Business Letter

  1. Find the definition of business letter !
  2. Mention and explain the types of business letter !
  3. What are the styles of business letter !

Answer

  1. Abusiness letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties.
  1. Types Of Business Letter
  • Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.

  • Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

  • Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

  • Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.

  • Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

  • Follow-Up Letter

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

  • Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

  • Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

  • Cover Letter

Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.

  • Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

  1. Styless of business letter Modified Block Style

BUSINESS LETTER

1. The Heading

The heading of a business letter should contain the return address (usually two or three lines) followed by a line with the date.

The heading is indented to the middle of the page in the modified block and semiblock styles. It begins at the left margin in the block style.

If the stationery is imprinted with the return address, then the return address may be omitted.

Sometimes a line after the address and before the date may include a phone number, a fax number, an E-mail address, or the like.

Particularly if the address uses three or more lines, it is good to skip a line before the date. When using the block style, always skip a line before the date.

Always include the date.

Example:

Acme Explosives, Inc.

100-B Dry Gulch Alley

Lonesome Coyote AZ 85789

(602) 555-5555

July 14, 1997

2. The Inside Address

This is the address you are sending your letter to. Make it as complete as possible. Include titles, names, and routing information if you know them.

This is always on the left margin.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.

Example:

Dr. Calvin Carson

Cross Country Coach

Dept. of Athletics

Colorado Community College at Cripple Creek

Cripple Creek CO 80678

3. The Greeting

The greeting in a business letter is always formal. It normally begins with the word “Dear” and always includes the person’s last name.

It normally has a title such as Mr., Mrs., Dr., or a political title.

The greeting in a business letter always ends in a colon.

4. The Body

The first line of a new paragraph is indented in the semiblock style. The block and modified block style have all lines of the body to the left margin.

Regardless of style, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and the close.

5. The Complimentary Close and Signature Line

The left edge of the close and signature line in the semiblock and modified block begin in the center, at the same column as the heading.

The close and signature of the block letter begins at the left margin.

The complimentary close begins with a capital letter and ends with a comma.

Skip from one to three spaces (two on a typewriter), and type in the signature line, the printed name of the person signing the letter.

Sign the name in the space between the close and the signature line, starting at the left edge of the signature line.

Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate.

The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

Example :

Sincerely,

(Signature goes here)

(Mrs.) Elisabeth Jackson

Director of Acquisitions

References :

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