The Parts of a Business

Letter : For Technical

Correspondence
Objective
Know the purpose, structure and principles of
technical correspondence for business

Identify the errors in a business letter

Discuss the parts of a business letter

Apply the principles in technical correspondence

 Purpose of a Business Letter
Inform, Inquire, Announce, Request, Remind,
Claim, Promotion of good will, and the like.

Structure of a Business Letter

Heading, Dateline, Inside address, Salutation
Subject line (Re:), Body (Introduction, specific
details, reference), Complimentary Closing,
Enclosure,
Carbon copy notation (Cc:)/ Copy furnished: (Cf:)

Principles of Technical Writing

Unity, Coherence and Adequate Development
 Chief of Personnel
Mr. John Smith
# Lot 12 Block B, Muharraq Causeway,
Heading Kingdom of Bahrain
Tel: (+973) 32170612
Fax: (+973) 54383678
johnsmith@abctelecom.bh Dateline
ABC Telecommunications Inc.

Aug. 24

mr. Mohammed Abu Kabir Inside Address

Salutation Institution Training Center
Bahrain Training Institute
P.O. Box: 33090
Kingdom of Bahrain
Acting Director of the Institution Training Center

Hi Sir, Subject line Intro & Purpose

Re: Enquiry for Registration and Enrolment

through the advertisement posted by your reputable institution at www.bti.co m.bh, I

Specific Details learned that your corporate train ing center offering new training programmes this school
year 2017-2018 for emp loyees of various field of specialization. I would like then to
inquire about the procedures for the reg istration and enrolment o f A BC
Reference/
Telecommunications employees. Future Action
I have 500 emp loyees who needs to undergo a comprehensive training for pro fessional
development in terms of interpersonal co mmunication skills, customer service and
technical correspondence for business purposes. Our co mpanys estimated training
budget per employee per year is BD 2500.

Should we need to comply or submit necessary documents, please advise me through

my email. If you have any questions, please do not hesitate to call me.

Thank you very much. Complimentary

Sincerely Yours Closing
John Smith
John Smith

Enclosure: List of Employees

 Mr. John Smith
Chief of Personnel
ABC Telecommunications Inc.
# Lot 12, Block B, Muharraq Causeway,
Heading Kingdom of Bahrain
Tel: (+973) 32170612
Fax: (+973) 54383678
johnsmith@abctelecom.bh
Dateline
August 24, 2017

Mr. Mohammed Abu Kabir

Acting Director of the Institution Training Center
Inside Address
Salutation Institution Training Center
Bahrain Training Institute
P.O. Box: 33090
Kingdom of Bahrain

Dear Sir: Subject line

Intro & Purpose
Re: Enquiry for Registration and Enrolment

Through the advertisement posted by your reputable institution at www.bti.co m.bh, I

Specific Details learned that your corporate training center is offering new train ing programmes this
school year 2017-2018 for emp loyees of various field of specialization. I would like
then to inquire about the procedures for the registration and enrolment of ABC Reference/
Telecommunications employees.
Future Action
I have 500 emp loyees who need to undergo a comprehensive training fo r professional
development in terms of interpersonal communication skills, customer service and
technical correspondence for business purposes. Our companys estimated training
budget per employee per year is BD 2500.

Should we need to comply or submit necessary documents, please advise me through

my email. If you have any questions, please do not hesitate to call me.

Thank you very much. Complimentary

Sincerely yours, Closing
John Smith
John Smith

Enclosure: List of Employees

HEADER and Dateline
Name of Contact Person

Make sure you Position/Designation

provide the Organization

complete Complete Address:
information for Street Address
the heading or City, State/Country, Zip Code
return address
Dateline: Traditional (August 24, 2017)
/ Government or
Military Style (24 August 2017)
Inside Address and Salutation

Make sure you Name of Contact Person

address the letter Position/Designation
to a specific Organization
person and Street Address
observe formality City, State, Zip Code
in your salutation

Dear Sir:
Dear Madam:
 Example

August 24, 2017

Date
Dr. Jacob Binay
Name of Contact Person
CEO
Title
Bahrain International
Organization
Human Resource Inc.
Street Address
Block 932, King Faisal Highway,
City, State, Zip Code
Kindom of Bahrain
12345
Dear Ms., Mr., Dr. (etc):
Dear Sir:/ Dear CEO Binay:
First Paragraph

Purpose:
Provide brief preliminary
researched-based detail for the
purpose.

Explain the purpose of the

business letter.
 First Paragraph Sample

Through the advertisement posted by your

reputable institution at www.bti.com.bh, I learned
that your corporate training center is offering new
training programmes this school year 2017-2018
for employees of various field of specialization. I
would like then to inquire about the procedures
for the registration and enrolment of ABC
Telecommunications employees.
Specific Details and Explanation

I have 500 employees who need to

undergo a comprehensive training for
professional development in terms of
interpersonal communication skills,
customer service and technical
correspondence for business purposes.
Our companys estimated training
budget per employee per year is BD 2500.
 Reference
Be specific for future actions
End or close the body of your letter politely

Should we need to comply or submit

necessary documents, please advise me
through my email. If you have any
questions, please do not hesitate to call
me.

Thank you very much.

COMPLIMENTARY CLOSING

Sincerely yours,

John Smith
John Smith

Enclosure: List of
Employees
Task-Based Activity

Sincerely yours
* You are working for
ComputerMagic ABCD in Leuven. It
is a small shop which sells computers
and products connected with it, e.g.
printers. From the Chamber of
Commerce in Europe you received the
name and address of a British
company which specializes in the
production of computer parts
especially hard drives.
 TASK
Work together with a partner and write an English
business letter. The letter should include the
following details:

Send your letter to the purchasing manager of Boulster Computers Ltd

as an enquiry
Mention where you got the address of this company
Introduce your own company (founded in 2000, sells computers,
customers in the whole of Thuringia etc)
Let the company know that you are especially interested in buying hard
drives, CD-ROMs and printers (above all laser printers)
Ask for a price-list and the general terms and conditions of business of
the English company as well as the terms of delivery as well as the
terms of payment
Ask how long the delivery to Germany usually takes
Ask them whether delivery franco to your premises is possible
Finish your letter with a polite ending

All all the other information and pay attention to include all
necessary constituents of a business letter.
Broartikel Mucke GmbH
Bahnhofstrae 10
99974 Mhlhausen
Letterhead
Tel.: 03601 - 450 224
Fax: 03601 - 450 222
Email: bueroartikel@muckemann.de

24 August 2017
Royal Park Hotel
Date
P.O. Box 77
London
SW11 5UL
Recipients
England
address
Dear Sir or Madam:
Salutation
We have seen your companys web site on the internet. Introduction

As we will have a stand at the London Office Fair next year we wish to book two en-suite single rooms for two of our employees.
They will require half board for five nights from 5th to 10th February 2004.
Our employees will be arriving at approximately 4 pm by car and leaving after breakfast on 10th February.
Please let us have your confirmation in writing including details of all charges.

Yours faithfully,
Complimentary close
Brombel Mucke GmbH
Christina Mucke Name of the person writing the letter

Christina Mucke Signature

PA to the Managing Director
Postion of the signatory
Encs Enclosure(s)
THANK YOU
VERY MUCH!