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Business

Correspondance

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Correspondenc
e
Business correspondence is an
instrument of decision making in the
business world.
Business Correspondence is a link
between people.
It helps to reinforce professional
exchange of ideas, opinion and
information.
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Function of a Business
Letter
To provide a convenient and
inexpensive means of
communication without personal
contact
To seek or give information
To furnish evidence of transaction
entered into
To provide a record for future
reference
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Kind of a Business Letter

Personal Letters
Non- Personal Letter

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Non Personal Letters


Business Letters
Enquiries and replies, orders, their
execution, credit and status
enquiries, complaint and adjustment,
collection letters.
Circulars letters, Sales letters
Bank correspondence, insurance
correspondence, import export
correspondence, agency
correspondence.
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Business Letters
Application letter , interview letters,
reference letters ,letters of
appointment, confirmation letter,
promotion letter, retrenchment,
resignation.
The correspondence of a company
secretary, correspondence with
central government
Letters to press
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Classification of Business Letters


Official Letters
Demi-official Letters
Internal Letters
Form Letters
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Official letters are written to


government or semi government
bodies
Demi-official letters are official in
purpose but are addressed to a
name.
person
Internalby
letters
or memos are used
both in government offices and
business houses for internal
communication
Form letters are used for
correspondence of recurring or
routine nature. They are used in case
of acknowledgements, reminders,
interviews ,notices, appointments
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FACTORS IN WRITING BUSINESS


LETTERS
1. Subject (know what you are writing
about)
2. Audience ( know who are you writing
for)
3. Purpose (know why you are writing)
4. Organization and style (know how
you are going to write) The basic
organization for the body of a
business letter follows.

Parts of the Body


Part 1 of the body.
State your purpose.
Part 2 of the body.
Explain what you want to happen or explain the
information you have.
Part 3 of the body
Request a dated action, conclude or thank
the reader for his response.

SEVEN Cs of Effective
Communication
CLEAR
CONCISE
COMPLETE
CONCRETE
CORRECT
COHERENT
COURTEOUS

QUALITIES OF A GOOD BUSS.


LETTER
1. INNER QUALITIES
- ACCURACY
- CLARITY
- COMPLETENESS
- COURTESY
- NEATNESS
- RELEVANCE
- SIMPLICITY

2. OUTER QUALITIES
- QUALITY OF PAPE
- COLOR OF THE PA
- SIZE OF THE PAPE
- FOLDING OF LETT
- ENVELOPE

Structure of Business Letter

Heading
Complimentary
Date line
Close
Reference Line
Enclosures
Inside Address
Copy Distribution
Subject
Reference Initial
Attention Line
Post Script
Salutation
Body
Opening or Introductory Paragraph
Middle or Main Paragraph
Closing or Concluding Paragraph

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Heading

A business letter is generally typed on


printed letter head. This contains the
writers full address, the telephone no.
E-mail, telegraphic address
trademark, registration no.
establishment year. Business letters
usuallyhave preprinted, letterhead
stationarywhich contains
thisinformation. Anaddressheading
is optional for informal letters.
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Date Line
The date may be written in any of
the following ways 16th May 2010
16 May 2010
May 16, 2010

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Reference number
Reference number enables replies to
be linked with the earlier
correspondence and the letter
reaches to the right person without
delay.
Example- Tata/sales/2010/56
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Inside Address
This is typed below the dateline, singlespaced and flush with the left margin.
This part contains the name of the
receiver and his position / title,
company division, department, mailing
address and zip code.
Example:
Dr. Carmen Tan, President
University of San Pablo
San Pablo, Laguna
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Inside Address
Atty. Arturo R. Roxas
Citizens Lawyer, Legal Division
Citizens Legal Assistance Office
San Marcelino St., Manila
Mrs. Rosalinda R. De Lima
Mrs. Ma. Lourdes R. Saldo
SML Department Store
Malate, Manila
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Inside Address
M. Louise R. Ramos
Direct Sales Department
Prudential Life Insurance Company
Buendia Avenue, Makati City
Philippine National Bank
Accounting Department
Port Area, Manila

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Subject Line
The purpose of subject line is to let
the reader know immediately what
the message is about. Like reference
and attention line it saves time. The
subject can be written before as well
as after salutation.
Subject- Supply of raw material
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Attention Line
To elicit prompt response sometime a
letter which is addresses to an
organization and company is marked
to the attention of a particular officer
by name or designation.
Attention: The sales officer
Or
Kind Attention: Mr. A.K.Mathur, Sales
officer
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Salutation
Salutation in a letter is like greeting a
a person when you met him.
Dear Mr. Peralta:
Dear Dr. Guzman:
Dear Ms. Nacion:
Dear Sir:
Dear Madam:
Gentlemen:
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Body
Introduction
The letter should open with expression
of pleasure, acknowledgment, or with
reference to the action' you have
taken in response of the reader's
previous letter, if any
Many thanks for your order of 25th
July..
We thank for your enquiry...
With reference to your letter no.
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Body
Main Paragraph
This paragraph contains the subject
matter of the letter. It should be brief
and to the point, but care should be
taken to see no relevant details are
omitted from it.

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Body
Closing Paragraph
The closing paragraph should be brief. It
should be like natural and logical
outcome of the main paragraph,
motivating the reader to act. It may
take the polite wish, special thanks.
We look forward to our next meeting.
We thank you for your trouble
We hope to hear from you soon.
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Complimentary Close
The complementary close is a
courteous leave taking, polite way of
ending the letter.
Yours Cordially
Sd/(Ms.S.Kaur)
CEO
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Complimentary Close
Study the following examples:
(from formal to less formal)
Very truly yours, (formal use)
Respectfully yours, (for respect or special
consideration)

Sincerely yours, (for friendly contacts)


Cordially,
(for personal acquaintance)
Sincerely, (in most cases or general situation)
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Enclosures
If you enclose anything with the
letter you should indicate it against
the enclosure line:
Encl1. Catalogue
2. List of Dealers
3. Price List
4. Quotation
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Copy Distribution
If copy of the letter is to be sent to
others for their information, this is shown
at the bottom left side of the letter with
name(s) of the person to whom the copy
is sent.
cc:
1.Mayor IMC
2.Commissioner IMC
3.Ward Member
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Reference Initial
It is now customary to put the initial of
the of the person dictating the letter
and the person typing it towards the
end of the letter near the left hand
margin.
1. SB AKS
4.SB-AKS

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2. VST:rls3. VTS/rls

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Post Script
If we forget to mention some necessary
information in a letter, than we can add one or
two lines through post script.
PS : New rates would be implemented from 21
June 2010
P.S. Dont forget to call me for details
Note: except for sales letter, this PS should be
avoided. The writer shows that he/she wrote the
letter w/o any plan.
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FORM

Choose a font that is easy to read.


1 to 1 inch left and right margins.
1 to 1 inch top and bottom
margins.
Present information
completely
concisely
professionally

Be consistent block or modified


block.
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RULES OF THUMB
AVOID ABBREVIATIONS EXCEPT FOR STATES
AND TITLES.
(Mr., Mrs., Ms., etc. FL, NJ, OH)
PLACE A SINGLE WORD TITLE AFTER THE
NAME SEPARATED BY A COMMA.
Mrs. G. DeGraw, President
PLACE A LONGER TITLE ON A SEPARATE LINE.
Mrs. G. DeGraw
Executive Director of Safety
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Example
M.R.ENGINNERING WORKS
46-B Mathura Road
Faridabad , Haryana
Your Ref: NTPC/PUR/2010/95
Our Ref :MREW/SALES/2010/72
The General Manager
National Thermal Power Corporation
Badarpur, Delhi
Kind Attention: Shri S.C. Sharma, Asst Works Manager
Subject : Your order No.1245 dated 12 May 2010
Dear Sir,
Thank you very much for your letter No. NTPC/PUR/2010/95 dated 12 May 2010. We are glad that
you have sent an order for the machine tools.
The work on your order would have started by now, but I regret to say that two of our drawing
accompanying the order are not quite clear. These drawings are enclosed.
Kindly Send the fair copies of the drawing through a courier so that we may start the work without
any delay.
With Regards.
Yours
Sd/( Mahesh Malhotra)
Proprietor
Enc l: Two Sheets of Drawings
Cc : Account Department
PS : 12 %Vat tax would be included on each order.
RK/MM
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REVIEW
PARTS OF A PERSONAL-BUSINESS
LETTER:
Return Address (includes DATE)
Inside Address
Salutation
Body
Complimentary Close
Reference Initials
Enclosures (if any)
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BLOCK versus MODIFIED


BLOCK
BLOCK
All parts of the
letter begin at
the left margin.
Paragraphs are
NOT indented.

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MODIFIED BLOCK
The heading and
complimentary
close begin at
the center of the
page.
Paragraphs ARE
indented.
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De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Bian, Laguna

May 23, 2005

Mr. Julio G. De Leon


Executive Director, AON Philippines
Suite 4, Strata 2000
Ortigas Ave., Manila
Dear Mr. De Leon:
In anticipation of the upcoming study of existing health card policies, to be
conducted by AON Philippines, you might find it useful to know the case of De La
Salle-Canlubang regarding its present health care provider.
De La Salle-Canlubang is relatively isolated in this area of Laguna, and therefore
the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare
Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.
We hope that this matter would be considered by the agency in the administration of
the health card policy review. Thank you.
Sincerely,

Arnulfo P. Azcarraga
Executive Vice President
/jdv

De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Bian, Laguna

May 23, 2005

Mr. Julio G. De Leon


Executive Director, AON Philippines
Suite 4, Strata 2000
Ortigas Ave., Manila
Dear Mr. De Leon:
In anticipation of the upcoming study of existing health card policies, to be
conducted by AON Philippines, it might be useful for you to know the case of De La
Salle-Canlubang regarding its present health care provider.
De La Salle-Canlubang is relatively isolated in this area of Laguna, and
therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed,
Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.
We hope that this matter would be considered by the agency in the administration
of the health card policy review. Thank you.
Sincerely,

Arnulfo P. Azcarraga
Executive Vice President
/jdv

De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Bian, Laguna

Date:

May 23, 2005

To:

Mr. Julio G. De LeonDirector, Human Resource Department

From:

Arnulfo P. Azcarraga, EVP

Subject: Reconsideration of Health Care Provider


In anticipation of the upcoming study of existing health card policies, to be
conducted by AON Philippines, it might be useful for you to know the case of De La
Salle-Canlubang regarding its present health care provider.
De La Salle-Canlubang is relatively isolated in this area of Laguna, and therefore
the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare
Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.
We hope that this matter would be considered by the agency in the administration of
the health card policy review. Thank you.

/jdv

123 Pine Street


Oak Ridge, NJ 07438
October 30, 2005

turn Address

ABC Company
345 Spruce Street
Whatever, IL 01233

side Address

Dear Mr. Brown:


Insert the part of the body of the letter here.
The body of the letter should tell something
about what you hope to convey.
It should also have a closing paragraph in it.
There should be at least two sentences per
paragraph.

Body

Salutation

plimentaryMrs.
Close
DeGraw
Sincerely,

Mrs. DeGraw, Chairperson

eference Initials
Enclosure(s)
/ged

Enclosure

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hat are the types of business letters?

- Personal Business
Not on Letterhead
Contains your typed return
address
- Formal Business
Typed on Letterhead
Letterhead
Already contains your
agencys return address
You dont retype it

e difference of using To line or For li

o: when the writer is addressing to


his subordinates or those who have lower
ositions than him.

For: when the writer is addressing to


is superior or one who has higher
ositions than him.

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