The Business Letter 1 (2)

8/2/2019 The Business Letter 1 (2)

1/21


2/21

FULL BLOCK WITH OPENPUNCTUATION A REVIEW


3/21

Parts of a biz letter

Date:

12 Dec 2012

12th December 2012

12 December, 2012

12 December 2012

December 12th 2012

December 12 2012

December 12, 2012


4/21

Address

To,

Mr. Michael Dell,

General Manager,

Avon Engineering,

12 Bacon Avenue,

Mumbai 585 009.

Mr Michael Dell

General ManagerAvon Engineering

12 Bacon Avenue

Mumbai 585 009


5/21

Dear Sir

Dear SirsDear Madam Yours faithfully

Dear Madams

Dear Sir or Madam

Dear Mr Dan Brown

Dear Mr Brown Yours sincerelyDear Dan Brown Sincerely

Salutation & Complimentary Close


6/21

If letter is to be signed on behalf of

sender

Yours faithfully

Shirley Templefor David Lean

Chairman

Yours sincerely

Shirley Templepp David Lean

Chairman

Do not use Mr, Ms etc. with senders name


7/21

After Complimentary Close

Enc copies of Degree certificate, Mark list,

Conduct certificate

cc Dean, ABC Business School

bcc Chairman, ABC Business School


8/21

Some other aspects of open

punctuation

Mr not Mr.

Dr not Dr.

BA not B.A.

Ltd not Ltd.

PS not P.S.

A P J Abdul Kalam

not

A. P. J. Abdul Kalam

9.30 am not 9.30 a.m.

0950 not 09.50 am


9/21

STRUCTURING THE DOCUMENT


10/21

INTRODUCTION

(Background & Basics)

DETAILS

(Facts & Figures)

RESPONSE or ACTION

(Conclusion)

CLOSE

(a simple one liner)

Why are you writing? Refer to a

previous letter, document or contact

Give information or instructions. Ask for

information. Provide all relevant details

Action the reader should take. Action

you will take. Give a deadline if

necessary

Sometimes all that is needed is a one

line closing sentence


11/21

Thank you for inviting me to visit your studios last week. I

was most impressed by your new facilities.

I am delighted that you can accept our invitation to produce

a video to celebrate the companys 25th anniversary. This is a

very special landmark in our history, and it is important that

this video portrays both past, present and future.

You promised to let me have a draft outlining your

thoughts for this special video. I look forward to receiving

this before 30th October together with your approximate

costing.

If you need any further information, please give me a call

on 2725395.

Best Wishes

INTRODUCTION

DETAILS

ACTION

CLOSE


12/21

LANGUAGE & TONE


13/21

Kick the old fashioned expressions

Please be informed

Kindly be advised

I would like to bring to your kind attention Enclosed herewith please find our catalogue

With reference to your above mentioned

order Further to the telecon today between your

goodself and the undersigned


14/21

Direct & conversational

We refer to your letter of 21st October 2011.

Thank you for your letter of 21 October.

As discussed in our telecon today

Thank you for calling me this morning.

Should you require any further clarification,please do not hesitate to contact the

undersigned. Please give me a call on 256942 if you have any

questions


15/21

Be Modern

We are in receipt of your letter of 12 June.

Thank you for your letter of 12 June.

Please be good enough to advise me

Please let me know

Enclosed herewith you will find the brochure you askedfor.

Heres the brochure you asked for.

Reference is made to your May 7 email, in which you

describe the approved procedure for initiating a claim. Please refer your May 7 email in which you explain

how to file a claim.


16/21

Get Active

Arrangements have been made for a repeat orderto be dispatched to you immediately.

I have arranged for a repeat order to be sent to

you immediately. The cause of you complaint has been

investigated.

I have looked into the matter.

Sales of X101 have exceeded all expectations.

X101 sales have gone sky high.


17/21

Remember the ABC of good business

writing

A- Accuracy

B Brevity

C- Clarity


18/21

Use right tone

The problem would not have happened if youhad connected the wires properly.

You can correct the problem by connecting the

wires as shown in the handbook. We cannot do anything about your problem. Try

calling a plumber.

We have thoroughly checked the system andfound that the problem relates to plumbing. Sowe suggest that you call a plumber to fix theproblem.


19/21

Its not our fault that your curtains faded. You

obviously didnt read the instructions about dry

cleaning only.

The instructions clearly state that the fabric isdelicate and hence should be dry cleaned only.

Your computers guarantee has expired so you

will have to pay for it to be repaired. Since your computers guarantee has ended, the

best we can do is repair the equipment at cost.


20/21

Avoid these phrases altogether

I have noticed that

It has come to my attention that

I am pleased to inform you that

I am writing to let you know that

Please be informed that

Please be advised that

Thanking you in anticipation

Thank you and regards


21/21

Remember the KISS principle

I should be glad if you would Please

In spite of the fact that Despite

At the present moment in time Now conduct an investigation Investigate

In the very near future Soon

At a later date Later In the event of If

The Business Letter 1 (2)

Documents