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Business letter

It is a formal letter and can be used as a formal thing. or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication
There are two main styles of business letters: 1. Full block style: Align all elements on the left margin. 2. Modified block style: with other elements on the left page margin.
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[SENDER'S COMPANY NAME]
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[SENDER'S ADDRESS*]
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[SENDER'S PHONE]
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[THE SENDER'S E-MAIL]
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------------------------------------------------- [DATE]
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------------------------------------------------- [RECIPIENT W/O PREFIX]
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[RECIPIENT'S COMPANY]
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[RECIPIENT'S ADDRESS]
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------------------------------------------------- (Optional) Attention [DEPARTMENT/PERSON]
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------------------------------------------------- Dear [RECIPIENT W/ PREFIX]
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[First Salutation then Subject in Business letters]
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------------------------------------------------- [CONTENT]
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------------------------------------------------- [CONTENT]
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------------------------------------------------- [COMPLIMENTARY CLOSING (Sincerely, Respectfully, Regards, etc.)]
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------------------------------------------------- [SENDER]
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[SENDER'S TITLE]
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[SENDER'S ADDRESS (optional if placed on top**)]
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------------------------------------------------- Enclosures ([NUMBER OF ENCLOSURES])
Business letters conform to generally one of six indentation formats: Standard, Open, Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented. * Standard – The standard format letter (1) uses a colon after the salutation, (2) uses a comma after the complimentary closing. * Open – The open format letter (1) uses no punctuation after the salutation, (2) uses no punctuation after the complimentary closing. * Block – In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. * Semi-Block – In a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented, and (3) paragraphs are separated by double or triple spacing. * Modified Block – In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing begin at the center point. * Modified Semi-Block – In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented in same position
Characteristics of a good business letter
1. CONCISENESS. Conveying the message in the fewest number of words and sentences as possible. Brevity is the rule of thumb.

* If your letter can't be read and understood in less than 20 seconds, it has limited chances of success. To achieve this, the writer must eliminate wordy and trite expressions. Simple and one and two syllable words have the same power as three-syllable words or phrases.

2. CLARITY. Your goal is that your reader understands what you have to say. Precise and familiar words are always best. Jargon, slang and colloquialisms serve no purpose because they cause confusion.

* For example, the jargon 'spoilage' conveys different meanings to wet market vendors (rotten vegetables or fruits) and to the airline industry (empty seats). When it comes to sentence length, no matter how inspired you are, don't go beyond 20 words.

3. CONSIDERATION of the reader; understand their needs. It is writing from their point of view and how they will benefit from the content of the message. The customer will appreciate the change in policy better if the benefits of such a change are personalized.

4. COMPLETENESS is presenting in the letter all the facts that the reader needs, to make a sound decision on your message.

* For instance, to order a refrigerator, make clear what model, size and color you want, when you need it, to whom and where it will be sent, why you have chosen that company, and how payment will be made. * Include any limits, deadline dates, and clear information for the reader to follow up. * When the information is incomplete, the reader is either frustrated or the reader will choose inaction.

5. CONCRETENESS, being specific rather than vague and general information; use specific facts and figures.

* For example, instead of 'The function of this office is the collection of payments.' say 'This office collects payments.'

6. COURTESY, always remain respectful as you are representing the company or organization whose name is at the top of the letter.

* Negative expressions (contrary to your inference; delinquency; I'm sure you must realize; we find it difficult to believe; you are probably ignorant of the fact; you failed to; you leave us no choice; etc.) can lead to a negative result. Language that discriminates on the basis of gender, disability, age, race, religion, ethnicity or nationality will also put you, your company or organization in a negative position.

7. COHERENCE means correctly arranging the content for ideas to flow logically and smoothly. Every statement must move the ideas forward.

* Always start with the reason you are writing; keep it simple and straightforward. * The central body of the letter should contain the information needed for the recipient to act, or if the letter is for the purpose of advisory only, to understand your message. If attachments are included with the letter, do not repeat the information in the attachments, only refer to them and what they contain. * The letter should end by telling the recipient what you expect them to do in response to your letter (if you avoid doing this, it is left up to the recipient to decide what they will do or if they will respond). Include the information for the recipient to follow up with contact names, phone numbers, email address, deadline date (if applicable), etc. * Always close by thanking the recipient for their response or action; even if the letter is advisory only, thank them for their time and attention.

8. CORRECTNESS, check the correctness of facts and figures, names and dates, and of course, spelling and grammar.

9. CREDIBILITY refers to the status of the communicator, whether as a person or as representative of the company. As a message sender, you must write information that is true and believable. The letter must sound sincere and honest, enhancing the company or organization's and your own reputation.

10. CONSISTENCY of tone and style within a letter reflects the writer's responsibility and reliability. From the opening sentence to the last word, you should use only one tone (light or serious) and one style (formal or informal). A shift in tone or style can indicate a lack of consistency and reliability of the writer.

A business letter or correspondence must be done by everyone at some point in their life. The format of a letter (simplified, block, semi-block, etc.) is not as important as the content conveying information in a way that will result in the result desired by the writer.

purpose of a business letter
Business letters come in various forms. Depending on the recipient, they are written in varying tones, such as persuasive, informational, promotional or motivational tone. They have a clear purpose and objective, and they are targeted toward a specific individual or group. When companies introduce new products to customers, they send sales letters that are typically mailed with a brochure and order form. Business letters are also used to build rapport and express gratitude to business associates or customers. Another purpose of writing a business letter is to provide sales incentives, such as special deals, coupons and rebates, for loyal customers. Moreover, it is used to order products in the form of a purchase order, which serves as a legal document between the seller and buyer. Companies also send a formal letter to acknowledge complaints, such as problems with damaged products, inaccurate shipment and customer service issues. It is important for a business to respond to complaints quickly to avoid potential legal problems. Lastly, a business letter is used to communicate with lost customers and dormant ones who have not bought a company’s products for a while.

 The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.

 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).

 The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the wordSubject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

 The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

 The Complimentary Close - This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)

 Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

 Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.

Types of Business Letters
Sales Letters
Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.
Order Letters
Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.
Related Reading: What Is Open Punctuation in a Business Letter?
Complaint Letters
The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.
Adjustment Letters
An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.
Inquiry Letters
Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.
Follow-Up Letter
Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.
Letters of Recommendation
Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.
Cover Letter
Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.
Letters of Resignation
When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

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