Topic of Presentation

Business Letters
WHAT IS BUSSINESS LETTER?

 BUSINESS LETTER ARE FORMAL LETTERS

USED FOR BUSINESS TO BUSINESS,
BUSINESS TO CLIENT,OR CLIENT TO
BUSINESS CORRESPONDENCE.
Parts of Business letter:-
1) Letter Head
2) Date
3) Reference Number
4) Attention Line
5) Inside Address
6) Subject
7) Salutation
8) Body of Letter
9) Complementary End
Continue….
10) Signature Line
11) Designation
12) Enclosures
13) Copy to be circulated
1) LETTER HEAD

 A letterhead contains the name of the

organisation, e-mail address, internet
number, etc. Additional information
such as name of products or services,
organization's slogan may also be
added.
Example:

MBBLCI

Dr. Rebecca Anna

The Principal
Email School
Number
 2) Date
 The date on which the letter is
typed should placed after letter head
part.
 There is no full stop after the date.
 The month must be written in full
and never in figures.
 There is a comma separating the
year from the month and date.
 Example:
June 28, 2007
3) Reference Number
 Reference makes reference to
previous
number correspondence easy. It
also saves much time.
 Example:
our Ref No. T-410
your Ref. No. RL-105
In replying, please
refer to S-110
 4) Attention
Line
It is used if the subject matter of the letter
is being handled by one particular person. It
is typed in the letter and on the envelope.
 Example:
Attention: Mr. Sunil, General Manager
Attention: Sales Manager
5) Inside Address
 It consist of the name and address of the
receiver. It is typed two spaces below the
date line at the left margin.
 Example:
(i) individual
Mr. L.C. Gupta
18, Lajpat Nagar,
New Delhi.
Continue….
(ii) Firm
Natraj Publications,
Near Arya Samaj Mandir,
Chaura Bazaar,
Karnal-132 001.
6) Salutation:
 Salutation means greeting to the
addressee. The commonly used salutations
are:
 Example:
Sir,
Madam,
Dear
Sir /
Dear
Madam,
7) Subject Line
 It tells us what the letter is about. It may
take the following:
 Example:
Subject: Three year subscription for Indian
literature.
8) Body of Letter
 The body of letter is the main section of
the letter. It contains the message . It divided
into
paragraphs. Each paragraph conveys a
particular point. All the are
paragraphs and logically structured. A very
interlinked
short letter may, however, be of one or two
paragraphs.
9) Complimentary close
 There should be at least one blank
between
link the body of the letterand the
complementary A closing usually
closing.at the Margin.
begins
 Example:

Sincerely,
Yours
Sincerely,
10) Signature Line
 Usually, three blank lines between the
complimentary closing and the typed name
of the sender are left. The position of the
sender mentioned below.
 Example:
President
General Manager
11) Reference Initials
 Reference initial identify the person who
typed the letter. They are placed at the left
margin a double space below the signature
lines. These initials are often on internal office
copies only.
12) Enclosures
 Type the singular for only one enclosure,
plural for more. If you don't enclose
anything, skip it. Common styles are below.

 Example:
Enclosure
Enclosures: 3
Enclosures (3)
13) Copy to be circulated
 When a copy of a letter is to be sent
to a third party, it is indicated by typing
‘cc’
followed by two spaces and the name of the
receipt of the copy. The usual position for this
is at foot of the letter after the designation or
after any enclosure indicated.
 CC:
Example:
Mrs. K Sujatha, Accountant.
Mr. V Kiran, Company Secretary.