BUSINESSCORESPONDENT BY FITRIS R, S.S, M.pd
OBJECTIVES • state the meaning of Business Correspondence. • explain the importance of Business Correspondence; • describe the essential qualities of a good business letter. • identify the various parts of a business letter. • recognize the different types of letter
Meaning of Business Correspondence • Communication through exchange of letters is known as correspondence. • Communication through exchange of letters is known as correspondence. We communicate our feelings, thoughts etc. to our friends and relatives through letters that may be called personal correspondence
A Businessman writes and receives letters in his day to-day transactions, which may be called Business Correspondence. • business letters may be defined as a media or means through which views are expressed • and ideas or information is communicated in writing in the process of business activities
Business letters are sometimes called "snail-mail" (in contrast to email which is faster). • Business letters includes: · Letter - Fax · Email - Memo
IMPORTANCE OF BUSINESS CORRESPONDENCE 1.Help in Maintaining Proper Relationship • Now-a-days business activities are not confined to any one area or locality. The businessmen as well as customers are scattered throughout the country. Thus, there is a need to maintain proper relationship among them by using appropriate means of communication
2. Inexpensive and Convenient Mode Though there are other modes of communication like telephone, telex, fax, etc. but business information can be provided and obtained economically and conveniently through letters. .
3. Create and Maintain Goodwill • Sometimes business letters are written to create and enhance goodwill. Businessmen at times send letters to enquire about complaints and suggestions of their customers. They also send letters to inform the customers about the availability of a new product, clearance sale etc. All this results in cordial relations with the customers, which enhances the goodwill of the business.
4. Serves as Evidence • We cannot expect a trader to memorize all facts and figures in a conversation that normally takes place among businessmen. Through letters, he can keep a record of all facts. Thus, letters can serve as evidence in case of dispute between two parties.
.5. Help in Expansion of Business • Business requires information regarding competing products, prevailing prices, promotion, market activities, etc. If the trader has to run from place to place to get information, he will end up doing nothing. It will simply result in loss of time. But through business letters, he can make all enquiries about the products and the markets. He can also receive orders from different countries and, thus enhance sales.
Definition of “Letter” Letter “A written or printed communication directed to a person or organization.” (http://education.yahoo.com/ reference/dictionary/entry/letter) Letters may be created and sent as: • E-mail or electronic transmissions (including faxsimiles) • Hand-delivered transmissions • Regular mail transmissions
Two categories of letters • Business Letters(format writing; more formal writing that may share elements of essay writing) • Personal Letters(often informal; may be addressed to a friend or familiar acquaintance about a personal subject; may regard a personal problem, issue or even a personal business matter pertaining to ones personal finances or personal legal matters)
Who writes Business Letters • Letters are written from a person/group, known as the senderto a person/group, known in business as the recipient. • Some examples of senders and recipients: · business «» business · business «» consumer · job applicant «» company · citizen «» government official · employee «» employee · staff member «» staff member
Invite Apologize Why do we write letters? Commiserate Congratulate Complain Inquire Order Acknowledge Explain Thanks Apply
COMMON TYPES OF BUSINESS LETTER • Acceptance Letter (yes / legal) • Acknowledgement Letter (Receipt) • Adjustment Letter (legal document /addresses a complaint / claim) • Application Letter (request job consideration / interview) • Complaint Letter (a legal document) • Cover Letter (accompanies resume or order) • Inquiry Letter (posing a question) • Order Letter (request letter) • Refusal Letter (reject an offer) • Response Letter (answers inquiry) • Sales Letter(marketing) Source: Business Letters. Retrieved Dec. 3, 2007, from http://writing.colostate.edu/guides/documents/business_writing/business_letter/
Appreciation Letter - a letter of gratitude and appreciation for help extended, or a good business deal. oThank you - is a letter of gratitude. oCongratulations - is a letter that praises the recipient for a job well- done oLetter of Recognition - a written statement of recognized efforts similar to an appreciation letter. oLetter of Reference - is a character reference letter. It is a letter building up the character of a person to be accepted in a job.
oRecommendation - is an endorsement letter to hire a certain person. Sympathy letter - is a letter of condolences to a person or family. oInvitation letter - is a letter persuading a person or a company to join an event or an occasion. oLetter of credit - is a way of endorsing a certain business to be considered a credit loan. .
o Letter of interest - a reply to an invitation that confirms presence on the event/occasion. o Business memorandum - notices that are distributed to the staff. They are reminders of company activities, or imminent changes in the company. • Business introduction - is done to introduce a new business to the readers
1.Business Enquiry Letter The letter written to sellers to know the details of the goods which they want to buy, like quality, quantity, price, mode of delivery and payment 2. Quotation Letter After receiving the letter of enquiry from a prospective buyer, the sellers supply the relevant information by writing a letter that is called quotation letter
3. Order Letter Letters written by a buyer to the seller giving the order to purchase the goods is called order letter. 4. Complaint Letter A complaint letter is written when the purchaser does not find the goods upto his satisfaction.It is normally written by the purchaser when he receives wrong, defective or damaged goods or receives incorrect quantity of goods
5.Recovery Letter The letter written by the seller for collection of money for the goods supplied to the buyer 6Welcome Letter - welcomes the client and thanking him for choosing the company. o Letter of Appreciation - thanks the client for having business with the company.
oApology Letter - asking the client for reconsideration, and apologizes for failing to deliver. oCollection Letter - notice outstanding payments due.
oInvoice Letter Template - this is asking the clients to state the invoice number of their transactions. oLetter of Invitation - inviting a client to join a certain gathering. o Marketing Letter - is stating the newest products that the company will provide soon or is presently providing. oRejection Letter - is stating the rejection of the client's request.
PART OF BUSINESS LETTERS ESSENTIAL PARTS NON- ESSENTIAL PARTS
1 2 3 4 5 6 7 8 \ 9 THE ESSENSIAL PARTS OF LETTER Letterhead (logo) Date Inside Address Salutation Body Complimentary Closing Signature (Writer’s name /type N) Enclosure(add if You send something) (Subject) Carbon Copy N.
LETTER HEAD • The letter head is the heading at the top of a letter. • It usually consists of the name, address, telephone number and fax number of the company. • The letterhead can be typed out but it is usually printed on the company’s stationery
RETURN ADDRESS Garden Center 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 Fax 1 801 784 6734 If you do not have a letter head, you must write your name, address and telephone number at the top of the page or above the inside address
DATE • The date is used to indicate the date the letter was written. • If your letter is completed over a number of days, use the date it was finished and mailed. • When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. )
If you are writing to England use the day/month/ year • If you are writing to China use the year/month/day • Depending which format you are using for your letter, either left justify the date or center it horizontally. • Write out the date two inches from the top of the page.
INSIDE ADDRESS • Name of addressee with title Address of Receiver Example: Mr. A. W. Raja, M.A, P.hd General Manager, ABC Corporation, P.O. Box 1022 Islamabad.
If you do not have the person’s name, do some research by calling the company or speaking with employees from the company • Follow a woman’s preference in being addressed as: Miss, Mrs., or Ms. • If you are unsure of a woman’s preference in being addressed, use Ms.
If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. • Usually, people will not mind being addressed by a higher title than they actually possess.
SALUTATION • 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 (i.e., Dear Lucy:). • In all other cases, however, use the personal title and full name followed by a colon. • Leave one line blank after the salutation.
Dear Personnel Director, • Dear Sir/Madam/Sirs (Name not used)use if you don't know who you are writing to • Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to. • VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss
Dear Dr/Mr/Mrs/Miss Raja, Dear Colleague Dear Customer use in friendly context(or would-be friendly, e.g. for selling or conciliatory letters). Established relationships. Implied relationships • Dear Frank. Dear Javed/ sadia My dear Javed / sadia (use if the person is a close business contact or friend/ close, informal relationships, more personal)
A Business letter’s text starts with a simple and professional greeting such as, The Word Dear, Mr./Ms./Title, & Last name of Person: Examples Dear Dr. Smithsonian: Dear Ms. Cleopatra: • The difference between personal and business letter greetings is that a colon (:) follows the greeting of a business letter and a comma (,) follows the greeting of a personal letter
BODY • A generally acceptable format for the body of most business letters is block style, with no indentions or centering of any parts. • Paragraphs should also be single spaced within the paragraph and double spaced between different paragraphs.
BODY Semi-block Paragraph __________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________
Block Paragraph __________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________
GENERAL LETTER LAYOUTS / STYLES http://www.englishplus.com/grammar/00000144.htm
1. Block Style (Simplified) Letter Format SAMPLE Letter head Everything flush to left margin with no indents. Signature Block: Align this with the Complimentary Close. Leave four blank lines to sign your name. Don’t forget to sign your name exactly as you typed it. Your title is optional and depends on the relevancy and degree of formality you need or want to establish. Source:http://jobsearchtech.about.com/od/letters/l/bl_mblock_p.htm
2. Modified Block Style Letter Format SAMPLE • Paragraphs are not indented; however, these parts of the letter are centered: • Sender’s return address • Date letter written • Complimentary closing • Sender’s signature/title http://www.englishplus.com/grammar/00000144.htm
Modified Block Style Explanation for layout : • Letter Head • Date • Inside Addres • Salutation • Body of the Letter • Complimentary Close • Signature • Enclosure • Subject • Carbon Copy Notation • Postcript • Reference
Company Logo or Letterhead March 15, 2007 Mr. John Smith, Director of OperationsSomeGroup Group100 SomeStreet DriveSometown, Alabama 34567 Dear Mr. Smith: Thank you for your inquiry about Semi-Block format for letters. What follows is a quick summary of the format and the conventions it uses. Semi-block format or style is frequently called modified semi-block because it is a slightly less formal modification of full block format. This letter style places the date line in alignment with, or slightly to the right of dead center. Another option for placing the date line in semi-block is flush right. Similar to full block, semi-block places the inside address, salutation and any end notations flush with the left margin. However, unlike full block, each body paragraph of semi-block is indented five spaces. The complimentary close and signature block are aligned under the date. This page illustrates the spacing and layout of semi-block format. Both full block and semi-block formats generally contain all of the necessary parts of a letter. Sincerely yours , Dr. Sheila Carter-Todd 3. Semi-block Style Letter Format SAMPLE Indent paragraphs 5 spaces. Everything else is flush at the left margin.