Business letter

A business letter is a letter written in formal language, usually used

when writing from one business organization to another or for
correspondence between such organizations and their customers,
clients and other external parties.
The overall style of letter will depend on the relationship between the
parties concerned

Types of business letter

1. Letter of inquiry
2. Letter of claim/complaint
3. Letter of application
4. Letter of approval dismissal
5. Letter of recommendation
6. Letter of promise

Parts of business letter

1. letterhead
At the top of the sheet
The information about the organization’s identity
2. The date of the letter

3. The inside address

It is always on the left margin
 4. The greeting/salutation
It depends on the relationship with the recipient
Dear name
Dear Madam/Sir
Dear Sales Manager, etc

5.The subject line (optional)

6.The Body Paragraph

7.The Complimentary Close

Dear Sir or Madam must end Yours Faithfully
Dear…must end your sincerely

8.Signature and writer’s identification

9.Initials,enclosure, copies
Style
 Block style
All on the left

 Semi block style

Date on the right
Beginning of the paragraph
Complimentary close on the right

 Modified block style

Date on the right
All on the left
Complimentary close on the right

 Starting your letter

1. Making reference to previous contact

I am (We are writing) regarding
 Your inquiry about….
 Our phone conversation…..
 In reply to your request…..
 Thank you for contacting us…..
 2. Contacting the recipient for the first time
I am (we are) writing to
 Inform you that….
 Confirm…..
 Inquire about….
 Complain about…..

3. Making a request
We would appreciate it if you would….
I would be grateful if you could…..
Could you please send me…..
Could you possibly tell us……
It would be helpful if you could send us….

4. Offering future assistance

If you require more information, please let us know
Please do not hesitate to contact us if you need any further assistance

5. Referring to future contact

I am looking forward to hearing from you soon
We are looking forward to meeting you on 21 January
We would appreciate your reply at your earliest convenience