Understanding Business and Official Letters for Effective Communication
Learn about the different types of business and official letters, including their purposes and components. Explore how to create and format these letters effectively to communicate professionally in various business scenarios.
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OFFICE DATA PROCESSING L2 Topic 6: Business Documents PRESENTED BY: MR MOPELI
Subject Outcome 6.1: Process Business and Official letters and Envelopes The student should be able to: Explain the difference between a business letter, an Official letter and a Circular letter and point out the correct salutation, content heading and conclusion for these letters. Create and type a single page business letter from an individual to a business. [Range: letter of complaint or enquiry; or request for service] Prepare an envelope for the business letter. Create official letters to an individual. Create official letters to various departments (Circular).
A Business Letter A business letter is a letter sent either from one business to individuals or vice versa for various reasons, for example: To inform a client about a sale or special items available. To remind a customer to pay their instalment. To inform a customer that their account is in arrears. Or it could be sent form one business to another for various reasons such as: To request a quotation. To order goods. Or a letter of complaint or clarity, and so on.
An Official Letter This letter is usually sent from a government or state department to an individual, usually connected in some way to the department, such as an employee. It could also be from an official department to a business or an individual outside of the official department.
A Circular Letter This letter is usually sent from a business to numerous people either in the business or organisation , mainly to circulate information.
An Official Circular This letter sent from one official (government) department to another official department, usually to circulate information.
Components Required For Correspondence: Types Of Correspondence Component Name of the private/ Public institution Sender address and information Reference number Business Letters Usually on letterhead Usually on letterhead Where applicable Official letters Usually on letterhead Usually on letterhead Where applicable Official circulars Usually on letterhead Usually on letterhead All circular must have a circular number for reference purpose and filling 1 2 3 Date In full: 7 March 2020 In descending order 2020-03-07 Or in full In descending order 2020-03- 07 Or in full TO ALL: e.g HEADS OF DEPARTMENT e.g SENIOR LECTURES 4 Address of recipient 5 Recipient s address at left margin on the letterhead, two lines after the date Recipient s address at left margin on the letterhead, two lines after the date Salutation Content heading Content Dear Sir/ Mr/ MS IN CAPITAL LETTERS In paragraphs with or without table Dear Sir/ Mr/ MS/ Dr IN CAPITAL LETTERS In paragraphs with or without table Initials and surname( ED BHENGU) Leave four lines after the last paragraph for the signature X No salutation IN CAPITAL LETTERS In paragraphs with or without table Initials and surname ( AB NAIDOO) Leave four lines after for signature 6 7 8 Conclusion Yours faithfully: leave four lines after for the signature 9 Writer and typist initials DLO ( This is optional depending on the company This is required for the official letter This is required for the official circular 10
Additional information For more information regarding business documents check your textbook from page 148 to 174. I will also create a video showing you how to type business letters and share it on whatsapp group.
