Business Letters - is a type of letter which serves as a means of communication written for various

commercial purposes. These purposes can be a business deal, complaint, notice, invitation, information,
apology, and various other corporate matters.
Why Write Business Letters?

• To persuade
• To inform
• To request
• To express appreciation
• To remind
• To apologize
• To congratulate
• To reject a proposal or an offer
• To introduce a person or policy
• To invite or welcome
• To follow up

Qualities of a Business Letter

Inner Quality - quality of language used and the presentation of a business letter

• Clear
• Simple
• Concise
• Concrete
• Accuracy
• Coherent
• Complete
• Relevance
• Courteous
• Neatness

Outer Quality - quality of its outer appearance

• Size of the paper (short)
• Quality of the paper
• The color of the paper
• Folding of paper
• Envelope
Basic/Primary Parts of a Business Letter

1. Heading - usually contains the name and address of the business or an organization, email address,
contact number, logo, etc.
2.Dateline - the date the letter was written.
3.Inside Address - includes the name, address, and job title of the recipient.
4.Salutation - serves as the welcome part of the letter.
5. Body - where you write the details of your business letter
6. Complimentary Close - serves as the farewell part of the letter.
Examples: Sincerely, Yours truly, best regards
7. Signature Block - consists of the name of the signatory, written signature, and his designation.

Secondary Parts of the Letter

Personal or Confidential Notation - used to indicate that only the person addressed should read it.
Attention Line - directs the letter to a specific individual within the company.
Subject Line - quickly identifies the purpose of the letter.
Typist’s Initials - identifies who typed the letter if different from the writer.
5. Enclosures - indicates the attached documents to the letter
6.Copies Line
• Carbon Copy - includes a list of people to whom an exact copy is being sent
• Blind Carbon Copy - used when recipient must not know that copies have been sent to others;
never appears on original letter.
7. Postscript - used when the writer wants to emphasize a point in the body.
Letter Styles or Forms of Indention
1.Block Style/Purely Block Style
All parts of the letter are left justified, except the letter head.
2.Modified Block Style
The date, complimentary close, and signature block begin near the center going to the right margin.
3.Semi-block Style
It is like the modified block except that each paragraph is indented instead of left justified.
Kinds of Business Letters
Employment-Related Letters
• Application Letter
- Solicited
- Unsolicited
• Resignation
• Termination
• Recommendation
• Appointment
• Acceptance
• Refusal

Routine Business Letters

• Inquiry Letter
• Reply Letter
• Follow-up Letter
• Sales Letter
• Order Letter
• Complaint Letter
• Adjustment Letter
• Acknowledgment Letter
• Cover Letter
• Invitation Letter

Differences Between a Business Letter and a Social Letter

Purpose:
Business Letter - To sell, to buy, or to promote a good business relationship
Social Letter - To promote or terminate a good social relationship
Subject/Content:
Business Letter - Financial or money matter, business-related topics
Social Letter - Variety of topics not related to business
Format:
Business Letter - Formal
Social Letter - Informal
Letter Parts:
Business Letter - Basic and miscellaneous parts
Social Letter - Basic parts, except inside address
Language:
BL - Business parlance, commercialese
SL - Layman’s language
Emotionality:
BL - Unemotional
SL – Emotional
What is a Resume?
• An outlined formal summary of one’s background in a clear and precise format.
• A formal document that a job applicant creates to itemize their qualifications for a position
• A document that tells prospective employers exactly what you want them to know about you
and why you would be a good fit for their open position
Why do you need a Resume
• Hiring managers use resumes to screen potential employees
• A marketing tool
• To obtain an interview, not a job
• Requirement of many organizations
Most Resumes Contain:
• Personal contact information
• Objective
• Education
• Experience
• Awards
• Activities
• Computer Skills
• References
TYPES/FORMATS OF RESUME
• Chronological Resume - presents the experiences of the applicant arranged in time sequence.
• Functional Resume - focuses on the skills and abilities, rather than the chronological work
history.
• Combination Resume - combines the best aspects of a functional resume and a chronological
resume.
Reminders in Writing a Resume
1. Keep it brief – usually two pages maximum.
2. Avoid unnecessary personal details such as age, religion, and sex.
3. List educational institutions and qualifications in reverse chronological order.
4. Include computer skills, language skills, and any relevant trainings.
5. The contents must be thoroughly checked to avoid errors.
Curriculum Vitae (CV) - Latin for “course of life”
• Often shortened as CV
• A detailed document highlighting your professional and academic history
• The ‘First Impression’ in the selection process that could land you on a new career path
Curriculum Vitae
• One of the parts of a thesis or dissertation usually found at the end
• In the United States and most of Europe, resume and CVs are not interchangeable
• In India, South Africa and Australia, the terms CV and resume are interchangeable
Standard Format of a CV
• Contact Information.
• Personal Statement.
• Professional Experience.
• Academic History.
• Key Skills and Qualifications.
• Industry Awards.
• Professional Certifications.
• Publications.
• Professional Affiliations.
• Conferences Attended.
• Additional Training.
Resume vs Curriculum Vitae
Resume:
• Emphasizes skills
• One-to-two-pages
• Used when applying for a position in industry,
• non-profit, and public sector
Curriculum Vitae:
• Emphasizes academic accomplishments
• Longer (no length limit)
• Used when applying for positions in academe,
• fellowships and grants
What is an Email
• Short for electronic mail
• Send and receive messages over the internet
• Must have an email account online
• Email is the Internet’s version of the postal
• service and a great way to communicate with people.
Uses of Email
• You can contact people anytime, and they can respond on their own schedule.
• A respectful way to communicate without interrupting someone’s day.
• Anyone with an internet connection can stay in touch with just a click.
• Useful for educational purposes, such as applying for admission or receiving job offers.
Kinds of Email
Formal Email- Sent to someone you do not know well or to someone who is in authority. Has the basic
parts of a business letter.
Informal Email - More conversational tone like a telephone call. Usually between people who know each
other well.
Very Informal Email - Similar to texting. Sent to colleagues with whom you have a close working
relationship.
PERSONAL vs PROFESSIONAL EMAILS
Personal Email:
• Informal
• Between friends and family
• Informal language
• Slang; Emojis
Professional Email:
• Formal
• Between business professionals
• Peer to peer, subordinate to boss, client to
• business, etc.
• Formal Language
Advantages of Email
• Emails provides faster and easy mean of communication.
• Email can be sent at any hour of day, thus ensures timeliness of message.
• It is secure and reliable method to deliver our message.
• It also provides facility for edition and formatting of textual messages.
• It is effective and cheap means of communication because single message can be sent to
multiple people at same time.
• It is environment friendly because there is no need of any kind of paper.
What is a Memorandum
• Latin word which means “something to remember”
• Often shortened to “memo”
• Short message or record used for internal communication in a business.
• Written report that is prepared for a person or committee in order to provide them with
information about a particular matter.
When to Write a Business Memo
• Announce or confirm a meeting or event
• Provide instructions
• Provide a status report on a project
• Request feedback or recommendations
• Summarize action required after a meeting
• Clarify or change a policy or procedure
• Distribute minutes or handouts from a meeting or event
• Provide a short report of an event or decision
Structure of a Memo
Part 1: HEADER
• TO: provide the names and titles of everyone who will receive your memo
• FROM: provide your complete name and title
• DATE: provide the complete and accurate date – do not forget to include the year
• SUBJECT: provide a brief, yet specific description of what the memo is about
Part 2: MESSAGE
• Introduction – explain the purpose
• Body – addresses the information required
• Conclusion – (Summary and possible recommendations)
Note:
- Each paragraph contains one main idea or point.
- A paragraph can be one sentence long.
- Arrange points in a logical sequence.
Presentation of your Memo
Ensure your memo:
• is Word-processed has a simple and professional look
• is centered on the page from top to bottom
• is left justified, with single or 1.5 spacing within paragraphs and double spacing between
paragraphs
• Uses a 12-point font size and a standard font like Times New Roman or Arial that is easy to read
• Includes sufficient white space to enhance clarity
Tips for writing your memo
• Your memos should be succinct, formal, clear, interesting, and easy to read
• It should be logically organized, accurate, well-researched and informative
• Avoid using technical jargon and abbreviations that the recipient may not understand
• Avoid the use of slang, colloquialisms, and contractions.
• Use action verbs and action voice to convey your confidence
• Check for correct grammar, spelling, and punctuation