1. Simplicity A business letter should be simple. It should be written in a lucid (easy) language so that it is clear to the receiver.
2. Conversational style: An effective letter is one that gives an impression of face to face communication. 15 Characteristics of Business Letter 3. Clarity of goal The writer should be clear about what he wishes to convey. 4. Public relation Business letters reflect the image of the organization. 5. The You attitude The business letters should be written keeping in mind the readers point of view 15 Characteristics of Business Letter 8. Sincere The business letters should be sincere. This means that the letter should be written in such a way that the readers believe what the letter says. 9. Positive language The words of the letter should be chosen with care. As far as possible the language of the piece of letter should be positive. 15 Characteristics of Business Letter 6. Courteous: The business letter should be courteous. Courtesy implies that the letter seeks favor politely and expresses gratitude profusely for the favors done. 7. Persuading: The basic idea behind every business correspondence is to persuade the reader be it a sales letter, letter of enquiry or letter of complaint. 15 Characteristics of Business Letter 10. Due emphasis: Proper emphasis should be put on the content of the piece of correspondence. This requires logical thinking on the part of the writer. The writer should himself be clear in his mind what he wants to convey. 11. Coherence: The information present in the letter should be arranged in a logical way. This is done by using carefully the linking devices, pronouns, and reputing the key words. 15 Characteristics of Business Letter 12. Care for culture: All business correspondence seeks to be written keeping in mind the readers point of view. As such no words should be used which offends the cultural background of the reader? The best way is to avoid use of culturally derived words, slangs, colloquialisms etc. 13. Tactful approach: The writer should adopt a tactful approach while writing a business letter. It can be a direct approach letter, an indirect approach letter or a middle approach letter depending on the message to be conveyed. 15 Characteristics of Business Letter 14. Ethical standard: A business letter reflects the image of an organization. Therefore all business correspondence should maintain certain ethical standard. 15. Brief but complete: Brevity is the soul of correspondence. In short the receiver must know what the sender wants to transmit. Forms of Business Letters STYLES OR FORMS OF BUSINESS LETTERS
Oldest form of business letters. This require first line to begin at the margin and the subsequent line to begin five spaces away from the beginning of the previous line. A comma follows each line and a full stop is put after the last line.
Indented Style
BLOCK STYLE
In this style the date line , the complimentary close and the signature are aligned with the right margin. All other parts except the letter head, printed matters starts from the left division. Between the parts and paragraphs of the body of the letter double spacing is given whereas there is a single spacing within each part and paragraph. COMPLETE BLOCK STYLE
The complete block style form has all lines beginning at the margin and no punctuations at the end of any line except in the text of message.
SEMI BLOCK STYLE
This is like the block style except the paragraph of the letters are indented and complementary close are placed at the right margin.
Hanging Indented Style In this style the first line of each paragraph is started from the left margin. The remaining lines in each paragraph have four or five spaces.
Parts and Placements of Business Letters 1.Letterhead- consists of the name and address of a company plus its telephone and cable numbers when available. It is usually printed on the upper center of the stationery. 2. Dateline - must be written in full example: June 26, 2002 / 26 June 2002
Parts and Placements of Business Letters 3. Inside Address - The name and address of the company or the person to whom the letter is directed. It occupies three lines, not less. Example: Mr. Ernesto Santiago, President Atlas Mining Company Ayala Avenue, Makati City
4. . Salutation - first letters of the first and the last words of a salutation are always capitalized.
Parts and Placements of Business Letters 5. Body - contains the message. It usually starts with a statement of the purpose of the letter. This is followed by more explanation of the objective, finally ending with an expression of goodwill or of the reaction of the reader. 6. Complimentary close - only the first letter of the first word is capitalized 7. Signature -consists of the name of the letter writer and his business title, if he has one. The name of the company may be included and should appear above the signature
Parts and Placements of Business Letters
8. Initials- are written 2 spaces after the signature and flush on the left margin. 9. Attention line - may be placed either before or after the salutation, centered and usually underlined.
Parts and Placements of Business Letters
10. Subject line -is placed after the salutation and underlined. It should indicate the main topic of the letter. 11. Carbon copy - it is typed below the initials followed by the names of the persons to whom the carbon copies are given. However, if the letter is an inter - office correspondence the Cc. may be found on the first copy of the letter.