Business Letter Writing

NEED AND FUNCTIONS OF BUSINESS LETTERS

to provide a convenient and inexpensive means of communication without personal contact; to seek or give information to furnish evidence of transactions entered into, and to provide a record for future reference Widen Contacts Sharing Information Authoritative Proof Record and Reference Building Goodwill Lasting Impression

ESSENTIALS OF EFFECTIVE BUSINESS LETTERS Clarity Simplicity Conversational Style Correctness Courtesy You Attitude Public Image Persuasion Sincerity Completeness

THE LAYOUT OF A BUSINESS LETTER Heading Date Reference Inside address Salutation Body of the letter Complimentary close Signature Identification marks Enclosures Copy distribution Post script

Forms of a Business Letter

The Indented Form The Full Block Form The Modified Block Form The Semi-block Form The Hanging Indented Form

The Indented Form

Gupta Enterprises 7, Barakhamba Road New Delhi0110001 June, 7, 2002 Messrs Ashoka Garment, 11, Gandhi Market, Jind-270001 Dear Sirs, Please refer to your letter No. A/21 of May 20, 2002. We are glad to know that our term and condition are acceptable to you. You will always receive prompt and efficient service as a valuable client. Your are requested to send your order. Our catalogue is enclosed herewith. Encl. 1 Yours faithfully M.L. Gupta Sales Manager

The full Block Form

Gupta Enterprises 7, Barakhamba Road New Delhi0110001 June, 7, 2002 Messrs Ashoka Garment, 11, Gandhi Market, Jind-270001 Dear Sirs, Please refer to your letter No. A/21 of May 20, 2002. We are glad to know that our term and condition are acceptable to you. You will always receive prompt and efficient service as a valuable client. Your are requested to send your order. Our catalogue is enclosed herewith. Encl. 1 Yours faithfully M.L. Gupta Sales Manager

The Modified Block Form

Gupta Enterprises 7, Barakhamba Road New Delhi0110001
June, 7, 2002 Messrs Ashoka Garment, 11, Gandhi Market, Jind-270001 Dear Sirs, Please refer to your letter No. A/21 of May 20, 2002. We are glad to know that our term and condition are acceptable to you. You will always receive prompt and efficient service as a valuable client. Your are requested to send your order. Our catalogue is enclosed herewith. Yours faithfully M.L. Gupta Sales Manager Encl. One

The Semi-block Form

Gupta Enterprises 7, Barakhamba Road New Delhi0110001
June, 7, 2002 Messrs Ashoka Garment, 11, Gandhi Market, Jind-270001 Dear Sirs, Please refer to your letter No. A/21 of May 20, 2002. We are glad to know that our term and condition are acceptable to you. You will always receive prompt and efficient service as a valuable client. Your are requested to send your order. Our catalogue is enclosed herewith. Yours faithfully M.L. Gupta Sales Manager Encl. One

The Hanging Indented Form

Gupta Enterprises 7, Barakhamba Road New Delhi0110001 June, 7, 2002

Messrs Ashoka Garment, 11, Gandhi Market Jind-270001

Dear Sirs, Please refer to your letter No. A/21 of May 20, 2002. We are glad to know that our term and condition are acceptable to you. You will always receive prompt and efficient service as a valuable client. Your are requested to send your order. Our catalogue is enclosed herewith. Yours faithfully M.L. Gupta Sales Manager

Encl. One