11 business letter

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Business letter

Syed Abbas Hassan Gilani


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1.Business letter

1-1 Letter1-2 Full block letter

1-3 Semi block letter

1-4 Block letter

2. Parts of a Business Letter


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1.1 Letter

A letter is a written message from the

one person to another person

A business letteris more formal than

a personal letter.

- at least one inch on all four edges

- 8.5 * 11 white paper


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Good business letter

Be clear, brief and businesslike

Do not write confused, overlong orpointless letter

Be polite and friendly

Do not be rude or patronizing

Write concise and purposeful letter

Do not try to write in a litrary style

Do not try to impress with yourwriting


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Four principle

1. Short

2. Simple

3. Strong

4. Sincere


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Tips

Keep the letter brief and to the point

Do not use shortened verb forms -write them out (i.e. "don't instead ofdo not")

Always keep a copy of

correspondence for future reference


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Problems:

1. Wordiness

2. Sentence fragments3. "Apostrophes" for plural nouns

4. Subject/verb inconsistency

5. Awkward sentences (rude)6. Lack of transitions between

paragraphs

7. Wrong words8. Repetition of words or phrases


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1-2 Full block letter


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1-3 Semi block letter


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1-4 Block letter


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1. Return Address: Otherwise, type your name,address and optionally, phone number.

2. Reference Line:If you're replying to a letter,refer to it here. For example,

Re: Job # 625-01

Re: Your letter dated 1/1/200x.

3. Special Mailing Notations:Type in alluppercase characters, if appropriate.

SPECIAL DELIVERY

CERTIFIED MAIL

AIRMAIL

4. On-Arrival Notations:Type in all uppercasecharacters, if appropriate.

PERSONAL

CONFIDENTIAL

5. Inside Address: Type the name and address ofthe person and/or company to whom you'resending the letter.


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6. Attention Line:Type the name of the person to whomyou're sending the letter. If you type the person's name inthe Inside Address (6), skip this.

7. Salutation:Type the recipient's name here. Type Mr. orMs. [Last Name] to show respect, but don't guess spellingor gender. Some common salutations are

Ladies:

Gentlemen:

Dear Sir:

Dear Sir or Madam:

Dear [Full Name]:To Whom it May Concern:

8. Subject Line:Type the gist of your letter in all uppercasecharacters, either flush left or centered. Be concise on oneline.

SUBJECT: RESIGNATION

LETTER OF REFERENCEJOB INQUIRY

9. Body:Keep it brief and to the point.


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10. Complimentary Close:What you type here depends onthe tone and degree of formality. For example,

Respectfully yours (very formal)

Sincerely (typical, less formal)

Very truly yours (polite, neutral)Cordially yours (friendly, informal)

11. Signature Block:Sign your name exactly as you type itbelow your signature. Title is optional depending onrelevancy and degree of formality. Examples are

John Doe, Manager

P. SmithDirector, Technical Support

R. T. Jones - Sr. Field Engineer

12. Identification Initials:.

13. Enclosure Notation:Type the singular for only oneenclosure, plural for more. If you don't enclose anything,

skip it. Common styles are below.EnclosureEnclosures: 3

Enclosures (3)


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Tips:

Replace the text in brackets [ ] with the

component indicated. Don't type thebrackets.

Use letterhead only for the first page. Just

use a blank sheet of paper for continuation

pages.If you don't type one of the more formal

components, don't leave space for them.

For example, if you don't type the

Identification Initials (5) andEnclosure

Notation (6), type cc:(7)one blank line

below theSignature Block (4).


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Block FormatErnie English1234 Writing Lab LaneWrite City, IN 12345

March 16, 2001

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of theletter. Begin with a friendly opening; then quickly transition into the purpose of yourletter. Use a couple of sentences to explain the purpose, but do not go in to detail untilthe next paragraph.

Beginning with the second paragraph, state the supporting details to justify yourpurpose. These may take the form of background information, statistics or first-handaccounts. A few short paragraphs within the body of the letter should be enough tosupport your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. Ifthe purpose of your letter is employment related, consider ending your letter with your

contact information. However, if the purpose is informational, think about closing withgratitude for the reader's time.

Sincerely,

Lucy Letter123 Winner's RoadNew Employee Town, PA 12345


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Modified Block FormatMarch 16, 2001

Ernie English1234 Writing Lab LaneWrite City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the mainpoint of the letter. Begin with a friendly opening; then quickly transition intothe purpose of your letter. Use a couple of sentences to explain thepurpose, but do not go in to detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justifyyour purpose. These may take the form of background information, statisticsor first-hand accounts. A few short paragraphs within the body of the lettershould be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is

important. If the purpose of your letter is employment related, considerending your letter with your contact information. However, if the purpose isinformational, think about closing with gratitude for the reader's time.

Sincerely,

Lucy Letter


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Semi-Block FormatMarch 16, 2001

Ernie English

1234 Writing Lab LaneWrite City, IN 12345

Dear Mr. English:

(Indent) The first paragraph of a typical business letter is used to state the main point ofthe letter. Begin with a friendly opening; then quickly transition into the purpose of yourletter. Use a couple of sentences to explain the purpose, but do not go in to detail untilthe next paragraph.

(Indent) Beginning with the second paragraph, state the supporting details to justifyyour purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enoughto support your reasoning.

(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it isimportant. If the purpose of your letter is employment related, consider ending your

letter with your contact information. However, if the purpose is informational, thinkabout closing with gratitude for the reader's time.

Sincerely,

Lucy Letter


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Sample Business Letter

(Please revise it the way that fit your needs and print it out on your companyletterhead.)

Date:

Consulate General of the Peoples Republic of China

Visa Office500 Shatto Place, 3rd. Floor

Los Angeles, CA 90020

Dear Sir/Madam:

This letter is to inform you that John Smith, General Manager of ABCCompanyis planning to travel to China for one weekstartingon March

18, 2005. While in China, he will be meeting with XYZCompany inShanghai (or other city) to explore business and trade opportunities (orsign contract, form partnership and joint-venture project, service equipment,etc.).

Our company guarantees expenses for Mr. Smith, including round-tripinternational airfare. If you have any questions, please feel free to contactus. Thank you for your assistance in granting this business visa for JohnSmith.

Sincerely,

________________ (signature)Name of official

Title

Phone #


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Thank you for

your attention

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