Business letters

Definition of business letter

The essential thing about the personal letter is that the language used needs to be flowing and homely. But the business letters calls for language that is precise and a tone that is more formal and dignified than that of personal letter.

Effective letters are the result of good thinking and careful planning.

Business letters are one of the best means to convey accurate as well as detail message.

Functions of business letters

1. Record and reference

2. Evidence of contract

3. Public relation

4. Business in remote

Record and reference: - business letters function as a permanent record of dealing with customer’s , supplier’s and govt agencies. Therefore they can serve as a ready reference. If certain queries arise relating to them. If the communication is oral or telephonic so we have not any kind of record.

Evidence of contract: - business letter act as a valid document and evidence of the contracts between the two parties. A letter signed by the proprietor, managing director or other responsible officer is an authentic proof fully recognized by the law.

Public relation: - business letters serve as formal as well as informal business relations even without personal contacts. They help to build goodwill among clients and creditors and create a positive image of the organization among the readers and win friendliness of the other parties.

Business in remote: - business letters serve the business in case of dealing with persons operating in remote areas, where mean of transport and communication have not developed or the distance are two large to deal with economically. Business letters can reach even that place which is thousand of miles away or is situated in any corner of the world.

Type of letters

1. Request

2. Good news

3. Bad news

4. Persuasive news

Request letters: - are written to gain a specific response from the reader. Example asking for questions, information’s, job etc.

Good news letters: - are written to convey pleasant news to the reader.

Bad news : - are written to convey negative information.

Persuasive letters: - are written when the reader is not ready to comply with the request. These letters are written in indirect way to persuade the reader for particular action. Such letter include proposals and recommendations job application letters, circular letters, sales letters etc.

B.L. are important as it has to be establish rapport with customers, suppliers, govt agencies through letters. The objective of a business letter is to achieve a definite purpose like selling product, seeking information, creating goodwill etc. these are formal letters and have to be to the point.

These serve for record and reference, evidence of contract, public relation and business in remote.

Parts of business letters

1. Heading

2. Date

3. Inside address

4. Salutation

5. Reference lines

6. Body

7. Complimentary close

8. Signatures

9. Initials

10. Enclosures

Heading: - it consist of letterhead, mentioning the name of the company, telephonic and e-mail address, symbols and trademarks.

Date: - two or three lines below the date of letter is typed, which serves as an important reference for the future.

Inside address: - below the address is mentioned, which contain the name, title or department, mailing address or pin code of the receiver.

Salutation: - below this complementary greeting, which depend on the writer’s relationship with the correspondent. Usually it is ‘dear sr’ or ‘dear madam’ but other forms like ‘dear mr.amit Sharma’ is used.

Reference lines: - For inviting special attention to the subject, reference line is inserted below salutation with word ‘subject’.

Body: - body is the main part which starts two lines down the salutation with number of paragraphs. If letter is large it is divided into paragraphs, first intend to catch reader’s interested by referring to his needs,

The second mention the services, product or other information you can offer that suits the reader. The last with the action that the writer likes the reader to take.

Complementary close: - after the body C.C is typed, like ‘sincerely’, ‘truly’ etc.

Signatures:- two or three lines below C.C. are left blank for signature, below which his name and designation is typed.

Initials: - at the space below C.C. the sender put his initials.

Enclosures: - this is certain material enclosed with the letter for its indication.