Business Letters

WHAT IS BUSSINESS LETTER?

 BUSINESS LETTER ARE FORMAL LETTERS

USED FOR BUSINESS TO BUSINESS,
BUSINESS TO CLIENT,OR CLIENT TO
BUSINESS CORRESPONDENCE.
 BASIC PARTS OF BUSINESS LETTER:-

1) Letter Head
2) Date
3) Inside Address
4) Salutation
5) Body of Letter
6) Complementary Close
7) Signature Line
8) Designation
9) Enclosures
1) LETTER HEAD

 A letterhead contains the name of the

organisation, e-mail address, internet
number, etc. Additional information
such as name of products or services,
organization's slogan may also be
added.
 EXAMPLE:

Natraj Publishing House

[ Education & Technical Publishers]

Near Arya Samaj Mandir,

Holi Street,
KARNAL-132 001,
(Haryana) INDIA
Mobile No:094161-72371
 2) DATE
 The date on which the letter is
typed should placed after letter head
part.
 There is no full stop after the date.
 The month must be written in full
and never in figures.
 There is a comma separating the
year from the month and date.
 Example:
June 28, 2007
3) Inside Address
 It consist of the name and address of the
receiver. It is typed two spaces below the
date line at the left margin.
 Example:
(i) individual
Mr. L.C. Gupta
18, Lajpat Nagar,
New Delhi.
CONTINUE
….
(ii) Firm
Natraj Publications,
Near Arya Samaj Mandir,
Chaura Bazaar,
Karnal-132 001.
4) SALUTATION:
 Salutation means greeting to the addressee.
The commonly used salutations are:
 Example:
Sir,
Madam,
Dear
Sir /
Dear
Madam,
Respec
5) BODY OF LETTER
 The body of letter is the main section of the
letter. It contains the message . It divided into
paragraphs. Each paragraph conveys a
particular point. All the are
paragraphs and logically structured. A very
interlinked
short letter may, however, be of one or two
paragraphs.
6) COMPLIMENTARY CLOSE
 There should be at least one blank
between
link the body of the letterand the
complementary A closing usually
closing.
• BEGINS AT THE MARGIN.

 EXAMPLE: SINCERELY,
• YOURS SINCERELY,
7) Signature Line

 Usually, three blank lines between the

complimentary closing and the typed name
of the sender are left. The position of the
sender mentioned below.
 Example:
President
General Manager
8) REFERENCE INITIALS
 Reference initial identify the person who
typed the letter. They are placed at the left
margin a double space below the signature
lines. These initials are often on internal office
copies only.
9) ENCLOSURES
 Type the singular for only one enclosure,
plural for more. If you don't enclose
anything, skip it. Common styles are below.

 Example:
Enclosure
Enclosures: 3
Enclosures (3)
 3 Types of letter style

1.Full-block style
2.Semi-block style
3.Modified-block style
1.Full-block style
1.Semi-block style
1.Modified-block
style
 Letter sizes and spacing

Short Letter Medium Letter Long Letter

Letter head to date 6 single spaces 6 6
Date to inside address 8-10 6-7 4-5
Inside address to salutation 2 2 2
Salutation to body 2 2 2
Between paragraphs 2 2 2
If there is indention 1 tab 1 tab 1 tab
Body to complimentary close 2-3 2-3 2-3
Complimentary to signature line 4-5 4-5 4-5
Name of the sender to position 1 1 1