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This document discusses the key elements and structure of business letters. Business letters have a specific format that is distinct from personal letters. They generally include a heading, inside address, salutation, body, complimentary close, signature, and enclosures. The body should be organized into an introduction stating the purpose, details or facts section, and a conclusion indicating any expected action. Business letters also consider the subject, audience, purpose, and style when being written.
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The PPT on Letter Writing enables one to understand the process of how to write a formal/business letter. Be it layout, format or structure, everything gets covered in the presentation.
This document discusses the key elements and structure of business letters. Business letters have a specific format that is distinct from personal letters. They generally include a heading, inside address, salutation, body, complimentary close, signature, and enclosures. The body should be organized into an introduction stating the purpose, details or facts section, and a conclusion indicating any expected action. Business letters also consider the subject, audience, purpose, and style when being written.
This document discusses the key elements and structure of business letters. Business letters have a specific format that is distinct from personal letters. They generally include a heading, inside address, salutation, body, complimentary close, signature, and enclosures. The body should be organized into an introduction stating the purpose, details or facts section, and a conclusion indicating any expected action. Business letters also consider the subject, audience, purpose, and style when being written.
• Written in a specific style which is distinct • Have several widely accepted parts, in a specific format • All good business letters must follow this formatting • These parts are general in nature • Common to all types of business letters Four Considerations of a Business Letter • Subject – every piece of writing has a subject, subject is specific in business world, write another letter if there are more than two subjects (What) • Audience – tailor your letter according to the audience, assume your audience educated, reasonable people, don’t assume they have similar knowledge of the subject and don’t forget to include important details (Who) • Purpose – is it to inform, request information, offer congratulations, condolences, to act on a request etc. (Why) • Organization and Style – body of the letter into parts and language (How) • Structuring through 4 Point Plan • Opening or Introduction (Background and Basics) State the reason for the communication, acknowledge previous correspondence, refer to a meeting or contact, provide an introduction to the matter being discussed • Details (Facts and Figures) Main part of the message, all information to the recipient, request for information, details to be stated simply and clearly with separate paragraphs for individual sections, should flow logically to a natural conclusion • Conclusion (Response or Action) State the action expected from the recipient, state the action you will take as a result of the details provided • Close (A simple one-liner) Relevant to the content of the message Parts of a Letter • Letterhead • Heading/ Subject • Date Line • Inside Address • Body Text • Special • Complimentary Markings(optional) Close • Salutation • Signature Block • Reference line • Enclosures • Copies Letter Layouts
Semi-block Modified Block Fully Block
Variety of Letters • Enquiry/Reply • Credit and Status • Quotations/Orders Enquiries • Payment • Apology • Complaint and • Thanks Adjustment • Congratulation • Sales & Purchase • Condolence and • Claim and Refusal Sympathy • Acknowledgement • Application • Appreciation • Reference/Recomme ndation • Resignation Sample Business Letter