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 -
Block & Indented forms of Address
Teaching aids : PPT and Animations
CCP403.4 1
Objectives :

On completion of this period, you would able

to understand:
 Various parts of a business letter
 Block and Indented forms of business letter

CCP403.4 2
Recap :

 Various parts of a Business letter are

Heading, Inside address, Attention line,
Salutation, Subject and Reference which are
already discussed

CCP403.4 3
 BODY OF THE LETTER

Opening Para

Main / Middle Para(s)

Closing Para

CCP403.4 4
Body of the Letter:

 Most important part in a letter

 Usually begins under salutation
 Body of the letter should be impressive and
divided into paragraphs based on need
 Language used is simple and straight to the point

CCP403.4 5
 Opening Para:

 Start with the expression of pleasure, gratitude

or acknowledgement
 Brief introduction of subject matter

CCP403.4 6
Main / Middle Para:
 Contains important points of subject matter
 Brief and straight to the point
 Covers all important and relevant points
 Use simple and correct words (no jargons)
 No scope for ambiguity
 Reflect whole idea of writer

CCP403.4 7
Closing Paragraph:

 Gives finishing touch to the letter

 Must be final and complete in shape
 Reflect a positive and friendly approach
 Express confidence in reader

CCP403.4 8
Complementary Close :

 Also called “Subscription”

 Written below the last paragraph at the left or
right side of the letter
 Simply, a polite way of ending a letter

CCP403.4 9
Complementary Close (Contd..) :

 Salutation is like a greeting. But complementary

close is just like a ‘goodbye’
 Yours faithfully, Yours respectfully, Yours truly,
Yours sincerely -- commonly used for
complementary close
 Complementary close is used according to the
salutation

CCP403.4 10
Signature:
 A must for any letter
 Otherwise, letter is INVALID
 It should be in handwriting
 Below the complementary close
 Below signature, name of person signed
placed in brackets.
 Followed by Designation.

CCP403.4 11
Enclosures :

 Abbreviation ‘Encls:’ used

 Particulars of cheques,drafts or documents sent
with letter are listed here
 Should be on left hand side parallel to signature
 Dispatch clerk checks enclosures to the letter

CCP403.4 12
CC Notation :
 ‘C.C.’ means COPY COMMUNICATED TO
 Refers to Other Parties also (to whom a copy
of letter is sent)
 Their name and address mentioned only on
carbon copy. Always, first copy sent to
addressee only.
 Ex: C.C. to the Regional Joint Director, Dept. of
Technical Education, Tirupati

CCP403.4 13
Block Form and Indented Form of
Address :

 Arrangement of a letter in a systematic order is

called ‘Layout’
 There are different Address Layouts
 Important ones are: Indented Form and Block
Form

CCP403.4 14
Indented Form of Address :

 Called Traditional form

 Used in olden days
 Address is written giving five spaces
(horizontally) for each and every line
 Ex:
To
The Principal,
Govt.Polytechnic for Women,
Nandigama.

CCP403.4 15
Block Form of Address :
 Each line is written at the beginning of the first
line
 After each line, comma(,) is placed
 At the end of the address, the period(.) is marked
 Ex:
To
The Principal,
Govt.Polytechnic for Women,
Nandigama.

CCP403.4 16
Summary :

 There are nearly 11 important parts in a

business letter
 They must be arranged in a systematic manner
 Well structured format of a business letter
should achieve the object of conveying the letter
content in a clear and complete manner
 There are Block form and Indented form of
address styles. Generally, Block form style is
used in business letters
CCP403.4 17
Quiz :

1. Body of the letter is generally typed after the

a) Salutation
b) Subject
c) Reference
d) Signature

CCP403.4 18
Quiz :

2. Signature is generally
a) handwritten
b) Printed
c) None of the above

CCP403.4 19
Quiz :

3. In the enclosures column contains particulars

of
a) Sender
b) Receiver
c) Cheques, drafts, documents etc
d) None of the above

CCP403.4 20
Quiz :

4. Enclosures column is generally after

a) Signature
b) Complementary close
c) Salutation
d) All the above

CCP403.4 21
Frequently Asked Questions :

1. Explain Block form and indented forms of address?

2. What is an Enclosure?
3. What is a complimentary close?

CCP403.4 22