UNIT 4: DRAFTING BUSINESS LETTERS

LECTURE-1

Business letters; types, layout, parts of a letter , forms of layout (full block form, modified
block form, semi block form etc.); types of business letters; basic principles, style, and tone;
letters relate to calling for a post; calling for interviews, appointment orders, termination
order, business enquiries, order, regret, cancellation of orders; complaints and adjustments;
status enquiry and circulars

BUSINESS LETTER - INTRODUCTION

A business introduction letter is a way for companies to introduce themselves to potential

customers, partner businesses, distributors, investors or other individuals or organizations to
describe products or services that they offer.

A company might use a business-to-customer, or business-to-consumer, introduction letter to

introduce a sale, new products, and discounted services or alert a specific market to a new
company's arrival.

PRINCIPLES OR ESSENTIALS OF GOOD BUSINESS LETTERS

Businessmen and women do not have time to read long letters and messages. They want to
know facts, results, and important details. Therefore, business letters should provide only
what is essential in the shortest space. The key is to keep to the point and be simple.

 Simplicity
Simplicity in writing essentially means plainness and saying exactly what one means. The
writer should not bring in irrelevant details or information. Instead he or she should be
straightforward and choose just one word instead of many whenever possible
 Clarity
The clarity of a business letter is two-fold:
1. Clarity of message: Ideas should be logically sequenced in a coherent way. Simplicity in
writing essentially means plainness. Each paragraph should open with a sentence that
summarizes the central idea of the paragraph.
2. Clarity of form: Presentation of matter, format, paragraph divisions, layout, margins, and
spacing between the lines should be done neatly. The letter should appear well organized and
properly formatted.
 Conciseness
It is best to be “short”. This means writing short letters, choosing short words, forming short
paragraphs and constructing short sentences. The goal is to give only relevant information in
the fewest possible words.
 Standard and Neutral Language
Writers of business letters should use standard, neutral language and should avoid jargon,
technical terms, and slang. They should also eliminate hackneyed and old-fashioned
expressions from their writing.
 You-Attitude
Writers should keep in mind the point of view of their readers (customers and clients). All
writing is for a specific reader, and it is at his or her level that the letter or correspondence
should be written. In addition, the writer should know his or her readers’ expectations, fears,
beliefs, and feelings about the matter at hand. The writer should be able to visualize the
reaction to the message before writing.
 Sincerity and Tone
The writer’s tone and sincerity reflect his or her personality. These two aspects of a letter or
memo are important to convince readers that the writer really means what he or she is saying.
The tone of the letter should reflect the writer’s personality. Today, good writers believe that
a business letter should be characterized by confidence, directness, enthusiasm, and
humanity.
 Emphasis
In business correspondence, specially a letter or memo, ideas must be placed in order of their
importance. The main idea must be stated at the beginning. Even in the case of a sentence or
paragraph, the rule is to place the main idea first. Position reflects importance. Emphasis can
be indicated also by repetition, use of punctuation, and the mechanical devices of using bold
letters or underlining.