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 A business letter is also known as a formal letter.  What is a business letter?  A business letter is a written or typed message from one business.

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Presentation on theme: " A business letter is also known as a formal letter.  What is a business letter?  A business letter is a written or typed message from one business."— Presentation transcript:

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2  A business letter is also known as a formal letter.  What is a business letter?  A business letter is a written or typed message from one business party to another, from one individual to an organization, or from one individual to another within an organisation for business related purposes.

3  What is the difference between an informal letter and a business letter?  Basically, it depends on the purpose and the way they are written.  An Informal Letter is written in a conversational and friendly manner because it is written between friends or very close acquaintances.  A business letter is written solely for business/formal purposes and therefore has formal language.

4  For what Purposes can formal letters be written? ◦ to apply for jobs ◦ to make an enquiry of a service, information, etc., or to deliver such. ◦ to make an appointment. ◦ to lodge in a complaint. ◦ to apologise ◦ to recommend someone for a certain job or position, or to recommend a service to praise for a service offered etc.

5  What guidelines should I keep in Mind when writing for Business purposes?  Firstly, Know your purpose for writing. Ask yourself questions like:   Why am I writing this formal letter?  What response do I want from the recipient (s)?  What do I hope to achieve from writing this formal letter?  Indeed, what is my goal?

6 Letter head Dateline Sender’s address Inside address Reference/ Subject Salutation Body text Complimentary close Signature block Stenographic reference Enclosure CC

7 The Start  Dear Personnel Director,  Dear Sir or Madam: (use if you don't know who you are writing to)  Dear Dr, Mr, Mrs, Miss or Ms Smith: (VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)  Dear Frank: (use if the person is a close business contact or friend)

8  The Reference  The reference no. of previous letter  With reference to your advertisement in theTimes, your letter of 23 rd March, your phone call today,  Thank you for your letter of March 5 th.

9  Enclosing Documents  I am enclosing Please find enclosed Enclosed you will find  Closing Remarks  Thank you for your help Please contact us again if we can help in any way. there are any problems. you have any questions.

10 Reference to Future Contact  I look forward to... hearing from you soon. meeting you next Tuesday. seeing you next Thursday. The Finish  Yours faithfully, (If you don't know the name of the person you're writing to)  Yours sincerely, (If you know the name of the person you're writing to)  Best wishes,  Best regards, (If the person is a close business contact or friend)

11 Recognised formats of formal letters

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13  Full block format:  All lines are set flush with the left margin.  No paragraphs are indented.  Signer’s initials are not included in the stenographic reference.

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15  Block:  Date line is flush with the right margin.  Inside address, salutation, reference lines and paragraphs set flush with the left margin.  Complimentary close and signature are aligned with the date.

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17  Semiblock  Date is flush with the right margin.  Inside address and salutation are set flush with the left margin.  Paragraphs are indented.  Complimentary close and signature are slightly to the right of the centre.

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19  Simplified  No salutation or complimentary close.  All lines begin flush with the left margin.  Date is six lines below the letterhead.  Inside address is four or more lines below the date line.  Subject line is in all caps, there lines below the inside address and above the body of the letter.  Writer’s name and title are typed in caps, four or five lines below the body of the letter.

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