BUSINESS LETTER
A business
letter is usually a letter from one company to another, or between such
organizations and their customers, clients and other external parties.
STYLE
OF BUSINESS LETTER
1.
Full Block Style
A full block style format for a letter
means all the text is left justified. This varies from a semi-modified
block style format in which some elements are right justified. Advantages : Full block format is a
formal style that is common for business letters.
2.
Block Style
Block style or block
letter is a letter (usually business letter) format where all typed
content is aligned with the left margin and no
indentation.
Advantages
:
Block style is a very simple format for business writing. Because it is so
simple, block style is very popular.
3.
Semi Block Style
A semi-block style letter is a less
formal version of a block or a full-block letter with the differences being the
sender's address, date, reference or attention line and complimentary
closing. In addition, the signature lines are located direct center or
slightly right of center, along with indented paragraphs.
Advantages
: This is the type of format you would use on a cover letter or letter of
referral. Semi-block letter styles are easy for the corresponding party to read
and they look neat, professional, smooth, and business-like.
4.
Idented Style
Indented style is somewhat more
complicated than other popular styles of business writing. In indented style,
new paragraphs in a piece of writing are indented—that is, they begin about 1.5
centimeters to the right of the left margin. Other parts of a business letter
are moved farther to the right half of the page. Indented style is one of the
older formats for business writing currently in use, though other formats are
becoming more popular.
Advantages
: Indented style is a format that many of today’s business people were trained to
use.
5.
Simplied Style
A simplified letter style is a letter
format that is professional and focused without unnecessary formality. Advantages : A personal letter format
is acceptable for writing to a friend, but using this format when you are
sending a communication to another business owner can make you look
unprofessional.
6.
Hanging Identation Style
The hanging indented style is identical
the semi block format except that the first line of each paragraph is typed
flush with the left margin and all lines following are indented five
spaces.This style is usually seen only in advertising letter, where it’s unique
paragraphing catches the eye.
Advantages
: This very useful style places the first words of each paragraph prominently
on the page. It is useful for letters that deal with a variety of different
topics. However, for normal business communications, this style is very rarely
used.
PART
OF BUSINESS LETTER
1.
The Heading (The Retern Address) or Letterhead -
Companies usually use printed paper where heading or letterhead is specially
designed at the top of the sheet. It bears all the necessary information about
the organisation’s identity.
2.
Date -
Date of writing. The month should be fully spelled out and the year written
with all four digits August 29, 1996. The date is aligned with the return
address.
3. The Inside Address -
In a business or formal letter you should give the address of the recipient
after your own address.
4.
The Greeting - Also called the salutation. The
type of salutation depends on your relationship with the recipient. It normally
begins with the word "Dear" and always includes the person's last
name.
5.
The Body Paragraphs - The body is where you explain
why you’re writing. It’s the main part of the business letter. Use a new
paragraph when you wish to introduce a new idea or element into your letter.
6.
The Complimentary Close - This short, polite closing
ends always with a comma. It is either at the left margin or its left edge is
in the center, depending on the Business Letter Style that you use.
7.
Signature and Writer’s identification - The signature
is the last part of the letter. You should sign your first and last names. Use
blue or black ink.
8.
Initials, Enclosures, Copies - Initials are to
be included if someone other than the writer types the letter.
KINDS
OF BUSINESS LETTER
1.
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.
2.
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.
3.
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.
4.
Payment Letter
A letter of
payment can refer to several different letters used during the payment process
between two parties. Usually it accompanies a payment for a product or service
previously acquired.
5.
Application Letter
An application letter is a formally
written one-page letter that accompanies a resume and other requested
documentation in application for a job or academic program.
6. Curriculum Vitae
A summary of a
job applicant’s professional experience and educational background, along with
other relevant information regarding the candidate’s qualifications.
