Tuesday, 30 May 2017

How to Write a Business Letter













How to Write a Business Letter








Written word is one of the most common forms of communication at work


Every type of business document should be written with utmost care and attention

Letters should be
Simple
Understood
Clear
Concise

Letters, Memos, Reports and Proposals Electronic mail Regular and Special mail Faxes Bulletins, Notices, Circulars Minutes of meetings


Types of Business Communication

Letters, Memos, Reports and Proposals
Electronic mail
Regular and Special mail
Faxes
Bulletins, Notices, Circulars
Minutes of meetings

Letters should have 

Clarity
Completeness
Conciseness
Consistency
Correctness

Letter is a vital component of business writing although email spreading but it cannot replace letter in all situations. Letter give formality



Letter Appearance
Letter appearance is the physical condition of the letter which gives the first impression.

Letter Appearance

Spacing:
Letters should be single – spaced with double – spacing between paragraphs.
Typing should be neat
Errors should be erased.

Paragraphing
Paragraphs should be logical, precise and error free

White space: Adds to readability





Parts of Business Letter

1-letterhead
Official printed letter head

2-Dateline
Date on which the letter is being prepared

3-Inside Address
The address of the recipient

4-Attention line
This used to identify the specific recipient when it is addressed to the company or organization 

5-Salutation
Opening Greetings
We may use “dear madam or sir,”
If we know the recipient we may address him or her by name.

6-Subject line: The purpose of the letter is defined here

7-Body: This is the actual message or  content  of your letter

8-Complementary closing:
Courteous formal way to end a letter.
Examples: “Regards”, “Best Regards,”   

9-Company signature may be used where appropriate


10-Signer’s identification
The signature, name and title

11-Reference Initials
Consisting of the signer’s initials in capitals followed by a slash or colon followed by the typist’s lowercase initials

12-Enclosure
Mention the attachments

13- "cc” notation
Name the additional recipients if any

Happy Writings