business letter writing

1. Made by-
Vidushi Gupta
Assistant professor
English & Hss
Jiet Institute of Design & Technology

2.  Engineers and students of MBA often requires to work
closely with various departments in the company such
as sales, marketing and other divisions. Much of the
internal communication goes via mails or letters so the
ability to understand each other’s messages is of
paramount importance. Good writing skills allow you
to create clear mails and letters that are easy to
understand, which makes the job easier for other
members of the company. If an engineer doesn’t
explain the significant aspect of the product, the
marketing won’t be able to create a good strategy, the
sales team could select the wrong price, and the
company would suffer the consequences.


3.  A letter is a written or printed message
addressed to a person or persons, usually sent
by post or messenger.
 It is an addressed document of legal, format or
informal kind for various purposes.

4. 1. Do not offer misleading information.
2. Do not make promises which you do not have
authority to keep.
3. Do not make untrue, damaging or allegation
because a letter is a permanent record and
proof of intention.

5.  Used as a way to communicate companies.
 Used to request information, send information ,
give feedback on products or for dozens of
other reasons.

6.  Must look professional
 Gives first impression that a potential client or
buyer receives about you.
 Shows your maturity and professionalism.

7. 1. Reference
2. Date
3. Receiver’s Name and Address. (Inside
address)
4. Salutation
5. Subject
6. Main body
7. Complementary Close
8. Signature
9. Sender’s Name and Designation

8. 1. Attention line.
2. Identification line.
3. Enclosure.
4. Carbon copies.

9.  The following abbreviations are freely used in
letter writing such as;
 Asap- as soon as possible
 Cc- carbon copy
 Encl- enclosure(when you include other paper
with your letter)
 PP-per procurationem(A latin phase meaning
that you are signing the letter on somebody
else’s behalf; if they are not to sign it
themselves etc).

10.  Ps-postscript (when you want to add
something after you’ve finished and signed it )
 PTO (Informal)- please turn over (to make sure
that the other person knows the letter
continues on the other side of the page)
 RSVP - please reply

11.  Heading
 Inside address
 Salutation
 Body
 Closing
 signature

12.  Is the address of the sender
 May have a letterhead with this information
already imprinted
 Should include the following:
The sender’s address
The senders mailing address
(optional) phone number and e-mail address
Date being sent

13.  Should be written out in full
 Example: April 25,2005
 If using a company letterhead, date line should
be typed three lines below heading.
 If using a return address, type date line directly
below heading.
 If using a return address, type date line directly
below the return address, leaving no spaces.

14.  Is the name and address of the person that you
are sending the letter to otherwise known as
an addressee.
 Type the inside address on the fourth line
under the date line.
 Should contain the same information that will
be use down the envelope.


15.  Is the writer’s greeting.
 Type two returns underneath the inside
address.
 Include the addressee’s name and courtesy title
along with the greetings.
 Ex: dear. Mr. Johns

16.  Is where you discuss the purpose of writing a letter.
 Begins two returns below the salutation.
 Should be single spaced with two spaces between two paragraphs.

17.  Is a courtesy signal at the end of each letter,
sometimes called the complimentary closing.
 Should be typed two returns below the body of
the letter.
 Must be kept professional.
 Use sincerely, cordially, regards and
respectfully to name a few.

18.  Is the writer’s name typed on the fourth return
following the complimentary close.
 The writer’s title should be written below the
name.
 The space in between the complimentary and
the typed name is to be used for the writer’s
signature.

19. RELATION SALUTATION SUBSCRIPTION
Blood relation My dear
Father/mother/sister,
OR
Dear Brother/sister
Your
Affectionately,/yours
Very affectionately, OR
yours loving
Son/daughter
friends My dear Anil OR,
Dear Anil
Yours sincerely,/Yours very
sincerely, OR
Ever yours, OR
Yours always
acquaintances Dear Mr. Jain, OR
Dear prof. Gupta , OR
My dear sir
Yours truly, OR
Yours very truly, OR
Yours sincerely
To high officials Sir, Yours faithfully
A trader manager of a
business firm
Dear sir, OR
Dear Madam
Yours faithfully
Editors of newspaper Sir, OR
Dear sir
Yours faithfully OR
yours truly
Job application sir Yours faithfully
Headmasters/teachers/ Sir, OR Yours obediently

20.  Formal letters: these are known as business
letters.
 Informal letters: they are meant to write to our
relatives, friends etc.
 Semi- formal: generally meant for inviting
someone.

21.  A business letter is a written document,
communication addressed to a person or
organization, by a person or organization, for
specific business purpose.

22.  Application letter
 Complaint letter
 Request letter
 Order letter
 Sales letter

23.  1. requesting and providing information. (sales
covering letter)
 2. ordering goods and services. (order letter)
 3. acknowledging the letter.(Acknowledgment
letter)
 Confirming information or
arrangements.(confirmation letter)
 Expressing thanks or congratulations.(good
news)
 Conveying bad news.(bad news/messages)

24.  Complaining about the goods and
products.(complain letter)
 Answering a complaint.(adjustment letter)
 Introducing and explaining the
product.(purchase covering)
 Recommending someone for a job or
post.(recommendation letter)
 Persuading the receiver to do
something.(collection letter)

25. 1. Thinking steps
 Is situation a problem, issue or opportunity?
 Express as question. What are the most widely
used business letter formats and their
components?
 Have I produced ideas to solve the particular
situation?
 Have I examined, checked for ethics, revised
and selected?

26.  2. PLANING STEPS:
 Function of writing. expressive/ poetic
transactional.
 Informative/ Ask
 Specific function. Goodwill/Action
 Audience. Primary/Secondary
 Main idea. Focused/diffused.
 Organization plan. Direct/indirect
 Pattern. space/time/logic

27.  Have I followed revision, right and rest.
 Revision for Ideas/style/mechanics.
 Is my main idea specific and have I provided
all necessary details?
 Have I followed the rules of 7C’s?
 Completeness, concreteness, clarity,
conciseness, coherence, consideration, and
courtesy.

28. 1. Did you type(or write) in a deadline to
validate the letter as a record?
2. Did you place a comma after the salutation?
3. Did you place a comma after the
complimentary close?
4. Did you sign the letter below the
complimentary close?
5. Did you initial or sign the memo to the right of
your name?

29.  Open punctuation
 Begins from left side
 Indenting is not required
 One line is left between paragraphs.

30.  212 Desilva Street
 Delhi – 200016
 November 1, 2012} ----------------- date
 Dr. Rajesh Sharma
 79 Prem Nagar 1st
 Jaipur-06
 ______________subject______________
 Dear Dr. Sharma}-------------- salutation
 ____________________________________
 _____________introduction_______________________
 _________________________________________
 ___________________________________
 ____________discussion_____________
 ______________________________
 __________________________
 _____________conclusion________
 _______________________
 Sincerely}
 Sanyam Jain
 Sign
 Designation
 Cc: dipesh mathur

31.  Unindented paragraphs.
 Salutation and complimentary close are
omitted.
 Full block style
 Open punctuation.
 Not widely used
 Subject line is in capital case and the word
subject is omitted.
 Printed name is in the capital case.

32.  935 western bungalow
 Gulmarg
 J & K
 September 5, 2012
 Ms. Isika tanwar
 21, Lekhraj way
 Ludhiana
 Punjab
 --------------------------------
 Introduction--------------------------------------------------------
--
 -------------------------------------------------------
Discussion----------------------------------------------------------
-----------------------------------------------------------
Conclusion--------------------------------------------------------------
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Nameeta Tripathi
Enclosures

33.  It should be ...
 Concise...
 Authoritative...
 constructive...
 And friendly...

34.  Written by a customer of a service/products
commenting on a poor service or product.
 It usually outline the faults with the
service/product.
 It highlights the customers dissatisfaction.
 A complain letter is any formal legal document
that sets out the facts and legal reasons to make
a complaint, followed by a suggestive remedy.

35.  Late delivery of goods.
 Receipt of defective goods.
 Receipt of damaged goods.
 Shortage of goods.
 Receipt of wrong goods.
 Inferior quality goods.
 Misbehaviour of an employee.

36.  We are sorry to inform you that the goods
supplied by you were not......
 We are sorry to inform you that the supplies
made by you were not according to the order
placed by us.
 We regret to point out to you the unsatisfactory
execution of your order.


37.  We wish you to send us promptly the right
quality of ___ and make good the loss suffered
by us.
 May we except that such mistakes will be
avoided in future?
 Would you be kind enough to replace the
defective items at the earliest?

38.  BHARAT ELECTRICALS
RAJKOt
 20th July,2012
 The manager
 Gujarat electricals
 Ahmedabad
 Dear sir,

39.  SUB: Complaints regarding damaged items.
 We are thankful to you for your prompt action
on our request to supply fans as per our order
no. F/326,15th July 2012.
on opening the consignment, we were
shocked to see that the blades of eight ceiling
fans were damaged. Morever the paint of three
pedestal fans has peeled off awkwardly.

40.  Would you be kind enough to replace these
damaged items at your earliest?
yours Faithfully
_________

41.  I. Definition
 A request is a letter asking the recipient to do
something he or she does not have to do, may
not have time to do, or may not want to do.
 Therefore, pay particular attention to the
structure given for each other; these are time-
tested formulas for persuasive writing that
have been proven to work

42.  Ask politely. Do not demand or threaten.
 Show the reader what’s in it for her. Prove your
case.
 Say exactly what you hope she will do for you .

43.  Ms. Helen Cornell, CAE, CMP
 Executive director
 CFCE Education foundation
 Senior vice president, education
 CFCE
 1300 East Eight Mile, suite 110
 Pontiac, MI 43220
 Dear Helen
 I’m the author of last minute meetings, a book I
hope you’ll consider for possible inclusion in your
catalog and offerings. Last Minute meetings
provides numerous up-to date resources and ideas
to help plan a meeting- quickly, if need be and on
budget

44.  This book would be an excellent fit with your current
offerings, for people new to the industry, it explains in
simple language the details involved in planning a
successful event- giving lots of real life examples and
forms. Industry veterans can use the book as a resource
guide to find vendors as well as definitive “best
sources”.
 I have enclosed a review copy. Last minute meeting is
published by career press(FranklinLakes, N];December
2003) and retailers for $11.99. I’ve included a few recent
book reviews as well as a brief bio.
 I look forward to the possibility of working together to
bring this book into your offerings. Regards.
 Fern dickey, CMP