DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : A. Kondaiah Swamy
Designation : Lecturer
Branch : Commercial & Computer Practice
Institute : Govt. Polytechnic for women,
Nandigama
Year/Semester : IV Semester
Subject : Business Correspondence
Subject Code : CCP404
Topic : Introduction and principles of
Business Correspondence
Duration : 50 Mts
Sub Topic : Parts of a Business Letter
Teaching aids : PPT and Animations
CCP404.3 1
Objectives :

On completion of this period, you would able

to:
 List the various parts of a Business letter

CCP404.3 2
Recap :

In the previous period, you have learnt :

 The meaning and various types of
Correspondence
 Meaning of Business correspondence
 Importance of Business correspondence

CCP404.3 3
Known to Unknown:

 Is there any format for Business Letters?

Yes / No
 How does a business letter appear?
 Any difference between business letter and
personal letter?

CCP404.3 4
Proforma / Lay out of a Business Letter :
Telegrams / Fax. No Telephone
Heading ( Name of the firm)
(Nature of Business)
Address of the writer
Date :
Lr.No
Inside Address
---------
---------
Salutation
Sub:
Ref:
-----------------------
Body of the letter
-----------------------
Complementary Close
Signature
Encl:
P.s.

CCP404.3 5
Parts of A Business Letter:

 Heading
 Inside address
 Attention line
 Salutation or Greeting
 Subject and reference
 Body of the letter

CCP404.3 6
Parts of A Business Letter contd:

 Complimentary close (or) subscription

 Signature
 Identity marks
 Enclosures
 Carbon copy notation
 Mailing Notation

CCP404.3 7
Heading :

Heading should contain:

 Telegraph address of the company on Left side.
 Telephone Nos./Mobile Number on Right side
of Letter Head
 Heading - Name of the Firm/Company

CCP404.3 8
Heading Contd:

 Nature of business
 Complete postal address of Firm
 Ref. No - on the Left side of letter head.
 Date - on the right side of the letter head

CCP404.3 9
Importance of Letter-Head:

 Attractively designed Letter-Head improves

goodwill of a firm
 Provides all information at a glance

CCP404.3 10
Inside Address:

Inside address – its components:

 Name of the Person/Firm
 Qualifications, if letter is addressed to a
person

CCP404.3 11
Inside Address Contd:
 Address should be complete
Eg: Door No, Street, Place, Mandal, District, State
and PIN
 When addressed to a person, Courtesy titles
should be used Eg: Mr., Mrs., Miss
 If addressed to a Firm, ‘M/s’ should be used

CCP404.3 12
Importance of Inside Address:

 Helps identify the letter for filing purposes

 Helps the outward clerk write address on the
cover for prompt despatch

CCP404.3 13
Attention Line :

 Written below the inside address

 Purpose: It directly reaches the person in an
organisation for immediate attention

CCP404.3 14
Attention Line Contd:

Example 1:
To
M/s Wipro Computers,
Jubilee Hills,
Hyderabad.
Attention - Marketing Manager

 Now the letter reaches Marketing Manager directly

CCP404.3 15
Salutation / Greeting :

 Salutation also known as greeting

 After inside address, start letter with proper
“salutation”
 Salutation should be appropriate and pleasing
 After salutation, put a comma (English tradition)
 Examples of salutation: Dear Sir,Dear Sirs,Dear
Madam, Gentleman

CCP404.3 16
 Salutation contd:

 Sir, Madam - used in Official correspondence

 Dear Sir,Dear Sirs,Dear Madam,Gentleman -
used in business correspondence
 My dear Divya, Dear Vijay etc. - used when
close relation between correspondents exists

CCP404.3 17
Subject and Reference:

Subject:
 Main theme of letter is briefly noted in ‘Subject
Column’
 Written just below the salutation
 By seeing this, the reader gets an idea of content
of letter
 It attracts reader’s attention
 Content size of ‘Subject’ matter in two or three
lines (for easy understanding)
CCP404.3 18
 Reference:

 ‘Reference column’ is placed just below the

Subject column
 This column is more important for tracing out a
particular letter
 In this column, particulars of the previous letters
like letter no. and date are noted
 In case of replies, particulars of original letter
may be noted

CCP404.3 19
Summary :
 The structure of a business letter is different
from the personal letters
 The arrangement of the different parts of a
business letter is fixed by custom
 The important parts of a business letter are
Heading, inside address, Salutation,Subject and
Reference,Body of the letter and
Complementary close etc.,

CCP404.3 20
Quiz :

1. The name of the company is typed in the

business letter is
a) At the top Centre
b) At the Bottom
c) In the middle
d) At the Top right side

CCP404.3 21
Quiz :

2. In the inside address, there will be the

address of
a) Sender
b) Receiver
c) others

CCP404.3 22
Quiz :

3. Subject is entered after the

a) Inside address
b) Salutation
c) Letter-Head
d) None

CCP404.3 23
Quiz :

4. Reference column is entered after the

a) Salutation
b) Subject
c) Date
d) Letter-Head

CCP404.3 24
Frequently Asked Questions :

1. State various parts of a business letter ?

2. Briefly explain about the Heading and
Inside address ?
3. What is subject and reference?

CCP404.3 25