BUSINESS

LETTER
(FORMAT)
ESSENTIAL BUSINESS
COMMUNICATION SKILLS (UFS301)
WHAT IS BUSINESS
LETTER?
• Formal letters for business /
professional purposes.
• Two important aspects of business
letter: format & the message (content)

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FULLY BLOCKED LAYOUT

• All parts of the document

begin at the left margin
and there is just one clear
line space between each
section
• No paragraphs are
indented, no headings are
centered – everything
starts at the left.

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PARTS OF BUSINESS LETTER
ITEM EXPLANATION EXAMPLE

1 Reference It is for filing purposes. Each company decides JKN/Acct Dept/(001)

their reference format.

2 Date When the letter is issued 12 December 2020

April 15, 2019

3 Salutation If the recipient’s name has been used in the Dear Mr William
inside address, use a personal salutation Dear Prof. Fiona

If it’s addressed generally to an organisation Dear Sir,

4 Content Contains 4 paragraphs

5 Complimentary If you use - Dear Sir/ Madam Yours faithfully

Close If you use – Dear Mr Jacob/ Ms Lee Yours sincerely

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LETTER HEAD OR ENCLOSURES ADDRESS

435, West Gate Block

St Maria Thomas, New Jersey
United States of America

OR

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COMPLIMENTARY CLOSE
Yours faithfully Signature followed by full name and position
1 Douglas
Douglas Manson
Finance Manager
Yours sincerely Male enclosures don’t need to write (Mr)
2 Jessica
Jessica Simpson (Miss)
Training Officer
Yours sincerely Pp means per procuration or on behalf of the
Hannah enclosures
3 Hannah Tayler
pp JAKE BRADLEY
Chief Executive
4 Encs Indicates something is being enclosed (another
document)
5 Copy/ cc Copy for another person. Write the name of
other recipients
6 bcc Blind copy – the other recipients are not
mentioned 6
7
8
4 POINT PLAN

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BUSINESS LETTER STRUCTURE
1st Paragraph • Why are you writing?
• “I would like to enquire/ complaint/ confirm..”

2nd Paragraph • Your content in detail. You can provide details such as time, date, product
types, problems etc.

3rd Paragraph • Action you hope recipient to take / action you will take/ conclusion

4th Paragraph • A simple relevant closing sentence.

• “Thank you for your co-operation.”
• “Thanks for your attention.”
• I look forward to meeting you.
• My apologies for the delay

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TYPES OF BUSINESS LETTERS

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 Letter of Acknowledgement
• Acknowledge receipt of a letter or document which requires further attention stating that a
more detailed reply will be sent

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 Letter of Reply to Enquiry
• Reply to any enquiry letters

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Letter of Complaint

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 Letter of Adjustment
• Reply to complaint letters

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 LETTER OF COLLECTION

• Sent to customers to collect overdue payments

• Give background details of the required amount
• Give the customer the benefit of the doubt – apologize if the payment is made.
• Be tactful.

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EXERCISE
You are the secretary of your college
Business Club. You are interested in
planning a group visit to a leading bank in
the country. Write a letter of inquiry to the
Manager of the bank arranging a day and
time for the visitation. In your letter you
should also include what students could
achieve at the end of the visit, maximum
number of students allowed and permission
sought to bring in cameras.
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THE END OF CHAPTER