Business LetterBusiness Letter

At the end of this section you will be able At the end of this section you will be able to:to: State the main details found on letterheaded State the main details found on letterheaded

paperpaper Design letterheaded paperDesign letterheaded paper Discuss the basic presentation requirements in Discuss the basic presentation requirements in

fully blocked layout with open punctuationfully blocked layout with open punctuation Understand the importance of consistent Understand the importance of consistent

presentationpresentation Explain how business documents should be Explain how business documents should be

structuredstructured Describe the four-point plan for structuring Describe the four-point plan for structuring

business communicationsbusiness communications Compose a variety of simple business lettersCompose a variety of simple business letters

Business letters convey an impression Business letters convey an impression of the company in many different ways:of the company in many different ways:

Stationery and printingStationery and printing PresentationPresentation Language and tone Language and tone

usedused Structure of the letterStructure of the letter

First impressions!First impressions!

Business letters are an Business letters are an ambassador for your company, ambassador for your company, so a good first impression is so a good first impression is essentialessential

A well-presented business letter A well-presented business letter may lead to an important may lead to an important contact (thinking on the lines of contact (thinking on the lines of applying for jobs/work applying for jobs/work experience)experience)

Company logosCompany logos

Refer to page 53

Other parts of a business Other parts of a business letterletter Confidential/airmail/urgentConfidential/airmail/urgent

Shown on a letter between the Shown on a letter between the date and the address ie:date and the address ie:

CONFIDENTIALCONFIDENTIAL

Mr Martin JohnsonMr Martin JohnsonManaging DirectorManaging DirectorCarona |Press plcCarona |Press plc56 Walker Avenue56 Walker AvenueLeedsLeedsLS3 5GJLS3 5GJ

Open punctuationOpen punctuation

Open punctuation is used with the Open punctuation is used with the fully-blocked layout of a letter. Within fully-blocked layout of a letter. Within the letter you are to only use the letter you are to only use punctuation marks within the body of punctuation marks within the body of the letter.the letter.

You must be consistent ie:You must be consistent ie: 12 July 1999 (no st, th or rd no 12 July 1999 (no st, th or rd no

comma)comma) Mr & Richard Reeves (no full stops)Mr & Richard Reeves (no full stops) Dear Mr Leighton (no commas)Dear Mr Leighton (no commas)

Yours sincerely (no commas)Yours sincerely (no commas)

Categories of business letterCategories of business letter

Confirmation Confirmation AcknowledgementAcknowledgement EnquiryEnquiry ReplyReply ComplaintComplaint

Parts of a letterParts of a letter

1. Why are you writing? Refer to a previous letter, contract or document.

2. Give instructions. Ask for information. Provide all relevant details. Separate into paragraphs for separate themes. Make sure the paragraphs flow logically.

3. Action for recipient to take. Action you will take. A conclusion.

4. A simple, relevant closing sentence.