I. T.

S ENGINEERING COLLEGE
GREATER NOIDA

DEPARTMENT OF
APPLIED SCIENCE & HUMANITIES
(Professional English)
Principles of Business Letters
Elements of Business Letters
Types of Business Letters
Formats of Business Letters
 Principles of Business Letters
The principles of a good business letter are:
Knowing the Addressee
Writing Clearly (without ambiguity)
Writing Completely 
Courtesy and Consideration
Avoiding Jumbling of Words
Avoiding the use of commercial
words/phrases/abbreviations
Effectiveness 
Planning the Letter
Checking or Revising the Letter
 Elements of Business Letters

1. Sender’s Address: You have two choices here.  Most

word processors have letterhead templates.  Consider
creating your own letterhead and storing it as a separate
document.  In the alternative, your name and address
should be the first item that appears on the paper.  When
you use letterhead, do not include your name.  That and
your designation are reserved for the bottom of the letter.
 Elements of Business Letters

2. Date: The sender’s address is followed by the date the

letter is sent, not to be confused with the date that it is
authored.  This allows both the sender and the recipient
to understand the date the correspondence took place.
 Elements of Business Letters

3. Receiver’s Address: Use this portion of your letter to

identify the name and address of the person/persons for
whom the correspondence is intended.  Make sure to
include any known job titles as a professional courtesy.  For
example, Joseph Smith, Chief Bottle washer.

4.Subject: Include a brief line that also includes names and

file numbers, if appropriate.
 Elements of Business Letters

5. Salutation: Professional correspondence is considered a

formal method of communication.  Unless you have an
extremely personal relationship with the person you are
writing to, avoid using first names.  Use titles:  Dear Dr.
Smith, Mr. Smith, Ms. Smith, etc. To Whom It May
Concern and Dear Sirs/Madams are also appropriate
salutations in instances where you have not identified the
specific recipient.
 Elements of Business Letters

6. Body of the Letter: It consists of three

paragraphs ideally speaking.

6 a. The first paragraph of your letter should

sum up the basis (purpose) for your
correspondence.  Be concise and to the
point.The content of this paragraph is what
encourages the reader to move on.  Be
conscious of the fact that a businessperson may
merely skim through your letter. 
 Elements of Business Letters

6 b. The second paragraph of your letter digs deeper

into your concerns and expand the reason for your
correspondence. (details of your business letters)
6 c. The closing paragraph should be a call to action
(conclusion/request for solution, etc./ thank you note). 
Provide someone with a solution they can give to your
issues.  Ask for the sale or the job.  Sum up the
problem. Even in the worst situations, it is a common
courtesy to thank someone for reading your letter.  If
you are asking for something in particular, consider
this phrase: “Thank you for consideration.”’
 Elements of Business Letters

7. Complimentary Close: Choose from an assortment

of closing, such as “Sincerely” or “Very truly
yours”.   

8. Signature Block: Go down three spaces and type

your name.  Under write your designation. In
between, the complimentary close and signature block,
you need to put your signature.

9.Enclosure(s): Identify any enclosure to the letter, so

that the recipient is aware of its existence. It means
Types of Business Letters
Types of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
Format/ Structure of Business Letters
 Demi-Official (DO) Letters

Demi-official letter is the letter that communicates

official correspondence along with personal news.

Because of personal relationship between sender and

receiver, there are topics of personal interest in such
letter. There are no strict official rules to be followed in
drafting such letters.
 Demi-Official (DO) Letters

Persons having same designation with better personal

relation take the advantage of communication through
such letters.

The language, writing style and presentation system

are very much flexible in such letters and for these
reasons it is practised widely in the communication
world.
 Demi-Official (DO) Letters

Actually a Demi-official or Demi Government letter is

official in purpose, but involves some personal
affiliation or touch. It is not formal as the official letter.
Purposes of Demi-Official Letters

 Requesting for an appointment

 Replying to a request for appointment
 For follow up the matter
 Extending an invitation(formal or informal)
 Expressing congratulations, appreciation, empathy,
sympathy etc.
 Acknowledging a letter of request
Sales Letters
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Sales Letters
1. NOTICES – THEY NOTIFY / INFORM THE
MEMBERS ABOUT THE FORTHCOMING
MEETING

2. MEETING AGENDA – OBJECTIVES OF THE

MEETING (POINTS OF DISCUSSION IN THE
MEETING)

3. MINUTES OF MEETING (MOM) – YOUR

OBSERVATIONS REGARDING THE MEETING
BASED ON THE AGENDA
 CONCEPT OF PHRASES, CLAUSES & SENTENCES
1. A phrase is a combination of two or three words that makes
some sense to us. It is one unit higher than words.
2. A clause is a subject/verb combination. Clauses can be
dependent or independent. It is one unit higher than a phrase. It
contains phrases.
3. A sentence is a higher unit than a clause. It makes a
complete sense. It contains clauses.
 2 Types of Clauses
There are two types of clauses: independent and dependent. An
independent clause/main clause/ superordinate clause , is a
subject/verb combination that makes a complete sentence. A
dependent clause/ subordinate clause cannot stand alone, and
must be attached to an independent clause.
In the following sentence, which one is the main clause?

Example 1: As soon as I woke up, I made the coffee.

If you said I made the coffee, then you are correct!

As soon as I woke up – Dependent Clause (incomplete meaning)
I made the coffee – Independent Clause (complete meaning)
 Some more examples for Clauses
I cannot tell the answer if you disturb me.
I cannot tell the answer – Independent Clause because
we can get the complete meaning of this sentence.
if you disturb me – Dependent Clause because we
can’t make proper sense of this clause
 Sentences Types on the basis of Clause Structure

There are three types of sentences on the basis of clause structure

1. Simple Sentences – Only one independent clause
2. Complex Sentences – One independent clause and one
dependent clause
3. Compound Sentences – More than one independent clause
joined by a connector/conjunction
 Simple Sentences

Simple sentences consist of an independent clause. For examples

:
1. I am a teacher. (one verb = simple sentence)
2. They are afraid of the monsters. (one verb = simple
sentence)
 Complex Sentences

Complex sentences consist of an independent clause and a

dependent clause. For examples :
1. I told him what to do. (two verbs = complex sentences)
2. They asked me if they could join my classes. (two verbs =
complex sentences)
 Compound Sentences

Compound sentences consist of two or more than two

independent clauses that are combined with a coordinating
conjunction. For examples:
1.I am your English teacher and I will teach you sentence
types.
2. My younger brother is tall, but I am short.
3. I went to the park yesterday evening, I sat there on a bench,
but I found the bench very dirty later on.
 Sentences Types on the basis of Functions
There are four types of sentences on the basis of functions.
1. Declarative/Assertive Sentences – One that states something
2. Interrogative Sentences – One that asks a question
3. Imperative Sentences – One that makes a request, order,
command, pray, advice or a wish
4. Exclamatory Sentences – One that expresses (exclaims)
something with sudden joy, fear, hate, etc.
 Sentences Types on the basis of Functions
There are four types of sentences on the basis of functions.
1. Declarative/Assertive Sentences – There are 43 students
present in my class today.
2. Interrogative Sentences – May I come in, Sir? How are you
doing today?
3. Imperative Sentences – May you live long.
4. Exclamatory Sentences – Hurrah! We won the tournament.
How lovely the painting is!
Techniques/Devices of
Paragraph Writing
 What is a paragraph?
A paragraph is a collection of related sentences
dealing with a single topic. To be as effective as
possible, a paragraph should contain each of the
following:
Topic Sentence
Cohesion
Coherence
Emphasis
Unity
 Devices of Paragraph Writing
1. Topic Sentence
In a paragraph, a topic sentence is a sentence that
summarizes the main idea of a paragraph. It is usually
the first sentence in a paragraph. Also known as a
focus sentence, it encapsulates or organizes an entire
paragraph.
 Devices of Paragraph Writing
2. Cohesion
In a paragraph, cohesion is the grammatical and
lexical linking within a text or sentence that holds a
text together and gives it meaning. It is related to the
broader concept of coherence.
 Devices of Paragraph Writing
3. Coherence
In a paragraph, coherence is the logical bridge
between words, sentences, and paragraphs. Coherent
writing uses devices to connect ideas within each
sentence and paragraph. Main ideas and meaning can
be difficult for the reader to follow if the writing
lacks coherence.
 Devices of Paragraph Writing
4. Emphasis
In a paragraph, emphasis is the repetition of key
words and phrases or the careful arrangement of
words to give them special weight and prominence.
The most emphatic spot in a sentence is usually the
end.
 Devices of Paragraph Writing
5. Unity
The entire paragraph should concern itself with a
single focus. If it begins with one focus or major
point of discussion, it should not end with another or
wander within different ideas.