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PART AND STYLE OF BUSINESS LETTER

PART AND STYLE OF BUSINESS LETTER. Resista Vikaliana, S.Si. MM. Planning a Business Letter. A messenger It carries what you want to say to its recipient. An Ambassador It carries your image, the image of the firm or organisation or association for which you work.

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PART AND STYLE OF BUSINESS LETTER

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  1. PART AND STYLE OF BUSINESS LETTER Resista Vikaliana, S.Si. MM Resista Vikaliana,S.Si.MM

  2. Planning a Business Letter Resista Vikaliana,S.Si.MM

  3. A messenger It carries what you want to say to its recipient • An Ambassador It carries your image, the image of the firm or organisation or association for which you work Resista Vikaliana,S.Si.MM

  4. THE RULE OF THE FIVE QUESTIONS: • What are you to say? • Are you being logical? • What about your paragraphs? • Have you identified the subject? • Have you shown the way ahead? Resista Vikaliana,S.Si.MM

  5. Lay out of a Business Letter • LETTER HEAD • LAY OUT • Date • Reference(s) • Inside address • Salutation • Subject heading • Body of letter • Complimentary ending • Signature and conclusion • Enclosure(s) • FRAMEWORK Resista Vikaliana,S.Si.MM

  6. Date • This should be written in full, normally in the order of day, month, year, as in • Reference(s) • A way of identifying a letter. In basic form they are initials of the person who dictated the letter and the thypist, e.g. • Our ref: WFM/ OP; WFM/ OP/69 Resista Vikaliana,S.Si.MM

  7. Inside address • The name and address of the person to whom the letter is being sent. Resista Vikaliana,S.Si.MM

  8. Salutation • The opening words of greeting in a letter • Dear Sir(s); Dear Madam (Mesdames) • Sir, Gentlement • Dear Mr (Mrs/Miss/Ms) • Dear (first name of resipient) Resista Vikaliana,S.Si.MM

  9. Subject heading • Dear Sir, Mr. H.J. Stewart This young man has applied to us for a post in our Advertising Department. He states that......... Resista Vikaliana,S.Si.MM

  10. Body of letter • This is the most important section of any business letter. • Beware of too many short paragraphs. • Most of the letters are fully blocked Resista Vikaliana,S.Si.MM

  11. Complimentary ending • The point to remember here is that your ending must conform with your salutation Resista Vikaliana,S.Si.MM

  12. Signature and conclusion • Enclosure(s) - enc / --- Resista Vikaliana,S.Si.MM

  13. Types of Business Letter Resista Vikaliana,S.Si.MM

  14. Formal Business Letter • Quatation • Letter of Reference • Letter of Introduction • Circular letter • Request of Payment • Email • Enquiry • Order, Reply, Complaint • Letter of Applications Resista Vikaliana,S.Si.MM

  15. Quotation • The first step in business transaction is usually about prices, range of goods, availability of goods, etc. In order to discover new sources of supply or to obtain details of quality and price, the buyer sends inquiries to several firms. • Letter of Reference • This is another form of status inquiry where information on a specific point is sought. Resista Vikaliana,S.Si.MM

  16. Letter of Introduction • A letter to introduce the representative of a firm to business houses in towns or districts to be visited. In such a letter the representative’s name, his connection with the firm, and his reason for travelling • Circular letter • The purpose of this letter is to give information, e.g. Change of address, introduction of new lines, announcement of a particular event to be held-conference, exhibitions,opening new brand, ets. Resista Vikaliana,S.Si.MM

  17. Request of Payment • A first letter requesting payment of an account is generally very short. With it is enclosed the statement of account, and reference should be made to any terms of discount • Email Resista Vikaliana,S.Si.MM

  18. CO2 H2O 70 Michael Lane • Coulson • May 15 1985 • The Manager • Northeren Bank plc • Coulson • Dear Sir/Madam, • Deposit Account No. 123456 • Please accept this letter as authority to transfer £250 from the above account to my current account (No. 654321). • Yours faithfully, • A.F.M. Harry (Mrs)

  19. W. Jones &Sonc Ltd • Hermes House • Singapore • May 15 1985 • The Manager • W. Jones &Sonc Ltd • Hermes House • 12 Battery Road • Singapore • Ref: The Manager • Dear Sir/Madam, • I have seen your advertisement in yesterday’s Daily Standard, and I am writing to ask you to send me more information about your Students’ Note Taking Kit • I would be grateful if you could send me your catalogue. I and some friends are particularly interested in the wallet containing a ring file, extra sheets of paper coloured ball point pens. • I look forward to seeing your catalogue and I will appreciate if you could let me know by return if you supply these kits. • Yours faithfully, • Heidi Braun

  20. Semi Formal Letter • Semi formal letters are sent to people you do’t know very well or when you want to be more polite and respectful (e.g. A pen friend’s parent, a school teacher, etc) • For this reason the are written in a more polite tone than informal letters. Resista Vikaliana,S.Si.MM

  21. Semi Formal Letter • Dear Mr Strickland, • I am writing to you to request that you allow me to pay my rent late this month. • I’ve been a tenant with you for a number of years now, and, as you know, I have always paid my rent on time. However, I am having a few financial problems at the moment, therefore leaving me short of money this month. • I can assure you that I will be acceptable to you, but please contact me if it is a problem. • Yours sincerely, • John Streetham Resista Vikaliana,S.Si.MM

  22. Compare! informal Semi formal It would be good if you phoned the secretary and ask her I’m afraid I won’t be able to come on Friday in the evening • Why not phone the secretary and ask her? • I’m sorry, but I can’t come on Friday night Resista Vikaliana,S.Si.MM

  23. 33 Red Streed • London • Phone 07106789 • 22 December 2013 • Dear John and Ann • Thanks a lot for a great weekend. We really enjoyed ourselves. • Bill and I were talking about the holidays. We thougt it might be nice to go camping in Scotland for a couple of weeks. Are you interested? Let me know if you are, and we can talk about dates. • See you soon, I hope. Thanks again. • Love, • Alice • PS: Did I leave a pair of jeans behind in the bedroom? If so, do you think you could send them on? Resista Vikaliana,S.Si.MM

  24. Style of Letter Resista Vikaliana,S.Si.MM

  25. Exercise • Make the informal letter of your vacation planning. The recipient is your friend who lives in the city where you will visit. Tell your friend about the day you will go on vacation, how long will you be there and the places you want to visit • Make the semi formal letter to your mother’s friend. You are telling him/ her about your parent’s health. Pretend that your mother is staying in hospital for taking some treatments of her cancer. You hope your mother’s friend will visit your mother. Resista Vikaliana,S.Si.MM

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