BUSINESS LETTERS

Introduction, Merits/Demerits, Essentials and Types

1

INTRODUCTION
Package that carries your message to the concerned person/ organisation in a well crafted manner Represents organisation/ firm/ company It depicts professionalism (a formal tone), is precise and shows a clear motive It must be effective, drafted in a positive manner and must communicate vividly
2

BASIC PURPOSE
To persuade To inform To request To express thanks To remind To recommend To apologize To congratulate To reject a proposal To introduce policy To invite or welcome To follow up To formalize decisions

ELEMENTS OF A GOOD LETTER

Identifies and writes to your audience Clearly defines objective in a concise manner Must have a professional tone

Attachment Body Bullets Direct mail / Junk mail Enclosure Inside address Logo Memorandum Punctuation Salutation Tone

BUSINESS VOCABULARY

BUSINESS LETTER STYLES

Extreme format Indented style Standard formats Modified-block style Semi block style (also called Modified block with indented paragraphs) Full-block (also called Block or Extreme Block)
6

ESSENTIALS
Language of business letter: Simple Vivid Smooth flow Easily comprehended Avoid negative approach in the letter: Avoid dull and uninteresting language Uniform Style Same tone of expression Sincerity of purpose: Frank Authentic/ Genuine

ESSENTIALS
Give importance to the reader: Focus on recipients needs, interests and purposes Avoid self- centered focus on your own concern/ business Adjust oneself to reader Mention advantages recipient would get without eulogising your own firm Proof reading Get checked for grammar and spellings
8

TYPES Letter of Inquiry

Include not more than 5 clearly written questions and give context to your inquiry

Letter of Complaint
To request adjustment for defective goods/products and complaint for unfair treatments or solutions. Solutions must be suggested or a question must be asked regarding the complaint
10

Sales letter
Written to persuade recipient to buy product or service, sales letters are usually a part of a direct-mail marketing campaign and often are accompanied by packets, brochures, illustrations and/or catalogues

11

Purchase letter
It is presumed before sending a purchase letter that necessary enquiries regarding price of goods to be purchased; quality of goods, standing of the firm, terms and conditions etc. have been made and quantity to be purchased has been decided
12

Letter regarding quotations

Instead of going straight to place an order or enter into a contract with any particular concern, quotations are often invited from various suppliers, depending on the nature, quantity and quality of goods or raw material required

13

FORMAT
Heading or Letterhead Date Inside address Attention line Salutation Subject Line Body or Message Complimentary Close Signature block Reference initials Enclosure CC Notification Post Script

14

EXAMPLE
1. Heading 2. Dateline 3. Inside Address 4. Attention line 5. Salutation 6. Subject line 7. Body Migs and Lang, Inc. 8 Scout Rallos Street Quezon City, Metro Manila 045 ATTENTION: PLANNING COMMITTEE Gentlemen: Subject: The Business Letter Parts You are reading a letter containing all the parts of a business letter. The attention line follows the inside address. Because it is really a part of the address, it should also be written on the envelope. The subject line follows the salutation. It is considered part of the body of the letter. We suggest that each business firm standardize as much as possible the layout used for its letters by following the principles of acceptable letter layout. Cordially, CONSULTANTS, INC. Mary Freshen A. Llanes President PAL/mgr Enclosure cc R.A. Dideles P.S. The postscript must be used for emphasis, never as an afterthought.
15

045 E. Quirino Street Sampaloc, Metro Manila 007 July 13, 20____

8. Complimentary close 9. Signature block 10. Reference initials 11. Enclosure 12. cc notation 13. Postcript

MERITS
Physical record of business correspondence Communicate facts Build image Formalise an offer or a response to an offer

DEMERITS
Regular business letter takes time Can be lost, damaged or destroyed in transit Takes a lot of space Uses a lot of paper May contain errors factual or regulatory

16

CONCLUSION (7Cs)
Completeness Clearness Conciseness Correctness Coherence Courtesy Concrete Conclusively, business letter which effectively communicates is not only physically attractive but also well written. Writers style or way he expresses his ideas depends upon his total personality, consisting of verbal intelligence, relationship with people, and social, emotional, and intellectual maturity.

17