Effective Business Letter Writing Guide

BUSINESS LETTERS S. Lavanya Assistant Professor Department of English

BUSINESS LETTERS Opening Heading Body Closing 1. Consists of: 2. Name of the person addressed 3. His/her designation 4. The address- (a) Street no. and name (b) City (c) State (d) Pin code 5. The Salutation 6. The subject- Written either in block letters or underlined Contains the message Follow the 6Cs Be--- Clear Concise Consistent Complete Courteous Correct Printed Letterhead Complementary Close Contains If your salutation is by name, Close it with Yours Sincerely If it is Dear Sir/s Or Dear Madam Close it with Yours Faithfully Name of the organization Address with telephone, fax nos. and e-mail address Company s logo References Date, Day, Month, Year

Written Communication Written communication is formal and precise. It requires a formal beginning and ending. Oral interpersonal communication is most often informal. Whereas in oral communication one can depend on tone of voice, facial expressions or gestures to put across one s message, in written communication one has to depend only on the formal, written words to get the message across.

Letters Letters are the most important means of written communication as they records and can be referred to in future. Maintaining customer problems, exchange maintaining goodwill writing. Reasons for writing a formal letter: To inform-To tell someone about something To instruct/order To something To reply- To reply to some communication To convince/persuade- interested in you or in your product become permanent relations, information, requires handling of and letter skillful make somebody do To make somebody

Features of Business Correspondence The overall tone of a business letter is restrained formality. Your letters should be brief but not curt. They should be polite and easily comprehensible. Plan your letter- the reason and objective of writing To whom you are writing-adjust your style according to the needs of the person whom you are writing, his designation in the organization etc. When are you going to write? Do you have a deadline to meet? What will be the layout and construction of the letter? Formal letters should be short and to the point and devoid of complex sentences and jargon laded language. Formal letters must incorporate You-Attitude- that is show respect for readers needs, intelligence, integrity and the POV. 1. 2. 3. 4.

A Dictionary and thesaurus are a good letter writer s constant companions. Pick the right word Avoid repetition of words and verbosity Building one s word power aids to using words with consummate skill Spontaneity in a letter ensures smooth reading Make the letter balanced and positive in approach. Avoid using negative words like failure , refuse , sorry , damage etc. Good business letters maintain ethical and moral standards, and show a sense of legitimacy. Learn to mitigate the hardship or adverse impact of the message through choice of words and manner of presentation. Bring a unique perspective and experience to the letter by adding imagination and creativity to it. The letter should reflect enthusiasm and innovative temper of the writer. A positive and progressive approach to writing letters generates regard and creates goodwill for the writer. Prefer friendly and conversational style over stilted, dull and stiff writing. Clarity of goal should be reflected in both thought and expression. The most effective business letters are those that show the writer s interest in the receiver. Therefore, adopt you attitude. An effective letter emphasizes all important points by carefully positioning them in sentences and paragraph. Effective business letters have tactful approach .Certain problems call for a middle ground approach.

FORMS OF LAYOUT AND PARTS OF A BUSINESS LETTER Standard Elements Heading or Letterhead Reference Number Date Inside Address Mode of Address Salutation Subject Line Body of the Letter Formal Close Complimentary Close Signature block/slot

Additional Elements Addressee Notation- labels such as PERSONAL , CONFIDENTIAL , URGENT , PLEASE REDIRECT etc, typed in all capitals, two spaces above the inside address. Attention Line-Draws the attention of a particular individual or department for action- Attention Accounts Officer , Attention Section Officer etc. Subject Line-The purpose of the letter; helps in filing the letter for future reference Reference initials-A set of two initials formed by using the initials of one who dictates the letter and followed by the initials of the person who types the letter. There are two ways to do it-SD/VM or SD:VM Enclosure Notation: Enclosure: Resume

Business Letter Types And Their Objectives Types Objectives Credit To enquire or request for loan Collection To collect past due accounts Order To place an order for products or services Inquiry To enquire the status of sth; price lists;catalogues Claim To lodge a complain and ask for a remedy Adjustment To inform how the complaint would be taken care of Sales To sell /promote a product or service Job Application To apply for an employment

Covering Letter A covering Letter Mentions the post you have applied for Whether you are sending the filled in application form or a C.V., or both. Expand on some points about background or experience Emphasize the candidate s interest in the job and suitability for it. Show some knowledge of the company Why you would like to be employed by the company Showing Eligibility- I have the requisite qualifications and experience to be a suitable candidate for the post. A C.V. giving the details of my qualifications and experience is attached for your reference. Please find enclosed a copy of my detailed C.V. Showing Willingness- A position with your firm will give me the kind of experience I am looking for. Yours is a well-known company and given the opportunity, I believe that I shall be able to develop myself professionally in your company. Referring to Future Contact- I look forward to hearing from you. I would be happy to appear for an interview at any time convenient to you. I look forward to being called for an interview.

Ending of a Self application Be very polite Show confidence. Be brief. If you should find me a suitable candidate for the post advertised, I am confident that I shall satisfy your needs. I shall live upto your expectations. It will be a mutually rewarding experience. I shall be happy to Appear for an interview. Work for your firm. Meet the challenges of the job.

Thank You