Drafting Business Messages and Business Letters

8/6/2019 Drafting Business Messages and Business Letters

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June 08, 2009

An Assignment on

Drafting Business

Messages and BusinessLetters

Course No: Eng 2109

Course Title: Business English

Section: A

Submitted ToAbdur Rahman Shahin

Assistant Professor

English Discipline

Khulna University

Submitted By

Md. Shahrear Mahmood

Roll No: 081406

B A (Hons.), Second Year, First TermEnglish DisciplineKhulna University


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Table of Contents

1. Acknowledgement .............................................................................................................................................. 22. Preface ................................................................................................................................................................... 33. Business Communication.................................................................................................................................. 44. Employment Ads ................................................................................................................................................. 65. Me mo or Me mo rand um ............................................................................................................................. 96. Business Letters ................................................................................................................................................ 147. Request Letters .................................................................................................................................................. 238. Letter of Acceptance ........................................................................................................................................ 269. Letter of Acknowledgement ........................................................................................................................... 2810.Letter of Recommendation ............................................................................................................................ 3011.Postscript ............................................................................................................................................................ 3312.

Bibliography ...................................................................................................................................................... 34

Table of Figures

1. Figure 1: Communication Process ................................................................................................................. 42. Figure 2: Types of Business Communication ........ ............. .......... .......... .......... ............ ........ ............ .......... .. 53.

Figure 3: Specimen of an Employment Ad .......... .......... ............ .......... .......... .......... ........ ............ .......... ....... 8

4. Figure 4: Specimen of a Memorandum ........ .......... .......... ........ ............ .......... ........ ............ .......... .......... ..... 135. Figure 5: Types of Business Letters .......... .......... .......... .......... .......... .......... .......... .......... ............. ....... .......... 146. Figure 6: Specimen of a Full Blocked Style Letter................... ............. .......... .......... .......... ....... ............. .. 177. Figure 7: Specimen of a Blocked Style Letter .......... .......... .......... ....... ............. ............ ........ .......... ............ 188. Figure 8: Specimen of a Semi-Blocked Style Letter ......... .......... .......... ....... .......... ............. ....... ............. .. 199. Figure 9: Specimen of an Indented Style Letter ............ ............. ....... .......... ............. .......... .......... .......... .. 2010.Figure 10: Specimen of a Simplified Style Letter .................. .......... ....... .......... ............. ....... ............. ....... 2111.Figure 11: Specimen of a Square Blocked Style Letter .......... .......... .......... .......... .......... ............. ....... ..... 2212.Figure 12: Specimen of a Request Letter............... .......... ........ .......... ............ ......... ........... .......... .......... ..... 2513.Figure 13: Specimen of a Letter of Acceptance ................ .......... ....... ............. .......... .......... .......... ............ 2714.Figure 14: Specimen of a Letter of Acknowledgement .......... .......... .......... .......... .......... ............. ....... ..... 2915.Figure 15: Specimen of Letter of Recommendation .......... .......... ............ ........ .......... ............. ....... .......... 32


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Acknowledgement

I would like to acknowledge and extend my heartfelt gratitude to the following persons who

have made the completion of this Assignment possible: Our honorable Dean, Mr. G M Javed Arif, for

his vital encouragement and support. I would also like to thank Mr. Abdur Rahman Shahin ourhonorable course teacher, for his understanding and assistance. And my fellow classmates for their

help and inspiration they extended. I am also grateful to all the faculty members and Staff of English

Discipline for assisting in the collection of the resources for the assignment. And most especially to

my family and to Allah, who made all things possible.


Roll No: 081406

B A (Hons.) Second year, First Term

English Discipline

Khulna University


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Preface

Communication is an essential part of our everyday life. From dawn to midnight everyman is

somehow engaged in communication. While at home a man reads news paper or magazine or watch

television or in office he exchanges his views with his collogues or boss etc. These all are part of

communication. And in Business world this communication bears a tremendous significance.

With the rapid development of industry and technology, an increasing need has been felt for

improving skills of communication at all levels of administration. And Business correspondences are

major forms of communication in the professional world. Business correspondence is

communication form one person or organization to another person or organization and it has

developed a formal structure which is dictated by the age-old need for personal relationship and

courtesy in business

In this assignment I have tried to give a fair description of structure and formal rules and

regulation of composing of certain business messages and business letters. I have collected the

information about the rules and format of these correspondences from several books and website

documents written by experienced teachers and professionals in this area which I have mentioned in

the Bibliography section. I hope this assignment will be able to best reflect my efforts.


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Business Communication

One of the most complex and pervasive elements of modern organizations is the

communication, which takes place within them. Communication is essential to virtually every

employee as they perform their job duties. Communication activities range from a simple request for

information sent by one employee to another to the negotiation of a new labor contract by

management and union representative.

Communication Process

A model of the communication process is shown in Figure: 1. An examination of the model

will reveal the following pattern: The communication process, which is affected by the external

environment in which the communication takes place, begins with a sender that creates a message

that is transmitted through a channel to the receiver. The receiver subsequently interprets the

message and reacts by providing a feedback. At this point the communication process starts again,

with the receiver the sender and the sender is the receiver. Noise can infiltrate the process at any

point.

Experiences

Attitude Skills

Participations

Knowledge and

Culture

Experiences

Attitude Skills

Participations

Knowledge and

CultureSender Message Channel Receiver

1

5

3 4

who encodes

that is transmitted

through

to the

Feedback

and the process

starts over

who decodes the

message and

2

Figure 1: Communication Process

External Environment External Environment

External EnvironmentExternal Environment

External Environment

NOISE


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Types of Business Communication

A variety of different types of communication are found in the modern organizations, such

as: Oral communication, written communication, oral and written communication, visual

communication, and non verbal communication. Examples of this kind of communication found in

each of these categories are presented below.

Oral

Communication

Written

Communication

Oral and Written

Communication

Visual

Communication

Nonverbal

Communication

1. Staffmeeting

1. Letters 1. Videotapepresentation

1. Photographs 1. Facialexpression

2. Conference 2. Memoranda 2. Filmpresentation

2. Illustrations 2. Gestures

3. Interviews 3. Reports 3. Closed circuittelevision

3. Signs 3. Time4. Orientation

session4. Advertisement 4. Slide-tape

presentation4. Drawings 4. Body

movement

5. Trainingsession

5. Manuals 5. Televisionpresentation

5. Building design 5. Odors

6. Salespresentation

6. Bulletins 6. Office design 6. Spaceutilization

7. TaskAssignment

7. Policystatements

7. Clothing

8. Newsletters9. Magazine and

newspaperarticles

Figure 2: Types of Business Communication

Among the above communication types written communication is the most important and

plays a significant role in our economy and in the daily routines of the vast majority of organizations,

an understanding of the essentials of the written communication is critical. We must know WHAT to

say and HOW to say it! In addition, we must design our messages to portray the exact meaning as

well as create a favorable impression. Well-worded messages not only bring the sender and the

reader closer together, but also make the writer appear more friendly, helpful and interested.

So we must be careful about written business communication. Some certain types of written

business correspondence, their definition, purpose, format and examples are provided in the

following pages.


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Employment Ads

The advertisement which is designed in against of vacant posts is called anAdvertisement for

Jobor Simply Employment Ad. Generally this kind of advertisement is published in the daily news

papers, Companys Official website or Online Job Portals. Employment ads are very common and an

essential component in the process of recruiting new employees. A candidate applies for a job whenthe company publishes an advertisement.

Elements of Employment Ads

There are no fixed rules of composing this type of advertisements. But there are some elements

which are common in Employment Ads. These elements are:

1) Attractive AppearanceThe ad should look attractive, because it has to attract the readers attention. Attractive words

such as: Excellent Career Opportunity, Are You Game For A Challenge?, Build You Career, etc, are

generally used.

2) Companys Name and LogoCompanys name and logo should be used in the ad to express the companys identity and the

logo prevents the possibility of confusion between companies with nearly similar name.

3) Name of the Vacant PostName of the post available should be clearly stated.

4) Qualification of the CandidatesThe employer should state the necessary qualifications of the candidate in the advertisement.

5) Duties and Responsibilities of the PostDuties and the responsibilities of the post should be clearly stated in the advertisement

6) SalaryMinimum salary and other benefits should also be mentioned

7) Last Date to Submit Application LetterThe last date to submit application letter should be mentioned in the advertisement.

8) Address of the AdvertiserThe advertiser should mention their address if any candidates needs additional information.

(Ibrahim, Rahman and Mohammad)


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Guidelines for Writing an Employment Ad

1) Studying AdsThe writer should look at other people's ads for some ideas. When looking at these ads he can

think about what caught our attention as well as what didn't. By doing this, he will see what kind

of ad that he needs to write that will bring us results.

2) Preparing Headline CarefullyThe headline is the most important part of the advertisement. The headline should be no longer

than 5 to 7 words. The writer should use "Action" verbs that catch the readers attention or ask a

question to catch their attention. He should type the headline in all caps or cap the letter of

every word to get the readers attention. For example, WOULD YOU LIKE TO BUILD YOUR

CAREER?" or Would You Like To Build Your Career?"

3) Keeping the Ad ConciseThe advertisements should be kept brief and concise. The writer should not give the reader too

much information. Most people will not read advertisements that are long and full of hype.

When writing advertisement, the writer should only use a few descriptive words to simply state

what he is offering, but still try to attract their curiosity.

4) Avoiding Composing the Ad Entirely In All CapsThe writer should not use all caps in the body of the advertisement. If all caps is used

throughout the Ad it will make the advertisement hard to read, and is also considered as

shouting. Most people will consider this as being impolite and will not look at what is being

offered.

5) Giving Proper Direction to Respond To the AdThe writer should always finish is advertisement by telling the reader exactly how to respond to

the ad. He should also included his e-mail address and website address if available

6) RevisingAfter writing the Ad, the writer should revise the advertisement over and over again to prevent

any wrong information being included in the ad.

7) ProofreadingThe writer should always proof read his advertisement before placing them anywhere. He

should also, make sure the web and e-mail addresses he provided are correct and in working

order, because the advertisement will not be worth anything if it has the wrong contact

information. This is one of the main reasons why an advertisement may have poor responses.

(Barraclough)


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Example of an Employment Ad

C a r e e r O p p o r t u n i t y

Abul Khair Group Invites application from experience & professional persons for following

positions:

Position: Senior Manager (Finance/Accounts)Job Location: Chittagong

Professional Qualification: Candidate must be a Fellow of Chartered Accountant (FCA)

Responsibilities:

Effective and strategic support to the Finance; to contribute in the preparation ofannual plan, budget and financial reports.

Budgetary & internal control of units/departments. Preparation of Departmental profitability, Cost & revenue analysis. preparation of the management information system (MIS) reports as well as

performance analysis Implementation of cost management accounting practices and further development.

In depth business analysis & item cost analysis.

Coordination and preparation of monthly budget. To handle overall Finance Accounts Dept. including VAT, TAX etc. independently

Position: Manager (Accounts)Job Location: ChittagongProfessional Qualification: Candidate must be a Associate Chartered Accountant (ACA)

Responsibilities:

Budgetary & internal control of units/departments. Preparation of Departmental profitability, Cost & revenue analysis. preparation of the management information system (MIS) reports as well as

performance analysis

Implementation of cost management accounting practices and further development.In depth business analysis & item cost analysis.

Coordination and preparation of monthly budget.Competency Required for the position:Self starter (drive & initiative), Team worker, Gaining commitment from people at alllevels, Leading & Developing people, Analytical ability & creativity in the professions and

High level of passion & integrity in business behavior.

Potential candidates in their respective field satisfying the job requirements are invited toapply with complete CV, a recent passport size photograph, addressed to Head of HumanResources, Abul Khair Group, D.T. Road, Pahartali, Chittagong on before 5th March, 2009.

You can apply also through email [email protected]

Contact No. 01713105858The candidates are requested to mention the position applied for on the envelop and providecontact/Cell number in the CV.

B u i l d y o u r c a r e e r

Figure 3: Specimen of an Employment Ad


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Memo or Memorandum

A memo is a document typically used for communication within a company. Memos can be

as formal as a business letter and used to present a report. However, the heading and overall tone

make a memo different from a business letter. Because you generally send memos to co-workers

and colleagues, you do not have to include a formal salutation or closing remark. (Introduction:Writing Memos)

Memo is the short form of Memorandum. It is short piece of writing generally used by the

officeres of an organization for communicationg among themselves. That is why it is also called

Intraoffice Memorandum. (Sharma and Mohan)

Purpose of Memos

Memos have a twofold purpose: they bring attention to problems and they solve problems.

They accomplish their goals by informing the reader about new information like policy changes,

price increases, or by persuading the reader to take an action, such as attend a meeting, or change a

current production procedure. Regardless of the specific goal, memos are most effective when they

connect the purpose of the writer with the interests and needs of the reader. (Memo Writing)

1) Smooth Flow Of Information: Memo ensures quick and smooth flow of information at alllevels within the organization.

2) Maintaing Good Business Relationship: Memo enables officers to maintain good businessrealtionship.

3) Informing Decisions And Actions:Memo informs the decion and actions of the managementto the the employees.4) Requesting Decisions And Actions: A Memo can be used to request decisions and actions.5) Provide Infromation: Memo provide information from one level to another within the

organization.

6) Reminding Some Action: If requires Memo can be used to remind certain employee orcollegues about some action.

7) Avoiding Personal Contact: Memo is helpful when someone wishes to avoid coming intopersonal contact with certain collegues.

8) Establishing Accountibility: Since a Memo is is record of facts and decicion, authority cancheck it in the future to find out what went wrong and who is responsible for them.


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Types of Memos

Each memo is written for a specific purpose to a specific audience. The purpose and

audience of the memo decides what type of memo you should be written. Even though no two

memos are identical, four common broad categories exist. If you are unsure about how to format

your memo, ask your instructor or review memos your co-workers have written.

1) Directive MemoA directive memo states a policy or procedure the writerwants the reader to follow. The length of

the memo depends on how much space is required to properly explain the procedure.

2) Response MemoThe purpose of this memo is to provide the audience with desired information. It usually has four

parts:

1. Purpose statement2. Summary3. Discussion4. Action

3) Trip Report MemoA trip report memo is usually sent to a supervisor after an employee returns from a business

venture. The structure is listed below:

1. Purpose statement2. Summary3. Discussion4. Action

4) Field Report MemoMemos are often used to report on inspection and procedures. These memos are known as field or

lab reports. They include the problem, methods, results, and conclusions etc.

A field or lab report memo has the following structure:

1. Purpose of memo2. Summary3. Problem leading to the decision to perform the procedure4. Methods5. Results6. Conclusions7. Recommendations (Introduction: Writing Memos)


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Parts of a Memos

Standard memos are divided into segments to organize the information and to help achieve

the writer's purpose. These segments are:

1) Heading SegmentThe heading segment follows this general format:

To: (readers' names and job titles)

From: (senders name and job title)

Date: (complete and current date)

Subject: (what the memo is about)

2) Opening SegmentThe purpose of a memo is usually found in the opening paragraph. It includes: the purpose of the

memo, the context and problem, and the specific assignment or task.

3) ContextThe context is the event, circumstance, or background of the problem you are solving. Writer may

use a paragraph or a few sentences to establish the background and state the problem. Often it is

sufficient to use the opening of a sentence to completely explain the context, such as,

An informal poll of our marketing club members suggests that

4) Task SegmentOne essential portion of a memo is the task statement where the writer describes what he is doing

to help solve the problem. If the action was requested, the writers task may be indicated by asentence opening like,

You asked that I look at....

And ifthe writer wants to explain his intentions, he might say,

To determine the best method of promoting the new fall line, I will....

5) Summary SegmentIf the memo is longer than a page, the writer can include a separate summary segment. However,

this section not necessary for short memos and should not take up a significant amount of space.This segment provides a brief statement of the key recommendations he has reached. It will help

the reader to understand the key points of the memo immediately.

6) Discussion SegmentsThe discussion segments are the longest portions of the memo, and are the parts in which the

writer includes all the details that support his ideas.


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7) Closing SegmentAfter the reader with all of the information, the writer should close the memo with a courteous

ending that states what action you want your reader to take. Make sure you consider how the

reader will benefit from the desired actions and how you can make those actions easier. For

example, you might say,

Let me know if you like these choices. I will begin contacting them

as soon as I have your approval.

8) Necessary AttachmentsThe writer should document hisfindings or provide detailed information whenever necessary. He

can do this by attaching lists, graphs, tables, etc. at the end of the memo and he should refer the

attachments by adding a notation about what is attached below the closing, like this:

Attached: Focus Group Results, January- May 2007

Format of Memos

The format of a memo follows the general guidelines of business writing. A memo is usually

a page or two long, should be single spaced and left justified. Instead of using indentations to show

new paragraphs, skip a line between sentences. Business materials should be concise and easy to

read. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain

information.

The writer can help your reader understand his memo better by using headings for the

summary and the discussion segments that follow it. For example, instead of using "Summary" for

the heading, "New Advertising Recommendations," can be used which is much more specific.

For easy reading, the writer should put important points or details into lists rather than

paragraphs when possible. This will draw the readers' attention to the section and help the audience

remember the information better.

The segments of the memo should be allocated in the following manner:

Header: 1/8 of the memo Opening, Context and Task: 1/4 of the memo Summary, Discussion Segment: 1/2 of the memo Closing Segment, Necessary Attachments: 1/8 of the memo (Memo Writing)


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Example of a Memo

MEMORANDUM

To: Dr. Mary Clyne, Advisor, Marketing Club

From: Harold Rivers, Club president

Date: September 18, 2000

Subject: Possible Guest Speaker for Upcoming Marketing Meetings

An informal poll of our marketing club members suggests that

the following topics would be popular:

career placement

internship & co-op opportunities marketing in the nonprofit organizations what to expect in ones first year of marketingGiven these interest, I recommend that we invite three speakers

for the spring semester.

Beverly Shaw is the director of the Monmouth College Career

Placement Centre. She has spoken to other groups on campus about

rsum and letter writing, research in the job search, and related

topics.

Ylce Lopez is the Monmouth College alumna and the current director

of recruiting for Marketing concepts in Chicago. She could speak on both job search strategies and what to expect in ones firstyear in marketing.

Ronald French, a Monmouth College alumnus, is the current

assistant director of development for the Municipal Zoo. He could

speak on marketing in nonprofit organizations.

Let me know if you like these choices. I will begin contacting

them as soon as I have your approval.

Figure 4: Specimen of a Memorandum


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Business Letters

Letter is one of the oldest forms of written communication. Despite the many modern

communication methods, business letters are still very often the main and the widely used means of

establishing business relations. Letters acts as the ambassadors of the for business organizations. So,

a good first impression is essential for business letter. The letter or correspondence that carries all

kinds of information related to business activities is called a business letter. (Ibrahim, Rahman and

Mohammad)

Types of Business Letters

Business letters can be classified according to their tone and structures

Figure 5: Types of Business Letters

Business Letters

InformationLetters

Routine Letters

Inqueries

Quotation

Order

Payment

Special Letters

Circular

PersonnelRelated

Agents

Travellings

Sales Letters Problem Letters

Compliants

Concessions

Overdue

Goodwill Letters

Congratulations

Greetings

Thanks

Sympathy

Condolence


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Principles of Writing Business Letters

There are basically four principles regarding writing business letters. They are:

Courtesy Correctness Conciseness Clarity Concreteness Completeness

1) CourtesyCourtesy enhances the relationship between the reader and the writer and it also increase

the readers self esteem. The consideration the writer shows in his correspondence also enhances

his companys quality and prestige. There are several factors that should be kept in mind. They are:

1. Writing letters with You Attitude2. Maintaining proper tone3. Exclude irritating expressions4. Include meaningful apologies5. Include courteous and positive wording6. Responding in a timely manner7. Using non-sexist terminology

2) CorrectnessThe document must be properly written and formatted and it has to be free from errors of

punctuation, word usages, spelling and grammar. The document also needs to neat and attractive in

their appearance. There are several factors that should be kept in mind regarding correctness of the

letters. They are:

1. Correct level of language2. Word, information and data accuracy3. Correct grammar and punctuation4. Correct spelling

3) ConcisenessThe writer should use fewer and necessary words to present the information. There are

several factors that should be kept in mind. They are:

1. Omitting trite expressions2. Avoiding wordy expressions and unnecessary repetition3. Including only necessary facts and information4. Including positive sentences


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4) ClarityThe writer should tell the reader exactly the reader wants and needs to know, using words

and a format that makes the communication totally understood with just one reading. There are

several factors that should be kept in mind regarding clarity of the letters. They are:

1. Logical development2. Well-written sentences and paragraphs3. Unity of ideas4. Coherence5. Giving emphasis on the main idea6. The ideas of the letter should be appropriately paced with both the reader and

the subject matter.

5) ConcretenessThe writer should provide the reader with information that is specific and definite, and

presented in vivid terms. There are several factors that should be kept in mind. They are:

Including as much specific information as possible

Using active rather than passive verbs

Choosing word that provide exact meaning rather than fuzzy detail

6) CompletenessThe writer should tell the reader all that he/she wants to know. All questions the reader

asked or may have asked should be answered. An incomplete letter is quite dangerous because it

can result in the followings:

1. Loss of goodwill2. Loss of valued customers3. Loss of sales4. Cost of returning merchandise because of incomplete order5. Waste of time trying to make out of an incomplete message.

Different Format Writing Business Letters

There are several formats for writing Business Letters. Each is appropriate for different

purposes and has its own benefits. These layouts are:

1) Full Blocked Style2) Blocked Style3) Semi-Blocked Style4) Intended Style5) Simplified Style6) Square-Blocked Style

Although there are different style available. Full blocked style is the most appropriate for writing

Business Letters. Format of different style of Business letters are shown below:


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Full Blocked Style:

Director

Sales Department

Save Mart

20/1, Gulshan

Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000

Subject: An acknowledgement for your valuable

suggestion

Dear Mr. Mahmood,

Thank you very much for the customer helper idea. As

director of our sales department, I will immediately

implement your suggestion of assigning a sales

representative to customers planning home improvement.

We are sure our customers will appreciate this

additional service

Id appreciate if you have any other suggestion for us

and would be more than happy to answer any questions

you have about our store.

As our stores continue to profit, we know that the

store managers will also be grateful for customers

like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Figure 6: Specimen of a Full Blocked Style Letter


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Blocked Style:

Save Mart20/1, Gulshan

Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuablesuggestion






additional service.







Sincerely Yours


Director

Sales Department

Figure 7: Specimen of a Blocked Style Letter


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Semi-Blocked Style:


Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuablesuggestion

Thank you very much for the customer helper

idea. As director of our sales department, I will

immediately implement your suggestion of assigning a

sales representative to customers planning home

improvement. We are sure our customers will appreciate

this additional service.

Id appreciate if you have any other suggestion

for us and would be more than happy to answer any

questions you have about our store.

As our stores continue to profit, we know that

the store managers will also be grateful for customers


Sincerely Yours


Director

Sales Department

Figure 8: Specimen of a Semi-Blocked Style Letter


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Indented Style:

Save Mart

20/1, Gulshan

Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000


suggestion

Dear Mr. Mahmood,






additional service

Id appreciate if you have any other suggestion for usand would be more than happy to answer any questions





Sincerely Yours


Director

Sales Department

Figure 9: Specimen of an Indented Style Letter


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Simplified Style:


Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000


suggestion

Dear Mr. Mahmood,






additional service







Sincerely Yours


Director

Sales Department

Figure 10: Specimen of a Simplified Style Letter


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Square Blocked Style:


Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000


suggestion

Dear Mr. Mahmood,






additional service







Sincerely Yours


Director

Sales Department

Figure 11: Specimen of a Square Blocked Style Letter


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Request Letters

Request letters are among the most common types of letters in the business world. While

request letters make requests of their recipients, they differ markedly from persuasive letters such

as sales, collection and special request letters which also make request. The primary difference

between request and persuasive letters is the amount of the motivationally oriented material thatmust be included to get the recipient to comply with the request in the request letters than in the

persuasive letters. Therefore the inclusion of motivationally oriented material designed to obtain

compliance with a request is not as important in a direct-request letters as in a persuasive letter.

(Quible, Johnson and Mott)

Types of Request Letters

A variety of situations result in the need to write a request letter. For example a customer is

interested in purchasing a product form a manufacturer or information about a job applicant or

information from a former employer etc. So depending on the situation request letters can be

divided in to the following categories:

1. Direct-inquiry2. Indirect-inquiry Claim Letters3. Orders4. Invitations5. Reservations6. Request for Credit7. Request for a favor8. Request for a job interview9. Request for a raise or promotion10.Request for a specific type of information11.Request for a third party to compose a letter on someones behalf

Purpose of Request Letters

The main purpose of a request letter is to ask for a favor or information from the reader. In the

business world a request letters are used for many purposes. Such as:

Making an Enquiry: A customer make an inquiry about a product or a manufacturer make anenquiry about his products sales report from the dealer.

Asking For Information: A customer wants information about a company and their productand how to purchase his chosen item etc.

Placing An Order: A customer may place an order through a letter. Requesting For A Favor: An employee may ask for a reference or a rise or a promotion from

his employer.

Job Purposes: A job applicant may ask for an interview to an employer.


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Guidelines for Writing a Request Letter

The following guidelines are helpful in case of writing a request letter. If we follow these

guidelines we can hope to get a positive response from the recipient.

1) Using Correct FormatCorrect format should be used to write the letter. A formal letter style such as block or semi-

block format is good for writing this kind of letters. And the letter should be composed and

printed the on a computer, using bright white inkjet paper.

2) Self IntroductionOn the letter first the writer should introduce himself. This way it will be easy for the writer to

do what is requested.

3) Reminding The Reader How She/he Knows The WriterIf necessary, the writer should remind the reader how he/she knows us, and briefly review any

high points of their relationship.

4) Confidently Making The RequestThe writer should confidently, but respectfully, make his request.

5) Keeping The Statement BriefThe writer should not waste the readers time. He has to state immediately the reason

explaining why we are writing the letter.

6) Being SpecificThe writer should be specific about his request. He has to clearly describe the type of favor he is

requesting. He should get to the point quickly and tell the reader exactly what type of

information he needs and politely ask the recipient to send it to him.

7) Providing Necessary Information To The ReaderThe writer has to give the reader necessary information, details, or explanations that will help in

writing the letter. Busy professionals will appreciate it if the writer provides the framework for

the letter

8) Thanking The ReaderThe writer should thank his reader for his/her time and consideration of our request.

9) A Professional ClosingThe letter should be closed professionally. For example: "Sincerely," followed by the writers

name. The letter should have clear contact information, including the writers complete address,

telephone number, and e-mail address. (Barkdull, How to Write the Perfect Request Letter)


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Example of a Request Letter

Khushi House, Holding No:45Mujgunni Uttarpara, Khulna-9000

June 8, 2009

Mr. Hasanur Rahman

Director

Central Electronics

Motijhil Commercial Area

Dhaka-1000

Subject: Request for a reference

Dear Mr. Rahman,

I am Md. Shahrear Mahmood, an employee of your managerial

department. I have been working in your company for five years. But

recently I have achieved a degree on Business Administration from

an university and now I want to apply for a new job with higher

challenges so that I can improve my skills So I am writing to ask

whether it would be possible for you to provide a reference for me.

If you were able to attest to my qualifications for employment, and

the skills I attained during my tenure at Central Electronics, I

would sincerely appreciate it.

I am in the process of seeking employment in Modern PharmaceuticalCompany and a positive reference from you would enhance my

prospects of achieving my career goals.

Please let me know if there is any information I can provide

regarding my experience to assist you in giving me a reference.

I can be reached at [email protected] or 01723991390

Thank you for your consideration.

Sincerely Yours,


Figure 12: Specimen of a Request Letter


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Letter of Acceptance

According to online business dictionary, a letter of acceptance is written communication by

a successful candidate formally accepting the offered employment. It normally confirms the details

of the employer's offer including the salary, perquisites, starting date, location of the reporting

office, and the name of the superior to whom the candidate will be reporting. (Letter of Acceptance)

Purpose of Request Letters

Acceptance letters are a professional way to respond to an organization that offers someone

an open position in their organization. An acceptance letter state the writers intention to accept

their position and also restate different aspects of the job offer, such as: salary amount, benefits,

work schedule, and the day he/she will begin working for the company.

Parts of the Letter of Acceptance

Notification about the acceptance of the offered job by the candidate Assuring the employer that he/she has chosen the right person for the job Confirmation about when the candidate will join for work to the reporting office Formal thanks to the employer for choosing him for the post

Guidelines for Writing a Letter of Acceptance

Careful Planning: Acceptance letters should be carefully planned and written because this letter

will establish our professional conduct and show the new employer that we will be a valuable

member of their team.

1) Thanking the Employer: The writer should start by thanking the company for the position hewas offered and/or the opportunities that came with the job.

2) Addressing The Letter To The Employer: The writer should address the letter to the personthat offered him the job.

3) Discussing About The Specifics Of The Job: The writer should discuss the specifics of the joboffer. By discussing salary amount, benefits, and the date we will begin working, he can clarify

the terms and possibly clear up any misunderstandings. This is also an opportunity for the

writer to acknowledge his responsibilities and obligations to the company.

4) Mentioning The Skills We Have: The writer can also mention the skills and benefits he is hopingto bring to the organization.

5) Showing Our Appreciation: At the end of the letter the writer should express his appreciationfor the opportunity he has been given. When we write and send an acceptance letter we should

show our professionalism. This makes the employer feel comfortable with the choice he made.

6) Conciseness: Acceptance letter should not be too long. It should be to the point and positive.(How to write an Acceptance Letter)

An example of an acceptance letter is given in the next page.


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Example of a Letter of Acceptance

Khushi House, Holding No:45Mujgunni Uttarpara, Khulna-9000

June 8, 2009

Mr. Mustafa Kamal

Managing Director

Modern Pharmaceutical Company


Dhaka-1000

Subject: Acceptance of the Post of Senior Manager.

Dear Mr. Kamal,

I am very happy to hear that you have chosen me for your Senior

Manager position at Modern Pharmaceutical Company. Please consider

this letter as my official acceptance.

I am very pleased to accept your salary offer of Tk. 25,000 monthly.

As we agreed, I will begin work on July 4, 2009 after I fulfill my

obligations to my current place of employment.

I understand that I will receive full insurance benefits as of

July 4,2009. I look forward to providing my managerial experience,

skills, and training to your company.

Thank you again, for having confidence in me and offering me this

wonderful position at Modern Pharmaceutical Company. If there is

any additional paperwork you need me to complete please let me know

and I will get it done as soon as possible. I am very excited to be

working with you and New Bangladesh Pharmaceutical Company.

Sincerely Yours,


Figure 13: Specimen of a Letter of Acceptance


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Letter of Acknowledgement

A letter of acknowledgment is a letter that acknowledges a fact, situation, or action that has

taken place, usually involving the recipient. According to Websters New World College Dictionary,

acknowledge means to admit to be true, or as stated, but an acknowledgment letter does morethan acknowledge; it also responds.

An acknowledgment letter is similar to a thank-you note. If there is a difference, a thank-you

note typically focuses on one short-term action but an acknowledgment usually signifies something

long term.

Oftentimes, acknowledgements contain refusals or acceptances, or opinions and reactions.

Our opinion and reaction may be mixed, with both positive and negative thoughts. Whenever stating

an assessment or opinion, we should give the positive first. Tell what you like and agree with. Then

get to the negatives what you dont like and what you want changed. (How to Write Letter of

Acknowledgement)

Guidelines for Writing a Letter of Acknowledgement

1) The writer should be sincere and, if appropriate, even emotional when writing a letter ofacknowledgement.

2) The writer should talk about only positive things; he should not bring up any past conflicts orproblems.

3) The writer should mention specific events, deeds, and reasons why he is acknowledging thereader.

4) The writer should indicate the beneficial effect the readers action has to his organization.5) Regardless of whether the writers feelings are positive or negative, or whether he is accepting

of or unreceptive to the situation or proposal before him, he should always start the letter on a

positive note and maintain a polite tone throughout the letter.

6) In the acknowledgment letter, the writer should briefly recap the idea or proposal he isacknowledging. He should not repeat its history at length, because the reader already knows it.


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Example of a Letter of Acknowledgement

Director

Sales Department

Save Mart

20/1, Gulshan

Dhaka-1000

June 8, 2009


Khushi House

Holding No:45

Mujgunni Uttarpara

Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuable suggestion

Thank you very much for the customer helper idea. As director

of our sales department, I will immediately implement your

suggestion of assigning a sales representative to customers planninghome improvement. We are sure our customers will appreciate this

additional service

Id appreciate if you have any other suggestion for us and would be

more than happy to answer any questions you have about our store.

As our stores continue to profit, we know that the store managers

will also be grateful for customers like you who help them improve

their service.

Sincerely Yours


Figure 14: Specimen of a Letter of Acknowledgement


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Letter of Recommendation

A letter of recommendation is letter that is written recommending an individual for

employment, academic or other purposes. These types of letter contain information about the

individuals aptitude, curiosity and ability to perform on different sectors and the individualspersonal qualities. By this letter the writer personally grantees the individual he is recommending.

Writing a reference letter for someone can either be an honor and a privilege. A good letter

of recommendation can take a decent amount of time to write. They should be a couple paragraphs

in length and give the person receiving the letter a general sense of the writers feelings towards the

individual.

Types of Letter of Recommendation

There are basically 3 types of Letter of Recommendation. They are:

1. Employment reference It is professional recommendation letter given for employment reasonsby a boss or supervisor. It provides an overall analysis of the abilities of the candidate.

2. Character reference - It is a reference letter given by a close friend, relatives or other associate.These letters help guarantees for an individuals personal qualities.

3. Academic reference - It is a reference letter given by a teacher, professor or trainer. These typesof letters speak towards ones aptitude, curiosity and ability to perform in an academic setting.

Parts of the Letter of Recommendation

1st ParagraphIt is the opening statement. The first sentence states the writers purpose. The Second

sentence should be who you know the individual and how long you have known them for.

2nd / 3rd ParagraphThis is main body of the letter. It should include specific examples and traits related to the

individual. The more relevant these examples to the position being pursued, the better.

4th ParagraphIt is the closing statement and should express specific recommendation. (How to Write a

Letter of Recommendation)


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Guidelines of Writing a Letter of Recommendation

1) The letter should be Type. It is more businesslike and the recipient won't have to figure out thewriters handwriting.

2) The first time the writer names the candidate who is the subject of the letter should use his orher full name. After that, he can use either the first name or a title such as Ms., Mr., Dr. and the

last name, depending on how formal the writer wants to be.

3) The tone and the content of the letter should be kept factual, businesslike, and specificthroughout.

4) The writer should be complimentary and positive and honest.5) Negative information should not be put in the letter. If the writer feels very strongly that he

must mention a shortcoming of the candidate, he should be very specific and state clearly why

he is recommending the candidate anyway.

6) If the writer is put in the position of writing his own letter of recommendation, perhaps forsomebody else to sign, he should be honest and specific. He should try to write as he would

write about a candidate with his qualifications. He can get help from a friend or colleague seeing

himself as others see you.

7) If someone ask a candidate to write his/her own letter of recommendation, recognize that manypeople find it difficult to write about themselves in this way. He/she should read the letter and

make sure that he/she agrees with what they have written before signing it.

8) A letter of recommendation should focus on the key knowledge, skills, and abilities of anindividual. A writer should not spend his time inflating his letter of recommendation withexcessive positive tones, as this is generally overlooked by recruiters.

9) The writer should decide carefully whether to give a copy of the letter to the candidate,particularly if he expresses reservations. A recommendation may hold more sway if the recipient

knows that the views in it are candid, and not written for the gratification or flattery of the

candidate. (How to Write a Letter of Recommendation)


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Example of Letter of Recommendation

21/2 Motijhil Commercial Area

Dhaka-1000

June 8, 2009

Mr. Mustafa Kamal

Managing Director

Modern Pharmaceutical Company


Dhaka-1000

Subject: Recommendation for Mr. Md. Shahrear Mahmood

Dear Mr. Kamal,

It is my pleasure to recommend Mr. Md. Shahrear Mahmood as a

candidate for Senior manager. Mr. Mahmood has worked under my

supervision for five years at Central Electronics. During that time,

I was director of the managerial department of, so I am quite

familiar with his work there. Mr. Mahmood's thorough knowledge of

administration saved our company time and money . I have enjoyedworking with Shahrear.

Dr. Murphy's dedication to her work set a great example for the whole

team, and her encouragement and mentoring of her younger colleagues

will continue to benefit Acme for some time to come. For all of thesereasons, I think Mr. Mahmood will make a fine addition to your team.

Should any, at the number above.

Please let me know if there is any questions you have regarding my

experience with Mr. Mahmood I invite you to contact me. I can be

reached at [email protected] or 01123991390

Thank you for your time and consideration.

Sincerely Yours,

Hasanur Rahman

Director

Central Electronics

Figure 15: Specimen of Letter of Recommendation


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Postscript

After finishing this assignment I have come to the conclusion that now a days every student

should have a thorough knowledge on business communication and business correspondence no

matter in which subject he is studying. Because after finishing their studies they all have to enter the

professional world. And a good job is not easy to get without proper knowledge about the job

getting process and how apply for one. And good knowledge on business communication not only

helps a student to get a decent job, it also helps boost his confidence helps.

So through knowledge on business communication is essential for every student. So all

student should be thoroughly aware about the aspects of business communication.


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Bibliography

1. Barkdull, Larry. "How to Write the Perfect Recommendation Letter." WriteExpressCorporation Website. 20 May 2009 .

2. . "How to Write the Perfect Request Letter." WriteExpress Corporation Website. 20 May2009 .

3. Barraclough, Tina. "How to Write Ads That Get Results!" Job Bank USA Website. 20 May2009 .

4. Doyle, Alison. "Sample Reference Request Letter." About.com. 20 May 2009.

5. Heffernan, James A. W., John E. Lincoln and Janet Atwill. Writing A College Handbook. NweYork: W. W. Norton & Company, 2001.

6. "How to Write a Letter of Recommendation." The Emurse.com Blog. 20 May 2009.

7. "How to Write a Letter of Recommendation." Wikihow - The How - to Maual That you canEdit. 20 May 2009 .

8. "How to write an Acceptance Letter." Job Bank USA Website. 20 May 2009.

9. "How to Write Letter of Acknowledgement." How to Write Letter. 20 May 2009.

10. Ibrahim, Mohammad, et al. Business Communication In English. Dhaka: MillenniumPublications, 2009.

11."Introduction: Writing Memos." Colorado State University Website. 20 May 2009.

12."Letter of Acceptance." Online Business Dictionary. 20 May 2009.

13."Memo Writing." Purdue University Online Writing Lab. 20 May 2009.

14.Quible, Zane K., Margaret H. Johnson and Dennis L. Mott. Introduction to BuninessCommunication. New Jersey: Prentice Hall Inc., 1988.

15.Sharma, R C and Krishna Mohan. Business Communication and Report Writing. New Delhi:Tata McGraw-Hill Publishing Company Limited, 2002.

Documents

Drafting Business Messages and Business Letters