Business Letter Writing

Business letter
A formal written document through which companies try
to correspond with their customers, suppliers, bankers,
shareholders, and others.
Business letters are written for various purposes such as:
 Informing
 Congratulating
 Requesting
 Ordering
 Enquiring
 Complaining
 Making an adjustment
 Applying for a job, and
 Selling a product etc.
 Points to remember:
Plan your letter before start writing.
The layout and presentation of the letter.
Typed & printed out on standard 8.5 * 11-inch
white paper.
Accuracy is important.
Understandable.
Specific, accurate information.
Simple & Polite style of Language.
Clear.
 Composing a business letter requires
attention to the following details

The Purpose
 Objective should be presented in a clear & concise way.

The Audience
 The Audience analysis

The Context
 The background of composition & the circumstances.

The Technique
Important considerations: Tone, Professionalism, and
Courteousness
 Elements of a business letter
Standard Elements Additional Elements
Letterhead or Return Address notation,
Address, Attention line,
Date Line,
Subject line
Inside Address,
Reference initials,
Salutation,
Body or Text Enclosure line,
Complimentary Close Copies line,
Signature Mailing notation,
Postscript.
 Tips
The elements of a letter should be neither too
common nor too intense.
If your letter is brief, use larger fonts. It will
look better.
The format should convey information clearly
and logically, reflecting your organization’s
style.
 Elements of Structure: Letter
1. Letterhead 9. The body of the Letter
2. Date 10. Complimentary close
3. Confidential or 11. Signature
personal notation 12. Name and
4. Inside Address title/identification
5. Attention Line initials
6. Subject Line 13. Enclosures notation
7. Reference Line 14. Copies line/ notation
8. Salutation 15. Postscript
1. Letterhead
 Letterhead
A letterhead, or letterheaded paper, is the heading at the top of a sheet of
letter paper . That heading usually consists of a name and an address,
and a logo or corporate design, and sometimes a background pattern.
It includes the return address
A good letterhead should be:
 Readable, informative and attractive BUT not too attention occupying
Mandatory elements:
 Firm name,
 Address (including zip code and area code)
 Telephone number, email
 Website link
Optional elements:
 A logo,
 The executive’s name and title,
 A list of board directors or other governing bodies.
Letter head: for job application letter
Sender’s address
Left hand
....One line space..... margin
Receiver’s
address
 2. Date
The date is written bellow the sender’s address, sometimes
separated from it by a space.

Two most common forms:

November 27, 2009 (AmE)
27 November 2009 (BrE)

The month is never abbreviated, the day is never spelled

out, and endings for numbers (27th) are not usually used.

The shortened date can also be used:

11/27/2009 (AmE)
27/11/2009 (BrE)
 3. Confidential or Personal notation
Example:
Private & confidential

Below the date but above the address of the

person you are writing to (recipient)
Between the date line and the inside address.
The same notation should be put on the
envelope.
 4. Inside address
The address of the recipient:
Soundsonic Ltd.
25 Warwick House, Warwick Street,
Forrest Hill,
London SE23 1JF
UNITED KINGDOM
Always on the left and single spaced.
The recipient’s name (if stated) is followed by the
company’s name, the department or division, the street
address, city postal code and country
If one of the lines is very long, put half of it on the next line,
indenting two or three spaces.
 Inside address contd....
While addressing a firm, Messrs is used before the
name.
Messrs: plural of Mr.
Eg: Messrs M. B. Sons
33/2, Cristal palm, New Delhi
In case of limited/incorporated company (Inc. is a
separate legal entity from the person or people forming
it), write the receiver’s name and designation
Eg: The General Manager or
Mr. Pankaj Kumar
The chief Account Officer
 Recipients
The recipient’s name (if stated) and the title are
separated by a comma
The title can be below the name or omitted.
If you are writing to more than one person, make a
list of the names in alphabetical order.
 5. Attention line

Attention is followed by the name of the individual

or department
The attention line is placed 2 spaces below the last
line of the name and address of the addressee
Left margin or centre margin
Eg: Attention Mr Dilip Dewan
 6. Subject title
Example:
SUBJECT: Quadraphonic sound systems

The subject title

 Provides a further reference,
 Saves introducing the subject in the first paragraph,
 Immediately draws attention to the topic of the letter,
 Allows the writer to refer to it throughout the letter,
 Quickly identifies the purpose of the letter,
 Should be less than one line/one or two words.
 7. Reference line
Example:
Ref No: 99887/09

References indicate what the letter refers to (Your Ref.)

and the correspondence to refer to when replying (Our
Ref.).
When referring to an order number or to a reference
number used by you or your recipient, make sure you
quote all references accurately.
It can be placed as an alternative of the subject title.
 8. Salutation
Example:
Dear Sir,
Dear Sirs,
Dear Madam,
Dear Sir or Madam,
Dear Mr. James,

Should be written below the address and with a space of

one or two lines before the body of the letter.
It is followed by a comma (,) or a colon (:), which is
optional
 9. Body of the letter
Skip a line between the greeting and the body and also between the
body and the close

Body Deals with:

 how much information to give,
 how to plan a letter,
 what sort of style to use,
 how to make a letter as clear, informative and accurate as
possible.

Length
The length depends on:
 the subject of the letter
 the style and the language used.
The right length includes the right amount of information.
 Sequence
All the necessary points should be made in a logical
sequence
Each piece of information linking with the previous one in
a pattern that can be followed.
SO, put the ideas and information in logical order.
 Style
Use effective language.
Avoid 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.
Use the word “you” in the opening sentence, but avoid using
too many “you”-s in your letter.
“I”-s should be used when you are speaking about yourself.
“We”-s should be used when speaking on behalf of your
company or a group of associates.
 First paragraph:
State the main idea in the first or second sentence of your
letter.
These sentences should catch the reader’s eye and get him
to react to your letter.

In the first paragraph you will:

Thank your correspondent for his letter (if replying),
Introduce yourself and your company if necessary,
State the subject of the letter, and
Set out the purpose of the letter.
 Second paragraphs:
It is the main part of the letter

It is concerned with :
Points that need to be made,
Additional information
Answers you want to give or
Questions you want to ask.
 Final paragraph:
When closing the letter ….

Thank the person for writing, if you reply.

Encourage further enquiries and correspondence,
Mention that you look forward to be hearing from the
person soon.
Important issues from the previous paragraphs may be
restated.
 10. Complimentary close
Example: Yours sincerely, Yours faithfully,
Yours truly, Truly yours,

If the letter begins Dear Sir, Dear Sirs, Dear Madam, or
Dear Sir or Madam, it will close with Yours faithfully.

If the letter begins with personal name (Dear Mr. James),
it will close with Yours sincerely.

Leave one line between the body of the letter and the
complimentary close.
 11. Signature
The signature block consists of your typed name, your
handwritten signature and your position in the firm.
Skip 2 lines after complementary close,
Use blue or black ink
The handwritten signature should be between the
complimentary close and the typed name and title.
 12. Name and title/identification
initials

Four or more spaces should be left below the

complimentary close for your name and title.
The initials of the typist appear left justified two spaces
below the signature block.
A courtesy title (Mr., Mrs., Miss, Ms.) may be included.

 Omit the name and title if they appear on the letterhead.

 13. Enclosures notation
Small enclosures (checks, business cards) are placed
inside the folds of the letter.
Notations example: enc. , encl. , enclosures (3), 3
encs.
To safeguard against overlooking them include an
enclosure line in your letter.
When your enclosures are bulkier, use an appropriately
sized envelope.
 Enclosure line

Enc. : or Encl.: Bill of …….. (5 copies)

Enclosures may include brochures, CVs and other

information documents
They can be mentioned at the bottom of the letter
after Enc. or Encl.
If there are a number of documents, these are
listed.
 14. Copies line - c.c. (carbon copies)
Example:
C.c. Mr. Jones
C.c. is written when copies are sent to people other than the
named recipient.
Put c.c. and list the individuals receiving the copies of the
letter by full name and title.
Left justified, 2 lines below the identification initials with
the notation cc:
b.c.c. (blind carbon copies) is written on the copies
themselves (not on the top copy) if you do not want the
named recipient to know that other people have received
copies.
 Per pro
 The term per pro is sometimes used in signatures and means:
for and on behalf of.
 PP is an abbreviation of the Latin word Per Procurationem
meaning by the agency of, or on behalf of.
 When you are asked to pp a letter it means that you should sign
the letter on behalf of the person who wrote it. Just write pp and
then your own signature in place of where theirs would be
written.
 It's acceptable to either type or write, "p.p." in front of your own
signature, above the printed name of the sender. Or, you can
place the sender's name above your own signature, which you
must precede with "p.p."
 15. Postscript
 The term comes from the Latin post scriptum, an expression
meaning "written after."
 A note for additional note/remark/attention is usually put on the
left, two or three lines below the last line that provides more
information or details.
Two spaces below the last text on the page
 Written as P.S. , and then a short sentence
 Ex: P.S. Don’t worry if I am a few minutes late
 Ex: P.S. I truly hope we can solve this issue because I enjoy
working with you and would like to continue to do so.
 Ex: P.S. Don't delay! We have less than 200 remaining of the most
popular styles and colors! Call today!
 Ex: P.S. We have recently published a new blog post at ……..
 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
 Business Letters: Layouts
Full block layout (Most popular layout)
 All elements except the letterhead are aligned to the left margin
 It follows open punctuation except in the case of salutation (:)
and message
Semi- block layout
 Outdated layout; the heading, complimentary close, and
signature block are aligned vertically with the right margin;
rest all elements are left margined; each paragraph of the
message begins a few spaces away from the margin
Simplifies layout
 Omits salutations; often includes a subject line in capital
letters; omits complimentary close
Business letters – Elements of style
 Don’t talk like a machine i.e. Include elements of warmth and
human touch
 Display a “You” approach; Reader orientated approach
 Be courteous and considerate (show courtesy and consideration
towards the reader)
 Don’t blame the reader
 Avoid being negative
 Be neutral and precise
 Be simple and specific
 Carefully distinguish between “I” and “We”
 Avoid using cliches (Eg. As red as a rose, I lost track of time)
 Proper Use of the active and passive voice
 Types of business letters
 Acknowledgement letter
 Letter of recommendation
 Appreciation letter
 Acceptance letter
 Apology letter
 Complaint letter
 Inquiry letter
 Sales letter
 Claim letter
 Request letter
 Adjustment letter
 Types of business letters
Permission Letter
Invitation Letter
Rejection Letter
Order Letter (for ordering products)
Application Letters and Cover Letters
 Application Letters
Few Points:
 Catch the reader’s attention favourably
 Convince the reader that you are a qualified candidate for
the job
 Make a request for an interview
Elements of job application letters:
 Mention the job position & source of information
 Sum up your qualification
 State your objectives directly at the beginning of your letter
 Include all relevant information
 Give references of people
 Emphasize the qualification that the prospective employer
would like to seek in you
 1. A Cover Letter: Structure
Subject Line
Salutation (i.e. Dear Sir,)
The Introduction: Identify yourself, state the purpose
of the letter
The Main Body: State your qualification, evidence of
experience, achievements, any highlights in your
carrer, as well as your personal qualities.
The conclusion: Talk about your CV, which should
have your contact details for further information.
Sincerely
XYZ
 2. A letter of inquiry: Structure

Subject: For Eg. Call for quotation

Salutation (such as Dear Mr Sharma,)
The Introduction: Identify yourself, state the purpose of the
letter as well as the specific details of your requirements.
The Main Body: State all requirements as well as offers if
any
The conclusion: Explicitly state what you would want the
reader to do.
Sincerely
………
 3. A letter Replying to an Enquiry
Subject: For Eg. Your latter dated ……..
Salutation (such as Dear Sir,)
The Introduction: Begin with thanking the client, and then go
on to furnish your price, terms & conditions. Send samples with
your mail, add referrals, and give evidence for the same.
The Main Body: Discuss the available and relevant offers if
any.
The conclusion: offer assurance of quality service to the client.
I’m sure it will be a pleasure working with you
Thanks & Regards,
XYZ
 4. Sales Letter to a client: Structure
Dear XYZ,
The Introduction: Address the recipient as friend, Ask a
question that would result in you listing the main benefits of
your offer.
The Main Body: Answer the questions in one or two sentences.
Explain why your products or services are essential or superior
to the other similar offerings. Address doubts. Also use eye to
read bulleted points to point out why your products stand out.
The Conclusion: Close by guiding the customers to action.
With Regards,
………
 5. A Request Letter: Structure
Subject:
Dear Sir,
The Introduction: State your purpose clearly.
The Main Body: Use points to state the different
requirements.
The Conclusion: Close with courteous request and
state a specific deadline.
Thanks & Regards,
XYZ
 6. Good News Letter: Structure
Subject:
Dear XYZ,
Congratulations!
The Introduction: Begins directly with the good news.
The Main Body: State the criteria, States the details of the
offer as well as terms and conditions OR state the
requirements clearly.
The Conclusion: Close with an expectation/ close with
supportive statement.
Best Wishes,
……….
 7 Bad News Letter: Structure
Dear Mr. XYZ,
The Introduction: Buffer. Admit the fault OR neutral
statement
The Main Body: Give. reasons for the decision.
Prepare the reader
The Conclusion: Express regret and offer something
compensatory.
Very Truly Yours,
……..
 8. Warning Letter: Structure

Subject: Warning Letter

………Courteous salutation is not required…………
The Introduction: Directly address the problem.
The Main Body: State the implications for the
offending actions/acts.
The Conclusion: Repeat Urgency. Such as “ Please
treat this as urgent and important”
 9. Welcome Letter: Structure

Dear Members/Team,
The Introduction: Welcome the employee and give
relevant details.
The Main Body: Provide the background information
of the candidate.
The Conclusion: Solicit cooperation.
Regards,
……….
 10. Farewell Letter: Structure
Dear ……,
The Introduction: Regret that the employee is leaving.
The Main Body: Acknowledge the employee’s
contribution.
Also mention the details of the farewell party, if any.
The Conclusion: End courteously and with best wishes.
…….
HR Manager
……
 11. An Increment Letter: Structure
Dear Mr. X,
The Introduction: Appreciate the employee’s
contribution to the company.
The Main Body: State the offered benefits and also state
the details of the new salary.
The Conclusion: State unchanged terms and conditions.
Sincerely
….
Enclosure if any…..
Thank You!