Significance of Business Letters in Today's Communication Landscape
Business letters, though considered outdated, remain crucial for conveying important, confidential information and shaping organizational impressions. They help in strengthening relationships with stakeholders and serve as valuable repositories of information. This content covers elements, layouts, styles, and types of business letters.
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Presentation Transcript
Significance of Business Letters Considered outdated in era of email & SMS Still preferred in matters of high importance; convey confidential or complex information Create an impression about the organization Help organizations in strengthening rapport with customers, stakeholders, suppliers, etc. Filed for future references Important repository of information Reach geographically distant entities Help companies to seek feedback on products, services, and deliveries
Business letters are the messengers of an organization So they ought to be written in a style that is clear, cordial, warm, reader-oriented, and professionally appropriate For composing different types of business letters, different strategies are adopted so that the letter serves the intended purpose and is not misunderstood.
Learning Objectives Elements of business letters Different layouts of a letter Effective letter writing Types of business letter
Elements of Structure Standard Elements Additional Elements Addressee notation Attention line Subject line Reference initials Enclosure notation Copy notation Mailing notation Postscript Letterhead and date Inside address Salutation The body Complementary close Signature block
Layout 1. Full block layout 2. Semi-block layout 3. Simplified layout
Business Letters - Elements of Style Don t talk like a machine Display a You approach Be courteous and considerate Don t blame the reader Avoid being negative Be natural and precise Be simple and specific Carefully distinguish between I and We Judiciously use the active and passive voice Avoid using clich s, slangs & jargon
Types of Business Letters Acknowledgement letter Goodwill letter Letter of recommendation Credit and collection letter Appreciation letter Inquiry letter Sales letter Claim letter Request letter Adjustment letter
Checklist for a Business Letter Is the letter written in a courteous, polite, and warm manner? Does it have all the information required by the prospective reader for taking the desired action? Does it have a proper reference no., date, and subject line? Does the letter begin with a proper salutation? Does the letter have an appropriate tone suited to the occasion and subject matter?
Checklist for a Business Letter Does the letter end on an appropriate complimentary close? Does the layout of the letter consistently maintain the block, semi-block, or fully block form? Is the letter divided in different paragraphs for taking up different ideas with the reader? Does the letter give the complete information about the company s name, address, contact numbers, website, etc., in its header at the top? Does the letter leave on the reader a good impression about you and your organization?
