1. Definition
of business letter
A
business letter is a formal communication from an organization to its
customers, the general public for their information, another Company or the
Authorities. It is often written in a standard format, and in formal language,
compared to a private letter between two people who are well known to each
other. The business letter will show things like the address and best way
to communicate with the business - by return letter , e-mail or telephone. In
general, the letter will be directed to a specific person and be about one
topic. Sometimes, the business letter will be looking for a response, but
might be to give important information about an up-coming change of address or
telephone number. The letter might give information about new
developments - a new website; launch of a new product. To allow the
sender to handle any response more efficiently, the business letter might
contain key information such as an internal reference from the sender or
related to the product in question.
2. Types
of business letter
Make
an inquiry when you are requesting more information about a product or
service. This type of business letter tends to include specific information
such as product type, as well as asking for further details in the form of
brochures, catalogs, telephone contact, etc. Making inquiries can also help you
keep up on your competition!
Sales
Letters are used to introduce new products to new customers and past
clients. It's important to outline an important problem that needs to be solved
and provide the solution in sales letters. This example letter provides an
outline, as well as important phrases to use when sending out a wide variety of
sales letters.
Replying
to inquiries are one of the most important business letters that you write.
Customers who make inquiries are interested in specific information, and are
excellent business prospects. Learn how to thank the customers, provide as much
information as possible, as well as make a call to action for a positive
outcome.
3. Parts
of business letter
·
Date - Date of
writing. The month should be fully spelled out and the year written with all
four digits October 12, 2005
(12 October 2005 - UK style). 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.
·
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.
The Inside Address is always on the left margin. If an 8 1/2" x 11"
paper is folded in thirds to fit in a standard 9" business envelope, the
inside address can appear through the window in the envelope.
·
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. Use
every resource possible to address your letter to an actual person. If
you do not know the name or the sex of of your reciever address it to Dear
Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business
letter ends in a colon (US style). It is also acceptable to use a comma (UK
style).
44. Style Bussines Letter :
·
block style
·
semi-block
style
·
fullblock
style
·
indented
style
·
simpliefied letter style
