Business Letters

What are Business Letters?

Abusiness
letteris
usually
aletterfrom
onecompanyto
another,
or
between
such
organizations and their customers,
clients and other external parties.

Purposes of Business Letters

To convey a message.
To give essential information.
To elicit a response
To give an impression of the
organizations goal, name and
reputation.

Characteristics of a Business
Letter

The business letter must elicit

response from readers.
It must give the impression of
goodwill.
It must exude courtesy and sincerity.
It must reflect careful organization
and attention to every detail.

A good business letter is one that is able

to achieve its purpose. It is one that has
the following basic elements:

Clarity
Conciseness
Consideration
Courtesy
Concreteness
Cheerful
Correctness
character

Techniques in Writing Business

Letters
1.
2.

3.

Jot down ideas or phrases you want

to include in your business letter.
If you have a lot of material, write a
formal outline before drafting your
business letter.
Brainstorm. List as many idea as
you can.

Your business letters represents you and

your company.

Avoid using slang language or

sounding too casual in a business
letter.
Avoid language that is overly stiff and
formal.
Avoid cliches.
Organize your letter in a clear, logical
manner.
Be courteous.

Parts of a Business Letter

Heading
Date
Inside Address
Salutation
Body
Complimentary Close
Signature
End of Letter Enclosure

Format of a Business Letter

Full Block Form

This style is efficient
for the writer is not
bothered to indent.

Semi Block Form

This type is different

from the block from only
on one aspect the indention
of the paragraphs opening.
Lines which begin new
paragraphs should be
uniformly intended
either for 5 or 10 spaces.

Block Form

All lines of the heading and

inside address are blocked. All
paragraphs begin flushed to the
left margin of the page. The
complimentary close usually
aligns with the datelines. The
signature is blocked with the
complimentary close.

Hanging Style

The heading, the inside

address and the signature
conform with the block
style. Paragraph beginnings
align with the left hand
margin of the page.

Types of Business Letters

Formal Invitations and Replies
Notices of seminars, conferences, commencement
exercises and other speaking engagements are usually
sent to concerned individuals and to prospective
participants. Formal invitations should bear the following:
The occasion
the purpose of the occasion
The audience and participants
The theme of the occasion
The time, data and venue of the activity
Examples: Invitation to a lecturer, Invitation to
participate in a Seminar

Reply Letter
It is only right and ethical to respond every time
someone sends you a letter. Whether the answer is
favorable or unfavorable, the recipient should respond.
The writer should be meticulous about whatever is the
response; sincerity is a necessity.
Two types of reply letters:
1. Acceptance letters This is written to indicate
availability and acceptability of the offer or request
by the recipient.
2.

Rejection Letters In case the invited person is not

available, he should write a letter back to the sender
to let the latter know his reply.

Letters Seeking Information and

Assistance
The purpose of a letter seeking information is to
obtain detailed information inasmuch as you are
asking the recipient to spend some time
researching and gathering information.
A letter seeking information and assistance
must possess the following characteristics:
It must state the need for the information.
The overall tone of the letter must be courteous
or tactful.
It must be specific and concise and must omit
unnecessary details.
It must show appreciation.

Letters Giving Information

Suggestions in writing a letter that gives
information:
Give the reply as soon as possible.
Give the complete information.
Be polite.
Assure assistance.
The sender of the letter is eager to know the
answers to his query. As much as possible, the
receiver should empathize with the senders need
for information.
This type of letter should assure the render of
assistance he will extend and that complete
information will also be given.

Types of Letter that Give Information

A letter granting a favor
- emphasize your willingness to grant the favor
and give him the needed information.
A letter refusing a request
- says no in a polite and positive manner.
A letter in response to an inquiry that is not clear.
- it is worthwhile to acknowledge the receipt of a
letter of inquiry though it is unclear.
A letter in response to an inquiry that requires
very long answers
- a letter asking for information.

Reply Letter to an Inquiry or

instruction Letter
This is a letter to reply to an inquiry
or an instruction letter.
Two types of reply letters:
1. Letter granting information
2. Letter of refusal to grant the
information sought.

Sales Letter
It is written to sell goods, services,
proposals or ideas.
Several approaches to writing sales
letters:
1. Attract attention
2. Arouse interest
3. Create desire
4. Compel or stimulate action

Order letter
a letter made in purchasing goods,
services or ideas.
Observe the following:
1. Description of the merchandise or
goods.
2. Place and date of the shipment.
3. Method of payment.
4. Method of shipment.
5. Credit references.

Application Letter
it is a typical example of a sales letter since
you are selling your service or qualifications to
the employer. It is a letter written seeking for a
job.

* An application letter is usually

accompanied by a biodata or resume.
Resume/Biodata
this is a brief summary of your work
experiences and achievements, educational
background and personal qualifications.
How to Prepare a Resume
1. Keep your resume as short as possible.
2. Include a heading on the second page giving
your name and the page number if you use
two pages.
3. Type your resume perfectly.

Parts of a Resume