Professional Correspondence - Business Letter

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It is a form of communication that deals with day to day transactions in the workplace

business letter

business letters can be

informational

A professional or business letter is one of the many forms of correspondence. It may be sent from:

Characteristics of a Business Letter

clear

Types of a Business Letter

inquiry letter

This type of business letter is written to inquire about the offered merchandise/service/product.

inquiry letter

letter to place an order if one intends to purchase.

order letter

generally the second communication sent after initial contact.

follow up letter

A business correspondence to indicate that the recipient (a company or individual) received a communication or request.

acknowledgement letter

A business correspondence written by the buyer about a problem with the products received.

complaint letter

Companies send this in response to customer complaint letters. These letters usually provide a solution to the problem posed in the original complaint letter.

adjustment letter

when soliciting business from other organizations, or occasionally, from individual customers.

sales letter

often comes from a prospective employee's previous employer to the business the candidate is applying to work for. This is also used in academic admissions.

recommendation letter

Employees send letters of resignation to their employers when they are planning to leave their job

resignation letter

components of a business letter

letterhead

This contains the sender’s address, which includes the street, city, and zip code.

letterhead

This indicates the date the letter was written. The month is usually spelled out, followed by the day and the year.

dateline

This includes the name of the recipient and his or her address. The name is usually written with the person’s appropriate title.

inside address

It refers to the writer’s formal greeting to the reader/recipient.

salutation

This is where the message of the letter is found

body

1st paragraph: 2nd paragraph: Last paragraph:

greeting and purpose

is the expression used to end a letter. Level of formality for this part must be considered.

It includes the signature and name of the sender (job title can be indicated too). The name can be in all caps or CLC format

It indicates the typist’s initials.

identification initials

It refers to the attachments to the letter.

enclosure

It indicates the name of the secondary recipient of the letter.

copy notation

Formats of a Business Letter

full block

Mostly used form • Entire text is justified to the left

full block

Inside address, salutation, and body are left justified • Date line, complimentary close, and signature block are typed from the right of the page

modified block

First sentence of each paragraph in the body is indented • Same format as to modified block

semiblock

how to write business letter

• Customize your letter. • Be punctual with delivery. • Consider the method of delivery. • Choose the appropriate level of formality. • Limit your letter to one page.

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