Business Letters

1. Business Letters

2. A business letter is also known as a formal letter. • What is a business letter? • A business letter is a written or typed message from one business party to another, from one individual to an organization, or from one individual to another within an organisation for business related purposes.

3. What is the difference between an informal letter and a business letter? • Basically, it depends on the purpose and the way they are written. • An Informal Letter is written in a conversational and friendly manner because it is written between friends or very close acquaintances. • A business letter is written solely for business/formal purposes and therefore has formal language.

4. For what Purposes can formal letters be written? • to apply for jobs • to make an enquiry of a service, information, etc., or to deliver such. • to make an appointment. • to lodge in a complaint. • to apologise • to recommend someone for a certain job or position, or to recommend a service to praise for a service offered etc.

5. Think before you write • What guidelines should I keep in Mind when writing for Business purposes? • Firstly, Know your purpose for writing. Ask yourself questions like: • Why am I writing this formal letter? • What response do I want from the recipient (s)? • What do I hope to achieve from writing this formal letter? • Indeed, what is my goal?

6. Different parts of a letter Letter head Dateline Sender’s address Inside address Reference/ Subject Salutation Body text Complimentary close Signature block Stenographic reference Enclosure CC

7. Contents in different parts The Start • Dear Personnel Director, • Dear Sir or Madam: (use if you don't know who you are writing to) • Dear Dr, Mr, Mrs, Miss or Ms Smith: (VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) • Dear Frank: (use if the person is a close business contact or friend)

8. Contents in different parts • The Reference • The reference no. of previous letter • With reference to your advertisement in theTimes, your letter of 23 rd March,your phone call today, • Thank you for your letter of March 5 th .

9. Contents in different parts • Enclosing Documents • I am enclosingPlease find enclosedEnclosed you will find • Closing Remarks • Thank you for your help Please contact us again if we can help in any way.there are any problems.you have any questions.

10. Contents in different parts Reference to Future Contact • I look forward to ...hearing from you soon.meeting you next Tuesday.seeing you next Thursday. The Finish • Yours faithfully, (If you don't know the name of the person you're writing to) • Yours sincerely, (If you know the name of the person you're writing to) • Best wishes, • Best regards, (If the person is a close business contact or friend)

11. Recognised formats of formal letters

13. Full block format: • All lines are set flush with the left margin. • No paragraphs are indented. • Signer’s initials are not included in the stenographic reference.

15. Block: • Date line is flush with the right margin. • Inside address, salutation, reference lines and paragraphs set flush with the left margin. • Complimentary close and signature are aligned with the date.

17. Semiblock • Date is flush with the right margin. • Inside address and salutation are set flush with the left margin. • Paragraphs are indented. • Complimentary close and signature are slightly to the right of the centre.

19. Simplified • No salutation or complimentary close. • All lines begin flush with the left margin. • Date is six lines below the letterhead. • Inside address is four or more lines below the date line. • Subject line is in all caps, there lines below the inside address and above the body of the letter. • Writer’s name and title are typed in caps, four or five lines below the body of the letter.

21. Thank you