Purposive Communication

Assignment
1. What is business letter?
A Business Letter is type of letter which serves as a means of
communication written for various commercial purposes. These purposes can be
a business deal, complaint, warning, notice, invitation, declaration, information,
apology and various other corporate matters. Letters of business are the most
popular and the most widely written types of letters. Business letters are also the
oldest form of official correspondence and perhaps the propagators of mailing
system.

2. What are the parts of business letter? Identify each.

a) The Heading. This contains the return address (usually two or three lines)
with the date on the last line. Sometimes it may be necessary to include a
line after the address and before the date for a phone number, fax number,
E-mail address, or something similar.

b) The Inside Address. This is the address you are sending your letter to. Make
it as complete as possible. Include titles and names if you know them. This
is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit
in a standard 9" business envelope, the inside address can appear through
the window in the envelope. An inside address also helps the recipient route
the letter properly and can help should the envelope be damaged and the
address become unreadable.

c) The Greeting. Also called the salutation. The greeting in a business letter
is always formal. It normally begins with the word "Dear" and always
includes the person's last name. It normally has a title. Use a first name
only if the title is unclear--for example, you are writing to someone named
"Leslie," but do not know whether the person is male or female.

d) The Body. The body is written as text. A business letter is never hand
written. Depending on the letter style you choose, paragraphs may be
indented. Regardless of format, skip a line between paragraphs. Skip a line
between the greeting and the body. Skip a line between the body and the
close.
 e) The Complimentary Close. This short, polite closing ends with a
comma. It is either at the left margin or its left edge is in the center,
depending on the Business Letter Style that you use. It begins at
the same column the heading does. The block style is becoming
more widely used because there is no indenting to bother with in
the whole letter.

f) The Signature Line. Skip two lines (unless you have unusually wide
or narrow lines) and type out the name to be signed. This
customarily includes a middle initial, but does not have to. Women
may indicate how they wish to be addressed by placing Miss, Mrs.,
Ms. or similar title in parentheses before their name. The signature
line may include a second line for a title, if appropriate. The term
"By direction" in the second line means that a superior is authorizing
the signer. The signature should start directly above the first letter
of the signature line in the space between the close and the
signature line. Use blue or black ink. Business letters should not
contain postscripts.

3. What are the characteristics of effective business letter?

i. Simplicity: A business letter should be simple. It should be written
in a lucid (easy) language so that it is clear to the receiver.
ii. Conversational style: An effective letter is one that gives an
impression of face to face communication. Letters are the written
media by which sender of the message speaks to the receiver. Hence
a letter should be written in a conversational style. Conversational
style is interactive in nature and is more or less informal.
iii. Clarity of goal: The writer should be clear about what he wishes to
convey. He should keep all the facts and figures of the information
handy. The letter should be written in such a way that it reflects the
goal clearly and easily. There must not be any ambiguity.
iv. Public relation: Business letters reflect the image of the organization.
All business letters should therefore be drafted keeping in mind the
objective of enhancing the organizations goodwill, image and public
relations.
v. The ‘You’ attitude: The business letters should be written keeping in
mind the reader’s point of view. It should be able to convey the
sender’s interest in the reader.
vi. Courteous: The business letter should be courteous. Courtesy implies
that the letter seeks favor politely and expresses gratitude profusely
 for the favors done. Thus, the language of the letter should be polite
and appealing.
vii. 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. Thus, to persuade the reader in an effective way the
piece of correspondence should be well written. So as to persuade
the reader in one’s favor.
viii. 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
ix. 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.
x. 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. Unless arranged in a logical
way the information will lose its meaning and thus the objectivity of
the correspondence will be lost.

4. What are the different layouts of business letter?

a. Block
The most common layout for a business letter is called a block format. In this
format, the entire letter is justified to the left and single spaced except for a double
space between paragraphs.
b. Modified Block
Modified block is another popular type of business letter. The body of the letter
and the sender’s and recipient’s addresses are left justified and single spaced.
However, in this format, the date and closing are tabbed to the center point.
c. Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead
of left justified.

5. What are the different types of business letter? Identify each.

 Sales Letters
Typical sales letters start off with a very strong statement to capture the
interest of the reader. Since the purpose is to get the reader to do something,
these letters include strong calls to action, detail the benefit to the reader of
taking the action and include information to help the reader to act, such as
including a telephone number or website link.

 Order Letters
Order letters are sent by consumers or businesses to a manufacturer, retailer
or wholesaler to order goods or services. These letters must contain specific
 information such as model number, name of the product, the quantity desired
and expected price. Payment is sometimes included with the letter.

Complaint Letters
The words and tone you choose to use in a letter complaining to a business may
be the deciding factor on whether your complaint is satisfied. Be direct but tactful
and always use a professional tone if you want the company to listen to you.

Adjustment Letters
An adjustment letter is normally sent in response to a claim or complaint. If the
adjustment is in the customer’s favor, begin the letter with that news. If not, keep
your tone factual and let the customer know that you understand the complaint.

Inquiry Letters
Inquiry letters ask a question or elicit information from the recipient. When
composing this type of letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your contact information so that it is easy
for the reader to respond.

Follow-Up Letters
Follow-up letters are usually sent after some type of initial communication. This
could be a sales department thanking a customer for an order, a businessman
reviewing the outcome of a meeting or a job seeker inquiring about the status of
his application. In many cases, these letters are a combination thank-you note and
sales letter.

Letters of Recommendation
Prospective employers often ask job applicants for letters of recommendation
before they hire them. This type of letter is usually from a previous employer or
professor, and it describes the sender’s relationship with and opinion of the job
seeker.

Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses send them to let others
know that they have received a prior communication, but action may or may not
have taken place.

Cover Letters
Cover letters usually accompany a package, report or other merchandise. They are
used to describe what is enclosed, why it is being sent and what the recipient
should do with it, if there is any action that needs to be taken. These types of
letters are generally very short and succinct.

Letters of Resignation
When an employee plans to leave his job, a letter of resignation is usually sent to
his immediate manager giving him notice and letting him know when the last day
of employment will be. In many cases, the employee also will detail his reason for
leaving the company.