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BUSINESS COMMUNICATION
PRESENTED BY-
KUSHAL.MVINAYAK.V
BUSINESS LETTERS
UNDER THE GUIDANCE PROF. SUCHETA ONKARI
CONTENTCONTENT
BUSINESS LETTERS BUSINESS LETTERS
WHO WRITES BUSINESS LETTERS ?WHO WRITES BUSINESS LETTERS ?
Letters are written from a person/group, known as
the sender to a person/group, known in business as the
recipient. Some examples of senders and recipients:
WHY WE WRITE BUSINESS LETTERS? WHY WE WRITE BUSINESS LETTERS?
To persuade To inform To request To express thanks To remind To recommend To apologize To congratulate To reject a proposal or offer To introduce a person or policy To invite or welcome To follow up To formalize decisions
BUSINESS LETTER VOCABULARY BUSINESS LETTER VOCABULARY
Attachment - Extra document or image that is added to an email.
Body - The content of the letter; between the salutation and signature.
Bullets - Small dark dots used to set off items in an unnumbered list.
Direct mail / Junk mail - Marketing letters addressed to a large audience.
Enclosure - Extra document or image included with a letter
Inside address - Recipient's mailing information.
Logo - Symbol or image that identifies a specific organization.
Memorandum (memo) - Document sent within a company (internal), presented in short form.
Punctuation - Marks used within or after sentences and phrases (e.g. periods, commas).
Salutation - Greeting in a letter (e.g. Dear Mr. Vinay).
Tone - The feeling of the language (e.g. serious, enthusiastic)
THE QUALITY OF A SUCCESSFUL BUSINESS LETTERTHE QUALITY OF A SUCCESSFUL BUSINESS LETTER
The inner qualities of a good business letter refer to
the quality of language, its presentation, etc. These facilitate
quick processing of the request and that leads to prompt
action
Simplicity Clarity Accuracy Completeness Relevance Chronology Courtesy Neatness
INNER QUALITIESINNER QUALITIES
The outer qualities of a good business letter
refers to the appearance of the letter. It includes the
quality of paper used, colour of the paper, size of the
paper etc. Good quality paper gives a favorable
impression in the mind of the reader. It also helps in
documenting the letters properly.
Quality of paper Colour of the Paper Size of the paper Folding of letter Envelope - ordinary envelope, window envelope, laminated envelope
OUTER QUALITIESOUTER QUALITIES
FORMAT OF BUSINESS LETTERS FORMAT OF BUSINESS LETTERS
abc Signature ( Hand Written ) ABC, President Name, Title ( Typed ) abc Signature ( Hand Written ) ABC, President Name, Title ( Typed )
Our ref: drc/2309 << Sender’s Reference – if any>> Our ref: drc/2309 << Sender’s Reference – if any>>
ABC Co. Ltd22 Saket Nagar, << Sender’s Address>> Kanpur – 208014.
ABC Co. Ltd22 Saket Nagar, << Sender’s Address>> Kanpur – 208014.
21st August, 2012 << Date>>21st August, 2012 << Date>>
CDE Co. Ltd Fish market, << Recipient’s Address>> Belgaum – 590001.
CDE Co. Ltd Fish market, << Recipient’s Address>> Belgaum – 590001.
Your ref: 3408 << Recipient’s Reference – if any>>Your ref: 3408 << Recipient’s Reference – if any>>
Dear Mr. XYZ, <<Salutation>> Dear Mr. XYZ, <<Salutation>>
Seminar <<Subject>>Seminar <<Subject>>
First Paragraph Second Paragraph <<Body of Letter>>First Paragraph Second Paragraph <<Body of Letter>>
Third Paragraph Third Paragraph
Sincerely , <<Closing>>Sincerely , <<Closing>>
<<Enclosure>>
<<Enclosure>>
WRITING A BUSINESS LETTERWRITING A BUSINESS LETTER
An effective letter in business uses short simple
sentences and straight forward vocabulary.
The easier a letter is to read, the better.
You will need to use smooth transitions so that
your sentences do not appear too choppy.
Proof read quot ; means to read a text carefully to
check it for errors and general tone. You should always
proof read a business letter before sending it.
SALUTATIONSALUTATION
First and foremost, make sure that you spell the recipient's name correctly. You should also confirm the gender and proper title. Use Ms. for women and Mr. for men. Use Mrs. if you are 100% sure that a woman is married. Under less formal circumstances, or after a long period of correspondence it may be acceptable to address a person by his or her first name. When you don't know the name of a person and cannot find this information out you may write,
quot; To Whom It May Concern It is standard to use a comma after the salutation.
Some common ways to address the recipient:
Dear Mr. Powell,
Dear Ms. Mackenzie,
Dear Frederick Hanson,
Dear Editor-in-Chief,
Dear Valued Customer,
Dear Sir or Madam,
Dear Madam,
Dear Sir,
FIRST PARAGRAPH FIRST PARAGRAPH
In most types of business letter it is common to use a friendly greeting in the first sentence of the letter.
Here are some examples: – I hope you are enjoying a fine summer. – Thank you for your kind letter of January 5th. – I came across an ad for your company in The TARUN BAHARAT. – It was a pleasure meeting you at the conference this month. – I appreciate your patience in waiting for a response.
After your short opening, state the main point of your letter in one or two sentences:
- I'm writing to enquire about...
- I'm interested in the job opening posted on your company website
SECOND AND THIRD PARAGRAPHSSECOND AND THIRD PARAGRAPHS
Use a few short paragraphs to go into greater detail about your main point.
If one paragraph is all you need, don't write an extra paragraph just to make your letter look longer.
If you are including sensitive material, such as rejecting an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather than opening with it.
Here are some common ways to express unpleasant facts:
– We regret to inform you...
– It is with great sadness that we...
– After careful consideration we have decided...
FINAL PARAGRAPH FINAL PARAGRAPH
Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information should also be in this paragraph. Here are some common phrases used when closing a business letter:
– I look forward to... – Please respond at your earliest convenience. – For further details... – If you require more information... – Thank you for taking this into consideration. – I appreciate any feedback you may have. – Enclosed you will find... – Feel free to contact me by phone or email
CLOSING CLOSING
Here are some common ways to close a letter. Use a comma between the closing and your handwritten name (or typed in an email). If you do not use a comma or colon in your salutation, leave out the comma after the closing phrase:
– Yours truly,
– Yours sincerely,
– Sincerely,
– Thank you,
– Best wishes
– All the best,
– Best of luck,
– Warm regards,
WRITING TIPS WRITING TIPS
Use a conversational tone.
Ask direct questions.
Double-check gender and spelling of names.
Use active voice whenever possible.
Use polite modals (would in favor of will).
Always refer to yourself as quot;
Don't use quot; unless it is clear exactly who the pronoun refers to.
Rewrite any sentence or request that sounds vague.
Don't forget to include the date. Day-Month-Year is conventional, however, to avoid confusion, write out the month instead of using numbers (e.g. July 5th, 2007)
TYPES OF BUSINESS LETTERSTYPES OF BUSINESS LETTERS
INQUIRY LETTERINQUIRY LETTER
You can obtain answers to specific questions
through an inquiry letter. Keep questions clear, concise,
and at a minimum, and outline questions in a list if
possible. Offer some incentive for the recipient of the
letter to respond to your inquiry, and provide the
necessary information for that response, such as your
contact information.
State clearly and specifically what is wanted. If there are more than three queries, use a numbered list.
Your inquiry should be specific and brief.
Give the reason for the inquiry.
Include an expression of appreciation. A simple "Thank you" is enough.
Include a self-addressed, stamped envelope with the letter of inquiry sent to an individual who has to pay for the postage when giving his own reply.
POINTS FOR INQUIRY LETTERPOINTS FOR INQUIRY LETTER
Mrs. Roma vernekar#123, 2 main,Gandhi nagar, belgaum.
August 17,2012.
Ancor ltd#132 Bogarvas,belgaum 590001.
Gentlemen:
The august 12th issue of the being human Digest contained an advertisement of your lightning Fixtures. The article said that further information will be given upon request.
In this connection, will you please furnish me with more information regarding its manufacture, cost and other features.
Hoping for your immediate reply.
Thank you.
Yours truly.
Roma.V
Mrs Roma Vernekar
A reply letter is usually a response to the
communication that you have received from a person or
business. When replying to a letter or inquiry from
clients, associates, customers or colleagues, it is
important that it is in a formal format
REPLY LETTERREPLY LETTER
POINTS FOR REPLY LETTERPOINTS FOR REPLY LETTER
The letter sender should be thanked for showinghis/her interests in your company, product or
service.
Give the information requested and if necessary add relevant materials.
Show your willingness to be of further assistance.
Enclose booklets, leaflets and brochures if they are available.
Ancor. ltd#132 Bogarvas,Belgaum 590001.
August 25,2012.
Mrs. Roma Vernekar#123, 2 main,Gandhi Nagar, Belgaum.
Madam:Thank you for your letter inquiring about the manufacture, cost and other
features of our lighting fixtures.
Our lighting features are of different designs and styles which may suit your home or office needs. However, we may take pride in our mirrorized aluminum wherein you can save electricity by 50%. Our Fixtures are of powder-cooted frame finish. They are corrosion and high temperature resistant.
Attached is a price list of our lighting fixtures.
We hope to hear from you soon.
Thank you.
Respectfully yours, Ancor ltd.
Rahul gandhiManager
ORDER LETTERORDER LETTER
Letters dealing with orders and payments for
merchandise form a bulk of business activity. As a
result, serious thinking and care should be exercised
in drafting these letters. A little carelessness may
result in loss of the customers or good will. Therefore
order letters should be exact cordial and tactful.
State clearly, accurately and completely the
description of the item being purchased (exact name of
the item, quantity desired, size, color, weight, finish, price
and model).
Give the address where the goods will be delivered.
Give the price and the mode of payment, (check or
money order, credit card, cash on delivery or charge to
account).
Mention desired method of shipment (air express,
truck freight parcel post)
POINTS FOR ORDER LETTERPOINTS FOR ORDER LETTER
Praveen.R#abc Chinch pockli,Banglore.
August 14,2012
Paragon ltd#121 Tilakwadi,Belgaum.
Gentlemen:
Please send me through VRL Express one unit of Paragon flip-flops, with Model No. kx-T3921 B.
Enclosed is a cheque amounting to Rupees two hundred fifty only (Rs 250/-) as full payment of the unit plus parcel charge.
Thank you.
Yours truly,
Praveen.R
Enclosure-I.cheque
SALES LETTERSALES LETTER
A sales letter is written to convince a recipient to
purchase a specific product, service or business. Take
time to inspire the readers' interest in and appeal to
their need for the product or service, and then ask them
to follow through with a suggested course of action.
The beginning paragraph should attract the reader's interest and attention.
It should state clearly the benefits of the product or service offered to the buyer.
It should lead the reader to wish to see or try the product.
It should explain how much the product or services costs and how it may be paid.
It should include a request that the reader place the order.
POINTS FOR SALES LETTERPOINTS FOR SALES LETTER
Sir:
Our company Marketing manager, is proud to announce the availability of the new BUNK STUDY DESK CHIAR manufactured by the first and original quality plywood manufacture, COFTA MOULDINGS CORPORATION.
The BUNK STUDY DESK CHIAR is the most affordable study desk in the market today, with all the benefits of high quality plywood : durable and beautiful, comfortable for its armrest, rust-proof and maintenance-free, dual purpose and stockable. It definitely cost much less than wood or metal school chairs. Also the BUNK STUDY DESK CHIAR is highly recommended for schools, office (exams and interview rooms, conference and seminar rooms and private rooms).
If you need more information about this latest practical innovation, please do not hesitate to call us at the the following: 9741833531.We guarantee total satisfaction for your money's worth!
Thank you.
Very truly yours,
ADJUSTMENT LETTERADJUSTMENT LETTER
An adjustment letter is a response to a written
complaint. The objective is to inform the reader that their
complaint has been received. It is also a legal document
recording what decisions were made and what actions
have or will be taken.
Keep in mind that your reader has been
inconvenienced
Respond to the claim letter promptly and
courteously.
Refer to the claim letter, identifying the transaction.
State clearly what action will be taken.
Remember to be fair, friendly and firm.
POINTS FOR ADJUSTMENT LETTERPOINTS FOR ADJUSTMENT LETTER
Famous Bookstore Inc.San Jose St.Balanga City, Bataan
June 24, 2008
Mrs. Asha Central School of BataanRocky RoadBalanga City, Bataan
Dear Mrs. Asha Your letter of September 10, 2004 concerning the missing novel(love in air) has been directed to my attention. The novel is being sent to you today through the VRL Express.
We regret the omission of the novel when the other novels were packed when being shipped.
We apologize for the inconvenience this has caused you and appreciate your understanding in this matter.
Very truly yours,
Aamir khanStore manager
An acceptance letter is a positive response to
either an invitation or a job offer. Its objective is to
notify the reader of an affirmative decision. The letter
should be kept fairly short. Its scope need only include
information that relates to the logistical details of
accepting the offer.
ACCEPTANCE LETTERACCEPTANCE LETTER
Begin your acceptance letter by thanking whoever
sends you
Briefly identify what it is that you are accepting.
Restate the terms as you understand them.
Keep the tone of your letter positive.
Thank the person for the invitation
POINTS FOR ACCEPTANCE LETTERPOINTS FOR ACCEPTANCE LETTER
Mohan.R#420, Rahu Chouk,Hubli.
July 24, 2012
Mr. Kalam .AliCentral School of Dharwad,Rocky Road,Dharwad.
Dear KalamI am pleased to accept your invitation to speak during your Seminar on
corruption on August 15, 2012 at 2: 00 p.m. “Dirty Politics" is an interesting topic. I shall discuss it for one hour.
I am looking forward to meet you and the school staff.
Yours truly,
Mohan
THANK YOU HAV A NICE DAY
