Download
1 / 21
220 likes | 225 Views
Elements of Business Letter . Prepared by Mrs. S. Ramalatha (Asst. Prof.) PG Dept. of Commerce with CA. Business Letter.
E N D
Elements of Business Letter Prepared by Mrs. S. Ramalatha (Asst. Prof.) PG Dept. of Commerce with CA
Business Letter • A business letter is a formal way of communicating between two or more parties. There are many different types of business letters. Business letters can be informational, persuasive, motivational, or promotional. • Business letters should be typed and printed on a standard 8.5 X 11 white paper and should not exceed a page.
Elements of a Good Business Letter • The most important element of writing a good letter is your ability to identify and write to your audience. If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand. Even if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background.
Elements of a Good Business Letter • The next element is to make sure you present your objective in a clear and concise manner. Don't be vague about your objective; most people will not have the patience to sit there and guess at the meaning of your letter. Most don’t have the time to read a long-winded letter either, so stick to one page and just get to the point without going into unnecessary details.
Elements of a Good Business Letter • Another important element to remember is to remain professional. Even if you are writing a letter of complaint, remain polite and courteous. Simply state the problem(s) along with any other relevant information and be sure to avoid threats and slander. • Remember to introduce yourself if your audience is unaware of who you are.
Elements of a Good Business Letter • In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter's content is clear and that you have proofread it carefully. • Business writing should be clear and concise. Take care, however, that your document does not turn out as an endless series of short, choppy sentences. Keep in mind also that "concise" does not have to mean "blunt"—you still need to think about your tone and the audience for whom you are writing.
Where to Begin? • Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it thorough. Next, identify qualifications, attributes, objectives, or answers that match the requirements you have just listed.
Where to Begin? • Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, use them in a manner that will convey your competence and experience. Avoid any language that your audience may not understand. Your finished piece of writing should indicate how you meet the requirements you've listed and answer any questions raised in the description or prompt.
Your Objective • In Romeo and Juliet, the characters’ parents feel that they know what’s best for their children. Likewise, Ms.Rubin feels that she knows what’s best for you and the needs of her students. Therefore, you will be writing a business letter to a celebrity of her choosing in an effort to convince him to be our class Valentine. This assignment is not designed to benefit Ms.Rubin in any way, other than the sheer joy she will feel if your letters actually work.
Your Objective • Every year students are expected to write a business letter. This letter that you will be writing is much more than a light-hearted assignment. Your final letter will illustrate your commitment to the objective at hand, as you demonstrate the proper techniques of writing a skillful business letter. This letter must be in the desired format, showing a dedication to the requirements, and an understanding that words and letters can make a difference in the lives of others. Your words have meaning, and you need to choose them wisely.
How to Write a Business Letter It’s so simple, even Homer can do it!
The Business Letter There are essential elements to every business letter. These include: The heading The inside address The salutation The body The closing The signature Also, you must use the proper format for spacing and margins.
1. Margins: the space around your letter. • Go to “File.” • Scroll down to “Page Set-Up” • On the “Margins” Tab, Put “1-Inch” for the top, bottom, left, and right margins. • (Notice that you don’t indent at all in a block style business letter)
2. You need your own address. This part goes in the “heading” section. Underneath your address, put the date. Skip four lines.
3. Put the address of the company or organization you are writing to in the “inside address” section. Double space.
4. Salutation/Greeting Dear Ms. Smith (or whomever you are writing to) Double space.
5. Body: State your purpose for writing this letter. Be formal and polite.
You may or may not have more than one paragraph. If you do, between each paragraph, be sure to double space.
6. Closing: Four spaces after the closing Then your name. In between the closing and your name, that is where you would sign your name.
