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    Letters of May June

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    Ram
    A business letter has a specific structure and format. It includes a sender's address, dateline, inside address, salutation, body, complimentary close, signature, and optional sections like reference and enclosures. The body is divided into an opening, middle, and concluding paragraph. When writing a business letter, one should follow principles of clarity, courtesy, conciseness, using the correct tone and attitude.

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    © All Rights Reserved
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    Letters of May June

    Uploaded by

    Ram
    23 views11 pages
    A business letter has a specific structure and format. It includes a sender's address, dateline, inside address, salutation, body, complimentary close, signature, and optional sections like reference and enclosures. The body is divided into an opening, middle, and concluding paragraph. When writing a business letter, one should follow principles of clarity, courtesy, conciseness, using the correct tone and attitude.

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    letters of may june

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    A business letter has a specific structure and format. It includes a sender's address, dateline, inside address, salutation, body, complimentary close, signature, and optional sections like reference and enclosures. The body is divided into an opening, middle, and concluding paragraph. When writing a business letter, one should follow principles of clarity, courtesy, conciseness, using the correct tone and attitude.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    23 views11 pages

    Letters of May June

    Uploaded by

    Ram
    A business letter has a specific structure and format. It includes a sender's address, dateline, inside address, salutation, body, complimentary close, signature, and optional sections like reference and enclosures. The body is divided into an opening, middle, and concluding paragraph. When writing a business letter, one should follow principles of clarity, courtesy, conciseness, using the correct tone and attitude.

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    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
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    You are on page 1of 11

    What is a business letter? How do you write it?

    • A business letter is a formal written message


    written in the conversational form for a
    specific audience for a specific need.

    • While writing such a letter, one has to follow a


    structure, form and style.
    Parts of a business letter
    • 1. Sender’s address
    • 2. Dateline
    • 3. Reference (optional)
    • 4. Inside address
    • 5. Subject(optional)
    • 6. Salutation
    • 7 . Body
    • 8. Complimentary close
    • 9. Signature block
    • 10.
    Enclosures(optional)
    Sender’s address

    • ---- placed in the top right hand corner.

    • --- includes the street address, city and pin code , telephone,
    fax, and e-mail address of the sender.

    • ---- does not include the name/ title of the sender as it is


    included in the letter’s closing.

    • ---- should not be written again if a printed letterhead is used


    by the sender
    Reference

    • -- optional
    • --- may be placed below the dateline.
    • ----- the writer’s reference number as well as
    the recipient’s reference number should be
    mentioned
    Inside Address
    • --- is the receiver’s address

    • ---includes a personal title such as


    Ms. ,Mrs. ,Mr., Dr. etc.

    • --- placed one inch below the dateline

    • --- should be left justified, no matter which


    format is used.
    Salutation

    • -- is a greeting used to address the receiver of the letter

    • -- - should be the as that used in the inside address, including


    the personal title.

    • ---- use the personal title and the surname should be followed
    by either a comma(,)/ colon(:)

    • ---- formal phrases such as “Dear sir/Dear madam


    • May also be used if the name of recipient is unknown.
    •
    Body

    • --- contains the message of the letter


    • --- divided into three distinct parts :
    • (i)opening segment (ii) middle segment (iii) concluding segment.

    • ---- the first segment consists of one/ more than one paragraph and
    includes a friendly opening and a statement of the main point.
    •
    • -----the second segment has all the details that support ideas of the main
    point
    • ---- the end segment restates the purpose of the letter and states what
    action the sender wants the receiver to take.
    •
    Complimentary Close

    • ---begins one line after the last line of the body paragraph

    ---the first letter of the word/s of complimentary close


    should be capitalised

    • ---four lines should be left between the closing and the


    sender’s name for a signature

    • --- can be very formal (Sincerely, Respectfully) or some


    what less formal( Yours sincerely)
    Signature

    • --- contains the sender’s name and title and, in


    some cases the name of the organisation to
    which the sender is affiliated .
    Enclosures

    • -- optional

    • ---include documents enclosed along with the


    letter.

    • --- listed at the end of the letter


    Style and Tone of a formal letter to be followed in writing it
    • 1. Clarity:
    • -- a clearly written letter is one that is immediately understood by the reader

    • 2. Courtesy:
    • ---the letter must reflect courtesy and consideration, as the reader/ receiver is under no obligation
    to do what the sender requests
    • --- is important to try to build goodwill by using goodwill expressions and phrases that might help
    establish a long-term business relationship

    3. Conciseness:
    • --- formal letters should be concise and direct
    • --- the fewest possible words should be used( no indirect expressions/ ornamentation in language)

    4. Correct tone:
    -- tone refers to the manner/ mood of expression
    -- tone should be formal, tactful, personal and positive in such letters

    5. Correct attitude:
    • --refers to the reflection of opinion of the writer on the reader

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