Presentation

BUSINESS COMMUNICATION

GROUP

USMAN NAEEM
AMEER MUAWIYA
RAHILA MALIK
ADNAN SOHAIL
SABAHAT REHMAT
NABEELA AZIZ
TANZEELA NAWAZ

024
026
179
105
170
109
036

BUSINESS LETTERS

Definition
Introduction & Importance
A way to communicate with stake holders
Life blood of communication for an organization
Compete with modern technologies
Acceptance and rejection of business proposals
Introduction of new thing to an organization

BUSINESS LETTERS
Meeting outcomes and announcements
Importance in international
business
Conveys professionalism
Positive reflection of a business

Why we use business letters ?

To convince any of the stake holder
To remind some one
To express an opinion

BUSINESS LETTERS
Physical appearance
a)

b)
c)
d)
e)
f)

Quality of paper
Colour of paper
Composing
Margin
Folding
Envelop/cover

STANDARD PARTS OF BUSINESS

LETTER

Introduction
1)
2)
3)

Ability of sender
Readers nature
Impressive and modern business letters

STANDARD PARTS OF BUSINESS

LETTER

Heading and Date

Inside address
Salutation
Body
Complementary close
Signature area
Reference section

STANDARD PARTS OF BUSINESS

LETTER

Heading
Address of sender is called heading
Placement
Consists of name and address
Initial information

Date
All letters must be dated
Placement
Ways of writing date
Month must be spell out

STANDARD PARTS OF BUSINESS

LETTER

Inside address
Definition
Placement
Order of items
Courtesy title
Name
Professional title

STANDARD PARTS OF BUSINESS

LETTER

Salutation
An expression of courtesy
Placement
Different salutations according to inside
address
e.g
Dear Mr. (when name is there in inside address)
Dear John (when appropriate in letter)
Dear Chaudhary Tahir (Family name first)
Dear Manager ( when position is given in inside
address)
Dear Ladies and Gentlemen (When addressing to
a group )

STANDARD PARTS OF BUSINESS

LETTER
Body
a)
b)
c)
d)
e)
f)

Definition
More than one paragraph
Length of paragraph
Double space
OFAC
Qualities

STANDARD PARTS OF BUSINESS

LETTER
Complementary
a)
b)
c)
d)
e)

close

Definition
Technical way to close letter
Most commonly used complementary closes
Start with capital word , end with comma
The close must agree with salutation

e.g
Sir or madam..Yours faithfully
Dear sir or Dear madam..Yours truly
Dear Ali or Dear Ayesha.Yours

STANDARD PARTS OF BUSINESS

LETTER

Signature area
Signature makes the latter authentic
Placement
Several Identifications can be included
Name of Company
Your Signature
Your type written name
Your business title

STANDARD PARTS OF BUSINESS

LETTER
Reference Section
> Information of composer
> Placement
> Different practices

and typist

OPTIONAL PARTS OF BUSINESS

LETTER
Optional parts are those parts of a letter that
we use when required. These are;
1) Attention line
2) Subject line
3) Enclosure notation
4) Copy notation
5) File or account number
6) Postscript

OPTIONAL PARTS OF BUSINESS LETTER

Attention line
Attention line is used to forward a letter to a particular person
or title or department when the letter is addressed to a company .
Placement
Useful when message go to a certain department
Useful when the person other than the addressee
receive the message
e.g
Wide World Importers
1500 Main Street
Greenville , Texas
Attention :Mr.David William

OPTIONAL PARTS OF BUSINESS

LETTER
Reasons of using Attention line
a)
b)

When addressees name is unknown

When only sir name is known

OPTIONAL PARTS OF BUSINESS

LETTER

Subject line
A Subject line shows the main idea of your message. It is
very helpful for the reader. He can understand the whole
idea of your letter from the subject line.
Placement
Methods to distinguish subject line from body
Typed in capital letters

OPTIONAL PARTS OF BUSINESS

LETTER

Enclosure notation

Definition
Placement
Alerts the addressee to check enclosures
Unit consist of one ore more pages (e.g)
Indicate number if more items are enclosed
it is desirable to list what the enclosures are.

OPTIONAL PARTS OF BUSINESS

LETTER

Copy notation
There may be a number of copies of the original letter meant
for different people
When a person other than the addressee will receive a copy
of letter , c , cc, must be written .
Placed Just below the reference initials
If you dnt want the addressee to know that other person is
getting a copy , than type bc, bpc.

OPTIONAL PARTS OF BUSINESS

LETTER

File or Account number

To aid in filing and quick retrieval for both
sender and reader, some firms require that file
number.

Post script
Definition
Use to emphasize on a point
P.S is written below every thing else typed on
the page

LETTER LAYOUT

Layout is responsibility of the typist

Companies have adopted a common word
processing software
These letters are uniformed regardless of place
and promotion

Punctuation
a)
Close punctuation
b)
Open punctuation
c)
Standard punctuation

LETTER STYLES

Block form
Semi block form
Full block form

CONCLUSION
Through out the discussion we come to
know the importance of business letters in
the business world. No body can deny the
need of business letters. The only need is to
understand what is the business letter and
how to write the letter according to rules
and regulations in order to get desirable
outcomes.