BUSINESS LETTER WRITING

PRESENTED BY

R.SATHISH

18W91E0043
BUSINESS LETTER
WRITING

Formal Business Letter

Less Formal Business letter
Special Situation Business
letter
PARTS OF A
BUSINESS LETTER
 HEADING

◦ Most companies use letterhead stationery

with the company’s logo , name , address and

other contact and identifying information .

◦ If the company does not have letterhead , the

company’s full name and address should be

typed at the top of the page.

 DATE
◦ Letters should always include a date . You enter

dates two to six lines below the heading ,

depending on the length of the letter.

◦ Dateline : Three to six lines beneath the

letterhead , flush left or right. The dateline

contains the month (fully spelled out) ,day, and

year
 REFERENCE
Recipient address: Three to six
lines below the dateline,flush left.
The recipient address is
compresed of:
-Addressee’s courtesy titleand
full name
-Addressee’s business title
-Business name
-Street address
-City,state,and zip code
ADDRESSEE
Your letter should include the name of

the addresses with her title(Ms.Gandang

D.inakala,Dr.Leng go), followed by her

company name and full

address,including the postal code.

SALUTATIONS
The salutations is your greeting.
Most salutations begin with
“Dear” followed by either the
recipient’s first name, or title and
last name. One or two lines below
the last line of the recipient’s
address.
If you use first names in persons,
you may do so in your salutation.
BODY PARAGRAPHS
The opening paragraph should
always state why you are writing.
Then, in a simple and
straightforward mannar, explan
the situation, the solution, the
suggestion. Be as brief as
possible since long complicated
messages often distract readers.
Starts one line below the
greeting. The body of the letter
contains whatever you have say.
COMPLEMENTARY
CLOSING
◦ Always use a complimentary close. It
is a short, polite closing followed by
a comma. When the letter is
impersonal, use ” Yours truly”. If the
letter is to someone above you in
rank, use “Respectfully yours” . If
you personal connection to the
addressee, use “sincerely” or
“sincerely yours”. Two lines below
the last line of the body of letter,
flush left or centered.
SIGNATURE
Four spaces below the close ,
type your full or business name.
In the space in-between, you will
hand write your signature in ink.
Use blank or dark blue ink for
your signature.
FINAL NOTATION
Two lines below your typed
signature. For example, if you’re
sending copies of the letter to
other people , you may type cc:,
followed by the alphabetically
listed names of those receving
the letter.
DO’S AND DON’TS IN WRITING A
BUSINESS LETTER
Shorten your sentences. Aviod
long , flowing, complex sentence
structures
Use first names rather than last
names.
Use exclamation points
occasionally.
Use phrases to replace crisp
words. For example , instead of
the word occasionally, use “from
Use complete sentence. Aviod
sentence fragments such as
“Good to know” or “No surprise”.
End your sentences with periods
rather than letting them trail off
with ellipses, which are
illustrated here…
Aviod slang and contractions.
Rather than “We’re psyched to
meet you!” write “we are looking
forward to meeting you.”
Aviod writing about your kids’
recitals, your existing weekend, and
other personal news
Aviod mentioning anything personal
about your reader. For example,
aviod “Hope you had a good
weekend” and “I heard you had a
good weekend “ and “I heard you
were sick. Hopefully you are feeling
better.”
Include words and phrases that
communicate warmth: happy to,
pleased, delighted, etc.
Aviod the words immediately and
now, which often sound pushy.
After you write a message,
review the beginning to see
whether it includes
unnecessarybackground
information or “Throat-clearing”.
Delete anything that precedes
the real message.
Use complete sentences rather
than “Fine” or “Thanks.”
Aviod quotations after your
signature in email.
Aviod smiley faces ,
unnecessary graphics, and
background wallpaper in email.
Use you, I, and we. Using
pronouns will make your writing
more down to earth and
engaging.
Use last names rather than first
names.
Aviod slang , jargon, buzz
words, and elitist language.
Aviod the passive voice. Use
the active voice and active
verbs. Use full forms. Be brief.
Give short but clear
explanations, instructions,
reasons. Be specific. State the
facts. Be pleasant, positive ,
lively, and encouraging.
POINTS TO REMEMBER
Plan ypur letter before you
start writing to make sure it
says everything you want to
say and says it in a logical
sequence. The layout and
presentation of your letter is
important as they give the
reader the first impression of
the firm’s efficiency.
Ask yourself if the letter
represents your organization in
a correct way. Accuracy is
important. Pay special attention
to titles, names and addresses,
prices and specifications,
enclosures. Ask yourself if the
recipient will understand your
letter quickly. Include just the
right amount of information in
letter (better include too much
than too little).
Use a simple but polite style of
language. Beware of idioms. With
a verey few exceptions, business
corresponding is being word
processed in most places of
business. Your letter should be
clear . Take care with
abbreviations and figures.
The elements of lettershould be
niether too widespread nor too
dense. If will look better. The
format should convey information
clearly and logically, reflecting