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Business Letter

A business letter is a formal communication from an organization to its customers, the general public for their information, another Company or the Authorities. It is often written in a standard format, and in formal language, compared to a private letter between two people who are well known to each other. The business letter will show things like the address and best way to communicate with the business - by return letter, e-mail or telephone. In general, the letter will be directed to a specific person and be about one topic. Sometimes, the business letter will be looking for a response, but might be to give important information about an up -coming change of address or telephone number. The letter might give information ab out new developments - a new website; launch of a new product. To allow the sender to handle any response more efficiently, the business letter might contain key information such as an internal reference from the sender or related to the product in questi on.

Types of letter Informal and Formal letter :


Formal: in a professional or business situation, polite, respectful, purposeful and direct, written in the style of a business letter for example, use a business letter format, include your return address the current date and the address of the person that you are writing it to, use a formal greeting such as , Dear Mrs. Jones, be brief and to the point, use formal language, not clichs, not overly friendly, no abbreviations, be sure to use proper, standard English grammar, punctuation and spelling, Use a word processor or computer, select a font that is plain and easy to read, like Arial and the font size should be between 12 and 16 point. Close your letter in a formal way such as, since rely, skip 2 spaces, type your name and print the letter, then sign it where you skipped those 2 spaces. Your formal letter should be printed on good quality, white paper only. Fold your letter in thirds and put it in a plain white envelope, address the envelope formally, as you did the letter and send it or give the letter to the intended person. Informal: A note to a friend or relative, you can choose to include any of the elements of the formal letter that you want. Not in the regular, usual, or established form; not according to official, conventional, prescribed, or customary forms or rules; irregular; hence, without ceremony; as, an informal writing, proceeding, or visit.

Business Letter Writing


Purpose of a Business Letter
A business letter or formal letter is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper.

Elements of a Good Letter


The most important element of writing a good letter is your ability to identify and write to your audience. If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand, even if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background. The next element is that you make sure your present your objective in a clear and concise manner. Don't be vague about your objective, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a long-winded letter, just g et to the point without going into unnecessary details. Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courte ous, simply state the problems along with any other relevant information and be sure to avoid threats and slander.

Structure of a Business Letter

Business Letter Format


Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Sir/Ms./Mrs./Mr.: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9 Your Title Enclosures (2) 10 Typist Initials. 11 Your Address 1 The return address of the sender so the recipient can easily find out where to send a reply to at the middle. Skip a line between your address and the date. Date 2 Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2012. Skip a line between the date and the inside address Inside Address 3 The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e.

"Director of Human Resources". Skip a line between the date and the salutation. Salutation 4 Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipi ent's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body. Subject Line 5 Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body. Body 6 The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing. Closing 7 Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature. Signature 8 Your signature will go in this section. Printed Name 9 The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure. Enclosure 10 If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself. Reference Initials 11 If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or A G:gs.

Example of Business Letter


Business letter You are the manager of national shoe company, write to purchase officer , American shoe company, offering products for bulk sale. National Shoe Company Agra Date:25 Aug, 2012 Telno:12345 Email id: Ref no:2401 American Shoe Company New Delhi Dear Sir Sub: Introducing our new range of gents and ladies footwear

Business Report
Business reports are documents that present data and information to specific readers. Examples include data from customer service reviews, presentations of new marketing and promotion approaches, or a financial plan for the annual budget. There are numerous types of business report formats, but credible and effective reports often have similar sections that present the material in standardized ways.

Business Report Writing Purpose of Business report


The main purpose of a business report is fact findings and prepares the base for making decision. Business reports bridges the gap between planning and implementation . It may be oral, written, long, short, formal or informal -whatever it is business report monitors the situation, investigate the truth, analyze the problem and recommend the solution.

Elements of a Business Report


Business managers often need to write reports to inform senior management and other departments about various business conditions. Business reports can include sales, financial, production, logistics and marketing research reports. The key to writing an ef fective business report is creating a logical flow to it. Business reports must also be written in layman's terms so less technical individuals can understand them. There are several key elements common to most Business reports. MEMORANDUM A brief note stating the purpose or giving an explanation of the issue. Used when the report is sent to someone within the same organization. COVERING LETTER Addressed to the receiver of a report giving an explanation for it. Used when the report is for someone wh o does not belong to the same organization as the writer. TITLE PAGE

Contains a descriptive heading or name, may also contain author's name, position, company name and so on. EXECUTIVE SUMMARY Summaries the main contents. Usually 300 -350 words. TABLE OF CONTENTS A list of the main sections, indicating the page on which each section begins. INTRODUCTION Informs the reader of what the report is about - aim and purpose, significant issues, and any relevant background information. DISCUSSION Describes reasoning and research in detail. CONCLUSION S Summarizes the main points made in the written work. It often includes an overall answer to the problem addressed; or an overall statement synthesizing the strands of information dealt with. RECOMMENDATION S Gives suggestions relating to the issue s dealt with. REFERENCES An alphabetical list of all sources referred to in the report. APPENDICES Extra information of further details placed after the main body of the text.

Structure [COMPANYS NAME] [ADDRESS] Report Matter Submitted by: Name Post Submitted to: Name Post Date:

Body of Report Your name Post

Example.: You are Freda general manager of portable computers. Write a report to your training coordinator Belinda about the more utilization of resources in the company and for providing better services to our employees and customers.

Portable Computers
Moga
Report on Portable computer Use at client sites Submitted to Belinda Gibson, Training Coordinator Submitted by Freda Smith, General Manager

Date: January 29 2003


To make the most of the technologies we discussed the other day to provide a quality service to our customers, it is essential that our training staff be equipped with portable computers which can be used a t client sites. Over the next couple of weeks, please investigate the portable computers which would be most appropriate for our staff, and present your findings in the form of a formal management report. The selected machine needs to be compatible with the Windows software we are currently using. Other factors which should be considered when comparing the brands and models include: Initial cost; Weight and size; Screen size; Clarity of the screen image; RAM and hard disk size; Speed of the CPU; With our training staff so often out at client sites, it would be useful if the machines also had modern facilities to enable staff to access their email. Please pass the report to me by the end of the month so I can read it over before discussing your recommendati ons with the equipment committee. Let me know if you have any questions. Freda General Manager

Business Notice :
A notice is written in order to inform people or pupils in a school about an event or an activity. It could be about a competition, an exhibition or inauguration to take place in near future. Or any other activity especially in school likes an excursion, a meeting or a show.

Purpose of Business Notice


The purpose of a business letter can include introducing customers to new products. In direct mail, a form of advertising, these letters are called sales letters. The sales letter is usually mailed with a brochure and order form. While the color brochure often features a company's products, the sales letter is designed to highlight the key b enefits of the products for the consumer or business customer. The heading or letter should grab the reader's attention, interest them enough to read it, increase their desire to own the product, and prompt them to purchase it.

Elements of Business Notice:

The elements of a business letter are: the heading the date the inside address the salutation the body and the complimentary close an additional notation section often follows the close Format of notice:

Name of the Organisation issuing the N otice Address Notice Topic/ heading Date: Body Name Designation Department

G.T. Road JALANDHAR

Submitted to: by: NAVJEET KAUR SINGH VIRK Assistant Professor Sem. No.3056

Submitted JASPREET MBA I s t Roll