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    Business Letters - EDPM

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    kishana.chang
    The document discusses the proper formatting and structure of business letters. It outlines the key elements that should be included in business letters such as the sender's address, date, recipient's address, salutation, subject heading, body, complimentary close, signature, and designation. It also describes the three common letter layouts - full blocked, semi-blocked, and indented - and provides examples of how elements are aligned in each layout. Finally, it emphasizes that business letters should be neat, clean, and free of errors to effectively communicate information to the intended reader.

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    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    Business Letters - EDPM

    Uploaded by

    kishana.chang
    58 views12 pages
    The document discusses the proper formatting and structure of business letters. It outlines the key elements that should be included in business letters such as the sender's address, date, recipient's address, salutation, subject heading, body, complimentary close, signature, and designation. It also describes the three common letter layouts - full blocked, semi-blocked, and indented - and provides examples of how elements are aligned in each layout. Finally, it emphasizes that business letters should be neat, clean, and free of errors to effectively communicate information to the intended reader.

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    PPTX, PDF, TXT or read online from Scribd

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    The document discusses the proper formatting and structure of business letters. It outlines the key elements that should be included in business letters such as the sender's address, date, recipient's address, salutation, subject heading, body, complimentary close, signature, and designation. It also describes the three common letter layouts - full blocked, semi-blocked, and indented - and provides examples of how elements are aligned in each layout. Finally, it emphasizes that business letters should be neat, clean, and free of errors to effectively communicate information to the intended reader.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    58 views12 pages

    Business Letters - EDPM

    Uploaded by

    kishana.chang
    The document discusses the proper formatting and structure of business letters. It outlines the key elements that should be included in business letters such as the sender's address, date, recipient's address, salutation, subject heading, body, complimentary close, signature, and designation. It also describes the three common letter layouts - full blocked, semi-blocked, and indented - and provides examples of how elements are aligned in each layout. Finally, it emphasizes that business letters should be neat, clean, and free of errors to effectively communicate information to the intended reader.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    You are on page 1of 12

    BUSINESS

    LETTERS -
    EDPM
    BY: MISS KISHANA CHANG
    BUSINESS LETTERS

    Business letters continue to


    be an important form of
    communication despite the
    increase in alternatives
    means such as emails and
    telephones.
    Letters are written to give
    and obtain information from
    the writer to the intended
    reader.
    LETTERS MUST BE:

    Letters must be neat and clean.


    They must be free of errors in
    grammar, punctuation and
    spelling.
    They should be typed on good
    quality paper.
    A4 or letter sized should be used
    for long letters and A5 for short
    letters.
    LETTER LAYOUTS

    Business letters may be


    typed using one of the
    three layout.
    Full blocked
    Semi blocked
    Indented
    MAJOR ELEMENTS OF A BUSINESS LETTER

    1.Sender’s address
    2.References
    3.Date
    4.Receiver’s address
    5.Salutation
    6.Subject heading
    7.Body of the letter
    8.Complimentary Close
    9.Signature Block
    10.Designation
    11.Enclosures
    THE FULL BLOCKED LAYOUT

     In the full blocked layout all of the letter elements are aligned to
    the left hand side.

    Sender’s Address

    References

    Date

    Receiver’s Address

    Salutation

    Subject heading

    Body

    Complimentary Close

    Signature Block

    Designation

    Enclosures
    THE SEMI- BLOCKED LAYOUT

     In the semi blocked layout some elements are right aligned or start
    from the center of the page and some are left aligned.

    Sender’s Address

    References

    Date

    Receiver’s Address

    Salutation

    Subject heading

    Body

    Complimentary Close

    Signature Block

    Designation

    Enclosures
    THE INDENTED LAYOUT

     In the semi blocked layout the following elements are right aligned
    or start from the center of the page.

    Sender’s Address

    References

    Date

    Receiver’s Address

    Salutation

    Subject heading

    Body

    Complimentary Close

    Signature Block

    Designation

    Enclosures
    LETTERS HEADS

    A letter head is a sheet of


    stationary predesigned with the
    name, contact information such
    as address, telephone number and
    email address and logo of an
    organization.
    It is distinctive and enables
    correspondence from that
    business to be recognized
    immediately.
    BUSINESS LETTER STRUCTURE

    Parts Example Details


    of a
    letter
    Letterh Communication Contains the sender’s contact
    eads Solution Limited information.
    Southern Min Road
    Vessigngy Village
    Refere Our ref: Used to trace and file the
    nce OH/MJ/296es correspondence. Our reference
    Leave often consists of the originator's
    1 or 2 initials followed by the typist's
    clear initials and file number. Your
    line reference quotes any reference
    spaces number on the letter to which
    the reply is being sent
    Date 1 April 20XX The Date Sent
    Leave
    1 or 2
    clear
    line
    spaces
    consist
    ently
    Inside Ms. Karlene The recipient's name and
    Addres FraserCutting Edge address typed in single-line
    s DesignsClement spacing. The name of the town
    Leave StreetSCARBORO is usually typed in upper case or
    1 or UGHTobago with initial capitals and
    2clear underscored. The country is
    line usually typed in lower case with
    spaces initial capitals. If there is a
    consist postal code the sections will be
    ently separated by two spaces. If the
    letter is addressed to an
    organization (Dear Sirs), an
    attention line may be included
    above or below the inside
    address (one or two line spaces
    consistently).This line indicates
    that the sender wants the matter
    to be attended to by a particular
    individual
    BUSINESS LETTER STRUCTURE

    Parts of a letter Example Details

    Salutation Dear Miss Fraser Formal: Dear Sir, Dear Madam,


    Leave 1 clear line space Dear Sir/Madam, Dear
    SirsInformal: Dear Ms Fraser,
    Dear Mr Peters, Dear Customer
    Subject heading Product Catalogue Succinctly states the subject of
    Leave 1 clear line space the letter. Left-aligned for full-
    blocked and semi-blocked
    layouts, centred for indented
    layout. Optional
    Body I have received your The body may consist of only
    Leave 1 clear line space dated 17 March, in one paragraph, if the heading
    which you and references have clearly
    requested a indicated the subject matter and
    catalogue of our the message to be conveyed is
    products. brief. Usually it consists of
    three paragraphs:• The opening
    introduction acknowledges
    receipt of any correspondence
    to which it is replying and
    briefly states what the letter is
    about.• The main paragraph
    gives further information and
    sets out the information being
    conveyed.• The closing
    paragraph sets out the
    conclusion. Paragraphs are
    usually typed in single-line
    spacing. If the letter is very
    short 1.5 line spacing may be
    used
    BUSINESS LETTER STRUCTURE

    Parts of a letter Example Details

    Main paragraph I am pleased to


    Leave 1 clear line enclose our
    catalogue. for April-
    June 2007.
    Communication
    Solutions Limited is
    offering as much as
    33% discount on all
    products purchased
    before 15 May
    2007.
    Closing We look forward to
    Leave 1 clear line space satisfying your need
    for the best in
    communication
    equipment at the
    most affordable
    prices.
    Complimentary Close Yours sincerely, Use ‘Yours Faithfully’ where
    Name of firm COMMUNICATIO the salutation was Dear Sir,
    ( Optional ) NS SOLUTIONS Dear Madam etc. Yours
    Leave four clear line LIMITED sincerely where the recipient
    spaces was address by name in
    salutation.
    Signature Okello Haynes The use of a designation is
    Name of Designation Okello Haynes optional and is usually
    1 or 2 line spaces Marketing Manager. determined by company policy.
    consistently The designation states the
    sender’s job title or department.

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