Bussiness Letter by adeel azher

DEPARTMENT OF MANGEMENT SCIENCE Prepared For: -

Mr. Niaz

Prepared By: -

Adeel Azher

Course: -

Mba 1C (Morning)

Date : -

23rd February 2010

Subject: -

Business Communication

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ASSIGNMENT ON BUSSINESS LETTER Table of Contents:

1 2 3 4 5 6 7 8

Defination of bussiness letter:................................................... 3 The Important 7c, s: .................................................................. 5 Various Types of bussiness letter ............................................. 6 Adjustment letter ....................................................................... 8 Order Letter ............................................................................... 9 Inquiry Lettter ......................................................................... 10 Response Letter ....................................................................... 11 Acknowledgement Letter ........................................................ 12

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Business Letters Definition A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.

Business letters are formal letters used for business-to-business, business-toclient, or client-to-business correspondence. There are a number of elements to a business letter.

1. Date & Sender's Address The first line of a business letter should be the date the letter was written or completed. Directly underneath the date is the sender's address. Do not include the sender's name here. Sometimes the sender's address is listed on a letterhead, in which case the address should not be repeated under the date.

2. Recipient's Address If known, the recipient's address should include the name of the person to whom the letter is directed. You should also include a title (Mr., Mrs., Ms., or Dr.) in front of the name. If you are including the country with the address, capitalize the country name.

3. Salutation The salutation should be the same as the name written with the recipient's address, followed by a colon. It is fine to only use the first name if you personally know the person and you typically refer to her by her first name. If you do not know the recipient's name, it is fine to use the salutation, "To Whom it May Concern."

4. Body The body of the letter should be formally written. Use single-spaced lines, except between paragraphs, where a double-spaced line should be inserted. The closing paragraph should summarize what was previously stated throughout the letter.

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5. Closing To close the letter, insert a phrase such as "Thank you" or "Best regards," followed by a comma. Insert four lines between the closing and sender's name. This space will be used for your signature once the letter is printed.

Business letter is an effective and official way of communication between two institutions, people, corporations, people, or persons. Business letters are totally different from personal letters because they are written within set of rules and guidelines that have to be followed very strictly. Many people panic with the prospect of writing a letter adhering to the set guidelines, but to write business letters is not that hard and there is no reason to get afraid of. Thus, stigmatizing it simply because of its Sophisticated details will diminish the appeal of the same. Before you start writing a business letter, ask yourself some of the following questions: 1. What is your purpose of writing this business letter? 2. What does the reader wants and how will he understand the message you want to convey? 3. Have you answered all the important questions and the needed information has been provided to the reader? 4. Has your purpose been accomplished? 5. Have you included distracting, boring, or confusing information? 6. How do you want your reader to act to this business letter? 7. Has the message been clearly conveyed? 8. Have you provided the reader with all the important information to take the necessary action?The main purpose of a business letter is communication with other companies or it is an effective method to convey your message to various people within business limits. The main purpose of business letters is to convey to the people information that you want them to know and if possible persuade them to do accordingly.

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The Important 7 C’s The main problem with most of the business letters is that either they are difficult to understand or drawn out and too long. There is one solution to this problem that many writers generally follow. They double check the letter and its contents to ensure that their letter is written according the golden rules of 7 C’s. The 7 C’s that are important to consider are: • • • • • •

Clear Correct Concise Conversational Courteous Complete

• Convincing if you follow these 7 guidelines of business letter Writing, then it surely is going to convey your message and will be considered a perfect business letter. Keep It to the Point The first thing that you must keep in your mind while writing a business letter, is to ensure that the time of the reader is not getting wasted due to your long letter. Keep in mind the following two questions to ensure yourself this, ‘why are you writing’ and ‘what you want to accomplish’. The answer to these questions will enable you to write the letter in a straightforward way and to the point. If you take these two questions under consideration before you start writing, your letter will be short and will convey your message to the reader in a better way.

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Various Types of Business Letters Business letters do not have one common purpose or a common format. People have to handle different type of businesses so the business letters also have to be written in different ways to achieve different purposes. The answer to coming up with an efficient letter is to be aware of the type of business letter you wish to write. The various types of business letters are adjustment, complaint, order, acknowledgement, and response and inquiry letter.

1. Adjustment Letter: The adjustment letter is a letter that is to be written as a reply to a complaint letter against something or someone. It serves the purpose of informing its reader that suitable measures are being implemented against the previously specified wrong doing. Besides this, the adjustment letter also operates as an official document to acknowledge the complaint. Complaint Letter: This letter is quite similar to the adjustment letter. The only difference is that it is not essentially written in response to a wrong doing. Its purpose is to notify its reader about some error that had been detected and requires immediate attention and correction. This letter too acts as an official document informing its reader that actions are being taken to solve the problem. 2. Order Letter: As the name suggests, an order letter is written for ordering materials that are in short supply and hence, will be required soon. Order letters are commonly also known as POs (Purchase Orders). Once again, this is an official document specifying the transaction between the vendor and the business organization. 3. Acknowledgement Letter: Main aim of an acknowledgement letter is to show gratitude to its reader for something s/he had done for you in office. It could be simply expressing your thankfulness with respect to some help that had been rendered by its reader or with regards to something you had received from the reader. Although acknowledge letters are not mandatory in a business setting, they are appreciated. 4. Response Letter: Again, the name ‘Response letter’ is quite selfexplanatory. This letter is written as a reply to some other letter that was received by the person. The main idea of writing such a letter is to perform adequate actions in response to a favor that was asked for by the person receiving the letter. -6-

5. Inquiry Letter: This is a letter written with the objective of conveying a certain request to its reader or as a reply to the request made by its reader in his/her initial letter. Thus, the main purpose of inquiry letters is to get across your request for a certain material or object to the reader.

Business Letter Writing Checklist once the business letter you are writing is over, check it with the checklist to ensure that your letter has accomplished the rules set in the checklist. The main fundamental use of the checklist is to ensure that the business letter is: simple, strong, sincere and the most important rule ‘short’. After finishing the letter if you find out that your business letter is at par to all such qualities then congratulate your self for having accomplished just the ideal business letter

TYPES OF BUSSINESS LETTER 1. Adjustment Letter: 2. Order Letter: 3. Inquiry Letter: 4. Response Letter: 5. Acknowledgement Letter:

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1. Adjustment Letter: (mistake order)

ENIGMA CORPORATION Angeles City Pampanga April 5, 2006 Ms. Merecel Navarro Manager Save and Delete Computer Center Samal, Bataan Dear Ms. Navarro, We would like to apologize for the problem we have caused because of our mistake regarding your order last March 28, 2006. Immediately upon receiving your letter, I made the necessary adjustments. I have instructed our person in-charge to pick up at your office the monitor and to replace them with the right ones. Again, I would like to apologize for mistake. Very truly yours, (signed) Eric Santos Sales Manager

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02. Order Letter (Letter Confirming Orders) February 24, 2001 ABC Book Inc. 205 Rodney Avenue California, USA Dear Sir: This letter will confirm my order, placed by telephone this afternoon with your Ms. Trixie, for the following books of your Books Outline Series: 3 Rizal Books @ $40.25 2 Applied Statistics @ $20.85 2 Business Law Book @ 32.75 Enclosed is my check for the full amount ($227.95). Will you please send me these books at the earliest possible moment, as I want to begin using t them immediately. Sincerely, Richard Rolex

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3. Inquiry Letter (Gem Making)

July 28, 2008 Jade Diamond Company Roxas Boulevard Pasay City Madam: A newcomer to the hobby of gem making, I was attracted to your advertisement, in the current issue of the Magazine of Jewelry Making, of a trim saw, especially in view of the reasonable price given. Specifically, I would like to know. 1. 2. 3.

How thick a rock will the saw cut? How long can one expect a diamond blade to last? What kinds of coolants do you recommend?

I would be most appreciative if you could find the time to answer my questions. I expect that I shall be sending you an order soon. Sincerely yours, Carla Estrada

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4. Response Letter :( Request for Company Visit) December 15, 2008 Mitsumi Philippines Inc. Luzon Ave. BEPZ, Mariveles, Bataan Dear Sir/Madam: As per requirement of the subject EE14 (Seminar and Field Trips), the 5th year Electrical Engineering Students are required to visit plants, manufacturing industries, assembly plants, and the likes in our professional field. In connection with this, we would like to request your good office to allow us to conduct the said activity and have a seminar or in-house lecture regarding the operation of the company. If permitted, the group composed of 40 students and instructor(s) will be visiting your company on January 28, 2009. We hope that this request will merit your most favorable response. Thank you very much! Respectfully yours, Jennifer Anniston Class President, EE-V Noted by: Engr. Rodrigo Go Coordinator and Adviser, EEV Approved by: Engr. Rose Anne Gonzales Dean, College of Engineering

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5. Acknowledgement Letter: DATE ABC Book Inc. Mitsumi Philippines Inc. Luzon Ave. BEPZ, Mariveles, Bataan Sir, The Recruitment Committee has received your application for the position of . We appreciate your interest in Illinois State University. On 25-12-2009 the committee will begin reviewing applications. I wish to remind you of the importance of having a complete file at the time the committee begins its consideration of applicants. Please find enclosed a voluntary information form from Illinois State University’s Office for Diversity and Affirmative Action. You are requested to complete and return this form in the enclosed postage-paid envelope to the Office for Diversity and Affirmative Action. Your participation is strictly voluntary and this committee will not be made aware of your response. The survey is used as part of an overall evaluation of Illinois State’s recruitment efforts. If you are a person with a disability and will need an accommodation, please contact the Coordinator ADA/504/503. The Coordinator may be reached at (309) 438-3383 (voice) and (309) 438-2554 (TT/TTD), Hovey Hall Room 401B. This information will be kept separate from the search committee process. Thank you again for your interest. You will be hearing from the committee as soon as possible; please keep us informed of any change in your status that might affect your application. Sincerely, [XYZ]

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