Engl -06 Technical, Scientific and Business English

Business Letters terms as business correspondence

With business purpose a. to sell; b. to buy; c. to promote good business relationship
to prosper in business and industry
Elements:
1. Heading consists of the senders address and the dateline
2. Inside Address name of the recipient, designation, company and business address
3. Salutation welcome part
4. Body of the Letter details of the communication answer the question why - a. purpose,
b. discussion/elaboration, c. conclusion, d. call for action, e. building of goodwill, f. token of appreciation
5. Complimentary close/Ending - goodbye part
6. Signature name of the sender
Miscellaneous Elements:
Optional
1. Reference line - sequential number of the letter used for filing
2. Attention line recipient/s name if not present on the inside addy
3. Subject line topic of the letter/title of the letter
4. Identification notation/reference initials initials of the sender *all caps* and initial of the typist
*lower case*
5. Enclose notation items placed inside the envelop
6. Carbon Copy notation/distribution indication person/people who should receive the letter
other than the recipient
7. Post Script items/details omitted from the body of the letter that needs to be included
Point of contrast:
Purpose business relationship
Subject/Content business related topics
Format formal
Pont-of-view 2nd/3rd person
Style impersonal/objective
Language business parlance/commercialese
Objectivity objective
Parts basic/miscellaneous parts

Business letters can initiate communication with a prospect, a client or another business. They can also
be written in response to a request. Written on company letterhead and following a block letter style,
business letters may be written by associates, managers and executives alike. They should sound
professional and contain no grammatical errors.
Company Memo
Memos are distributed in-office. Short for "memorandums," memos are usually sent to inform staff
members about changes in policy or to make other important company-wide announcements. These are
one of the least formal types of business communication, but they should still feature dates, times and a
signature where possible. Memos are posted on bulletin boards, distributed to desks or sent via email.
They are very time-sensitive, requiring immediate attention.
Resume Cover Letter
Unless the prospective employer says otherwise, you should always include a cover letter when
submitting a resume as part of a job application. Briefly state your qualifications and interest in the job
in the cover letter, and refer the reader to your resume for more details.
Fundraising Letter
Formatted like a standard business letter, a fundraising letter greets the reader with a simple salutation
followed by a colon. These letters ask potential donors for funding. The letter provides a description of
how much funding is needed and how it would be used. These letters are friendly and supplicatory, and
thank the reader in advance for his generosity.
Proposal Letter
Proposal letters are an essential part of business correspondence. They are sent from one company to
another or to a governmental entity to propose providing a product or service. These letters explain the
benefits and costs, and attempt to persuade readers to accept the proposal.
Acceptance Letter
If you are offered a position with a company, you may be sent a formal letter indicating this. If so, an
acceptance letter is an appropriate way to indicate that you want the position, accept the terms and
look forward to getting started. An acceptance letter also might apply to a company's acceptance of
another company's offer to provide a product or service.
Resignation Letter
If a person is leaving a position in a workplace, she will often write a formal resignation letter. This type
of letter addresses the employee's supervisor and acknowledges her plans to leave the organization.
While there may be explanation for the resignation, more often the employee will simply provide the
date when the resignation becomes effective. The writer may ask for a recommendation and express
thanks for the work opportunity.
Business letters
Business letters are the most formal method of communication following specific formats. They are
addressed to a particular person or organisation. A good business letter follows the seven C's of
communication. The different types of business letters used based on their context are as follows,
Official letters can be handwritten or printed. Modernisation has led to the usage of new means of
business correspondence such as E-mail and Fax.
E-mail
Email is the least formal method of business communication. It is the most widely used method of
written communication usually done in a conversational style.
Memorandum
Memorandum is a document used for internal communication within an organization. Memo may be
drafted by management and addressed to other employees.
Letter of Intent
A letter of intent spells out in detail the circumstances under which an agreement between the writer
and the reader would be made. It is not a contract; it merely states the intent to enter an agreement.
Sales Letter
Written to persuade the recipient to buy a product or service, sales letters are usually a part of a direct-
mail marketing campaign and often are accompanied by packets, brochures, illustrations and/or
catalogs.
Information Request Letter
In an information request letter, the writer requests information and explains why he needs it and/or
how it will be used.
Information Response Letter
An information response letter is written in response to a request. Its purpose is to answer questions or
provide requested information. It also may promote the business's products or services.
Customer Claim Response Letter
In a customer claim response letter, the writer attempts to rectify the complaint spelled out in the
customer's claim letter. It should regain the recipient's confidence in the business and promote it.
Order Request Letter
An order request is a letter in which a purchase is authorized. It lists the items being ordered vertically
and typically includes the quantity, order number, description and unit price of each item.
Letter of Complaint
A letter of complaint will almost certainly result in an official response if you approach it from a
businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off
regardless of the extent of anger you are actually feeling while composing this type of business letter.
Resume Cover Letter
A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as
few words as possible to accomplish one task: persuading the reader to anticipate reading your resume.
Mention the title of the job for which you are applying, as well or one or two of your strongest selling
points.
Letter of Recommendation
A recommendation letter allows you to use a few well-chosen words to the effect of letting someone
else know how highly you value a third party. Resist the temptation to go overboard; approach your
recommendation in a straightforward manner that still allows you to get the point across.
Letter of Resignation
An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any
bridges that you may need to cross again in the future. Offer a valid reason for your resignation and
avoid self-praise.
Job Applicant Not Hired
In some cases you may be required to write a business letter that informs a job applicant that he was
not chosen for an open position. Offer an opening note of thanks for his time, compliment him on his
experience or education and explain that he was just not what the company is looking for at the present
time.
Declining Dinner Invitation
Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result in a
social disadvantage. Extend your appreciation for the invitation and mention that you already have an
engagement for that date. Do not go into detail about what the engagement is.
Reception of Gift
It is very polite to return a formal business response letting someone know that you have received her
gift. Extend a personalized thanks to let her know that you are exactly aware of the contents of the gift.
If possible, it is a good idea to include a sentiment suggesting that you have put the gift to use.
Notification of Error
When sending a business letter that lets the receiving party know that an error has been corrected, it is
good business sense to include a copy of the error in question if there is paperwork evidence of it. Make
the offer of additional copies of material involved in the error if necessary.
Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job should be professional and courteous. Above all
else, avoid the temptation to go overboard in offering your thanks. Be aware that your skills also helped
you land the job and it was likely not handed to you as a result of the third party.
Information Request
A business letter that requests information should make the request specific and perfectly
understandable. It is also a good idea to state the reason for the information request. Extend advance
appreciation for the expected cooperation of the recipient.
Other examples:
Letters of inquiry
Letters of claim/complaints
Letters of application
Letters of approval/dismissal
Letters of recommendations
Letters of sales


Technical Writing
Proposal Reports written offer to solve a technical problem; specified plan of management for a
certain sum of money; both business and research proposals
Aspects:
I. Executive Summary - summarizes the contents of the proposal: for top Executives
II. Technical Proposal - gives a detailed explanation of the solution to the technical problem
III. Management Proposal description of the organizational structure; people in-charge of
implementing the proposed solution: for Managerial positions
IV. Cost Proposal details pertaining to the cost: for Finance department
V. Resources Volume/proposal details about work force: for Human Resource Department
Recommendation Reports - suggestions/recommendations of courses of actions
Progress Reports - presents the development/progress of the undertaking/project at a certain period of
time
Oral reports spoken words

Academic Reading and Writing
Prose paragraph
Poerty uses a different type of language; has measurements
Literary writing - the work of a writer; anything expressed in letters of the alphabet (especially when
considered from the point of view of style and effect); "the writing in her novels is excellent"; "that
editorial was a fine piece of writing"
Examples:
a. Novels multiple setting; many characters; many themes; complicated plot
b. Short Story single setting; few characters; simple theme; simple plot
c. Parable presents moral in a biblical fashion
d. Fable has animals as characters; moral lesson at the end of the story
e. Legend deals with origin of something
f. Myth involving gods and goddesses and/or supernatural beings
g. Folktale deals with folklore of people belonging to an ethnic group
h. Fairytale has fairies among its characters
i. Epic narrative poetry; of great length; deals with exploits and adventures of a hero
j. Ballad a short narrative poem; deals with a single incident; meant to be sing/sang
k. Play/Drama narrative prose/poetry; intended to be performed in stage