Business Letter

Outline:• Basic letter styles• Complete-block style• Block style• Semi-block style• Simplified letter styles• Elements of Business Letter

Introduction

• There are 5 basic letter styles: Full-blocked, blocked, semi-blocked, square-blocked and simplified letter styles.

• Business writers today generally favor the full-blocked letter formats for two reasons:

–Moving all elements to the left margin is easier for the typist/word processor.

–Indenting is unnecessary, since one blank line is routinely left between paragraphs.

Heading/Return Address Line 1

Date (Month Day, Year) 2

Reference No.3 Mr./Mrs./Ms./Dr. Full name of recipient. 4Title/Position of Recipient.Company Name & Address

Attention Line: Mr./Mrs./Ms./Dr. Full name of recipient & Designation 5

Subject: Title of Subject 6

Salutation: Dear Sir/Madam 7

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Complimentary Close 9

Signature 10Your Name (Printed) 11Your Title

Enclosures 12

Identification marks/Typist Initials. 13

• The block format is the simplest format; all of the writing is aligned against the left margin.

• Heading / Your Address 1The address of the sender, so that the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)

• Date 2Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2012 or 30 August 2012. Skip a line between the date and the inside address.

• Reference3 Makes it easier to keep a record of all the correspondence regarding a particular order. Skip a line between the reference & the attention line.

• Inside Address 4The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.

• Attention Line 5 Makes it easier for the recipient to find out for whom the letter is meant. Skip a line between the attention line & subject line.

• Subject Line 6Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the salutation.

• Salutation 7Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Skip a line between the salutation and the subject line or body.

• Body 8The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.

• Complimentary Close 9Let's the reader know that you are finished with your letter; usually ends with Yours Sincerely, Yours faithfully, Yours cordially and so on. Only the first word in the closing is capitalized. Skip 3 -4 lines between the closing and the printed name, so that there is room for the signature.

• Signature 10Your signature will go in this section, usually signed in black or blue ink.

• Printed Name 11The printed version of your name within parenthesis, and you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.

• Enclosure 12If letter contains any other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.

• Reference Initials / Identification marks 13If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/GS or ag/gs.

(Fully-block style)M/S JOHN & SONS

24/A SUSHANT LOKDELHI 1110011

Tel No.: 00000000000 February 14, 2012

Our Ref.No.:POC/210-B/12 of January12,2012Your Ref.No.:SC/112-A/12

Sales DepartmentShahi Cements Ltd.A/37, JanakpuriNew Delhi

Attention: Mr.S.K.Gaur, Sales Manager

Subject: COMPLAINT ABOUT BAGS OF CEMENT

Sir

This is in reference to the purchase of bags of cement via Order No.-POC/210-B/12.We regret to inform you that out of the 600 bags of cement that we received, 30 bags were in damaged condition. The matter was brought to the notice of the person who delivered the consignment. We have got a signed note of his, agreeing to the bad condition of those 30 bags of cement. A copy of the signed note, along with the billing statement, is enclosed with.

We request you to look into the matter and replace the damaged bags within a week so that it doesn’t lead to any hindrance in our work. We hope to have a quick reply.

SincerelyMr.A.D. SadanaPurchase Manager

Encl: Billing statementGS/HK PS: Cc

Sample format of a Sales letterSir One new Sofa-cum-Double Bed upholstered with luxurious M.M. foam can you

just what you want in the Age of Space! It is comfort-cum-convenience! A veritable package deal.

A day-time delight, it can seat four with comfort. Just pull it out and it turns into a trim bed of 6" x 6". No botheration of making the bed - even if the servant gives you the slip. It pulls out in a jiffy. The accompanying illustrated catalogue will give you details of how it looks and how it works - as a sofa for the day and a bed for the night.

Drop in today at our show-room to see the new Sofa-cum double bed, comfort-cum-convenience, displayed in grand style.

Sincerely

Sample Covering Letter for Resume26 RUE WASHINGTON

75008 PARISFRANCE

TEL: +33 1 77 77 77 77EMAIL: RACHELKING@EFLNET.FR

4 November 20--

Interplay Languages77 bd Saint Germain75006 PARIS

Director of Studies

Sir I am interested in working as Director of Studies for your organization. I am an EFL language instructor with nearly 10

years' experience to offer you. I enclose my resume as a first step in exploring the possibilities of employment with Interplay Languages. My most recent experience was implementing English Through Drama workshops for use with corporate clients. I was responsible for the overall pedagogical content, including the student course-book. In addition, I developed the first draft of the teacher's handbook. As Director of Studies with your organization, I would bring a focus on quality and effectiveness to your syllabus design. Furthermore, I work well with others, and I am experienced in course planning.

I would appreciate your keeping this enquiry confidential. I will call you in a few days to arrange an interview at a time

convenient to you. Thank you for your consideration. Faithfully

Offer To A Newly Established Trader

Sir We would like to send our best wishes for the success of your new shop

specializing in the sale of toys. Naturally you will wish to offer your customers the latest toys - toys which are attractive, hard wearing and reasonably priced. Your stock will not be complete without the mechanical toys for which we have a national reputation.

We are sole importers of Matteli Toys and toys you will see from the enclosed price list our terms are very generous. In addition to the trade discount stated, we would allow you be well satisfied with your first transaction.

We will be happy to arrange for one of our representative to call on you to ensure that you are fully briefed on the wide assortment of toys we can offer. Please complete and return the enclosed card to say when it would be convenient.

Truly,

REFERENCE LETTER A.N.Y. Company Ltd

69 Any Street, Anyville, Anystate Tel: 0123456789

4 November 20-- TO WHOMSOEVER IT MAY CONCERN Refernce for Mr James Blond James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and

effective member of the sales team. James is professional and efficient in his approach to work and very well-liked by his colleagues and executive clients. He is well-presented and able to work both independently and as part of a team.

His contribution to all areas of company activity in which he has been involved have been much appreciated. I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation.

I would gladly answer any request for further information. Sincerely, Penny Farthing PENNY FARTHING

Managing Director penny.farthing@a-n-y.com

Letter Salutations

• Use ‘ Sir’ to address the receiver of the letter.

• When no name is available rely on Ladies, Gentlemen Madam, or for a group use Sirs

Writing Plan for an Order • 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.

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.

1) Write a letter to Shahi Cements Ltd. placing an order for 500 bags of cement. Yours is Bharat aluminium Corporation Ltd.

2) Write an application for the job of Computer Engineer in an MNC.

3) Write a letter to a firm enquiring about an employee from its previous employer.

4) Write a letter to a company asking them to replace a lot of 32 computers you bought from them.

5) Write a reply to all the above.