Effective Business Letter Communication Essentials

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Communication for Business
SIMAD UNIVESRITY
 
 Introducing the Business letter
 
INTRODUCTION
 
Communication with people 
outside
 of your 
organization
is very 
important
. A high standard should 
be set
 and
maintained
 in all communications. High standards of an
organization’s correspondence 
suggest 
high standard
in business generally.
Business letters are still very often 
the main means 
of
establishing 
business relations 
with other organizations.
These 
four key areas 
of business letters
(Printed-
stationery
, 
Presentation
, 
Structure
, 
Language
 and
tone)
-will be considered in this unit.
 
Printed Stationery
 
Letter headed paper
: it includes:
The name of the company,
The logo,
Address,
Contact information.
Logos
: is a graphic symbol on the letter head. It should be
something that customers remember easily and it is what
sustains the corporate identity.
 
Presentation:
 types of Layout
 
Fully blocked
:
The most common layout of a business letter is known as
block format.
Using this format, the entire letter is left justified and
single spaced except for a double space between
paragraphs (see the example).
 Modified block
Another widely utilized format is known as modified
block format.
The body of the letter is left justified and single-spaced.
The date and closing are in alignment in the center of the
page.
 
S
e
m
i
-
b
l
o
c
k
The final, and least used, style is semi-block.
It is much like the modified block style except that each
paragraph is indented instead of left justified.
 
Other parts of a business letter
 
Confidential
If the letter is confidential this should be indicated between
the date and inside address, like:
CONFIDENTIAL
Mr Ali Mohamed
Managing Director
ITES Solutions
20/4, Sukhrali
Mombai 400001
 
Attention line
It is used when the writer wanted to ensure that the letter is
directed toward 
the desk of a specific person. Like:
FOR THE ATTENTION OF MRS FADUMO, MANAGER –
HUMAN RESOURCES
National Construction Corporation
NBCC (National Broadcasting Company)
Lodhi Road,
New Delhi - 110003
 
Copies
When a copy of the letter is to be sent to another, this
may be indicated:
CC: A/qadir Jibril, HR manager
Copy: Ahmed Yusuf, Exam Director
  
CC
 stands for courtesy copy
Use 
alphabetical order
 when more than one person is
on the 
circulation list
 
Blind copies
If the sender of the letter does not wish to know the recipient
the other person receiving copies, blind copy is sent. BCC is
used on the copy-not the original.
BCC: C/hamid, Dean p public administration
BCC: Blind Courtesy Copy
Signing on behalf of someone
You can sign on behalf of another one like this:
Yours sincerely,
Mohammed Abdurrahman
PP
 Fuad Mire
Dean, IT
PP: Per Procurationem (on behalf of)
 
Open punctuation
 
Only 
punctuation marks 
which are essential to ensure
grammatical sense are included within the text of correspondence.
All other 
comma
s and
 full stops 
are omitted. It is commonly
used by 
fully blocked layout.
Dates
15 March 2014   no comma and no ordinal numbers
Names
Mr & Mrs Ali   no full stops
Addresses
Mr Ali Ibrahim
Deputy Dean B & A
  
no full stops after abbreviations
SIMAD UNIVERSITY
  
no commas at the end of lines
Wadada Warshadaha
Mogadishu - Somalia
 
 
Salutation and complementary close
Dear Mr Ali 
    
no comma
Yours sincerely
   
no comma
Abbreviations
SU
 
BA
 
Dr
 
Mr
 
NB
 
no full stops
 
Continuation sheets
 
Many organizations use the 
printed continuation sheets
which are used for 
second
 and 
subsequent pages
. This
may show the company’s name and logo as the example
indicates. When you do not use the continuation sheets, use
plain white paper. It important to include certain details at
the top of second or subsequent pages. See the example.
When using continuation sheets, 
remember
:
Do not include 
“continued”
 at the 
foot 
of the first page. It
is obvious that there is another page if there is 
no closing
 or
signature
.
Always 
take over 
at least three or 
four lines
 of text to a
second page
.
Try to 
start new 
page with 
new paragraph
 
 
 
                              END
                           QUESTIONS ?
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Effective communication with external parties is crucial in business. Maintaining high standards in business letters reflects overall professionalism. Learn about key areas of business letters: Printed Stationery, Presentation, Structure, Language, and Tone. Explore letterhead design, layout formats, and additional elements like confidentiality and attention lines.


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  1. Introducing the Business letter Introducing the Business letter Communication for Business SIMAD UNIVESRITY

  2. INTRODUCTION INTRODUCTION Communication with people outside of your organization is very important. A high standard should be set and maintained in all communications. High standards of an organization s correspondence suggest high standard in business generally. Business letters are still very often the main means of establishing business relations with other organizations. These four key areas of business letters(Printed- stationery, Presentation, Structure, Language and tone)-will be considered in this unit.

  3. Printed Stationery Printed Stationery Letter headed paper: it includes: The name of the company, The logo, Address, Contact information. Logos: is a graphic symbol on the letter head. It should be something that customers remember easily and it is what sustains the corporate identity.

  4. Presentation: Presentation: types of Layout Fully blocked: The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs (see the example). Modified block Another widely utilized format is known as modified block format. The body of the letter is left justified and single-spaced. The date and closing are in alignment in the center of the page.

  5. Semi-block The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

  6. Other parts of a business letter Other parts of a business letter Confidential If the letter is confidential this should be indicated between the date and inside address, like: CONFIDENTIAL MrAli Mohamed Managing Director ITES Solutions 20/4, Sukhrali Mombai 400001

  7. Attention line It is used when the writer wanted to ensure that the letter is directed toward the desk of a specific person. Like: FOR THE ATTENTION OF MRS FADUMO, MANAGER HUMAN RESOURCES National Construction Corporation NBCC (National Broadcasting Company) Lodhi Road, New Delhi - 110003

  8. Copies When a copy of the letter is to be sent to another, this may be indicated: CC: A/qadir Jibril, HR manager Copy: Ahmed Yusuf, Exam Director CC stands for courtesy copy Use alphabetical order when more than one person is on the circulation list

  9. Blind copies If the sender of the letter does not wish to know the recipient the other person receiving copies, blind copy is sent. BCC is used on the copy-not the original. BCC: C/hamid, Dean p public administration BCC: Blind Courtesy Copy Signing on behalf of someone You can sign on behalf of another one like this: Yours sincerely, Mohammed Abdurrahman PP Fuad Mire Dean, IT PP: Per Procurationem (on behalf of)

  10. Open punctuation Open punctuation Only punctuation marks which are essential to ensure grammatical sense are included within the text of correspondence. All other commas and full stops are omitted. It is commonly used by fully blocked layout. Dates 15 March 2014 no comma and no ordinal numbers Names Mr & MrsAli no full stops Addresses MrAli Ibrahim Deputy Dean B &A no full stops after abbreviations SIMAD UNIVERSITY no commas at the end of lines WadadaWarshadaha Mogadishu - Somalia

  11. Salutation and complementary close Dear MrAli Yours sincerely Abbreviations SU BA Dr no comma no comma Mr NB no full stops

  12. Continuation sheets Continuation sheets Many organizations use the printed continuation sheets which are used for second and subsequent pages. This may show the company s name and logo as the example indicates. When you do not use the continuation sheets, use plain white paper. It important to include certain details at the top of second or subsequent pages.See the example. When using continuation sheets,remember: Do not include continued at the foot of the first page. It is obvious that there is another page if there is no closing or signature. Always take over at least three or four lines of text to a second page. Try to start new page with new paragraph

  13. END QUESTIONS ?

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