1. Business LettersBusiness Letters

2. Business LettersBusiness Letters
• Business letters are formal paper communicationsBusiness letters are formal paper communications
between, to or from businessesbetween, to or from businesses
• Business letters are sometimes called "snail-mail" (inBusiness letters are sometimes called "snail-mail" (in
contrast to email which is faster).contrast to email which is faster).
• Business letters includes:Business letters includes:
· Letter· Letter
· Memo· Memo
· Fax· Fax
· Email· Email

3. Who writes Business Letters?Who writes Business Letters?
• Letters areLetters are writtenwritten fromfrom a person/group, knowna person/group, known
as theas the sendersender toto a person/group, known in business asa person/group, known in business as
thethe recipientrecipient..
• Some examples of senders and recipients:Some examples of senders and recipients:
· business «» business· business «» business
· business «» consumer· business «» consumer
· job applicant «» company· job applicant «» company
· citizen «» government official· citizen «» government official
· employee «» employee· employee «» employee
· staff member «» staff member· staff member «» staff member

4. Why write Business Letters?Why write Business Letters?
· To persuade· To persuade
· To inform· To inform
· To request· To request
· To express thanks· To express thanks
· To remind· To remind
· To recommend· To recommend
· To apologize· To apologize
· To congratulate· To congratulate
· To reject a proposal or offer· To reject a proposal or offer
· To introduce a person or policy· To introduce a person or policy
· To invite or welcome· To invite or welcome
· To follow up· To follow up
· To formalize decisions· To formalize decisions

5. Business Letter VocabularyBusiness Letter Vocabulary
• AttachmentAttachment - Extra document or image that is added to an email.- Extra document or image that is added to an email.
• BodyBody - The content of the letter; between the salutation and- The content of the letter; between the salutation and
signature.signature.
• BulletsBullets - Small dark dots used to set off items in an unnumbered list.- Small dark dots used to set off items in an unnumbered list.
• Direct mail / Junk mailDirect mail / Junk mail - Marketing letters addressed to a large- Marketing letters addressed to a large
audience.audience.
• EnclosureEnclosure - Extra document or image included with a letter.- Extra document or image included with a letter.
• Inside addressInside address - Recipient's mailing information.- Recipient's mailing information.
• LogoLogo - Symbol or image that identifies a specific organization.- Symbol or image that identifies a specific organization.
• Memorandum (memo)Memorandum (memo) - Document sent within a company (internal),- Document sent within a company (internal),
presented in short form.presented in short form.
• PunctuationPunctuation - Marks used within or after sentences and phrases- Marks used within or after sentences and phrases
(e.g. periods, commas).(e.g. periods, commas).
• SalutationSalutation - Greeting in a letter (e.g. "Dear Mr. Abhay").- Greeting in a letter (e.g. "Dear Mr. Abhay").
• ToneTone - The feeling of the language (e.g. serious, enthusiastic)- The feeling of the language (e.g. serious, enthusiastic)

6. Business Letter FormatsBusiness Letter Formats
• Standards for formatting a business letter.Standards for formatting a business letter.
• Some basic guidelines:Some basic guidelines:
– Use A4 paper or letterheadUse A4 paper or letterhead
– Use 2.5 cm or 1 inch margins on all four sidesUse 2.5 cm or 1 inch margins on all four sides
– Use a simple font such asUse a simple font such as Times New Roman or ArialTimes New Roman or Arial
– Use 10 to 12 point fontUse 10 to 12 point font
– Use a comma after the salutation (Dear Mr. Abhay,)Use a comma after the salutation (Dear Mr. Abhay,)
– Lay out the letter so that it fits the paper appropriatelyLay out the letter so that it fits the paper appropriately
– Single space within paragraphsSingle space within paragraphs
– Double space between paragraphsDouble space between paragraphs
– Double space between last sentence and closing (Sincerely, BestDouble space between last sentence and closing (Sincerely, Best
wishes)wishes)
– Leave three to fives spaces for a handwritten signatureLeave three to fives spaces for a handwritten signature
– cc:cc: (meaning "copies to") comes after the typed name (if necessary)(meaning "copies to") comes after the typed name (if necessary)
– enc:enc: (meaning "enclosure") comes next (if necessary)(meaning "enclosure") comes next (if necessary)
– Fold in three (horizontally) before placing in the envelopeFold in three (horizontally) before placing in the envelope
– Use right tagged formatting (not justified on right side)Use right tagged formatting (not justified on right side)

7. Formatting Business LettersFormatting Business Letters
• Block format is the most common format used inBlock format is the most common format used in
business today.business today.
• In Block format, nothing is centered.In Block format, nothing is centered.
• TheThe sender's addresssender's address, the, the recipient's addressrecipient's address, the, the datedate
and all new paragraphs begin at the left marginand all new paragraphs begin at the left margin

8. Formatting Business LettersFormatting Business Letters
ABC Co. LtdABC Co. Ltd
22 Saket Nagar, Juhi22 Saket Nagar, Juhi
Kanpur - 208014Kanpur - 208014
<< Sender’s Address>><< Sender’s Address>>
<< may be printed<< may be printed
Company Logo andCompany Logo and
AddressAddress
2121stst
August, 2007August, 2007 << Date<< Date
CDE Co. LtdCDE Co. Ltd
15/91 Civil Lines,15/91 Civil Lines,
Kanpur - 208001Kanpur - 208001
<< Recipient’s Address>><< Recipient’s Address>>
Your ref: 3408Your ref: 3408
Our ref: drc/2309Our ref: drc/2309
<< Recipient’s Reference – if any>><< Recipient’s Reference – if any>>
<< Sender’s Reference – if any>><< Sender’s Reference – if any>>

9. Formatting Business LettersFormatting Business Letters
Dear Mr. Abhay,Dear Mr. Abhay, << Salutation>><< Salutation>>
SeminarSeminar << Subject>><< Subject>>
First ParagraphFirst Paragraph
<< Body of Letter>><< Body of Letter>>Second ParagraphSecond Paragraph
Third ParagraphThird Paragraph
SincerelySincerely << Closingt>><< Closingt>>
RaghavRaghav << Signature ( Hand Written )>><< Signature ( Hand Written )>>
Raghav, PresidentRaghav, President << Name, Title ( Typed )>><< Name, Title ( Typed )>>
cc: Vinod Sharmacc: Vinod Sharma << Copy To>><< Copy To>>
Enc:Enc: CatalogueCatalogue << Enclosure>><< Enclosure>>

10. Formatting Envelopes for Business LettersFormatting Envelopes for Business Letters
• It is best to type an envelope for a business letter. Most wordIt is best to type an envelope for a business letter. Most word
document programs contain an envelope labeling function to helpdocument programs contain an envelope labeling function to help
you.you.
• All you need to do is indicate the size of envelope you are usingAll you need to do is indicate the size of envelope you are using
and type the correct information in the appropriate fields.and type the correct information in the appropriate fields.
Jagran Institute of ManagementJagran Institute of Management
620, Saket Nagar – Juhi620, Saket Nagar – Juhi
Kanpur 208014Kanpur 208014
Mr. Abhay PandeyMr. Abhay Pandey
15/91 Civil Lines15/91 Civil Lines
Kanpur 208001Kanpur 208001
(Sender)(Sender)
(Receiver)(Receiver)
(Postage Stamp)(Postage Stamp)

11. Formatting Business MemosFormatting Business Memos
• Memos are short internal business letters, sent to otherMemos are short internal business letters, sent to other
staff within the same company.staff within the same company.
• A memo (or memorandum) may also be postedA memo (or memorandum) may also be posted
somewhere inside a company for all to see.somewhere inside a company for all to see.
• In contrast to letters, memos do not usually containIn contrast to letters, memos do not usually contain
salutationssalutations oror closingsclosings, and may be typed or hand-, and may be typed or hand-
written.written.
• The text portion of the memo is generally in block format.The text portion of the memo is generally in block format.
• Memos should include "Memos should include "FromFrom", "", "ToTo", "", "DateDate", "", "SubjectSubject""
and theand the message itselfmessage itself

12. Formatting Business MemosFormatting Business Memos
Company LogoCompany Logo
MEMORANDUMMEMORANDUM
DateDate
From: ( Name or Initials )From: ( Name or Initials )
To: ( Name or Initials )To: ( Name or Initials )
Subject: ( Short Description )Subject: ( Short Description )
Message:Message:

13. Formatting Business EmailFormatting Business Email
• Choose a subject line that is simple and straightforward. RefrainChoose a subject line that is simple and straightforward. Refrain
from using key words that might cause an email to go into anotherfrom using key words that might cause an email to go into another
person's trash box.person's trash box.
• Repeat the subject line in the body of the email, beneath theRepeat the subject line in the body of the email, beneath the
salutation (as with a letter).salutation (as with a letter).
• Use the "cc" address line to copy more than one person with yourUse the "cc" address line to copy more than one person with your
correspondence.correspondence.
• You can request a receipt for important letters. The system willYou can request a receipt for important letters. The system will
automatically let you know when someone has opened your email.automatically let you know when someone has opened your email.
• Instead of a signature, include your typed name, and below itInstead of a signature, include your typed name, and below it
include your email address, business name and address, phone andinclude your email address, business name and address, phone and
fax number, and website if appropriate.fax number, and website if appropriate.
• Remember that people often print out emails, so your own emailRemember that people often print out emails, so your own email
address and the subject line would be lost if you had not includedaddress and the subject line would be lost if you had not included
them in the body of the email.them in the body of the email.
• Internal electronic mail may be formatted more like a memo than aInternal electronic mail may be formatted more like a memo than a
formal letterformal letter

14. Planning a Business LetterPlanning a Business Letter
• Who am I writing this letter to?Who am I writing this letter to? – Formal / Informal– Formal / Informal
• Why am I writing this letter?Why am I writing this letter? – Objective / Purpose– Objective / Purpose
• Are there specific details I need to include?Are there specific details I need to include? – Facts / Data– Facts / Data
• Do I require a response?Do I require a response? - Action- Action
• How can I organize my points logically?How can I organize my points logically?
First you would introduce yourself. Second you would state your concernFirst you would introduce yourself. Second you would state your concern
or reason for writing. After the main content of your letter you wouldor reason for writing. After the main content of your letter you would
include information on how you can be contacted. The end of the letter isinclude information on how you can be contacted. The end of the letter is
also a place to express gratitude, wish good-luck, or offer sympathy.also a place to express gratitude, wish good-luck, or offer sympathy.

15. • RECIPIENTRECIPIENT
Hrithek RoshanHrithek Roshan
Acquaintance (met twice before, briefly)Acquaintance (met twice before, briefly)
Title: President, The Flying ClubTitle: President, The Flying Club
Address: Andheri West – MumbaiAddress: Andheri West – Mumbai
Planning a Business LetterPlanning a Business Letter
• REASONREASON
To invite a board member to remain on the board for a second term.To invite a board member to remain on the board for a second term.
Other members suggested that he has enjoyed this position and hasOther members suggested that he has enjoyed this position and has
been thinking about staying on.been thinking about staying on.

16. • SPECIFIC DETAILSSPECIFIC DETAILS
If he decides to stay on he will need to be available for the nationalIf he decides to stay on he will need to be available for the national
meeting on 5 November.meeting on 5 November.
Board members who stay for two terms are sometimes asked toBoard members who stay for two terms are sometimes asked to
take on extra duties, such as taking minutes or hosting social eventstake on extra duties, such as taking minutes or hosting social events
Planning a Business LetterPlanning a Business Letter
• RESPONSERESPONSE
He will need to respond by 1 September.He will need to respond by 1 September.
He can contact me by email or phoneHe can contact me by email or phone

17. • ORGANIZATIONORGANIZATION
·· Return addressReturn address of our institutionof our institution
·· Recipient's title and addressRecipient's title and address
·· Salutation:Salutation: Dear Mr.Dear Mr. HrithekHrithek
·· First paragraph:First paragraph: Introduce yourself briefly--remindIntroduce yourself briefly--remind HrithekHrithek where wewhere we
met before. Provide your reason for writing: "I have heard from amet before. Provide your reason for writing: "I have heard from a
number of board members that you may be interested in staying onnumber of board members that you may be interested in staying on
for a second term. We would be very pleased to have you stay onfor a second term. We would be very pleased to have you stay on
for another year."for another year."
·· Second paragraph:Second paragraph: Explain what type of commitment this positionExplain what type of commitment this position
will involve this year (once a month meetings, national meeting, pluswill involve this year (once a month meetings, national meeting, plus
possible extra duties)possible extra duties)
·· Third Paragraph:Third Paragraph: Provide deadline for response and how to contactProvide deadline for response and how to contact
me.me.
·· ClosingClosing: Express thanks to: Express thanks to HrithekHrithek for volunteering her time thisfor volunteering her time this
yearyear
Planning a Business LetterPlanning a Business Letter

18. Writing a Business LetterWriting a Business Letter
• An effective letter in business uses short, simpleAn effective letter in business uses short, simple
sentences and straightforward vocabulary.sentences and straightforward vocabulary.
• The easier a letter is to read, the better. You will need toThe easier a letter is to read, the better. You will need to
use smooth transitions so that your sentences do notuse smooth transitions so that your sentences do not
appear too choppy.appear too choppy.

19. SalutationSalutation
• First and foremost, make sure that you spell theFirst and foremost, make sure that you spell the
recipient's name correctly.recipient's name correctly.
• You should also confirm the gender and proper title. UseYou should also confirm the gender and proper title. Use
Ms. for women and Mr. for men. Use Mrs. if you areMs. for women and Mr. for men. Use Mrs. if you are
100% sure that a woman is married.100% sure that a woman is married.
• Under less formal circumstances, or after a long periodUnder less formal circumstances, or after a long period
of correspondence it may be acceptable to address aof correspondence it may be acceptable to address a
person by his or her first name.person by his or her first name.
• When you don't know the name of a person and cannotWhen you don't know the name of a person and cannot
find this information out you may write, "To Whom It Mayfind this information out you may write, "To Whom It May
Concern".Concern".
• It is standard to use a comma after the salutation.It is standard to use a comma after the salutation.

20. • Some common ways to address the recipient:Some common ways to address the recipient:
Dear Mr. Powell,Dear Mr. Powell,
Dear Ms. Mackenzie,Dear Ms. Mackenzie,
Dear Frederick Hanson:Dear Frederick Hanson:
Dear Editor-in-Chief:Dear Editor-in-Chief:
Dear Valued CustomerDear Valued Customer
Dear Sir or Madam:Dear Sir or Madam:
Dear MadamDear Madam
Dear Sir,Dear Sir,
Dear SirsDear Sirs
Gentlemen:Gentlemen:
SalutationSalutation

21. First paragraphFirst paragraph
• In most types of business letter it is common to use aIn most types of business letter it is common to use a
friendly greeting in the first sentence of the letter. Herefriendly greeting in the first sentence of the letter. Here
are some examples:are some examples:
– I hope you are enjoying a fine summer.I hope you are enjoying a fine summer.
– Thank you for your kind letter of January 5th.Thank you for your kind letter of January 5th.
– I came across an ad for your company inI came across an ad for your company in The StarThe Star today.today.
– It was a pleasure meeting you at the conference this month.It was a pleasure meeting you at the conference this month.
– I appreciate your patience in waiting for a response.I appreciate your patience in waiting for a response.
After your short opening, state the main point of yourAfter your short opening, state the main point of your
letter in one or two sentences:letter in one or two sentences:
• I'm writing to enquire about...I'm writing to enquire about...
• I'm interested in the job opening posted on your companyI'm interested in the job opening posted on your company
websitewebsite

22. Second and third paragraphsSecond and third paragraphs
• Use a few short paragraphs to go into greater detailUse a few short paragraphs to go into greater detail
about your main point. If one paragraph is all you need,about your main point. If one paragraph is all you need,
don't write an extra paragraph just to make your letterdon't write an extra paragraph just to make your letter
look longer.look longer.
• If you are including sensitive material, such as rejectingIf you are including sensitive material, such as rejecting
an offer or informing an employee of a layoff period,an offer or informing an employee of a layoff period,
embed this sentence in the second paragraph ratherembed this sentence in the second paragraph rather
than opening with it.than opening with it.
• Here are some common ways to express unpleasantHere are some common ways to express unpleasant
facts:facts:
– We regret to inform you...We regret to inform you...
– It is with great sadness that we...It is with great sadness that we...
– After careful consideration we have decided...After careful consideration we have decided...

23. Final paragraphFinal paragraph
• Your last paragraph should include requests, reminders, and notesYour last paragraph should include requests, reminders, and notes
on enclosures. If necessary, your contact information should also beon enclosures. If necessary, your contact information should also be
in this paragraph.in this paragraph.
• Here are some common phrases used when closing a businessHere are some common phrases used when closing a business
letter:letter:
– I look forward to...I look forward to...
– Please respond at your earliest convenience.Please respond at your earliest convenience.
– I should also remind you that the next board meeting is on February 5th.I should also remind you that the next board meeting is on February 5th.
– For further details...For further details...
– If you require more information...If you require more information...
– Thank you for taking this into consideration.Thank you for taking this into consideration.
– I appreciate any feedback you may have.I appreciate any feedback you may have.
– Enclosed you will find...Enclosed you will find...
– Feel free to contact me by phone or emailFeel free to contact me by phone or email

24. ClosingClosing
• Here are some common ways to close a letter. Use aHere are some common ways to close a letter. Use a
comma between the closing and your handwritten namecomma between the closing and your handwritten name
(or typed in an email).(or typed in an email).
• If you do not use a comma or colon in your salutation,If you do not use a comma or colon in your salutation,
leave out the comma after the closing phrase:leave out the comma after the closing phrase:
– Yours truly,Yours truly,
– Yours sincerely,Yours sincerely,
– Sincerely,Sincerely,
– Sincerely yoursSincerely yours
– Thank you,Thank you,
– Best wishesBest wishes
– All the best,All the best,
– Best of luckBest of luck
– Warm regards,Warm regards,

25. Writing TipsWriting Tips
• Use a conversational tone.Use a conversational tone.
• Ask direct questions.Ask direct questions.
• Double-check gender and spelling of names.Double-check gender and spelling of names.
• Use active voice whenever possible.Use active voice whenever possible.
• Use polite modals (Use polite modals (wouldwould in favour ofin favour of willwill).).
• Always refer to yourself as "I".Always refer to yourself as "I".
• Don't use "we" unless it is clear exactly who the pronoun refers to.Don't use "we" unless it is clear exactly who the pronoun refers to.
• Rewrite any sentence or request that sounds vague.Rewrite any sentence or request that sounds vague.
• Don't forget to include the date. Day-Month-Year is conventional,Don't forget to include the date. Day-Month-Year is conventional,
however, to avoid confusion, write out the month instead of usinghowever, to avoid confusion, write out the month instead of using
• numbers (e.g. July 5th, 2007)numbers (e.g. July 5th, 2007)

26. Proofreading a Business LetterProofreading a Business Letter
"Proof read" means to read a text carefully"Proof read" means to read a text carefully
to check it for errors and general tone.to check it for errors and general tone.
You should always proofread a businessYou should always proofread a business
letter before sending it.letter before sending it.

27. Thank You!Thank You!