Official letters Business Letters Ask for and give
Official letters
Business Letters • • Ask for and give information Order goods and services Request appointments Make complaints
Advantages • Permanent written record • Fix responsibility • Allows to send and receive information as per convenience • Allow time to think about and research before responding • Give a chance to reread and review complicated material
Format- Introduction, Body, Conclusion • Introduction: Heading- Sender’s return address: a) H. No. , Postal Box, Street b) City, state, postal code c) Date Name and address of the receiver( two spaces below heading) Salutation- a greeting like Dear -- ( two spaces below inside address)
BODY ( two spaces below the salutation) • Message to be sent. • It should be clear , concise, brief, courteous and tactful. • Purpose, results, reader’s needs • Rough draft- Cooling off • Revise • Single space within paragraphs and double space between them (situation, reason, action)
Conclusion • Complimentary closing( two spaces below the body) • Signature ( four spaces below)
Punctuation • Open Punctuation- No Punctuation Used in Full Block Format. Closed Punctuation. A comma after each item in heading and inside address A period after last item A Colon after salutation A comma after comp. closing
Full Block Format-
Block Format
Modified Block
types of business letters
RESUME Curriculum Vitae • • Sender’s name , add. , Date Recipient Salutation Subject line Body- ref. and attachment in first para Complimentary closing Sign
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