Unit II

Business
Correspondence
 Objectives
A. Theory of Business Letter Writing:
1) Parts and Structure
2) Layouts - Full Block, Modified Block, Semi – Block
3) Principles of Effective Letter Writing
4) Principles of effective Email Writing,
B. Personnel Correspondence:
1) Statement of Purpose
2) Job Application Letter and Resume
3) Letter of Acceptance of Job Offer,
4) Letter of Resignation
C. Commercial Terms used in Business Communication
 Correspondence

▶ Any written or digital communication exchanged by two or

more parties.
▶ Correspondences may come in the form of letters, emails,
text messages, voicemails, notes, or postcards.
▶ Correspondences are important for most businesses because they
serve as a paper trail of events from point A to point B.
▶ Business Letters are also called Snail Mails.
Parts of a Business Letter
1) The Heading (From or Return Address) or Letterhead
2) Date
3) The Inside Address (To Address)
4) The Greeting
5) The Subject Line
6) The Body Paragraphs
7) The Complimentary Close
8) Signature and Writer’s identification
9) Initials, Enclosures, Copies
Formats/Styles
The format (layout) is the visual organization of a business
letter.
▶ Full-Block Style - All the elements are aligned to the LEFT

margin and there are no indented lines. This is a standard

block-style format that is accepted by most businesses.
▶ Modified Block Style - The return address, date, closing and

signature start just to the RIGHT of the center of the page or

may be flush with the RIGHT margin. All body paragraphs
begin at the left margin.
▶ Indented or Semi-Block Style - Similar to the modified block

business letter style except that the first line of each

paragraph is indented.
 Thiruvilwamala book depot
Palakadu -641206
2 July 2009

The finance manager

Chennai book centre
Chennai-614011

Dear sir,

We are …………………………………………………………………………………………………….. ….. …….

………………………………………………………………………………………………………….……………….
Full
.
We hope that ……………………………………………………………………………………….. ….. ….. ….. … Block
………………………………………………………………………………………………………….………………
…………………………………. Style
Yours faithfully,

A.C Ayyapa
Stores manager

ACA/kg
Encl:1
 MANKANDA CREAM SUPLIERS
Chittoor – 670 136
2 July 2009
The finance manager
Chennai book centre
Chennai-614011

Dear sir,
Semi
We are ………………………… ……………………………………………….
………………. …………………………………………………………………………..
Block
………………………… ………………………… Style
We hope that …………………………………………………………..............
……………………………………………………………………………………………
………………………………………………………………. ……
Yours faithfully,

A.C Ayyapa
Stores manager
 FEROK PAPER INDUSTRIES
Bridge Nagar
Ferok- 470326
31. June. 2010
Your reference: letter no:48 of may
Our reference:KOQ-29

The Genaral Manager

Pattanbi genaral stores ltd
Pattambi-667314

Dear sir, Modified

We are………………………………………………………………………………….. ……….. ……….. ………..
……….. ……….. ……….. ……….. ……….. ……….. ……….. ……….. ……….. ……….. ……….. ………..
Block
……….. ……….. ……….. ……….. ………
Style
We are really………………………………………………………………………………………………. ….. ….. …..
…..
………………………………………………………………………………………………………………. ….. ….. …..
….
Yours faithfully,

T.S./SG T.S. George

Encl 1 Sales officer
 Wheat Traders
Nenmara - 413
2 July 2009
The finance manager
Chennai book centre
Chennai-614011

Dear sir,

We are ………………………………………………………………………………………………
……………………………………………………………………………………………
…………………………………………
Hanging
Indented
We hope that ……………………………………………………………………………………
…………………………………………………………………………………………… Style
…………………………………………
Yours faithfully,

A.C Ayyapa
Stores manager
 SRK TRADE LINKS
40 C, OTTAPPALAM – 630728
8 JUNE 2009
The Paralin Co-operative Bank,
548, peace Lane,
Parali – 611306.

Dear sir,
Please refer to your letter no:3784/27 of may 14, 2010
we are happy that…. ……………………….. …………………………… …… ……
……………….. ………………. …………………………. ……………………………….. ...........
Indented
………………………… ………………………… . . ………… Style
Yours faithfully,
K.S.Paul
secretary
Design and Spacing Rules
 Summary - Styles of letter writing

Block Style Semi Block Style Modified Block Style

Block Style Semi Block Style Modified Block Style
Samples Of Electronic Mail (email)
 Email Letters

➢ Email is not always confidential -- emails can sometime be

obtained from central network even if deleted from personal
computers
➢ Email is often sent out without re-reading, proof-reading and
other standards applied to written communications. We press
the send button too soon!
➢ Emails can be forwarded and sent to others without your
approval or knowledge
 Difference Between Letter And Application
Letter Application

▶ A letter you write because ▶ An application is written

you are replying to to apply for something.
someone or letting ▶ Application is not having
someone know what is a subject.
happening. ▶ While writing an
▶ In formal letter you have application you
to mention the subject summarize your
▶ Writing a letter you can purpose.
explain your purpose in
more than one or two
paragraphs.
 Tips
1) Before writing the letter, you must determine your purpose
and audience.
2) Take a few minutes to list all of the specific points you need to
cover.
3) Type the letter using a word processor. Formal letters should
not be written by hand.
4) A business letter should be typed on letterhead for a
professional appearance.
5) A business letter is not the place to try out fancy fonts or
experimental writing styles. A direct, conservative style works
best.
6) Get to the point early. You should state your main cause in the
first paragraph.
 7) Avoid excessive use of or personalized abbreviations.
8) Figures are denoted for all numbers except for “One”
9) An individual's name is always preceded by her/his title,
except for addressing titles like Mr./Ms. etc
10) Lengthy descriptions have no place in a business letter.
Sentences must be brief and to the point, without
embellishment, flattery or extra phrasing.
11) Spacing is very important, and wide margins are vital. There
should be two line spaces between paragraphs.
12) Be careful of ‘Its” and “It’s”. Avoid “is because” and other such
errors
13) When writing directly to customers, always focus on their
needs and their perspective. Put yourself in their position
and imagine what it would be like receiving your letter.
14) Always try to be civil and calm even if the subject matter is
stern and sensitive. Avoid informal language, but, do not use
old-fashioned or over-formal language.
15) Avoid slang, unnecessary jargons and customized
contractions.
16) Avoid abuses and be cautious of sensitive criticism. Do not
get carried away by strong emotions through the letter.
17) Restrict humor unless extremely essential.
18) Make certain your punctuation, spelling and grammar are
letter-perfect. Use your computer's spell-checking program
or have someone proofread the letter before you send it.
 • We are / I am writing
• to inform you that ...
Starting • to confirm ...
• to request...
• to enquire about …

• Thank you for your letter of March 15.

• Thank you for contacting us.
Referring to
• Thank you for your letter regarding ...
previous
• With reference to our telephone conversation
contact
yesterday...
• It was a pleasure meeting you in London last month.

•We would appreciate it if you would ...

•In addition, I would like to receive ...
Making a
•It would be helpful if you could send us ...
request
•I am interested in (obtaining / receiving) ...
•Please let me know what action you propose to take.
 •Would you like us to ...?
•We would be happy to ...
Offering help
•We are quite willing to ...
•Our company would be pleased to ...
•We are pleased to announce that ...
Giving good news •I am delighted in inform you that ..
•You will be pleased to learn that ...
•We regret to inform you that ...
Giving bad news •I'm afraid it would not be possible to ...
•After careful consideration we have decided (not) to ...

• I am writing to express my dissatisfaction with ...

• Please note that the goods we ordered on ( date )
have not yet arrived.
Complaining • We regret to inform you that our order n° ----- is now
considerably overdue.
• I would like to query the transport charges which
seem unusually high.
 Personal Correspondence
▶ Statement of Purpose also known as Letter of Intent is your
permission letter for further studies in foreign countries or
courses.
▶ The Statement of Purpose is the single most important part of
your application that will tell the admissions committee who you
are, what has influenced your career path so far, your
professional interests and where you plan to go from here.
▶ The SoP is your chance to talk directly to the admissions
committee. To make yourself stand out from among a multitude
of similarly qualified candidates. To convince the committee that
you have the spark, the thirst for knowledge that could add value
to your class.
C.V. & Resume
▪ Curriculum Vitae (C.V.) – is the official letter stating person’s
qualifications, abilities, skills and personal information.
▪ Resume – C.V. used for interviews or job applications.
▪ Must include all Relevant information only
▪ Preceded by a Covering Letter.
▪ Follows a uniform pattern:
• Name and Contact Details
• Academic Qualifications
• Professional Achievements / Educational Accomplishments
• Skill Sets – abilities, qualities, language proficiencies
• Personal Data
• Reference (if any)
Resignation Letter
Points to remember:
1) Reason for resigning – clear and concise
2) Last working date and Notice period (if intending to serve)
3) Details of handover and succession plan – if applicable; else a
separate Report on the same
4) Appreciating the organisation/seniors for opportunities
provided and journey thus far.
5) Apology for mis-conduct (if case may be)
6) Personal contact details for future reference – optional
 Few Reference Links.

1) http://www.careerfaqs.com.au/careers/sample-resumes-and-co
ver-letters
2) http://www.dayjob.com
Commercial Terms used in BC

▶ Official terms or business Jargons.

▶ Professional or technical words
▶ http://www.consp.com/it-information-technology-t
erminology-dictionary
▶ https://www.dataprise.com/it-glossary
REPORT
WRITING
DEFINITION
▪ A report is a short, sharp, concise document which is written for a
particular purpose and audience.
▪ It generally sets outs and analyses a situation or problem, often
making recommendations for future action.
▪ It is a factual paper, and needs to be clear and well-structured.
▪ Reports are more likely to be needed for business, scientific and
technical subjects, and in the workplace.
▪ An essay presents arguments and reasoning, a report concentrates
on facts.
▪ A report is designed to lead people through the information in a
structured way, but also to enable them to find the information that
they want quickly and easily.
 TYPES OF REPORTS
▪ Trip: job-related travel
▪ Progress: status of an activity
▪ Lab: status of and findings from a laboratory experiment,
procedure, or study
▪ Feasibility/Recommendation: studies the practicality of a proposed
plan and recommends action
▪ Incident: documents an expected problem
▪ Investigative: examines the causes behind an incident
▪ Meeting Minutes: document the results of a meeting
▪ Proposal: proposing a new service or product or selling the benefits
of a new offering (also includes title page, cover letter, table of
contents, list of illustrations, abstract, glossary, and appendix)
 STRUCTURE
• Executive Summary - It’s worth writing this last, when you know
the key points to draw out. It should be no more than half a page to a
page in length.
• Introduction - It should touch briefly on your conclusions.
• Report Main Body – It should be split it into sections using
numbered sub-headings relating to themes or areas for
consideration.
• Conclusions – It sets out what inferences drawn from the
information, including any experimental results.
• Recommendations - It suggest how the situation could be improved,
and should be specific, achievable and measurable.
– Incase of financial implications, set them out clearly, with
estimated costs if possible.
• Appendices & Annexures
 STYLE

• The style of each report varies, but consider “conciseness, simplicity,

and highlighting techniques”
• Clarity in content and simple language
• Remember to be concise.
• You may choose to use graphics to illustrate a point.
• Does not always need references and bibliography
• Be aware that using too much data will overwhelm your reader.
 FEASIBILITY REPORT
• Feasibility Report is simply a Business Plan; a detailed study that examines the
profitability, feasibility and effectiveness of a proposed investment opportunity.
• It can be prepared by the prospective investor or consultancy firms who charge fees
depending on the value of the project & how elaborate is the proposed investment.
• The entrepreneur can then decide to accept or reject the project. If the project is viable
and acceptable, the entrepreneur has to estimate initial capital outlay and decide on
where and how to raise the funds.
• The major areas covered by a feasibility study:
1. Introduction
2. Description of the business
3. Market consideration – A preliminary Evaluation
4. Management Team
5. Technical Specifications and Production plan
6. Marketing Plans
7. Examination of the critical risks and problems
8. Financial and Economic plans
9. Evaluation and conclusion
 INVESTIGATIVE REPORT

• Investigators are those who look into events and situations to find
the facts about what happened.
• They ask questions, examine documents, collect evidence and
develop understanding of what must have happened.
• Investigation means lawful search for things or people.
• The goal is to find and communicate the Truth
• An investigative report has many purposes.
– It’s a document that sparks some sort of action based on the official
findings it presents. This could be a termination of employment,
corrective action, implementation of training, counselling, or some
other action taken based on the findings.
– The investigation report is also a record of the steps of the
investigation. It can be used to prove that your investigation was timely,
complete and fair.
– The information contained in the investigation report may be cited in
any legal action, so it’s important that the report is detailed and
accurate, but does not include unnecessary detail that can get the
company into trouble.
– The process of writing the investigation report can sometimes clarify
your thinking and can even uncover additional questions that provide
new insight into a case.
– And finally, the investigation report provides valuable data that can be
used to implement control and preventive measures in your company.