Business Letter Writing

Prepared by:
Dolon Champa Das
BPPIMT
Business Letter
Business correspondence forms an integral part of
everyday dealings with clients and customers

Formatting, style and manner of composition focuses a

positive and negative image about the writer

It is one of the most challenging, interesting and creative

ways of transmitting messages
Business Letter Format
Business letter has four components:

1. Heading

2. Opening

3. Body

4. Closing
Style of Business Letters
Business letters can be written in three styles:

Full Block Style- all notifications and message start from

the left- hand margin

Semi Block Style- partly traditional and partly non-

traditional

Open Style- no fixed paragraph formulation scheme

Format and Style of Business Letters
Full Block Style

March 20, 2020

To,
Mr. Rohit Basu
General Manager
Industrial Consultancy Services
Daryaganj
New Delhi-89
Subject: Enlistment in the Directory of Industrial Consultants
Dear Sir,
Please refer to the letter No. 1223 dated February 20, 2020 on the captioned subject.
In this connection we wish to inform you that IMMI, on behalf of the all-India Financial institutions maintains a
Directory of Financial Consultants with the main objective of providing guidance to financial Institutions,
banks, government departments etc. for selecting suitable candidates for their consultancy need.
The enlistment of consultants in the Directory is generally done on the basis of their experience, duly supported by
documentary evidences in the form of reports, studies, notes, drawings etc. prepared by them for their clients in
the filed in which they seek enlistment.
Keeping the above in view, you may please return the enclosed application form duly filled in along with the
necessary documents.
Thank you,
__________________
(Promit Mahajan)
General Manager
Enclosure: Application form
Semi Block Style
To, March 20, 2020
Mr. Rohit Basu
General Manager
Industrial Consultancy Services
Daryaganj
New Delhi-89
Subject: Enlistment in the Directory of Industrial Consultants
Dear Sir,
Please refer to the letter No. 1223 dated February 20, 2020 on the captioned subject.
In this connection we wish to inform you that IMMI, on behalf of the all-India Financial institutions maintains a
Directory of Financial Consultants with the main objective of providing guidance to financial Institutions,
banks, government departments etc. for selecting suitable candidates for their consultancy need.
The enlistment of consultants in the Directory is generally done on the basis of their experience, duly supported
by documentary evidences in the form of reports, studies, notes, drawings etc. prepared by them for their
clients in the filed in which they seek enlistment.
Keeping the above in view, you may please return the enclosed application form duly filled in along with the
necessary documents.
Thank you,
__________________
(Promit Mahajan)
General Manager
Enclosure: Application form
Open Style

To, March 20, 2020

Mr. Rohit Basu
General Manager
Industrial Consultancy Services
Daryaganj
New Delhi-89
Subject: Enlistment in the Directory of Industrial Consultants
Dear Sir,
Please refer to the letter No. 1223 dated February 20, 2020 on the captioned subject.

In this connection we wish to inform you that IMMI, on behalf of the all-India Financial institutions maintains a
Directory of Financial Consultants with the main objective of providing guidance to financial Institutions, banks,
government departments etc. for selecting suitable candidates for their consultancy need.

The enlistment of consultants in the Directory is generally done on the basis of their experience, duly supported by
documentary evidences in the form of reports, studies, notes, drawings etc. prepared by them for their clients in
the filed in which they seek enlistment.

Keeping the above in view, you may please return the enclosed application form duly filled in along with the
necessary documents.
Thank you,
__________________
(Promit Mahajan)
General Manager
Enclosure: Application form
Sample Letter

Write a letter to the Circle – Inspector of

police complaining about the theft of your
car.
To, 20.3.20
The Circle-Inspector of Police
Guntur,
Andhra Pradesh- 516005
Subject: A complaint on the theft of my car
Dear Sir,
I wish to bring to your notice about the theft of my car. Yesterday evening I went to Hari Priya Hotel to
attend a reception of my friend at 8pm. I parked my car in front of the hotel as there was no separate
parking place. When I returned after the reception around 9:30pm, I found my car missing.

It is a new Maruti Zen, green in color. It bears the number AP04 1975.

I, request you to kindly trace the car and restore it to me.

Thank you,

_____________
(G. Krishna Mohan)
35/56, Jawahar Colony,
Guntur
Andhra Pradesh- 516269
Ph: +91……
Types of Letters
 There are 2 types of letters:
 Solicited- written in response to a letter
 Acceptance Letter
 Acknowledgement Letter
 Adjustment Letter
 Job application letter
 Refusal letter
 Unsolicited- letter in form of a self- initiated proposal
 Compliant letter
 Resignation letter
 Reference letter
 Enquiry letter
 Job application letter
Acceptance Letter

Purpose/ Subject: accepting a job offer

Format:
1st para: accept the job, identify the job, state the salary
2nd para: indicate moving and reporting for the work
3rd para: conclude that you are looking forward to work
with them.
Acknowledgement letters

Subject/Purpose: letting someone know you have received

something sent to you

Format:
Short and polite note mentioning when the item arrived and
express thanks
Adjustment Letter
Purpose: Response to a complaint letter
Format:
1st para: open with whatever you believe the reader will consider
good news
 Explain what caused the problem
2nd para: Explain specifically how you intend to make the
adjustment
 Express appreciation to the customer for calling your attention
to the situation
 Point out any steps you may be taking to prevent a recurrence
3rd para: close pleasantly. Avoid recalling the problem in your
closing
Application Letter
 Purpose: To get a job
 Format:
1. Identify an employment area or state a specific job title
2. Point out you source of information about the job
3. Summarize your qualifications for the job, tailored to job requirements
4. Refer to the reader about your CV
5. ask for an interview, stating where you can be reached and when you
will be available for an interview
Points to remember:
6. Catch the reader’s favourable attention
7. Convince the reader that you are qualified
8. Be sincere and honest
9. Don’t duplicate the CV
10. Request an interview
Complaint letter
Purpose: Customer asking that certain situations be
corrected
Format:
1. The opening includes all identifying data
2. The body explains logically and clearly what happened
3. Conclusion should be friendly and request action
Points to remember:
4. Be sure of your facts
5. Include copies of support information
 Resignation letter
Purpose: To resign
Format:
1. Start on a positive note
2. Explain why you are leaving in an objective and factual
manner
3. Give enough notice to allow for replacement
4. Close positively
Reference letter
 Purpose: Recommending someone for employment

 Format:
1. Identify yourself: name, title or position, employer and address
2. State how long you have known the applicant and the circumstances of
your acquaintance
3. Address specifically the applicant’s skills, abilities, knowledge and
personal characteristics in relation to the requested objective
4. conclude with a statement of recommendation and a brief summary of
the applicant’s qualifications

Points to remember:
5. Be familiar with the applicant’s abilities to offer an evaluation
6. Be truthful about the person you are recommending
Refusal letter
Purpose: Refuse some kind of request
Format:
1. A buffer beginning
2. A review of the facts
3. Bad news, based on the fact
4. A positive and a pleasant closing
Point to remember:
Place yourself in reader’s position
Enquiry Letter
 Purpose: to request assistance, information or merchandise
 Format:
1. Keep questions concise, but specific and clear
2. Frame questions in the manner the reader understands the information
that you are seeking
3. If possible present your question in numbered format
4. Keep questions to minimum
5. Promise to keep the responses confidential
6. Express appreciation

Point to remember:
1. Include the address to which the material is to be sent
2. Improve response by enclosing a stamped, elf addressed return
envelope
HAPPY LEARNING
Thank You