BUSINESS LETTER AND ITS

STYLES

Submitted by:
Prashant Nair
Roll no.29
S-1 MBA
 Business Letter

 It is a communication of information on matters of trade and

commerce.

 Modern improvement in communication and growth of

commerce and industries has enhanced their usefulness.

 Objective of business letter is not just to inform the reader but

to influence his attitude and action and to achieve desired goal.
 Characteristics of Business letters

 Correctness
 Clarity
 Conciseness
 Courtesy
 Length
 Beginning and End
 Paragraphing
 Tips for good letter writing

 Provide all information clearly while keeping in mind

to whom you are writing, so that there is no guessing
on his part.
 Reply according to the attitude of the incoming letter.
 Be clear, courteous and precise. Avoid ambiguity.
 Be as polite and polished as possible.
 Avoid monotony and dryness, introduce variety.
 Revise the letter before closing it.
 Layout of business letters

 The appearance of letter reveals the character of

writer and organization to which he belongs.

 Letterhead, preferably printed or engraved, should

contain the name, nature and address of the company.

 Attention to be paid to structure, layout and form.

 Parts of business letters

 Heading
 Date
 Inside address
 Salutation
 Subject
 Body of letter
 Complimentary close
 Signature
1.Heading …………………………………..

2.Date ……………….
3. Inside address
………………………………
………………………………
4. Salutation
………………………
5. Subject
…………………………
6. Body
………………………………………………………………………………………
……………………………… ……………………
7. Comp. close
…………………
8. Signature
.….…………….
 Heading (Letterhead & date)
 It is usually printed, showing the name and address.

 The date is typed two spaces below the last line of the letterhead. The
exact position of the date depends on the design of the letterhead and
the style of the typing.

 If the heading not printed, it must be typed in the upper right-hand part
of the letter sheet, with at least an inch margin at the top and to the
right.

 The words avenue, street, etc., are not abbreviated.

 Inside address

 Full address of the person or organization to whom

you are addressing should be written two spaces
below level of date.
 While addressing a firm ‘Messrs’is used before the
name.
 Reference number of organization you are writing to
should be written exactly.
 Salutation

 Placed two spaces below the inside address, flush

with left hand margin.
 A colon(:) follows the salutation except in open
punctuation.
 Choice of salutation depends on the personal
relationship between reader and writer.
 Common used salutations are Dear Mr., Mrs. or Ms
 Subject and body of letter

 Purpose of subject is to let the reader know the

message immediately.
 Typed in double space between salutation and first
line of the body of letter.
 The body of letter must contain organized and
arranged material.
 Opening part must draw attention of reader.
 Middle part should contain the main idea of letter.
 Closing includes the action desired from the reader.
 Complementary close and Signature

 Placed two spaces below the last line of body of letter

towards the right margin.
 Signature comes below complimentary close and is
signed name of writer.
 Name is typed below the signature.
 Styles of Presentations

 Different styles are followed by business concerns.

If we have opportunity to select, then we have:

 Indented style
 Block style
 Complete block style
 Semi block style
 Hanging indented style
 Indented Style

 First line begins at margin and subsequent lines begin

five spaces away from beginning of previous line.
 A coma follows each line and a full stop after last
line.
 Requires more time to type.
 Closed punctuation is used.
 Indented Style
SRK TRADE LINKS
320 C, New Delhi- 634228
17 October, 2009
The Rural Service Co-op Bank,
550, Peace Lane,
New Delhi- 611306.

Dear sir,
We are happy that you have agreed………………………………………..,

…………………………………………………………………………,

…………………..
Yours faithfully,
xyz
Secretary
 Block Style

 The date line, complementary close and the

signature are aligned with the right margin.
 All parts except letterhead are flushed to left.
 Division between paragraph is shown by double
spacing.
 Saves time as all paragraph and most of part are
aligned with left margin.
 Block Style
BHARAT ALUMINIUM COMPANY
303, JEHANGIR ROAD
Ahmedabad- 380003
10 September 2009
The General Manager,
Shashi Cement Company,
New Delhi.
Dear Sir,
----------------Body of Letter----------------------------------
--------------------------------------------------------------------
Your’s Faithfully
XYZ
Purchase officer
 Complete block style

 All parts of letter except letterhead are aligned with

left margin which is printed
 Open punctuations are used.
 Looks neat & takes less time to type as there is no
indentation.
 SOORAJ BOOK DEPOT
Mangalore- 641206
2 July 2009

The Finance manager

Chennai Book Centre
Chennai- 614011

Dear sir,
We are very glad to ………………………………………………………………
………………………………………………………………
The consignment has been………………………………………………………..
………………………………………………………………
We hope that goods will………………………………………….........................
………………………………………………………………
Your’s faithfully
Abc
Store manager
 Semi-Block Style

 Alike the block style except that the paragraph of the

letter is indented.
 Mixed punctuation is used.
 Users say that it is easier to read paragraphs
beginning with indented line.
 RAGHAV CREAM SUPPLIERS
Chennai- 670136
2 June, 2009
The Purchase Manager,
Cream Centre,
Palakkad- 614028.
Dear Sir,
We thank you for
----------------------------------------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------
We can however
--------------------------------------------------------------------------------------------------------------------------------------------------
We enclose a catalogue
-----------------------------------------------------------------------------------------------------------------------------------------------------------
-
Your’s Faithfully
abc
Managing director
 Hanging indented Style

 First line of each paragraph is started from left

margin.
 Remaining lines are written four to five spaces after
the starting place of first line.
 Its appearance is unusual.
 BEAUTY TRADERS
Kovai Road, Nemmara- 637413
2 June 2009
The Purchase Officer
Consumer’s Stores
14-c Mumbai- 607308
Dear Sir,
We are sure that you
-----------------------------------------------------------------------------------------------------------------------------
These products are
-------------------------------------------------------------------------------------------------------------------------------------
Now we are offering
--------------------------------------------------------------------------------------------------------------------------------
Your’s faithfully
abc
Manager
 Important point of impressive letter writing.

 Effective letter writing

1. External appearance of a letter attracts a
businessman not impresses him.
2. He is impressed by the art of our letter writing.
3. Letter writing is the most beautiful medium of
expressing one’s thoughts
 Reference

 R.C. Sharma;Krishna Mohan, Business Correspondence and Report

Writing, Tata McGraw-Hill Publishing Co. Ltd.
THANKS