Mastering Business Letters: Layout, Types, and Writing Tips
Explore the essential elements of business letters, including layout features, different types such as letters of inquiry and complaint, and effective writing techniques. Learn how to structure a professional letter, address recipients, and craft compelling content for various purposes and audiences. Enhance your communication skills with practical insights on formatting, grammar, and etiquette in business correspondence.
Uploaded on Jul 22, 2024 | 1 Views
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
SEFIKENG CAMPUS ENGLISH FAL LEVEL 2 MOSIA DE
TOPIC 3 : Writing and presenting SO 3.1 : Write and present for a specified range of purposes and audiences using language structures and grammar conventions and formats appropriate to social and academic contexts. LO 3.1.3 : Make use of appropriate style and structure. 3.1.4 : Make use correct grammar, punctuation , spelling, sentence structure and paragraphing.
INTRODUCTION In this presentation, we will be focusing on: The layout features of a business letter and the two types of letters which are ; letter of enquiry and letter of complaint as well as, how to reply to letter of enquiry and complaint.
LAYOUT FEATURES OF A BUSINESS LETTER The sender s address is on the top right- hand side of the page. The date is written out in full ( e.g. 27 April 2020) and appears below the sender s address or it can be written on the left hand side. The receiver s address is below the date, on the left-hand side. We always put the receiver s name above the receiver s address e.g. The Manager or the person s name. The greeting is called salutation . If we know the person s surname, we use Dear Mr Mokoena or Dear Ms Mokoena.
LAYOUT FEATURES OF A BUSINESS LETTER CONTINUES . If we don t know the person s surname, we use Dear Sir or Dear Madam. A subject line, in capital letters, appears below the salutation, e.g. ENQUIRY ABOUT PART TIME CLASSES. A good letter has an introduction, a body and as a closing, a final paragraph of goodwill. It normally has 3-4 paragraphs. The closing of the letter consists of the following four lines. Yours faithfully ( Notice the small f) Mokoena M ( Sender s signature) MOKOENA M (Sender s name in capital letters)
TWO TYPES OF LETTERS Letter of enquiry Letter of complaint LETTER OF ENQUIRY We write a letter of enquiry when we need information.
HOW TO WRITE A LETTER OF ENQUIRY Give the reason for your enquiry . Do you need the product or did you perhaps see it advertised? If it was advertised, say where and when it was advertised. Be clear and specific of the information you need e.g. who , where, what, when, why and how much? Ask for speedy reply. Always end with goodwill. Say thank you and express appreciation for the information you are going to receive.
REPLY TO AN ENQUIRY It is very important to reply to an enquiry as quickly as possible. If you can get into the habit of replying to any correspondence within 48 hours, you will reap the benefits. If anybody goes to the trouble to write a letter of enquiry, he or she deserves a prompt reply.
HOW TO WRITE A REPLY TO AN ENQUIRY A reply from a business is written on a business letterhead. The business correspondence of companies is written on a neat paper that has a letterhead which consists of the company s name, address, telephone number, fax number as well as e-mail address. Reply as soon as you can. Write to the person who wrote to you. The subject line must be specific and in capital letters. Say thank you for the enquiry. Give all the information the client needs in the same order as in the enquiry. It can be in a paragraph or in bullet form. Use a helpful tone and offer assistance, should it be necessary. Always end with goodwill.
LETTER OF COMPLAINT When we write a letter of complaint it means we are dissatisfied and upset. HOW TO WRITE A LETTER OF COMPLAINT Explain the problem by giving all the information which can help to solve the problem, such as exactly what you bought, the date you bought it, the name of the person who served you, etc. Express what loss, disappointment or inconvenience you have suffered. Use a polite tone and do not threaten.
PROCESS OF WRITING A LETTER OF COMPLAINT CONTINUES .. Suggest how the matter can be set right, e.g. : Replace the product ( they give you a new product). Repair the product (they fix the product). Refund you (they give your money back). Ask for the problem to receive immediate attention. End with goodwill. Thank the firm for their co-operation.
REPLY TO A COMPLAINT This letter is an answer to a letter of complaint. A good organisation immediately for a mistake that has been made and to put it right. In this way, the organisation can build up a good name and can benefit from the complaint in the long- term. does not hesitate to apologise
HOW TO WRITE A REPLY TO A COMPLAINT Answer a letter of complaint immediately. Thank the customer for complaining about the problem. Assure the customer that his or her problem is important and that you will attend to it. Apologise for any inconvenience or damage. If you know, give a reason for the problem. Explain what you are going to do to sort the problem out. Assure the customer that the problem will not happen again. End your letter with goodwill.
SUMMARY In conclusion, when writing a business letter, you must follow the layout features of it as discussed on this slides . A letter of complaint is a letter that you write when you are not satisfied with the product and you want complain about it. A letter of enquiry is a letter that you write when you ask for information. When you reply to a letter of enquiry and complaint remember to use the company s letterhead and write to the person who wrote to you.
ACTIVITY You live with your mother, father and three older sisters at 324 Kofifi Street in Phuthaditjhaba. The postal code is 9866. Your TV at home is very old and often gives a distorted picture. You and your sisters decide to buy your parents a new TV for their 30th wedding anniversary. You see LG advertisement in the May edition of Lewis Club. 1. Write a letter of enquiry to the manager. You want to know the following: Does the remote control come with the TV? For how long is the TV guaranteed ? How much does an average DVD player cost? Do you qualify for discount if you pay cash? [30]
THANK YOU #STAYHOME
