BUSINESS LETTER

WRITING

Printed by Tanveer Saghar

 LETTER

A letter is a written or printed message addressed to a

person or persons, usually sent by post or messenger.

It is an addressed document of legal, formal or informal

kind for various purposes.

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 THINGS TO CONSIDER WHILE
WRITING LETTER

1. Do not offer misleading information.

2. Do not make promises which you do not have
authority to keep.
3. Do not make untrue, damaging or allegation because a
letter is a permanent record and proof of intention.

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 FORMAL AND INFORMAL STYLES

FORMAL STYLE IS INFORMAL STYLE IS

APPROPRIATE APPRPOPRIATE

A composition A letter to your friend

A report An article for your school magazine

A letter to somebody you do not know Direct speech in a story

personally
A story

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INFORMAL WRITING EXAMPLES
Contractions
There’s something else I’ve got to tell you
Informal set phrases
Thank you for your letter
Informal greetings in letters
Dear Sam
Incomplete sentences
Great news about your brother
Phrasal verbs
‘go on’ instead of continue’
Informal connecting words
Well, I think that’s all I wanted to say

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 FORMAL WRITING EXAMPLES
No contractions
I do not think there is an excuse for the treatment I received
Formal set phrases
I look forward to hearing from you
Formal greetings
Dear Sir, Madam, Dear Mr/Mrs
Complete sentences
We should consider redoing the shop window display
Use of passive voice
The local sport centers were opened in the last ten years
Formal connecting words
In addition to this, many people feel that the police are underfunded

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 STANDARAD ELEMENTS OF A
LETTER
1. Letter Head/ Heading.
2. Reference.
3. Date.
4. Receiver’s Name and Address. (Inside Address)
5. Salutation.
6. Subject
7. Main Body.
8. Complementary Close.
9. Signature.
10. Sender’s Name and Designation.

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 USEFUL PHRASE REFERENCE

INFORMAL LETTER

Greetings Dear + first name

Asking about them Hi! How are things? How’s it going?
Referring to the news Great news about… Glad to hear that…
Giving news Listen, did I tell you… You’ll never believe
what…
Making suggestions Why don’t you..? Maybe you could…
Closing expressions Well, got to go now. See you soon.
Signing off Love, Lots of love, Yours,
Name your first name

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 USEFUL PHRASE REFERENCE

FORMAL LETTER

Greeting name unknown: Dear Sir/Madam

name known: Dear Mr../Dear Mrs…/Dear Ms…
Reason for writing I am writing to.. I am writing with regards to…

Asking questions I would be grateful if.. I wonder if you could…

Referring to their letter As you started in your letter..

Regarding/Concerning..

Closing expressions I look forward to hearing from you.

Signing off If Dear + name :Yours sincerely, if Dear Sir/Madam:

Yours faithfully, Dear+name: Yours
Name your first name + surname

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 USEFUL PHRASE REFERENCES
LETTER OF APPLICATION

Greeting name unknown: Dear Sir/Madam

name known: Dear Mr../Dear Mrs../Dear Ms +name
Reason for writing I am writing to apply for the post/position of
I am writing with reference to your advertisement,
which I saw…
Your experience I gained some experience…My qualification include..
CV Please find attached my CV…
Closing expressions I look forward to hearing from you. Please do not
hesitate to contact me if…

Signing off if Dear=name: Your sincerely, if Dear Sir/Madam:

Yours faithfully, Dear+=name:Yours
Name your first name + surname
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 OPTIONAL PARTS OF A LETTER

1. Attention Line.
2. Identification Line.
3. Enclosure.
4. Carbon Copies.

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 TYPES OF LETTER

1. Formal Letters. Tone is formal such as Business Letters.

2. Semi-Formal Letters. Tone and style is formal and
meant for relatives. Invitation Letters.
3. Informal Letters. Tone and style is relaxed. It is written
to relatives, friends, etc. Friendly letters do not require
an inside address and the writer’s printed name. Closing
is also informal.
4. Form Letters. Preprinted. Administration form,
Application Form, etc.
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 BUSINESS LETTERS

A business letter is a written communication addressed to

a person or organization, by a person or organization for
specific business purpose

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 TYPES OF BUSINESS LETTERS

1. Application letter.
2. Complaint letter.
3. Request letter.
4. Order letter.
5. Sales letter.

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 PURPOSES OF BUSINESS
LETTERS
1. Requesting and providing information. (Information,
Sales Covering Letters).
2. Ordering goods or services. (Order Letters).
3. Acknowledging the order. (Acknowledgment Letter).
4. Confirming information or arrangement. (Confirmation
Letter).
5. Expressing thanks or congratulations. (Good News).
6. Conveying bad news. (Bad news, messages).

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 PURPOSES OF BUSINESS
LETTERS (Continued)
7. Complaining about the products or services.
(Complaint Letter).
8. Answering a complaint. (Adjustment Letters).
9. Introduction and explaining products or services.
(Purchase Covering).
10. Recommending someone for a job or post.
(Recommendation Letter).
11. Persuading the receiver to do something. (Collection
Letter).
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 CHECK LIST FOR WRITING
LETTERS

1. THINKING STEPS
• Is situation a problem, issue or opportunity?
• Express as question. What are the most widely used
business letter formats and their components?
• Have I produced ideas to solve the particular situation?
• Have I examined, checked for ethics, revised and
selected?

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 CHECK LIST FOR WRITING
LETTERS (Continued)
2. PLANNING STEP
• Function of writing. Expressive/ Poetic/ Transactional
• Informative/ Ask
• Specific function. Goodwill/Action
• Audience. Primary/Secondary
• Main Idea. Focused/Diffused.
• Organization Plan. Direct/Indirect
• Pattern. Space/Time/Logic

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 CHECK LIST FOR WRITING
LETTERS (Continued)

• Have I followed revision, rite and rest.

Revision for Ideas/Style/Mechanics.
• Is my main idea specific and have I provided all necessary
details?
• Have I followed the rules of 7C’s?
Completeness, Concreteness, Clarity, Conciseness,
Coherence, Consideration and Courtesy.
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 ADDITIONAL CHECK LIST FOR
LETTER WRITING
1. Did you type (or write) in a dateline to validate the
letter as a record?
2. Did you place a comma after the Salutation?
3. Did you place a comma after the Complimentary
Close?
4. Did you sign the letter below the Complimentary
Close?
5. Did you initial or sign the memo to the right of your
name?
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FORMATS OF BUSINESS LETTERS

1. Full Block Format.

2. Semi-Block Format.
3. Block Format.
4. Modified Block Format.
5. Simplified Format.
6. Memo Format.

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 FULL BLOCK FORMAT

• Open punctuation.
• Begins from left side.
• Indenting is not required.
• One line is left between paragraphs.

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 SEMI-BLOCK FORMAT

• Less formal than Full Block Format.

• Indented paragraphs. (Five spaces).
• Closed punctuation.
• Date, Complimentary Close, Signatures, Name and
Designation are on the right side of the margin.
• If Letter Head is not used the heading is on the right side
of the margin.

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SEMI-BLOCK FORMAT (Continued)

• Reference is in line with the date on the left side.

• Recipient's address is on the left margin.
• Subject line is written leaving usually five spaces.
• Subject line may include or omit the word subject. May or
may not be underlined.

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 BLOCK FORMAT

• Unindented paragraphs.
• Date and Complimentary Close are on the right side.
• Reference is on left side in line with the date.
• Inside address, subject and enclosure are on left side of
the margin.

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 MODIFIED BLOCK FORMAT

• Indentation
• Double space between paragraphs.
• Date, Complimentary Close and Signatures are right of
center.
• Inside address, subject and enclosure are aligned to the
left of margin.
• Open punctuation.
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 DIFFERENCE BETWEEN SEMI-BLOCK AND
MODIFIED BLOCK FORM

• Semi-Block uses close punctuatation while Modified

Block uses open punctuation.
• In Modified Block form subject line is aligned to the left
margin while is Semi-Block form Indentation is used.

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 SIMPLIFIED FORMAT

• Unindented paragraphs.
• Salutation and Complimentary Close are omitted.
• Full Block Style.
• Open punctuatation.
• Not widely used.
• Subject Line is in Capital Case and the word subject is omitted.
• Printed Name is in Capital Case.

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 MEMO FORMAT

• Inter-office, institutional or organizational

communication.
• Informal internal communication.
• Formal External Communication.
• For inter-office purposes, leave out the “Dear” Salutation
and “Yours truly” Complimentary Close.
• Initial the memo to the right of your name.
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• Always check that your writing is consistent with your purpose. In your letter
of application, check that:
• You have painted a good picture of yourself
• Dates, qualifications, experience are consistent
• There is no irrelevant information included
• It is easy for the reader to follow

Printed by Tanveer Saghar