Business Letter Writing
The Importance of Letters
Commercial correspondence is the correspondence you share with another party during the course of or in continuation of a business transcation. It is a very important part of business, primarily because it is a form of written documentation. It gives statement of objectives. Commercial correspondence is not only important to business; it is a critical aspect of business. Commercial correspondence acts as a reference point for any queries. A business letter is a formal way of communication between two or more parties. Business letter should be terse, clear and to the point. Businessmen are busy people, and have no time to read long, rambling and confused letters. Despite the popularity of faxes and e-mails letters are still a very important method of communication. Letters develop relationship, between friends, colleagues, important business contacts, even strangers. The nature of the relationship is reflected in the tone and style of the letter. Letters represent your company’s public image and your competence. Letters are more personal than a report, yet more formal than memo and email. Letters constitute an official legal record of an agreement. Letters provide a wide range of corporate information. Letters are ambassadors for you and for your organization; you cannot put across your message in person, so your letter acts on your behalf. Ensure that your letters portray you as a appropriable, caring, efficient and professional .An efficient business letter swill say what you want it to say clearly and simply. It will show respect for the reader .It will be precise and straight forward. It will be relevant and it will be action-centered.
Business letters are naturally much more formal in style than friendly letters. Certain forms of polite expression are used, such as; * “I shall be much obliged if you will send me” * “Please dispatch your earlier convenience,” etc.
At the same time certain phrases of business “Jargon/Register” should be avoided. They are commonly used, but are not good English; and the meaning can be conveyed as clearly in simple, every day language. Examples of Such expressions are- * Yours of even date to hand * Dispatch same at once * Avoid so far as possible abbreviations (like advt .for advertisement, exam. for examination, etc) and the omission of I or We (e.g.-“Have received” instead of “We have received”).
In business letters ordering goods, care should be taken to give clear and exact description of the articles wanted. An itemized list of the goods wanted should be supplied, with the quality and quantity required. Direction for the forwarding should be given (by rail, post etc.) and the manners in which payment will be made indicated (by Money Order, V.V.P, Cheque or by Debiting to the writer’s account).Everything should be clear and precise.)
Forms
The form of business letters is the same as already described, with one addition, viz., the Address (i.e., the name of the firm and businessmen to whom the letter is addressed.) which should be written on the first page ,lower down than the heading and to the left of the page . (It may be placed at the end of the letter lower than the signature and at the left side of the page, but the usual position is at the beginning). Types of Business Letter * Acknowledgement letter / thanks letter/ Confirmation letters * “Inquiry letters” * “Order/Request letters/Demand letters” * Complaint letters * Adjustment letters * Collection letters * Application letter/Cover letters * Circular letters * Reference letters * Reply letters * Resignation letters * Sales letters * Testimonial letters etc. * Courtesy letters * Persuasive letters * Motivational letters * Promotional letters * Informational letters
A business letter Can * Tell an employer why you want the job * Tell a company that you do not like their service. * Ask someone for information * Tell someone in government what you think
Elements of a good letter
The most important element of writing a good letter is your ability to identify and write too your audience. If you are addressing you 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..One should make sure ones objectives clear and concise in manner. Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courteous, simply state the problem/s along with any other information and be sure to avoid threats and slanders.
Format of Business Letter 1. Full Block
A text flush left, spaces between paragraphs 2. Semi Block * The writer’s address, date, complementary close, signature to the right side of the letter * The date aligns with the complementary close * Notations of enclosures flush left below signature
Parts of a Full Block Letter * Address * Date line * Inside address * Subject line (optional) * Salutation * Text of the letter (body) * Complementary close * Signature * Enclosure/s line
Modes of Address
The modes of Address vary- 1) To a tradesman : Sheraz Rao
Bookseller
12Ring Road
Lahore
Begin Dear Sir, and conclude yours faithfully. 2) To a firm:
Qureshi Industries and Co
Beverage merchant
24 Ring Road Karachi
Note: If the firm has an impersonal title, Begin with dear sirs, and conclude with yours faithfully. 3) To professional men or private gentlemen:
Mr.K.Khan
Charted accounted
Chaudhry House
Gulbarg 67 road
Tipu Block
Lahore
Begin with Dear Sir or My Dear Sir, and conclude yours faithfully, yours truly etc. Not yours sincerely).
When a clerk signs a business letter on behalf of his employer, he puts the letter p.p (Latin, per pro=on behalf of) or ‘for’ before the name of the firm, and writes his signatures beneath. For example: Yours faithfully,
For R. Ghuman M.Riaz
K.S .Ahmed Bajwa
Example to show the format of Business Letter The Manager
Muhammad Imran
Eastern Beverages Industries and Co
16 Church Street
Satellite Town
Rawalpindi
Skip two lines
24 April, 2014 Skip two lines
The manager
Citizen Industries
Main Raja Bazar
Rawalpindi
Skip 1 line
Dear Sir, Skip 1 line
I shall be grateful if you will kindly supply the following items of Citizen Furniture: i. 1 Almirah model2 ii. 3 chairs model 4 iii. 2 chairs model 62 iv. 1 table model 101
Please send them carriage forward to the above address, and your bill will be paid on receipt. Skip I line
Yours faithfully, Skip 4 lines
Muhammad Jawad
Assistant Manager
Note: If one have to write down more than one paragraph in the body of the letter, should skip 1 line in between each paragraph.
Order / DEMAND Letters
Example: 1
Ordering a journal
Dear Sir,
I enclosed a draft for RS.200 for one year subscription to your journal “Employment News”. Kindly arrange to put this order in effect immediately so that I may receive the next issue.
Example: 2
Order for Books
Dear Sir
I shall be grateful if you will send me by TCS one copy each of the following books (Collin’s Retold Classics Published by Messers S. Chand and Company LTD.) as early as possible. 1. David Copperfield 2. Treasure Island 3. Monte Cristo 4. Sharly Taylors 5. Pickwick papers
My address is as above.
Inquiry Letters
People often need information about price, products; services that another company can supply. They may require a quotation or estimate for work which needs to be carried out. Whatever is required, a telephone inquiry may sometimes be sufficient. However, a written inquiry will allow the sender to give more specific details about what is required and why.
Example: 1
Inquiry to an educational institution
Dear Sir,
I have passed the B.Sc Degree examination with Electronics as the main subject. I intend to have a course in computer Sciences and would like to know the detail of the courses taught at your institution. Could you please send me a copy of your prospectus?
Example: 2
Inquiry to a renovation company
(Introduction gives brief details about why you are writing to this particular person/company)
Your company has been recommended to me by Muhammad Ali General manager in Master Tiles PVT. Co. I was impressed by the quality and appearance of the décor and lightening when he showed me around their new offices. (Clearly state exactly what you want to know)
I would like a quotation for renovation our lobby and reception area including installation of new lighting systems. The total area approximately 40m*30m.Your advice will be appreciated on how to make this area look more modern and inviting.
Give further background information or explanation
This area has not been upgraded since we moved into these offices almost ten years ago. There is also a store room adjacent to the reception area which we are considering making into a conference room, so your advice on this will be appreciated at the same time.
State the response you hope to receive
Please send me a copy of your current catalogue, and also arrange for one of your representatives to call and discuss this with me soon.
How does a business letter look? * A business letter is a special kind of letter. * There is a correct order for each part of the letter.

Inquiry letter (seeking a job in a firm)
Street Address
City, (State Zip Code)
Phone Number

Date

Individual's Name
Job Title
Name of Organization
Street Address
City, (State Zip Code)

Dear Mr./Ms. ________________________________:

Perhaps you are seeking an addition to your marketing team. A new person can provide innovative approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success.
Presently, I am marketing computer products for a major supplier using television, radio and news advertising. I have a reputation for putting forth the effort required to make a project succeed.
Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.
Thank you for your time. I look forward to meeting you.
Sincerely,

(Your Signature in blue or black ink)
Your typed name
Enclosure
Order letter (Order for a player’s kit items)
Street Address
City, (State Zip Code )
Phone Number

Date

Individual's Name
Job Title
Name of Organization
Street Address
City,( State Zip Code)

Dear Mrs. Ramos:

Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post:
1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
Please send these articles within five days.
Very truly yours,
Sincerely,

(Your Signature in blue or black ink)
Your typed name
Enclosure
References * High School English Grammar and Composition by Wren and Martin * Essential Communication Skills by Shirly Tylor’s * Business Communication Skills by Marry Ellen Guffey and Bertha Du-Babcock.