Business Letters For communicating formal written messages Layout

Business Letters For communicating formal, written messages

Layout of a business letter �A place for everything and everything in its place �Inappropriate form may discredit the standing of the company

Layout of a business letter Essential parts Optional parts �Heading or Letterhead �Dateline �Inside address �Salutation �Body of the letter �complimentary close �Signature �Reference number �Subject line �Delivery mode �Attention line �Enclosures �Courtesy copies �Sender’s and typist’s initials

Essential parts of a business letter �The heading or letterhead �General or Personalized �< 1/5 th of the paper space �Complete address �Nature of business �Dateline �One line below the lowest line of the letterhead � 06 Nov 2014 or 06 -11 -2014 or � 11 -06 -2014 (American style) �Nov 06, 2014

Essential parts of a business letter �Inside address �One or two lines below the dateline �Name and address of the firm or individual to whom the letter is written �Courtesy title (Dr. , Miss, Mr. , etc) if sent to specific person �No abbreviations

Essential parts of a business letter �Salutation �Dear Sirs, or Sirs (if addressed to an organization) �Dear Sir or Sir (if addressed to a particular official) �Dear Madam or Madam (if addressed to a lady) �Dear Colleague or Dear Policy Holder or Dear Customer or To Whom It May Concern �Or name and designation (Mr. S. B. James, Finance Manager)

Essential parts of a business letter �Body of the letter �Opening paragraph, main paragraph & closing paragraph �Single space, double line spacing for all parts of the letter �Complimentary close �On second line below the body of the letter �First word begins with a capital letter �Followed by comma �Yours faithfully or Faithfully yours �Yours truly or Truly yours �Yours cordially or Sincerely yours

Essential parts of a business letter �Signature �Just below complimentary close �Handwritten or facsimiled �Sender’s name after three blank lines for signature �If written on plain paper then company’s name two lines below the complimentary close in capital letters �Per Pro (Per Procurationem) signature – ‘as an agent for’ – before the name of the company or person on whose behalf the letter is sent

Optional parts of a business letter �The reference number �Top left corner, on level with the date �Ref. no. – letter number, file number and other filing details �Easy access and future correspondence �The subject line �What the letter is all about �Below the salutation or above the salutation or at the top of the page �Sometimes underlined or in all capitals omitting the word subject

Optional parts of a business letter �Delivery mode � Type of delivery – AIR MAIL, REGISTERED POST, HAND DELIVERY, COURIER, FAX, etc. �Courtesy copies �Abbreviated as c. c. Also stands for carbon copy �To multiple recipients �Names written in the order of importance

Optional parts of a business letter �Enclosures �Related documents to be sent along with the letter �Cheques, demand drafts, attested copies of mark sheets, brochures, price lists, etc. �Numbered if there are more than one �Written as Enclosure or Encl. Or Encls. On bottom left hand corner of the letter

Optional parts of a business letter �Initials �Who dictated and who typed �On bottom left hand margin �Postscript �From Postscriptum meaning something written after the close �Now word processors – bad manners- retype the whole letter

Optional parts of a business letter • Postscript - Only for (i) friendly note P. S. How is your new office coming up? (ii) reinforcing incentive P. S. There is a prize for first entry (iii) emphasizing a point P. S. Production has stopped. We need raw material urgently

Styles of layout How parts of a letter are arranged

Indented form

Full block form

Essentials of effective business correspondence �Reader’s point of view and interests �“You” attitude �Knowledge of past correspondence �Planning the letter �Appropriate tone & courtesy �Command of language �Promptness �Completeness

Assignment �Employees of Work Station II went on a one day strike on 02 -11 -2014. As a works manager of the station report the incident to the Personnel manager �Write a letter to your supplier seeking immediate delivery of 100 tonnes of raw material.