BUSINESS LETTER AND ITS STYLES

8/7/2019 BUSINESS LETTER AND ITS STYLES

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BUSINESS LETTER AND ITSBUSINESS LETTER AND ITS

STYLESSTYLES

Submitted by:Submitted by:Prashant NairPrashant NairRoll no.29Roll no.29

SS--1 MBA1 MBA


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Business LetterBusiness Letter

It is a communication of information on matters of trade andIt is a communication of information on matters of trade and

commerce.commerce.

Modern improvement in communication and growth ofModern improvement in communication and growth of

commerce and industries has enhanced their usefulness.commerce and industries has enhanced their usefulness.

Objective of business letter is not just to inform the reader butObjective of business letter is not just to inform the reader butto influence his attitude and action and to achieve desired goal.to influence his attitude and action and to achieve desired goal.


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Characteristics of Business lettersCharacteristics of Business letters

CorrectnessCorrectness

ClarityClarity

ConcisenessConciseness

CourtesyCourtesy

LengthLength

Beginning and EndBeginning and End

ParagraphingParagraphing


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Tips for good letter writingTips for good letter writing

Provide all information clearly while keeping in mindProvide all information clearly while keeping in mind

to whom you are writing, so that there is no guessingto whom you are writing, so that there is no guessing

on his part.on his part. Reply according to the attitude of the incoming letter.Reply according to the attitude of the incoming letter.

Be clear, courteous and precise. Avoid ambiguity.Be clear, courteous and precise. Avoid ambiguity.

Be as polite and polished as possible.Be as polite and polished as possible. Avoid monotony and dryness, introduce variety.Avoid monotony and dryness, introduce variety.

Revise the letter before closing it.Revise the letter before closing it.


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Layout of business lettersLayout of business letters

The appearance of letter reveals the character ofThe appearance of letter reveals the character of

writer and organization to which he belongs.writer and organization to which he belongs.

Letterhead, preferably printed or engraved, shouldLetterhead, preferably printed or engraved, should

contain the name, nature and address of the company.contain the name, nature and address of the company.

Attention to be paid to structure, layout and form.Attention to be paid to structure, layout and form.


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Parts of business lettersParts of business letters

HeadingHeading

DateDate

Inside addressInside address

SalutationSalutation

SubjectSubject

Body of letterBody of letter Complimentary closeComplimentary close

SignatureSignature


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1.Heading1.Heading

....

2.Date .2.Date .

3. Inside address3. Inside address

4. Salutation4. Salutation

5. Subject5. Subject

6. Body6. Body

7. Comp. close7. Comp. close

8. Signature8. Signature

......


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Heading (Letterhead & date)Heading (Letterhead & date)

It is usually printed, showing the name and address.It is usually printed, showing the name and address.

The date is typed two spaces below the last line ofThe date is typed two spaces below the last line ofthe letterhead. The exact position of the date dependsthe letterhead. The exact position of the date dependsonon the design of the letterhead and the style of thethe design of the letterhead and the style of the

typing.typing.

If the heading not printed, it must be typed in theIf the heading not printed, it must be typed in theupper rightupper right--hand part of the letter sheet, with at leasthand part of the letter sheet, with at least

an inch margin at the top and to the right.an inch margin at the top and to the right.


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Inside addressInside address

Full address of the person or organization to whomFull address of the person or organization to whom

you are addressing should be written two spacesyou are addressing should be written two spaces

below level of date.below level of date. While addressing a firm Messrsis used before theWhile addressing a firm Messrsis used before the

name.name.

Reference number of organization you are writing toReference number of organization you are writing to

should be written exactly.should be written exactly.


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SalutationSalutation

Placed two spaces below the inside address, flushPlaced two spaces below the inside address, flush

with left hand margin.with left hand margin.

A colon(:) follows the salutation except in openA colon(:) follows the salutation except in openpunctuation.punctuation.

Choice of salutation depends on the personalChoice of salutation depends on the personal

relationship between reader and writer.relationship between reader and writer.

Common used salutations are Dear Mr., Mrs. or MsCommon used salutations are Dear Mr., Mrs. or Ms


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Subject and body of letterSubject and body of letter

Purpose of subject is to let the reader know thePurpose of subject is to let the reader know themessage immediately.message immediately.

Typed in double space between salutation and firstTyped in double space between salutation and firstline of the body of letter.line of the body of letter.

The body of letter must contain organized andThe body of letter must contain organized andarranged material.arranged material.

Opening part must draw attention of reader.Opening part must draw attention of reader. Middle part should contain the main idea of letter.Middle part should contain the main idea of letter.

Closing includes the action desired from the reader.Closing includes the action desired from the reader.


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Complementary close and SignatureComplementary close and Signature

Placed two spaces below the last line of body of letterPlaced two spaces below the last line of body of letter

towards the right margin.towards the right margin.

Signature comes below complimentary close and isSignature comes below complimentary close and issigned name of writer.signed name of writer.

Name is typed below the signature.Name is typed below the signature.


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Styles of PresentationsStyles of Presentations

Different styles are followed by business concerns.Different styles are followed by business concerns.If we have opportunity to select, then we have:If we have opportunity to select, then we have:

Indented styleIndented style

Block styleBlock style

Complete block styleComplete block style

Semi block styleSemi block style Hanging indented styleHanging indented style


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Indented StyleIndented Style

First line begins at margin and subsequent lines beginFirst line begins at margin and subsequent lines begin

five spaces away from beginning of previous line.five spaces away from beginning of previous line.

A coma follows each line and a full stop after lastA coma follows each line and a full stop after lastline.line.

Requires more time to type.Requires more time to type.

Closed punctuation is used.

Closed punctuation is used.


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Indented StyleIndented Style

SRK TRADE LINKSSRK TRADE LINKS

320 C, New Delhi320 C, New Delhi-- 634228634228

17 October, 200917 October, 2009

The Rural Service CoThe Rural Service Co--op Bank,op Bank,

550, Peace Lane,550, Peace Lane,

New DelhiNew Delhi-- 611306.611306.

Dear sir,Dear sir,

We are happy that you have agreed..,We are happy that you have agreed..,

,,

....Yours faithfully,Yours faithfully,

xyzxyz

SecretarySecretary


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Block StyleBlock Style

The date line, complementary close and theThe date line, complementary close and the

signature are aligned with the right margin.signature are aligned with the right margin.

All parts except letterhead are flushed to left.All parts except letterhead are flushed to left.

Division between paragraph is shown by doubleDivision between paragraph is shown by double

spacing.spacing.

Saves time as all paragraph and most of part areSaves time as all paragraph and most of part arealigned with left margin.aligned with left margin.


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Block StyleBlock Style

BHARAT ALUMINIUM COMPANYBHARAT ALUMINIUM COMPANY

303, JEHANGIR ROAD303, JEHANGIR ROAD

AhmedabadAhmedabad-- 380003380003

10 September 200910 September 2009

The General Manager,The General Manager,Shashi Cement Company,Shashi Cement Company,

New Delhi.New Delhi.

Dear Sir,Dear Sir,

--------------------------------Body of LetterBody of Letter--------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------------------Yours FaithfullyYours Faithfully

XYZXYZ

Purchase officerPurchase officer


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Complete block styleComplete block style

All parts of letter except letterhead are aligned withAll parts of letter except letterhead are aligned with

left margin which is printedleft margin which is printed

Open punctuations are used.Open punctuations are used.

Looks neat & takes less time to type as there is noLooks neat & takes less time to type as there is no

indentation.indentation.


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SOORAJ BOOK DEPOTSOORAJ BOOK DEPOT

MangaloreMangalore-- 641206641206

2 July 20092 July 2009

The Finance managerThe Finance manager

Chennai BookCentreChennai BookCentre

ChennaiChennai-- 614011614011

Dear sir,Dear sir,We are very glad to We are very glad to

The consignment has been..The consignment has been..

We hope that goods will.........................We hope that goods will.........................

Yours faithfullyYours faithfully

AbcAbc

Store managerStore manager


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SemiSemi--Block StyleBlock Style

Alike the block style except that the paragraph of theAlike the block style except that the paragraph of the

letter is indented.letter is indented.

Mixed punctuation is used.Mixed punctuation is used.

Users say that it is easier to read paragraphsUsers say that it is easier to read paragraphs

beginning with indented line.beginning with indented line.


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RAGHAV CREAM SUPPLIERSRAGHAV CREAM SUPPLIERS

ChennaiChennai-- 670136670136

2 June, 20092 June, 2009The Purchase Manager,The Purchase Manager,

Cream Centre,Cream Centre,

PalakkadPalakkad-- 614028.614028.

Dear Sir,Dear Sir,

We thank you forWe thank you for ------------------------------------------------------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------

We can howeverWe can however ------------------------------------------------------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------------------------------------------------

We enclose a catalogueWe enclose a catalogue --------------------------------------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

--------------------

Yours FaithfullyYours Faithfully

abcabc

Managing directorManaging director


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Hanging indented StyleHanging indented Style

First line of each paragraph is started from leftFirst line of each paragraph is started from left

margin.margin.

Remaining lines are written four to five spaces afterRemaining lines are written four to five spaces afterthe starting place of first line.the starting place of first line.

Its appearance is unusual.Its appearance is unusual.


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BEAUTY TRADERSBEAUTY TRADERS

Kovai Road, NemmaraKovai Road, Nemmara-- 637413637413

2 June 20092 June 2009

The Purchase OfficerThe Purchase Officer

Consumers StoresConsumers Stores

1414--c Mumbaic Mumbai-- 607308607308

Dear Sir,Dear Sir,

We are sure that youWe are sure that you ------------------------------------------------------------------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------

These products areThese products are ------------------------------------------------------------------------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------------------------------

Now we are offeringNow we are offering ------------------------------------------------------------------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------

Yours faithfullyYours faithfully

abcabc

ManagerManager


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Important point of impressive letter writing.Important point of impressive letter writing.

Effective letter writingEffective letter writing

1.1. External appearance of a letter attracts aExternal appearance of a letter attracts a

businessman not impresses him.businessman not impresses him.

2.2. He is impressed by the art of our letter writing.He is impressed by the art of our letter writing.

3.3. Letter writing is the most beautiful medium ofLetter writing is the most beautiful medium of

expressing ones thoughtsexpressing ones thoughts


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ReferenceReference

R.C. Sharma;Krishna MohanR.C. Sharma;Krishna Mohan, Business Correspondence and Report, Business Correspondence and ReportWriting, Tata McGrawWriting, Tata McGraw--Hill Publishing Co. Ltd.Hill Publishing Co. Ltd.


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THANKSTHANKS

BUSINESS LETTER AND ITS STYLES

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