Effective Business Letter Communication Essentials
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.
- Business Communication
- Business Letters
- Professional Correspondence
- Corporate Branding
- Communication Standards
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Introducing the Business letter Introducing the Business letter Communication for Business SIMAD UNIVESRITY
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.
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.
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.
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.
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
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 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
Salutation and complementary close Dear MrAli Yours sincerely Abbreviations SU BA Dr no comma no comma Mr NB no full stops
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
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