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Characteristics and Elements of A Business Letter

The document outlines the key characteristics and elements of a business letter, emphasizing the importance of a formal tone, clarity, conciseness, and politeness. It details the essential components of a business letter, including letterhead, date, recipient's address, salutation, body, complimentary close, signature, typed name and title, and optional enclosures. The guidance provided aims to enhance professionalism and effective communication in business correspondence.

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Nitro Gaming
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8 views21 pages

Characteristics and Elements of A Business Letter

The document outlines the key characteristics and elements of a business letter, emphasizing the importance of a formal tone, clarity, conciseness, and politeness. It details the essential components of a business letter, including letterhead, date, recipient's address, salutation, body, complimentary close, signature, typed name and title, and optional enclosures. The guidance provided aims to enhance professionalism and effective communication in business correspondence.

Uploaded by

Nitro Gaming
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Characteristics and Elements

of a Business Letter
An Overview
Presented by: [Your Name]
Characteristics of a Business
Letter
Formal Tone

• Business letters maintain a


professional and polite tone
throughout, avoiding informal
language and slang.
Clarity

• The message should be clear,


concise, and free of ambiguity.
Avoid complex sentences and
use simple language to ensure
the recipient understands the
content easily.
Conciseness

• Business letters should get straight to


the point. Unnecessary details should
be avoided to respect the recipient's
time.
Coherence and
Organization

• The letter should have a logical


flow. Ideas should be organized
into paragraphs with clear
beginnings, middles, and ends.
Politeness and
Courtesy

• Respectful language is crucial.


Even if the letter conveys bad
news or complaints, it should be
framed politely.
Accuracy

• The letter should be free from


grammatical, spelling, or factual
errors. This reflects
professionalism and attention to
detail.
Specificity

• Provide specific details, such as


dates, names, numbers, or
references to documents, to
make the communication
precise.
Elements of a
Business Letter
• If using company
stationery, this includes
the company name, logo,
address, and contact
information.
Letterhead
(Optional)
• The date when the letter
is written should be
placed at the top of the
letter.

Date
• The name, title,
company, and address of
the recipient should be
included, usually aligned
to the left below the
Recipient's date.
Address
• A formal greeting (e.g.,
'Dear Mr. Johnson,' 'To
Whom It May Concern').
It is important to address
the recipient correctly.
Salutation
• A brief line indicating the
purpose of the letter,
particularly useful in
formal and professional
contexts (e.g., 'Re:
Subject Line Meeting Reschedule').
(Optional)
• This is the main section
of the letter and contains
the message. It is
divided into paragraphs:
Introduction, Main
Content, Conclusion.
Body
• A polite closing remark
(e.g., 'Sincerely,' 'Yours
faithfully,' 'Best
regards').
Complimentary
Close
• A handwritten or digital
signature is placed
above the sender's typed
name.

Signature
• The full name of the
sender is typed, along
with their job title.

Typed Name and


Title
• If any additional
documents are attached
to the letter, they are
mentioned here (e.g.,
'Encl: Invoice #12345').
Enclosures
(Optional)
Thank You!
Any Questions?

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