- hrmars.comhrmars.com/admin/pics/92.pdf · DATE SEQUENCE IN DIFFERENT COUNTRIES: In American business the sequence is month, day, year, thus 01.06.11 would mean JUNE 1st,2011 for

www.hrmars.comwww.hrmars.com

© HRMARS, Pakistanwww.hrmars.com 1


PRESENTED BY:

SHANAYYARA MAHMOOD – 33

SANA MALIK - 31

AHMAD FAWAD – 19

AROOBA WASEEM – 04AROOBA WASEEM – 04

AHSAN FAWAD – 21

QASIM MAQSOOD – 27

BBA – 2nd (M1)Department of Management Sciences

The Islamia University of Bahawalpur, Pakistan


Modern business letters

Standard parts of businessletter

Optional parts of businessOptional parts of businessletter

Letter styles


The medium used for writing messages topersons outside one’s organization is thebusiness letter.

Letter’s appearance conveys nonverbalimpression that a reader’s attitude evenimpression that a reader’s attitude evenbefore he reads the letter.

Elements of appearance that help producefavorable relations are stationary and correctletter parts and layouts.



Most business letters have the followingparts:

1. Heading( letter head and date)

2. Inside address

3. Salutation3. Salutation

4. Body

5. Complimentary close

6. Signature area and

7. Reference section


A heading is your own address and it showswhere the letter comes from, and if it isLETTERHEAD STATIONERY, it is usually atthe top center of the letter. If you are notusing letterhead stationary your returnusing letterhead stationary your returnaddress but not your name, is typed directlyabove the date about two inches from thetop. Usually the date is typewritten two to sixlines below the last line of the letterhead.


◦DATE SEQUENCE INDIFFERENT COUNTRIES: In American business the sequence is month,

day, year, thus 01.06.11 would mean JUNE1st,2011 for them.

In Europe, Latin America and most parts of Asia,it is day, month, year thus 1st JUNE,2011

In China and Korea, it is year, month, day thus2011,1st June

NOTE:

To avoid confusion, more peoplewrite out the month.


It includes the name and address of theindividual, group and organization to whichyou are writing i.e. the addressee.

Order of item is◦ Courtesy title e.g. Mr. , Mrs., Ms., Dr., professor,◦ Courtesy title e.g. Mr. , Mrs., Ms., Dr., professor,

Executive, Secretary etc.

◦ Names and

◦ Executive title. if any

E.g. General Manager, Treasure, Executive Secretaryetc. All parts are typed single-spaced.


It is written below the inside address andbefore the body, at the left margin. Salutationvaries according to the writer's familiaritywith the addresses.


Generally the body is typed single-spacedwith double-spacing between paragraphs. Ashort letter could be double-spaced withadditional blank lines and after the body.


It should always correspond to the salutationand it ranges between sincerely, yourssincerely, yours truly, cordially and faithfullyyours etc.

When the letter is informal, additional When the letter is informal, additionalcomplimentary closes are often used as Warmregards, Best regards and Best wishes.


This may include your signature, your type-written name, name of your organization andyour business title. If printed on letterheadyour company name need not to be typedagain.again.


This section may include information aboutthe message composer, the typist and thesedays the location of saved file in thecomputer e.g. HS 1 mk C:\My documents etc.



Following are the optional parts which canalso be included:◦ Attention line

◦ Subject line

◦ Enclosures◦ Enclosures

◦ Copy notation

◦ File or account number and mailing notation

◦ postscript


When you want to direct a letter to aparticular person or a department in anorganization, attention line can be addedbetween the inside address and salutation,with a blank line before and after it.with a blank line before and after it.


Consider a part of a body of the letter, ithelps tell your reader at a glance what yourletter is about. It also helps in filing. It is afterthe salutation and may or may not include theword “subject”. Preferably, it is centered andword “subject”. Preferably, it is centered andin capitals.


To return whoever prepares your envelop formailing that something is to be enclosed, theenclosure notation is typed under thereference section. This also alerts theaddresses to check the enclosure. Theaddresses to check the enclosure. Thenumber of enclosures may also bementioned.


When you want persons other than theaddresses to receive a copy of your letter, thenames of these persons should be typedbelow the reference section or the enclosurenotation, whichever is last.notation, whichever is last.

Type “c”, :pc” or “copy” before the name andaddresses of the recipients, if it is aphotocopy, type “bc” blind copy only. If youdon’t want addresses to know that someoneelse is getting a copy.


To help in filling and quick retrieval, file,loan, or account number may be typed abovethe body of the letter. Mailing notation wordssuch as Special Delivery, Registered Mail, ByFax etc may be typed below the date line.Fax etc may be typed below the date line.


To emphasize a point already mentioned inyour letter or to include a brief personalmessage unrelated to the letter, a letter, apostscript, typed or written (with or withoutP.S or PS) may be added below everythingP.S or PS) may be added below everythingelse typed on the page.◦ If several notations are to used, the initials RECP

may help you remember the proper order forarranging them vertically at the top margin:reference area, enclosure, copy notation, andpostscript.


LETTER STYLES


Business letters are usually arranged in one ofthe following letter styles:◦ Full-block

◦ Modified-block

◦ Semi-block◦ Semi-block

◦ AMS simplified style(administrative managementsociety)


Each line begins with left margin.

2. SEMI-BLOCK: Date, complimentary close and signature

sections begins at the centre of the pageand end near the right-margin whileand end near the right-margin whileeverything else is aligned left. Attentionor subject lines mat also be at the centre.


3. SEMI-BLOCK: Paragraphs of the body are indented five

spaces. Date, Complimentary close andsignature section begins at the center of thepage and end near the right-hand margin.page and end near the right-hand margin.


Administrative management society’ssimplified style is not widely used. It usesfull-block style with open punctuation. Itomits salutation and complimentary close.Singer's name and business title is in allSinger's name and business title is in allcapitals.


Sample Letter for Requesting Copyright Permission [letterhead stationery or return address] [Date] [Name and address of addressee] Dear _______________ : [Optional beginning sentence: This letter will confirm our recent

telephone conversation.] I am completing a [master’s thesis or doctoraldissertation] at Oregon Health & Science University entitled "_________." Iwould like your permission to reprint in my [thesis or dissertation]excerpts from the following:

[Insert full citation and description of the original work ] The excerpts to be reproduced are: [insert detailed explanation or attach

copy] The requested permission extends to any future revisions and editions of The requested permission extends to any future revisions and editions of

my dissertation, including non-exclusive world rights in all languages.These rights will in no way restrict republication of the material in anyother form by you or by others authorized by you. Your signing of thisletter will also confirm that you own [or your company owns] thecopyright to the above-described material.

If these arrangements meet with your approval, please sign this letterwhere indicated below and return it to me in the enclosed returnenvelope. Thank you very much.

[Your name and signature] PERMISSION GRANTED FOR THE USE REQUESTED ABOVE: _______________________________________ [Type name of addressee below

signature line] Date: _________________ © HRMARS, Pakistan

www.hrmars.com 29

Thank YouThank You


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- hrmars.comhrmars.com/admin/pics/92.pdf · DATE SEQUENCE IN DIFFERENT COUNTRIES: In American business the sequence is month, day, year, thus 01.06.11 would mean JUNE 1st,2011 for