BUSINESS LETTER
Business letter:-It is a
type of letter from one company to another, and also between the organization,
customer, clients or other external parties. This letter is also useful for
permanent record in the company.
💢 Types of business letter:-
1.Business Enquiry letter:-A business enquiry letter
is a letter written for communication between two person or organizations
.Sometimes buyers want to know the details of the items which they want to buy
like quantity/ quality ,price , mode of delivery, payment, Discount etc. They
may also ask for a sample. The letter written to seller which one or more of
the above purposes is known as an enquiry letter.
2. Order letter:-Letter is written by a buyer to the
seller giving the ordered of goods to purchase the items is called ordered
letter.
3. Sales letter
:-A letter promoting sales or informing the customer about any offer is
known as sales letter.
4. Complain letter:-This is written when the buyer
does not find the products or services up to satisfaction. He /She writes to
the company or seller about the defective products etc.
5 .Collection or recovery letter:-This letter is
written by the seller for the products supplied to the buyer is called Recovery
letter.
6.Credit letter :-This letter is regarding to asking, granting
or refusing credit or loan is called a credit letter.
BUSINESS LETTER LAYOUT
1.
HEADING (letter
head ):-The heading contain information relating to the name of the company or
institute and its address. It provides the fallowing information in the company
name, address, logo and trademark, Telephone number, Email address, website, Fax
number etc. Many companies preferred to put much of its information at the
bottom of the letter head where we may call it letter foot but the name of the
company should always be at the top.
2.
DATE:-It is
written below the heading leaving some space for better look. The date is typed
in the right corner or left corner depending on the style adopted it enables
quick references in future and helps in prompt action in order filling.
3.
REFERENCE:-The
reference helps to link correspondence for prompt reply and quick action. It
helps to identify the departmental or section from which the letter is being
sent or the particular file in which copy of the letter is to be found.
Reference should be written on the left side.
4.
Inside
address:-It contains the name and full address of the company or the individual
to whom the letter is written. It should be written below the reference line
leaving some space. It should start from the left margin.
5.
SALUTATION:-The
salutation is the complimentary greeting with which the writer opens his or her
letter. It should be written to spaces below the inside address. Generally Sir/Madam
are used in official correspondence.
6.
SUBJECT LINE:-The
purpose of the subject line is to let the reader know immediately what the
letter is about in some cases subject line this mentioned before salutation.
7.
BODY OF THE
LETTER:- It is that part of the letter which contains the message or the
information to be communicated. The body consist of the following:-
(a) Subject and Reference:-A brief one line mention of the
measure theme of the letter in the beginning gives clarity to it. Reference in
the body of the letter is reference number of the letter in reply to which this
letter is being written. For eg:-“We have received your letter dated with
reference number.
(b) Opening Paragraph:-The letter should start with Eknowledgement
gratitude or with a reference to the action taken on the reader’s previous
letters. ’Thank you very much for your order dated.’
(c) Main Paragraph:- This paragraph contains the subject
matter of the letter it should contain all relevant details clearly, it should
be brief and to the point. It should be written in simple and correct words.
(d) Closing paragraph:-In this paragraph the letter writer
should mention the action expected from the reader closing with an important
statement or a request is also suitable.
8.COMPLIMENTARY
CLAUSE:-The complimentary clause is written below the last paragraph of the
body of the letter either at the left side or at the right of the letter
depending on the style of the letter salutation and complimentary clause showed
correspondence to each other. For eg:-Dear sir/ Madam
Yours faithfully/ sincerely
9.SIGNATURE:-signature
is a practical necessity.It is usually hand-written and contains the writer
names, status, department etc signature is put just
below the complimentry close.
10.REFERENCE INITIALS:-It
is new essential to put the initial of the person dictating the letters and of
the person typing it towards the ends of the letter near the left margin.This
initial are helpful in fixing the responsibility for typing and dictating
letters.
11.Enclousers:-Sometimes
a letter caries along with it some other papers such as price list, bill, cash
memo, check, draft, etc. In such cases a mention should be made of these
enclousers in the letters after the signature and at the left side margin. Total
number of enclousers should also be mentioned.
12.COPY
DISTRIBUTION:-Sometimes copy of a letter have to be sent to some people other
than addresses also in such cases the name of these person should be typed just
below the reference initial. The name of the person should be arranged either
or under of importance or alpha betically.
13.POSTSCRIPT:-Postscript(p.s)is
same thing written after the letter is closed. Writing a postscript indicate
that the writer had forgotten to include
same thing important in the body of the letter or she\he had not planned the
letter properly. From the view point of a good business letter it is a bad
practices to write a postscript and it should be avoided however in some cases
it can be helpful to give importance to a point already made in the letter.
- DRAFT OF BUSINESS LETTER LAYOUT
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ABCL-Company pvt ltd A-35 Nirman Vihar, Delhi 110092, ph: 011-22123456 Email-abcl
@ gmail.com Website:-
abcl.com Ref.No7/50/2020 Date-21 Jan 2020 The
purchase office XYZ
company Noida Sub:- Dear
sir / madam
Body of the letter_ Yours
faithfully (Name) Status R.K-AB End:-(Two) (i)…………. (ii)…………. Copy to (i) …………. (ii)………… |