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BUSINESS LETTER WRITING

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LETTER
A letter is a written or printed message
addressed to a person or persons, usually sent
by post or messenger.

It is an addressed document of legal, formal or

informal kind for various purposes.
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THINGS TO CONSIDER WHILE WRITING

LETTER
1. Do not offer misleading information.
2. Do not make promises which you do not have
authority to keep.
3. Do not make untrue, damaging or allegation
because a letter is a permanent record and
proof of intention.
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STANDARAD ELEMENTS OF A LETTER

1. Letter Head/ Heading.
2. Reference.
3. Date.
4. Receiver’s Name and Address. (Inside Address)
5. Salutation.
6. Subject
7. Main Body.
8. Complementary Close.
9. Signature.
10. Sender’s Name and Designation.
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BUSINESS LETTERS
A business letter is a written communication
addressed to a person or organization, by a
person or organization for specific business
purpose
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TYPES OF BUSINESS LETTERS

1. Application letter.
2. Complaint letter.
3. Request letter.
4. Order letter.
5. Sales letter.
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PURPOSES OF BUSINESS LETTERS

1. Requesting and providing information. (Information,
Sales Covering Letters).
2. Ordering goods or services. (Order Letters).
3. Acknowledging the order. (Acknowledgment Letter).
4. Confirming information or arrangement.
(Confirmation Letter).
5. Expressing thanks or congratulations. (Good News).
6. Conveying bad news. (Bad news, messages).
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PURPOSES OF BUSINESS LETTERS

(Continued)
7. Complaining about the products or services.
(Complaint Letter).
8. Answering a complaint. (Adjustment Letters).
9. Introduction and explaining products or services.
(Purchase Covering).
10. Recommending someone for a job or post.
(Recommendation Letter).
11. Persuading the receiver to do something. (Collection
Letter).
 A Letter Sample
Sender’s address/Business
Bredgade 51 DK 1260
Letterhead Copenhagen K. DENMARK

Date November 27, 2013

Inside address Soundsonic Ltd.

25 Warwick House, Warwick Street,
Forrest Hill,
London SE23 1JF UNITED KINGDOM

Attention line For the attention of the Sales Manager

Subject title Quadraphonic sound systems

Salutation Dear Sir or Madam,

Body of Please would you send me details of your quadraphonic sound systems which were advertised in the
April edition of Sound Monthly.
the letter I am particularly interested in the Omega range of equipment that you specialize in.
•Looking forward to hearing from you

Complimentary close Yours faithfully,

Signature B. Kaasen (Ms)

Title (p.p.) Production Manager

Enc. : Bill of loading (5 copies

Bill of exchange (1 copy)
Encl.:
Copies c.c. Messrs. Poole & Jackson Ltd. Solicitors
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FORMATS OF BUSINESS LETTERS

1. Full Block Format.
2. Semi-Block Format.
3. Block Format.
4. Modified Block Format.
5. Simplified Format.
6. Memo Format.
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FULL BLOCK FORMAT

• Open punctuation.
• Begins from left side.
• Indenting is not required.
• One line is left between paragraphs.
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MEMO FORMAT
• Inter-office, institutional or organizational
communication.
• Informal internal communication.
• Formal External Communication.
• For inter-office purposes, leave out the “Dear” Salutation
and “Yours truly” Complimentary Close.
• Initial the memo to the right of your name.