FORMAL LETTER
- Is a letter written to a business, a college, or
any professional.
BUSINESS LETTER
- Are formal letter used for business to
business, business to client , or client to
business correspondence.
PURPOSE OF BUSINESS LETTER
- To inform readers of information you want to
get across or possibly persuade the readers
to do something.
7 C’s of BUSINESS WRITING
1. CLEAR / CLARITY
2. CORRECTNESS
3. CONCISENESS
4. CONVERSATIONAL
5. CONVINCING
6. COURTEOUS
7. COMPLETE
PARTS OF A BUSINESS LETTER
1. HEADING (your address and date)
2. INSIDE ADDRESS (their address)
3. GREETING (use a COLON : , after the greeting)
4. BODY
5. CLOSING (use a COMMA , after the closing)
6. SIGNATURE
RULES FOR WRITING A FORMAL/BUSINESS LETTER
Addresses:
1) Your Address
The return address should be written in the top right-hand corner of the letter.
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.
The inside address should be written on the left, starting below your address.
Date:
Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the letter this way.
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.
FORMATS OF WRITING A BUSINESS LETTER
The Formats
Unindented paragraphs. All letter elements
are flush with the left margin.
are flush with the left margin.
- Modified block
Unindented paragraphs. The return address,
reference line, date, complimentary closing, and
signature block are right of center. Remaining
elements are flush with the left margin.
reference line, date, complimentary closing, and
signature block are right of center. Remaining
elements are flush with the left margin.
Indented paragraphs (usually an equivalent of
five spaces). The return address, reference line,
date, complimentary closing, and signature
block are right of center. Remaining elements
are flush with the left margin.
five spaces). The return address, reference line,
date, complimentary closing, and signature
block are right of center. Remaining elements
are flush with the left margin.
All elements of the letter are flush left.
TYPES OF BUSINESS LETTER
3. Letter Changing Information
When a person or company changes important information, such as an address, price, or date, it is necessary to send valued customers a letter with the new information. This letter informs customers of a change in price.
When a person or company changes important information, such as an address, price, or date, it is necessary to send valued customers a letter with the new information. This letter informs customers of a change in price.
4. Resume or CV
A resume (AmE) or CV (BrE) is usually requested by a prospective employer as a record of your qualifications and professional experience. CV stands for the Latin words "curriculum vitae", meaning "the course of one's life".
A resume (AmE) or CV (BrE) is usually requested by a prospective employer as a record of your qualifications and professional experience. CV stands for the Latin words "curriculum vitae", meaning "the course of one's life".
5. Covering Letter for Resume or CV
It is usual to send a covering letter (BrE) or cover letter (AmE) with your resume/CV when applying for a job.
It is usual to send a covering letter (BrE) or cover letter (AmE) with your resume/CV when applying for a job.
6. Letter of Reference
Companies and other organizations often ask for a letter of reference. This is a character reference written by someone such as an ex-employer who knows the subject personally.
Companies and other organizations often ask for a letter of reference. This is a character reference written by someone such as an ex-employer who knows the subject personally.
7. Letter of Resignation
Though it is not necessary to give a reason, it is standard business procedure to send written notice informing your employer that you are planning to quit your job.
Though it is not necessary to give a reason, it is standard business procedure to send written notice informing your employer that you are planning to quit your job.
8. Lay-off Notice
Companies and other organizations are usually required by law to present a written notice to employees informing them of a lay-off. This letter usually cites reasons for the lay-off, and acts as a formal apology. Employee rights may be included.
Companies and other organizations are usually required by law to present a written notice to employees informing them of a lay-off. This letter usually cites reasons for the lay-off, and acts as a formal apology. Employee rights may be included.
9. Letter of Invitation
It is often necessary in business to send an invitation to a person or group requesting their attendance at a special event.
It is often necessary in business to send an invitation to a person or group requesting their attendance at a special event.
10. Letter of Request for Payment
Sometimes it is necessary to remind customers that they owe you money!
Sometimes it is necessary to remind customers that they owe you money!
11. Internal Memo or Memorandum
Memos are sometimes used internally to inform an entire company or department of something. This is an example of a memo referring to a staff Christmas party.
Memos are sometimes used internally to inform an entire company or department of something. This is an example of a memo referring to a staff Christmas party.
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