BUSINESS

AND
COMMERICAL
LETTER

MS-113 | Communication in Organisations

 Learning
Outcome

MS-113 | Communication in Organisations

Business Correspondence
As per Wikipedia,
Business correspondence means the exchange of information in a written format
for the process of business activities.
Business correspondence can take place
between organizations,
within organizations or
between the customers and the organization.
Correspondence refers to written communication between persons.
Hence oral communication or face-to-face communication is not a business
correspondence
MS-113 | Communication in Organisations
 Purpose of Business
Comunication
Business letters are the most formal method of communication
following specific formats.
They are addressed to a particular person or organization.
A good business letter follows the seven C's of communication.
Business communication is very useful for ensuring the
operational effectiveness of any business and can open doors to
new realms of possibilities for the organisation in question.

MS-113 | Communication in Organisations

 Purpose of Business Communication

To exchange Information (Information/Sales/Cover Letter)

To establish Business Relationship
(Customers/Suppliers and other interested parties)
To make an Enquiry (Enquiry Letter)
To place Orders and to acknowledge Orders
(Order/Acknowledgement Letters)
To create Goodwill
(a well-decorated business letter has its own importance in creating a positive image of the
company)
To save Time and Cost
To expand Markets
MS-113 | Communication in Organisations
 Purpose of Business
Comunication
To Confirm information or arrangement (Confirmation Letter).
To Express thanks or congratulations. (Good News).
To Convey bad news (Bad news, messages).
To Complain about the products or services (Complaint Letter).
To answer a complaint (Adjustment Letters).
To introduce and explain products or services. (Purchase Covering).
To recommend someone for a job or post. (Recommendation Letter).
To persuade the receiver to do something. (Collection Letter).

MS-113 | Communication in Organisations

The Three Step Writing Process
The Three-step writing process helps ensure that your communication efforts are both
effective (meeting your audience's needs and getting your point across) and efficient
(making the best use of your time and your audience's time)

MS-113 | Communication in Organisations Source: Business Communication Today [Courtland L Bovee]

 the abcd of letter

a- aCCURACY
B - bREVITY
concise and exact use of
words in writing or
speech.

C - CLARITY
D - DIGNITY Formality with
respect to words and
the way words are
used

MS-113 | Communication in Organisations Source: https://shanoycoombs.com/2016/12/21/what-is-communication/

Characteristics of a Good Business Letter

Simplicity
nsistent
Co
Being Logical &
Coherence
Convincing
Originality
Appearance

MS-113 | Communication in Organisations Source: https://shanoycoombs.com/2016/12/21/what-is-communication/

 ESSENTIALS of a Good Business Letter

Creating goodwill and favourable impressions

Attracting and creating interest
Wooing Customers
Reaching Prospects
building Relationships

MS-113 | Communication in Organisations Source: https://shanoycoombs.com/2016/12/21/what-is-communication/

 Business Letters

Information Letters
PROBLEM LETTERS
sales letter GOODWILL LETTERS
Routine circular
Enquires Offers COMPLAINTS
personal GREETINGS
Orders CONCESSIONS
travel EMPLOYMENT THANKS
Quotations
Payments ACCOUNTS
CONGRATULATIONS
OVERDUE CONDOLENCE

MS-113 | Communication in Organisations

 MAIN PARTS OF A BUSINESS LETTER

Heading
Inside Address (Receiver's Address)
Salutation
Body of The Letter
Complimentary Close
Signature Block
MS-113 | Communication in Organisations
 ANATOMY
OF
A
BUSINESS LETTER

Source: https://www.caminofinancial.com/how-to-write-a-business-letter/
MS-113 | Communication in Organisations
 ANATOMY
OF
A
BUSINESS LETTER

Source: https://qsstudy.com/structure-good-business-letter/
MS-113 | Communication in Organisations
 ANATOMY
OF
A
BUSINESS LETTER

Source: https://www.writingmyessay.com/blog/business-letter-format/
MS-113 | Communication in Organisations
 HEADING
The Headline has two sub-parts:

- Letterhead: Printed Stationery that business houses use for their inter-
organisational communication.
Includes Company's name, logo, address, website, contact details etc.

- Dateline - Writing the date is important in all types of letters.

The date line is used to indicate the date the letter was written. [Mentioned one
line below the last line of the upper part]
MS-113 | Communication in Organisations
 INSIDE ADDRESS
- It consists of the receiver's courtesy title, the receiver's name, professional title,
department name, company name, the receiver's street address, city, state, pin code etc.
SALUTATION
- It is the message greeting. It is worded to complement the first line of the
mailing address.

BODY OF THE LETTER

Contents of the body are so planned that there is a clear introduction, the main body, a
line seeking action/response, and a closing section with a phrase like - 'Thank you for
your time and attention OR 'We are at your service all the times'
MS-113 | Communication in Organisations
 COMPLIMENTARY CLOSE
It ends the message. The degree of formality used in the complimentary conclusion
depends on the relationship b/w the sender and the receiver.
SIGNATURE BLOCK
- It contains the writer's signed name, written/typed name and title.
- It is signed in the space between the complimentary close and the written/typed name.

ENCLOSURE [IF ANY]

- If you have enclosed any documents along with the letter, such as a resume, you
indicate this simply by typing Enclosures one line below the closing. As an option, you may
list the name of each document you are including in the envelope.
MS-113 | Communication in Organisations
Depending on the organisation's culture, letters can be written in
different formats and styles, however, the commonly used letter
formats are:
Full Block Format - Part of the letters are aligned at
the left margin.
Sequencing:
Return Address Body of the Letter Reference Initials
Dateline Complimentary Close
Inside Address Signature Block
Salutation Printed Name
Subject Line Enclosure MS-113 | Communication in Organisations
MS-113 | Communication in Organisations
Modified Block Format -

In this format, your return address, dateline, complimentary close,

signature block, and printed name are all indented to the right half of the
page.
However, how far you indent is up to you. As long as the heading and
conclusion are lined up, use your own discretion and make sure it looks
presentable.

MS-113 | Communication in Organisations

Modified
Block
Format

Source: Business Communication by Shalini Verma

MS-113 | Communication in Organisations
Modified
Block
Format

Source: Business Communication by Shalini Verma

MS-113 | Communication in Organisations
Semi-Block Format -

In this format, your address, the date (the date can actually go on either the left
or the right side), the closing, signature, and printed name are all indented to the
right half of the page (how far you indent is up to you as long as the heading and
conclusion are lined up).
The first line of each paragraph is always indented.
The indentation of the first line of each paragraph is the only difference between
the semi-block and the modified block formats.

MS-113 | Communication in Organisations

sEMI-bLOCK (INTENDED)
Format

Source: Business Communication by Shalini Verma

MS-113 | Communication in Organisations
sEMI-bLOCK (INTENDED)
Format

Source: Business Communication by Shalini Verma

MS-113 | Communication in Organisations
MS-113 | Communication in Organisations