BUSINESS LETTERS

It is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments.
It serves as a record for future reference. It leaves more durable impression on the

receiver's mind than an oral message. It is used as a legal document. It is used to build goodwill.

FUNCTIONS OF BUSINESS LETTER

To provide a convenient and inexpensive means of

communication without personal contact. To seek or give information. To furnish evidence of transactions entered into. To provide a record for future reference. Record and reference Making a lasting impression. Widening the approach An authoritative proof. Building goodwill.

KINDS OF BUSINESS LETTERS

A.1. ENQUIRIES & REPLIES ORDERS&EXECUTION CREDIT& STATUS COMPLAINTS& ADJUSTMENTS COLLECTION LETTER. B.1.CIRCULAR LETTERS SALES LETTERS
IMPORT EXPORT
AGENCY D.1. APPLICATION

C.1. BANK CORRESPONDENCE INSURANCE

LETTERS INTERVIEW LETTERS E.1. CORRESPONDENCE TO SECRETARY. CORRESPONDENCE WITH STATE & CENTRAL GOVT. F.1. LETTERS TO PRESS

THE IMPORTANCE OF LETTERS

Letters represent companys public image and competence Letters are more personal than a report, yet more formal than memos or e-mail Letters are more permanent than e-mail Letters constitute an official legal record of an agreement Letters follow up on telephone calls and other types of oral communications Letters provide a wide range of corporate information Letters can support action Letters sell Letters are efficient for targeted mass mailings

Writing Effective Letters

Analyze Your Audience: Who is my audience? Will my audience be favorably or unfavorably

disposed to what I am going to say? What kinds of information will my audience expect me to supply? How will my audience use the information I am sending? What impression do I want my letter to make on readers? Have a clear sense of your purpose and theirs Select the best communication strategy Draft, revise, and edit your letter

PROOF READING YOUR LETTER

Proofread everything that has your name on it Take time to proofread your letter for Errors of facts Miscalculations Misrepresentations Accuracy of prices, dates, and serial numbers Full-block format All text flush left, spaces between paragraphs Semi-block/Modified format The writers address, date, complementary close, and signature to the right side of the letter The date aligns with the complementary close Notations of enclosures flush left below signature

LETTER FORMATS
Full-block format All text flush (level)left, spaces between paragraphs Semi-block/Modified format The writers address, date, complementary close, and signature to the right side of the letter The date aligns with the complementary close Notations (symbols) of enclosures flush left below signature Indented paragraph format Identical to the semi block format except that each paragraph is indented five spaces Continuing pages. If your letter runs beyond one page, use name, page number, or address in the header of the second page.

PARTS OF A LETTER
Date line
Inside address Salutation

Subject line
Text of the letter Complementary close Signature Enclosure(s) line Copy notation

ACHIEVING THE YOU ATTITUDE: FOUR GUIDELINES

Never forget that your reader is a real person
Avoid writing cold, impersonal letters

Keep the reader in the forefront of your letter

Make sure your readers needs control the tone, message, and organization of your letter

Be courteous and tactful

Be neither boastful nor meek

TYPES OF LETTERS
Four common types of business correspondence 1. Inquiry letters 2. Special request letters 3. Sales letters 4. Customer relations letters: Follow-up Complaint Adjustment Collection

TYPES OF LETTERS
CLASSIFICATIONS OF BUSINESS LETTERS Positive

Customer relations letters responding favorably to a writers request or complaint Sales letters promoting a product Neutral Letters requesting information about a product or service, placing an order, or responding to some action or question Negative Customer relations letters refusing a request, saying no to an adjustment, etc.

INQUIRY LETTERS
Inquiry letters ask for information about a product,

service, publication, or procedure Be sure to supply appropriate, or exact descriptions of what you are inquiring for. Rules for effective inquiry letters: states information writer wants indicates clearly why the writer must have the information keeps questions short and to the point specifics when the writer must have the information thanks the reader

SPECIAL REQUEST LETTERS

Make sure you address your letter to the right person
State who you are and why you are writing

Indicate clearly your reason for requesting the information

Make your questions easy to answer and

separate them clearly. Specify exactly when you need the information and allow sufficient time

SPECIAL REQUEST LETTERS

Offer to forward a copy of your report, paper, or survey in gratitude for the help you were given If you want to reprint or publish the materials you asked for, indicate that you will secure whatever permissions are necessary

Assure confidential, if that is appropriate End by thanking the reader for helping

SALES LETTERS: SOME PRELIMINARY GUIDELINES

Identify and limit your audience

Use reader psychology

Don't boast or bore

Use words that appeal to the readers

Senses. Be ethical

Format of letter

Please use the following format for your business letters:

{NOTE: your name goes only at the bottom} Your Return Address (no abbreviations for Street, Avenue, etc.) Your City, YO [your two letter state abbreviation] zip Date (write out either like June 4, 2004 or 4 June 2004) First and Last Name of the Person to whom you are writing Address City, ST zip Dear Mr./Ms. Person: [note the colon] Times have changed, and indentations for paragraphs are usually not used because it is easier not to use them. The body paragraphs should be single spaced in a business letter. But you should double space between paragraphs when your letter contains more than one paragraph. In a second paragraph, you will want to give a specific example of how you benefited from your contact with this person. Be sure to thank him/her for his/her time and efforts on your behalf. Sincerely yours, {three spaces so that your signature may appear here} Sally Student A business letter is not restricted to one page; the letter should be as long as it needs to be. Please note the line spacing!

Format of letter
Todays Date

Managers Name Company Name Company Address

Dear Mr./Ms. Manager:

This is my formal notification that I am resigning from (company Name and title). (Date will be my last day of employment) Sincerely, (your signature) Your Name cc: (names of those being copied on the letter)