BUSINESS LETTER

WRITING

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 LETTER

A letter is a written or printed message

addressed to a person or persons, usually sent
by post or messenger.

It is an addressed document of legal, formal or

informal kind for various purposes.

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THINGS TO CONSIDER WHILE
WRITING LETTER

1. Do not offer misleading information.

2. Do not make promises which you do not
have authority to keep.
3. Do not make untrue, damaging or allegation
because a letter is a permanent record and
proof of intention.

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 FORMAL STYLE IS INFORMAL STYLE IS
APPROPRIATE APPRPOPRIATE

A composition A letter to your friend

A report An article for your school

magazine
A letter to somebody you do
not know personally Direct speech in a story

A story
Contractions
There’s something else I’ve got to tell
you
Informal set phrases
Thank you for your letter
Informal greetings in letters
Dear Sam
Incomplete sentences
Great news about your brother
Phrasal verbs
‘go on’ instead of continue’
Informal connecting words
Well, I think that’s all I wanted to say
No contractions
I do not think there is an excuse for the treatment I received
Formal set phrases
I look forward to hearing from you
Formal greetings
Dear Sir, Madam, Dear Mr/Mrs
Complete sentences
We should consider redoing the shop window display
Use of passive voice
The local sport centers were opened in the last ten years
Formal connecting words
In addition to this, many people feel that the police are
underfunded
STANDARAD ELEMENTS OF A
LETTER
1. Letter Head/ Heading.
2. Reference.
3. Date.
4. Receiver’s Name and Address. (Inside Address)
5. Salutation.
6. Subject
7. Main Body.
8. Complementary Close.
9. Signature.
10.Sender’s Name and Designation.
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 INFORMAL LETTER

Greetings Dear + first name

Asking about them Hi! How are things? How’s it
going?
Referring to the news Great news about… Glad to hear
that…
Giving news Listen, did I tell you… You’ll
never believe
what…
Making suggestions Why don’t you..? Maybe you
could…
Closing expressions Well, got to go now. See you soon.
Signing off Love, Lots of love, Yours,
Name your first name
 FORMAL LETTER

Greeting name unknown: Dear Sir/Madam

name known: Dear Mr../Dear Mrs…/Dear Ms…
Reason for writing I am writing to.. I am writing with regards to…

Asking questions I would be grateful if.. I wonder if you could…

Referring to their letter As you started in your letter..

Regarding/Concerning..

Closing expressions I look forward to hearing from you.

Signing off If Dear + name :Yours sincerely, if Dear Sir/Madam:

Yours faithfully, Dear+name: Yours
Name your first name + surname
 LETTER OF APPLICATION

Greeting name unknown: Dear Sir/Madam

name known: Dear Mr../Dear Mrs../Dear Ms
+name
Reason for writing I am writing to apply for the post/position of
I am writing with reference to your
advertisement,
which I saw…
Your experience I gained some experience…My qualification
include..
CV Please find attached my CV…
Closing expressions I look forward to hearing from you. Please
do not hesitate to contact me if…

Signing off if Dear=name: Your sincerely, if Dear

Sir/Madam:
Yours faithfully, Dear+=name:Yours
 OPTIONAL PARTS OF A
LETTER

1. Attention Line.
2. Identification Line.
3. Enclosure.
4. Carbon Copies.

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 TYPES OF LETTER
1. Formal Letters. Tone is formal such as
Business Letters.
2. Semi-Formal Letters. Tone and style is formal
and meant for relatives. Invitation Letters.
3. Informal Letters. Tone and style is relaxed. It
is written to relatives, friends, etc. Friendly
letters do not require an inside address and
the writer’s printed name. Closing is also
informal.
4. Form Letters. Preprinted. Administration
form, Application Form, etc. 12
 BUSINESS LETTERS

A business letter is a written communication

addressed to a person or organization, by a
person or organization for specific business
purpose

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TYPES OF BUSINESS LETTERS

1. Application letter.
2. Complaint letter.
3. Request letter.
4. Order letter.
5. Sales letter.

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 PURPOSES OF BUSINESS
LETTERS
1. Requesting and providing information.
(Information, Sales Covering Letters).
2. Ordering goods or services. (Order Letters).
3. Acknowledging the order. (Acknowledgment
Letter).
4. Confirming information or arrangement.
(Confirmation Letter).
5. Expressing thanks or congratulations. (Good
News).
6. Conveying bad news. (Bad news, messages).
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 PURPOSES OF BUSINESS
LETTERS (Continued)
7. Complaining about the products or services.
(Complaint Letter).
8. Answering a complaint. (Adjustment Letters).
9. Introduction and explaining products or
services. (Purchase Covering).
10.Recommending someone for a job or post.
(Recommendation Letter).
11.Persuading the receiver to do something.
(Collection Letter).
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 CHECK LIST FOR WRITING
LETTERS
1. THINKING STEPS
• Is situation a problem, issue or opportunity?
• Express as question. What are the most widely
used business letter formats and their
components?
• Have I produced ideas to solve the particular
situation?
• Have I examined, checked for ethics, revised
and selected?
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 CHECK LIST FOR WRITING
LETTERS (Continued)
2. PLANNING STEP
• Function of writing. Expressive/ Poetic/
Transactional
• Informative/ Ask
• Specific function. Goodwill/Action
• Audience. Primary/Secondary
• Main Idea. Focused/Diffused.
• Organization Plan. Direct/Indirect
• Pattern. Space/Time/Logic
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 CHECK LIST FOR WRITING
LETTERS (Continued)

• Have I followed revision, rite and rest.

Revision for Ideas/Style/Mechanics.
• Is my main idea specific and have I provided
all necessary details?
• Have I followed the rules of 7C’s?
Completeness, Concreteness, Clarity,
Conciseness, Coherence, Consideration and
Courtesy.
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ADDITIONAL CHECK LIST FOR
LETTER WRITING
1. Did you type (or write) in a dateline to
validate the letter as a record?
2. Did you place a comma after the Salutation?
3. Did you place a comma after the
Complimentary Close?
4. Did you sign the letter below the
Complimentary Close?
5. Did you initial or sign the memo to the right
of your name?
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 FORMATS OF BUSINESS
LETTERS

1. Full Block Format.

2. Semi-Block Format.
3. Block Format.
4. Modified Block Format.
5. Simplified Format.
6. Memo Format.
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 FULL BLOCK FORMAT

• Open punctuation.
• Begins from left side.
• Indenting is not required.
• One line is left between paragraphs.

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 SEMI-BLOCK FORMAT

• Less formal than Full Block Format.

• Indented paragraphs. (Five spaces).
• Closed punctuation.
• Date, Complimentary Close, Signatures, Name
and Designation are on the right side of the
margin.
• If Letter Head is not used the heading is on the
right side of the margin.
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 SEMI-BLOCK FORMAT
(Continued)

• Reference is in line with the date on the left

side.
• Recipient's address is on the left margin.
• Subject line is written leaving usually five
spaces.
• Subject line may include or omit the word
subject. May or may not be underlined.
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 BLOCK FORMAT

• Unindented paragraphs.
• Date and Complimentary Close are on the
right side.
• Reference is on left side in line with the date.
• Inside address, subject and enclosure are on
left side of the margin.

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 MODIFIED BLOCK FORMAT

• Indentation
• Double space between paragraphs.
• Date, Complimentary Close and Signatures are
right of center.
• Inside address, subject and enclosure are
aligned to the left of margin.
• Open punctuation.
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DIFFERENCE BETWEEN SEMI-BLOCK AND
MODIFIED BLOCK FORM

• Semi-Block uses close punctuatation while

Modified Block uses open punctuation.
• In Modified Block form subject line is aligned to
the left margin while is Semi-Block form
Indentation is used.

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 SIMPLIFIED FORMAT

• Unindented paragraphs.
• Salutation and Complimentary Close are omitted.
• Full Block Style.
• Open punctuatation.
• Not widely used.
• Subject Line is in Capital Case and the word
subject is omitted.
• Printed Name is in Capital Case.
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 MEMO FORMAT

• Inter-office, institutional or organizational

communication.
• Informal internal communication.
• Formal External Communication.
• For inter-office purposes, leave out the “Dear”
Salutation and “Yours truly” Complimentary
Close.
• Initial the memo to the right of your name.
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• Always check that your writing is consistent with your purpose.
In your letter of application, check that:
• You have painted a good picture of yourself
• Dates, qualifications, experience are consistent
• There is no irrelevant information included
• It is easy for the reader to follow