Bussiness letter

17
BUSINESS

Transcript of Bussiness letter

BUSINESS

BUSSINES

S LETTER

FRIENDLY

LETTER

October 12, 2007

Dear Matt,

Spending a week with your family confirms mybelief; We, Asians, hold dear the closeness andsupportiveness of every member of the family.

How I loved watching your father spend qualitytime with you, exchanging ideas and sharing heartylaughs. He made me realize that a father can do muchto inspire his family to look up to him for guidance andinspiration. Although you lost your mother when youwere still very young. I know that she is as proud ofyou today as she was when you were born. I know sheis now watching you and guiding you from heaven.

I am very much thankful for having a friend likeyou. I hope to see you soon sharing with me the joysin an Indian family.

Sincerely yours,

Friendly letter is written to share news,

ideas and feelings or just to keep in touch.

A business letter is usually a letter from one

company to another, or between such

organizations and their customers, clients

and other external parties.

Business letters can have many types of

contents, for example to request direct

information or action from another party, to

order supplies from a supplier, to point out a

mistake by the letter's recipient, to reply

directly to a request, to apologize for a wrong,

or to convey goodwill.

Types of Business Letter1. Letter of Appreciation2. Letter of Application3. Letter of Complaint4. Letter of Inquiry5. Letter of Acceptance or Admission6. Letter of Rejection

FORMAT

Full-Block Style - All the elements are aligned tothe left margin and there are no indented lines.This is a standard block-style format that isaccepted by most businesses.

Modified Block Style - The return address,date, closing and signature start just to the rightof the center of the page or may be flush with theright margin. All body paragraphs begin at the leftmargin.

Indented or Semi-Block Style - Similar to themodified block business letter style except thatthe first line of each paragraph is indented.

Main Parts of a Business

Letter1. The Heading (The Return 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 organization’s

identity.

Example:

The President

Bank of the Philippine Islands

BPI Building 6708

Ayala Avenue cor. Paseo de Roxas

2. Date - Date of writing. This is

usually placed below the

heading or letterhead.

The month should be fully

spelled out and the year written

with all four digits

October 12, 2005

3. The Inside Address - In a business or

formal letter you should give the address of

the recipient after your own address. Include

the recipient's name, company, address and

postal code. Add job title if appropriate.

Separate the recipient's name and title with

a comma. Double check that you have the

correct spelling of the recipient 's name.

Example:

Mr. Rodrigo de los Reyes

Burgundy Plaza Rm. 501

1015 Katipunan Avenue

Quezon City 1108

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.

If you do not know the name or the

sex of your receiver address it to

Dear Madam/Sir (or Dear Sales

Manager or Dear Human Resources

Director).

5. The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I".

Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

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. It begins at the same column the

heading does.

The traditional rule of etiquette in

Britain is that a formal letter

starting "Dear Sir or Madam" must

end "Yours faithfully", while a letter

starting "Dear " must end "Yours

7. Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

Example:

Ruben KalavManager

Guidelines in Writing Business

Letter

1. State your objective clearly at the beginning

of your letter. Assume that your recipient is

a busy person who has no time to read

long-winded letters.

2. Use formal, standard English. Avoid slang,

contractions, dialect and trite expressions.

3. Adopt a courteous professional tone.

Maintain a friendly and constructive

attitude.

4. Be sure that your letter is factual, especially

in details given in the body or text.

5. End the letter in a convincing way that will

Your Return Address (no abbreviations for Street, Avenue, etc.)Your City & Zip Code

Date (write out either like June 4, 2004 or 4 June 2004)

First and Last Name of the Person to whom you are writingAddressCity, ST zip

Dear Mr./Ms. ______________:

In the first paragraph, introduce what you are writing about and what you want from them.In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.

In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.

Sincerely yours,

{four spaces so that your signature may appear here}Jane Doe