAILS

If he decides to stay on he will need to be available for the national If he decides to stay on he will need to be available for the national meeting on 5 November.meeting on 5 November.

Board members who stay for two terms are sometimes asked to Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes or hosting social eventstake on extra duties, such as taking minutes or hosting social events


• RESPONSERESPONSE

He will need to respond by 1 September.He will need to respond by 1 September.

He can contact me by email or phoneHe can contact me by email or phone

• ORGANIZATIONORGANIZATION· · Return addressReturn address of our institution of our institution· · Recipient's title and addressRecipient's title and address· · Salutation:Salutation: Dear Mr. Dear Mr. HrithekHrithek· · First paragraph:First paragraph: Introduce yourself briefly--remind Introduce yourself briefly--remind HrithekHrithek where we where we

met before. Provide your reason for writing: "I have heard from a met before. Provide your reason for writing: "I have heard from a number of board members that you may be interested in staying on number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for a second term. We would be very pleased to have you stay on for another year."for another year."

· · Second paragraph:Second paragraph: Explain what type of commitment this position Explain what type of commitment this position will involve this year (once a month meetings, national meeting, plus will involve this year (once a month meetings, national meeting, plus possible extra duties)possible extra duties)

· · Third Paragraph:Third Paragraph: Provide deadline for response and how to contact Provide deadline for response and how to contact me.me.

· · ClosingClosing: Express thanks to : Express thanks to HrithekHrithek for volunteering her time this for volunteering her time this yearyear


Writing a Business LetterWriting a Business Letter

• An effective letter in business uses short, simple An effective letter in business uses short, simple sentences and straightforward vocabulary. sentences and straightforward vocabulary.

• The easier a letter is to read, the better. You will need to The easier a letter is to read, the better. You will need to use smooth transitions so that your sentences do not use smooth transitions so that your sentences do not appear too choppy.appear too choppy.

SalutationSalutation

• First and foremost, make sure that you spell the First and foremost, make sure that you spell the recipient's name correctly. recipient's name correctly.

• You should also confirm the gender and proper title. Use You should also confirm the gender and proper title. Use Ms. for women and Mr. for men. Use Mrs. if you are Ms. for women and Mr. for men. Use Mrs. if you are 100% sure that a woman is married. 100% sure that a woman is married.

• Under less formal circumstances, or after a long period Under less formal circumstances, or after a long period of correspondence it may be acceptable to address a of correspondence it may be acceptable to address a person by his or her first name. person by his or her first name.

• When you don't know the name of a person and cannot When you don't know the name of a person and cannot find this information out you may write, "To Whom It May find this information out you may write, "To Whom It May Concern". Concern".

• It is standard to use a comma after the salutation.It is standard to use a comma after the salutation.

• Some common ways to address the recipient:Some common ways to address the recipient:Dear Mr. Powell,Dear Mr. Powell,Dear Ms. Mackenzie,Dear Ms. Mackenzie,Dear Frederick Hanson:Dear Frederick Hanson:Dear Editor-in-Chief:Dear Editor-in-Chief:Dear Valued CustomerDear Valued CustomerDear Sir or Madam:Dear Sir or Madam:Dear MadamDear MadamDear Sir,Dear Sir,Dear SirsDear SirsGentlemen:Gentlemen:

SalutationSalutation

First paragraphFirst paragraph

• In most types of business letter it is common to use a In most types of business letter it is common to use a friendly greeting in the first sentence of the letter. Here friendly greeting in the first sentence of the letter. Here are some examples:are some examples:– I hope you are enjoying a fine summer.I hope you are enjoying a fine summer.– Thank you for your kind letter of January 5th.Thank you for your kind letter of January 5th.– I came across an ad for your company in I came across an ad for your company in The Star The Star today.today.– It was a pleasure meeting you at the conference this month.It was a pleasure meeting you at the conference this month.– I appreciate your patience in waiting for a response.I appreciate your patience in waiting for a response.

After your short opening, state the main point of your After your short opening, state the main point of your letter in one or two sentences:letter in one or two sentences:

• I'm writing to enquire about...I'm writing to enquire about...• I'm interested in the job opening posted on your company I'm interested in the job opening posted on your company

websitewebsite

Second and third paragraphsSecond and third paragraphs

• Use a few short paragraphs to go into greater detail Use a few short paragraphs to go into greater detail about your main point. If one paragraph is all you need, about your main point. If one paragraph is all you need, don't write an extra paragraph just to make your letter don't write an extra paragraph just to make your letter look longer. look longer.

• If you are including sensitive material, such as rejecting If you are including sensitive material, such as rejecting an offer or informing an employee of a layoff period, an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather embed this sentence in the second paragraph rather than opening with it. than opening with it.

• Here are some common ways to express unpleasant Here are some common ways to express unpleasant facts:facts:– We regret to inform you...We regret to inform you...– It is with great sadness that we...It is with great sadness that we...– After careful consideration we have decided...After careful consideration we have decided...

Final paragraphFinal paragraph

• Your last paragraph should include requests, reminders, and notes Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information should also be on enclosures. If necessary, your contact information should also be in this paragraph. in this paragraph.

• Here are some common phrases used when closing a business Here are some common phrases used when closing a business letter:letter:– I look forward to...I look forward to...– Please respond at your earliest convenience.Please respond at your earliest convenience.– I should also remind you that the next board meeting is on February 5th.I should also remind you that the next board meeting is on February 5th.– For further details...For further details...– If you require more information...If you require more information...– Thank you for taking this into consideration.Thank you for taking this into consideration.– I appreciate any feedback you may have.I appreciate any feedback you may have.– Enclosed you will find...Enclosed you will find...– Feel free to contact me by phone or emailFeel free to contact me by phone or email

ClosingClosing

• Here are some common ways to close a letter. Use a Here are some common ways to close a letter. Use a comma between the closing and your handwritten name comma between the closing and your handwritten name (or typed in an email). (or typed in an email).

• If you do not use a comma or colon in your salutation, If you do not use a comma or colon in your salutation, leave out the comma after the closing phrase:leave out the comma after the closing phrase:– Yours truly,Yours truly,– Yours sincerely,Yours sincerely,– Sincerely,Sincerely,– Sincerely yoursSincerely yours– Thank you,Thank you,– Best wishesBest wishes– All the best,All the best,– Best of luckBest of luck– Warm regards,Warm regards,

Writing TipsWriting Tips

• Use a conversational tone.Use a conversational tone.• Ask direct questions.Ask direct questions.• Double-check gender and spelling of names.Double-check gender and spelling of names.• Use active voice whenever possible.Use active voice whenever possible.• Use polite modals (Use polite modals (would would in favour of in favour of willwill).).• Always refer to yourself as "I".Always refer to yourself as "I".• Don't use "we" unless it is clear exactly who the pronoun refers to.Don't use "we" unless it is clear exactly who the pronoun refers to.• Rewrite any sentence or request that sounds vague.Rewrite any sentence or request that sounds vague.• Don't forget to include the date. Day-Month-Year is conventional, Don't forget to include the date. Day-Month-Year is conventional,

however, to avoid confusion, write out the month instead of usinghowever, to avoid confusion, write out the month instead of using• numbers (e.g. July 5th, 2007)numbers (e.g. July 5th, 2007)

Proofreading a Business LetterProofreading a Business Letter

"Proof read" means to read a text carefully "Proof read" means to read a text carefully to check it for errors and general tone. to check it for errors and general tone.

You should always proofread a business You should always proofread a business letter before sending it.letter before sending it.

Thank You!Thank You!

Business Letters

Business

Transcript of Business Letters