Business
Letter
What are business letters ?
The business letter means an exchange
of thoughts and ideas in connection with a monetary dealing of man and
organization. It is the sale or purchase of ideas to the monetary exchange.
Parts of Business Letter
1. The Heading or
Letterhead.
The heading of a business letter should contain the return
address (usually two or three lines) followed by a line with the date. The
heading is indented to the middle of the page in the modified block and
semiblock styles. It begins at the left margin in the block style. If the
stationeryis imprinted with the return address, then the return address may be
omitted. Sometimes a line after the address and before the date may include a
phone number, a fax number, an E-mail address, or the like. Particularly if the
address uses three or more lines, it is good to skip a line before the date.
When using the block style, always skip a line before the date. Always include
the date.
Example :
2. Date.
Date of writing. The
month should be fully spelled out and the year written with all four digits
October 6, 2013. The date is aligned with the return address. The number
of the date is pronounced as an ordinal figure, though the
endings st, nd, rd, th, are often omitted in writing. The article
before the number of the day is pronounced but not written. In the body of the
letter, however, the article is written when the name of the month is not
mentioned with the day.
3. Reference Line. Reference lines should be used when
the letter refers to several invoices, letters, or telephone conversations.
They eliminate the need to include such information in the opening
paragraph. Reference lines or blocks appear immediately below or two lines
below the date line, depending upon company preference. They can begin
with RE or References. If several references are listed,
each may be preceded by a number or letter identifier to facilitate ease of
referral (by number or letter) within the body of the document. In documents of
multiple pages, reference lines may appear under the date in the heading of all
pages.
Example:
Your ref : 22 March 2004
Our Ref : BS/KF
Our Ref : BS/KF
4. 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.
5. Attention Line.
The attention line in a business
letter is an element whose conventions are often misunderstood or unknown when
the writer is drafting the letter. Although it is a single formality in light
of the entire document, the incorrect format can lead to confusion by the
recipient or undercut the sender’s professional appearance.
6. Salutation.
Salutation in a business letter
is always formal. It often begins with Dear {Persons name}. Once
again, be sure to include the persons title if you know it (such as Ms., Mrs.,
Mr., or Dr). If you are unsure about the persons title then just use their
first name.
Use the same name as the inside
address, including the personal title. If you know the person and typically
address them by their first name, it is acceptable to use only the first name
in the salutation (for example: Dear Lucy:). In all other cases, however, use
the personal title and last/family name followed by a colon. Leave one line
blank after the salutation.
If you don’t know a reader’s gender, use a
nonsexist salutation, such as their job title followed by the receiver’s name.
It is also acceptable to use the full name in a salutation if you cannot
determine gender. For example, you might write Dear Chris Harmon: if you were
unsure of Chris’s gender.
7. The Subject Line (optional).
Its inclusion can help the recipient in
dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word Subject: or Re: Subject line
may be emphasized by underlining, using bold font, or all captial letters. It is
usually placed one line below the greeting but alternatively can be located
directly after the "inside address," before the "greeting."
8. Body of the
Letter.
A body of a letter is the part between
the greeting and the closing. It contains the message of the letter. It is the
reason for writing the letter and contains the main ideas that the writer
wants to convey to the recipient.
9. Complementary Close.
Let’s the reader know that
you are finished with your letter; usually ends with Sincerely, Sincerely your,
Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized. Skip 3-4 lines between
the closing and the printed name, so that there is room for the signature.
Example :
Dear Madam, Dear Sirs, Dear Mr, Dear Miss, Dear Mrs, Yours
Sincerely, Sincerely, With Best Wishes.
10. 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.
The signature section has a
complementary closing. Examples are Sincerely, Warmest Regards, Respectfully
Yours, Very Truly Yours, or Cordially
Yours. Be sure to gauge the audience when selecting a
complementary closing. After the complementary closing, space is left for the
signature that goes above the typed name and title of the person sending the
letter.
Example :
11. Enclosure.
An enclosure notation reminds readers
of enclosures and appears directly under reference initials. The following are examples
of enclosure notation forms
Types of enclosures may be indicated:
Enclosures
1. Invoice 6234-44
2. Graph of sales activity
3. Letter of authorization
Items “enclosed” but separately sent should be
indicated as follows:
Enclosures
1. Invoice 6234-44 Sent separately
2. Letter of authorization
3. Price list
12. Carbon Copy Notation.
A carbon copy notation (showing
the distribution of the letter) appears two lines below the enclosure notation
and flush with the left margin.
Daftar Pustaka
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