business letter writing

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Business Letter Creating Routine Letters

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Page 1: Business Letter Writing

Business Letter

Creating Routine Letters

Page 2: Business Letter Writing

Advantages of Business Letter

Drafting at convenience Reaches far and wide A record for purpose of law A record for reference Saves money in communication

Page 3: Business Letter Writing

Types of Business Letter

Enquiries and Reply Quotations, estimates and tender notices Orders and letters informing of their fulfillment Circular letter Sales letter Complaints (Claims) and replies (adjustments)

Page 4: Business Letter Writing

Steps

Analyze letter content and select an appropriate writing strategy.

Write clear and concise letters. Identify and use appropriate salutations

for letters.

Page 5: Business Letter Writing

Parts of a Business Letter

Letterhead Peerless Graphics 893 Dillingham Boulevard

Stony Plain, AB T6K 5L9 line 12 or 2 lines below letterhead

Dateline September 13, 200x 2 to 10 lines Inside Mr. T. M. WilsonAddress Visual Concepts Enterprises 1256 Lumsden Avenue

Nordegg, AB T0M 3T0 1 blank lineSalutation Dear Mr. Wilson:

Page 6: Business Letter Writing

Parts of a Business Letter(continued)

1 blank line

Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line

Body This letter illustrates block letter style, about which you asked. All typed lines begin at the left

margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower. In modified block style, the dateline and closing lines are started at the center instead of at the left margin.

Page 7: Business Letter Writing

Parts of a Business Letter(continued)

If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. Most readers will recognize a statement in this position as the subject without an identifying label. The complimentary close appears two lines below the end of the last paragraph.

1 blank line

Complimentary Sincerely,Close 3 blank lines

Page 8: Business Letter Writing

Parts of a Business Letter(continued)

Signature Mark H. WongBlock Graphics Designer 1 blank line

Reference MHW:pilInitials

Page 9: Business Letter Writing

Letter Salutations

Use individual’s name whenever possible.

When no name is available, use the simplified letter style, omitting a salutation.

When no name is available and you cannot use simplified style, rely on Ladies and Gentlemen or Madams and Sirs.

Page 10: Business Letter Writing

Writing Plan for an Information Request

Opening: Ask the most important question first or express a polite command.

Body: Explain the request logically and courteously. Ask other questions if necessary.

Closing: Request a specific action with an end date, if appropriate, and show appreciation in advance.

Page 11: Business Letter Writing

Improving Openers for Routine Request Letters

Weak:I’ve been given the task of locating a convention site for my company’s meeting. I’ve checked a number of places, and your hotel looks possible.

Improved:Will you please answer the following questions regarding possible accommodations at the Fairmont for a conference in May.

Page 12: Business Letter Writing

Improving Openers for Routine Request Letters

Weak:While reading MacLean's magazine, I noticed an offer of a free video describing your organization.

Improved:Please send me your free video describing your organization.

Page 13: Business Letter Writing

Improving Openers for Routine Request Letters

Weak:I am conducting a training class for students of photography at our Winnipeg training center, and I saw a picture that we would like to use in our program.

Improved:What is the procedure for ordering a copy of a photograph to be used for training purposes?

Page 14: Business Letter Writing

Improving Closings for Routine Request Letters

Weak:Thanks for any information you provide.

Improved:We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference.

Page 15: Business Letter Writing

Improving Closings for Routine Request Letters

Weak:Hoping to hear from you at your earliest convenience.

Improved:Please send the video by August 15.

Page 16: Business Letter Writing

Improving Closings for Routine Request Letters

Weak:Thank you for your cooperation.

Improved:Your answer to my inquiry will help me make my printer choice. Thanks!

Page 17: Business Letter Writing

Writing Plan for an Order Request

Opening: Authorize purchase of items. Suggest method of shipping.

Body: List items vertically. Provide quantity, order number, description, and unit price.

Closing: Request shipment by a specific date. Tell method of payment. Express appreciation.

Page 18: Business Letter Writing

Writing Plan for Simple Claim

Opening: Describe clearly the desired action.

Body: Explain the nature of the claim. Tell why the claim is

justified. Provide details regarding action requested.

Closing: End pleasantly with a goodwill statement. Include end

dating if appropriate.

Page 19: Business Letter Writing

Writing Plan for Granting a Claim

Subject Line (optional): Identify previous correspondence.

Opening: Grant request or announce adjustment immediately.

Body: Provide details about how you are complying with the request. Try to

regain the reader’s confidence. Include resale or sales promotion if appropriate.

Closing: End positively with forward-looking thought. Express confidence in

future business dealings.

Page 20: Business Letter Writing

Good luck with letter writing!

Business Letter