Chapter 09

Major media of written

communication-
Business Letter/Memo and Report
 Commercial Letter/Business letter
 The letter that contains business related information
is called commercial/business letter.

 According to Hanson: “The letters which are

exchanged among businessmen in connection with
business affairs are called business letters.”
 Features of business letter
 Simplicity of language
 Definite structure
 Specific purpose
 Relevance
 Accuracy of facts
 Free from errors
 Completeness
 Courtesy
 Understandability
 Use of paragraphs
 Timelines
Functions of Various paragraphs
of Business letter

Function of first paragraph

Function of middle paragraph
Function of final paragraph
Structure of Business Letter
 Letter heading
 Date line
 Reference
 Inside address
 Attention line
 Subject Heading
 Salutation
 Body
 Complementary close
 Signature, Name and Designation
 Enclosures
 Carbon copy
 Identification mark
Various style/ Formats of Writing letter

 1. Indented style
 2. Full block style
 3. Semi block style
 4. Hanging style
Indented style
Full block style
Semi block style
Hanging style
Types/Classification of Letter

 Formal Letter
 Informal letter (Personal/Private letter)
Formal Letter

 Business/Commercial Letter
 Official letter
 Demi-Official letter
 Social letter
Business/Commercial Letter

 Circular letter
 Inquiry letter
 Employment letter
 Recommendation letter
 Order letter
 Complaint letter
 Adjustment letter
 Collection letter
Difference between business and
personal letter

 Nature
 Purpose
 Scope
 Use of structure
 Classification
 Salutation
 Language
 Attachment of enclosure
 Copy
 Official Letter

 “The letter that contains official information and message is

known as official letter.”

 This letter is generally written for conveying various official

messages such as rules, regulations, procedures, orders,
actions, opinions etc.
 Features of Official Letter

 Subjective Matter
 Structure
 Rules and procedures
 Use of languages
 Conciseness
 Legal status
 Use of grammar
 Copy
 Demi Official Letter

 “The official letter that contains some personal information

along with official information is known as demi-official
letter.”
 Features of Demi Official Letter

 Mixed style
 Structure
 Existence of personal relationship
 Language
 Using first person
 Message
 Use of salutation and complementary close
 Copy
Difference between official and
demi official letter

 Purpose
 Language
 Structure
 Copy
 Salutation
 Use of grammar
Meaning of Memo

 Memo is the short and popular form of memorandum.

 Memos are written internal communication which

advise or inform staff of company policies and
procedures.
Meaning of Memo

 Generally, memos are written in the following grounds:

 Issuing order, instruction, advise, policy etc.

 Informing any change of policy to the members of the
organization.
 Giving or seeking suggestions, recommendations or
explanations.
Features of Memo

 Nature
 Nature of the parties involved
 Definite structure
 Formality
 Conciseness
 Mentioning a specific issue
 Expression of courtesy
 Preserving information
Format of Memo

 Headings
 Name of the receiver or distribution list
 Name of the sender
 Subject
 Date
 Message
 Signature
 Enclosure notation
 Copy notation
Difference between memo and letter

 Use
 Scope
 Types
 Formality
 Presentation of message