Business letter are formal paper communications between, to of from businesses and usually sent through thePost Office
or sometimes by courier. Business letters are sometimes called "snail-mail" (in contrast to email which is faster). This
lesson concentrates on business letters but also looks at other business correspondence. It includes: letter, memo, fax,
email.
10 types letter :
- Sales Letters Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.
- Order Letters Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.
- Complaint Letters The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.
- Adjustmesnt Letter An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.
- Inquiry Letters Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.
- Follow-Up Letter Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.
- Letters of Recommendation Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.
- Acknowledgment Letters Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.
- Cover Letter Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.
- Letters of Resignation When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.
The
following are the parts of a business letter listed in the proper sequential
order.
- Letterhead - Stationary printed at the top of the page including the company name, logo, full address, and other elements such as trademark symbols, phone & fax numbers, and an e-mail.
- Dateline - The date is the month (spelled out), day, and year. If you are using Microsoft Word, click - Insert, then Time and Date. Press Enter four times after the date.
- Letter Address - The complete address of the recipient of the letter. The letter address usually includes the personal title (Mr., Mrs. etc.), first and last name followed by the company name, street address, city, province, and postal code. Press Enter twice after letter address.
- Salutation - The word Dear followed by the personal title and last name of the recipient (Dear Mr. Smith). Press Enter twice after the salutation.
- Body - The text that makes up the message of the letter. Single-space the paragraphs and double-space between the paragraphs. Press Enter twice after the last paragraph.
- Complimentary closing - A phrase used to end a letter. Capitalize only the first letter. If there is a colon after the salutation, there must be a comma after the complimentary close. Press Enter four times (or more) after the complimentary close to allow for a written signature.
- Name and title of writer - Type the first and last name of the sender. The sender's personal title (Mr., Ms., Dr., etc) should be included. Use a comma to separate the job title if it's on the same line as the name. Do not use a comma if the job title is on a separate line. Press Enter twice after the name or title.
3. Styles of Business letter ?
Business Letter Styles
The following pictures show what a
one-page business letter should look like. There are three accepted styles. The
horizontal lines represent lines of type. Click your mouse pointer on any part
of the picture for a description and example of that part.
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Modified Block Style
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Block Style
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Semiblock Style
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