BUSINESS LETTER :

Business letters are a formal means of communication used in the

business world. They serve various purposes, including making requests,
providing information, conveying messages, and addressing issues.
Writing a business letter involves adhering to certain conventions and
formats to ensure professionalism and clarity. A business letter is used
by an organization or an individual for professional communication with
other individuals or companies. Examples of business letters are job
offer letters, sales letters, investor interest letters, resignation letters,
business circulars, shareholder letters, letters of recommendation etc.
STANDARD PARTS OF LETTER:
A standard business letter typically includes the following parts:
1. Sender's Address
2. Date
3. Recipient's Address
4. Salutation
5. Body
6. Closing
7. Signature
8. Enclosures or Attachments
9. Mailing and Delivery Information

1. Sender's Address: This is the first element of a business letter and

includes the sender's address. It should be placed at the top of the
letter. Include your name, your job title (if applicable), the
company's name, the street address, city, state or province, and
postal/ZIP code. This helps the recipient identify who the letter is
coming from.
2. Date: Following the sender's address, the date on which the letter
is written should be included. It's typically placed a few lines
below the sender's address. The date format may vary depending
on regional conventions (e.g., October 18, 2023, or 18 October
2023).
3. Recipient's Address: The recipient's address is placed below the
date. Include the recipient's name, their job title (if known), the
company's name, the street address, city, state or province, and
postal/ZIP code. Ensure that you have the correct and up-to-date
contact details for the recipient.
4. Salutation: The salutation is the formal greeting that addresses the
recipient. It's important to use the recipient's name and appropriate
title (e.g., Mr., Ms., Dr.). If you don't know the recipient's name,
you can use a general salutation, such as "To Whom It May
Concern" or "Dear Sir/Madam."
 5. Body: The body of the letter is where you present the main
content. This should be organized into clear and concise
paragraphs. Use a professional and courteous tone. Depending on
the purpose of the letter, you may provide information, make a
request, offer an explanation, or address a specific issue.
6. Closing: The closing is a polite and formal way to conclude the
letter. Common closings include "Sincerely," "Yours faithfully,"
"Yours truly," or "Best regards." The choice of closing depends on
the tone and relationship with the recipient. Place a comma after
the closing.
7. Signature: After the closing, leave space for your handwritten
signature if it's a printed letter. In digital communication or when
using email, a typed signature or a scanned copy of your signature
may be used.
8. Enclosures or Attachments: If you are including additional
documents or items with the letter, mention them just below the
closing. For example, "Enclosures: Resume, Business Proposal."
9. Mailing and Delivery Information: On a physical letter, you
would provide any relevant information for mailing, such as the
type of postage required or specific delivery instructions.

OPTIONAL PARTS OF A LETTER:

Optional parts of a letter are components that are not always required but
can be included based on the specific needs of the communication or the
conventions of a particular industry or organization. These optional parts
add clarity, context, and additional information to the letter. Here are
some optional parts of a letter in detail:
1. Subject Line
2. Reference Line
3. Attention line
4. CC and BC
5. Postscript
6. Courtesy Title
7. Company logo or Letterhead
8. Distribution List
9. Contact Information
10. Mailing and Delivery Instructions

1. Subject Line: This is a brief summary of the letter's content. It is

often used in email correspondence to help the recipient quickly
understand the purpose of the letter. For example, "Subject:
Meeting Request" or "Re: Invoice #12345."
2. Reference Line: A reference line is used to indicate a specific
reference number, subject, or order related to the letter's content. It
helps in cross-referencing and tracking. For example, "Ref: Project
#4567" or "Re: Sales Order #789."
3. Attention Line: An attention line is used when you want to direct
the letter to a specific individual or department within the
recipient's organization. It helps ensure that the letter reaches the
right person. For example, "Attention: Human Resources
Department."
4. CC (Carbon Copy) and BCC (Blind Carbon Copy): These
notations are used in email correspondence to indicate that copies
of the letter are being sent to other individuals or parties. "CC" is
used when you want the recipient to know that others are receiving
the letter, while "BCC" is used when you want to keep the
additional recipients confidential.
5. Postscript (P.S.): A postscript is an additional message or note
added below the signature. It's often used to include an
afterthought or something you forgot to include in the main body
 of the letter. For example, "P.S. I look forward to our meeting next
week."
6. Courtesy Title: In formal letters, you may include the courtesy title
or honorific (e.g., Mr., Mrs., Dr.) before the recipient's name in the
salutation or address. While not always required, it adds a level of
formality and respect.
7. Company Logo or Letterhead: Including your company's logo or
using official letterhead is optional but can enhance the
professionalism and branding of the letter.
8. Contact Information: While the sender's and recipient's addresses
are typically included at the beginning of the letter, you can also
provide additional contact information, such as phone numbers,
email addresses, or website URLs, for easy reference.
9. Distribution List: In some formal or organizational letters, you
may include a list of all the individuals who have received copies
of the letter. This is typically placed below the main content.
10. Mailing and Delivery Instructions: For physical letters, you
may include specific mailing and delivery instructions, such as the
type of postage required, special handling, or delivery deadlines.
FAVOURABLE MESSAGES:
Favorable messages are those that communicate good news or positive
information. These types of messages are often used to express
gratitude, appreciation, or congratulations. They can also be used to
announce new products or services, or to share positive news about the
company.
Examples of Favorable Messages in Business Letters:

1. Expressing gratitude:
Dear [Recipient Name],
 I am writing to express my sincere gratitude for your recent
donation to our organization. Your generosity will help us to
continue providing essential services to our community.

2. Showing appreciation:
Dear [Recipient Name],

I wanted to take a moment to express my appreciation for your

hard work on the recent [project name] project. Your dedication
and commitment were essential to the success of the project.

3. Offering congratulations:
Dear [Recipient Name],

Congratulations on your recent promotion to [new position]. I am

so pleased to see your hard work and dedication pay off. I know
that you will continue to be a valuable asset to the company in
your new role.

4. Announcing new products or services:

Dear [Recipient Name],

I am excited to announce the launch of our new product, [product

name]. [Product name] is a revolutionary new product that will
help you to [achieve specific goal].

5. Sharing positive news about the company:

Dear [Recipient Name],

I am pleased to share some positive news about our company. We

recently achieved our highest quarterly sales ever, and we are on
track to exceed our annual sales goals. This success is due in large
part to the hard work and dedication of our employees.

Standards for Favorable Messages in Business Letters:

When writing a business letter that contains a favorable message, it

is important to adhere to the following standards:

 Be clear and concise. State your message in the first

paragraph of the letter, and avoid using unnecessary jargon or
technical language.

 Be professional. Use a formal tone and avoid using slang or

informal language.

 Be specific. When expressing gratitude, appreciation, or

congratulations, be specific about what you are thanking the
recipient for or congratulating them on.

 Be positive. Focus on the good news and avoid dwelling on

any negative aspects of the situation.

 Proofread carefully: Before sending your letter, be sure to

proofread it carefully for any errors in grammar or spelling.
NEUTRAL MESSAGE :
Neutral messages in business letters are essential to maintain
professionalism and avoid any potential misinterpretation or bias.
The following is an example of a neutral message:

Dear Ms. Jones,

I am writing to request a meeting to discuss the upcoming marketing

campaign for the new product launch. I am available on Monday or
Wednesday afternoon next week. Please let me know if either of those
times work for you.

Thank you for your time and consideration.

Sincerely,

[Your Name]
Here are some standards for crafting neutral messages:

1.Clear and Concise Language:

Use straightforward and unambiguous language to convey your message
without any hidden meanings or ambiguity.
2.Avoid Emotional Language:
Refrain from using emotional or subjective language that may introduce
personal feelings or biases into the message.
3. Maintain Professional Tone:
Use a formal and professional tone throughout the letter, irrespective of
the content or context.
4.Stick to the Facts:
Present only the relevant facts and information, avoiding personal
opinions or conjectures.
5.Avoid Gender-Specific Language:
Use inclusive language to address recipients, avoiding assumptions
about gender.
6.Avoid Slang or Jargon:
Keep language plain and free from slang or technical jargon that may be
unclear to the reader.
7.Maintain Consistency:
Ensure consistency in formatting, tone, and style throughout the letter.
8.Acknowledge and Address Concerns:
If there are sensitive issues to address, do so in a respectful and
considerate manner, without assigning blame or making judgments.
9.Use Proper Salutations and Closings:
Begin and end the letter with appropriate and standard salutations and
closings (e.g., “Dear Mr./Ms./Dr. [Last Name],” and “Sincerely”).
10.Proofread and Edit:
Thoroughly review the letter for any language that may inadvertently
convey bias, emotion, or subjectivity.
Remember, a neutral business letter aims to provide information or make
a request without imposing any personal feelings or judgments. It
ensures that the message is received and interpreted as intended,
promoting effective communication in a professional setting.

What is memorandum:
•The word” memo” is short form memorandum
• A memo is a note to a group of people telling them to do something or
informing them of a new policy (plan and action)
•A memo is a short to the point communication convey your thoughts
and reaction
Purpose
.Arrange the meeting
.provide instruction
.Change the policy

Special saving time

The practice of advancing clocks (typical bt on hours) during warmer
months so that darkness falls at a later clock thing

“Memorandum on Special Saving Time”

The following is an example of a memorandum on special saving time:

TO: All Employees
FROM: [Your Name]
DATE: October 18, 2023
SUBJECT: Special Saving Time

As you know, special saving time (SST) will begin on November 5,

2023. During SST, clocks will be set forward one hour, from standard
time to daylight saving time. SST will end on March 12, 2024.

All employees are required to set their clocks forward one hour on
November 5, 2023, at 2:00 a.m. Employees should also adjust their work
schedules to reflect the new time.

If you have any questions about SST, please contact your supervisor.

Examples of Memorandums on Special Saving Time

The following are some examples of memorandums on special saving

time that could be used in different business settings:

 Memorandum to employees announcing the start of special

saving time:

TO: All Employees

FROM: [Your Name]
DATE: October 18, 2023
SUBJECT: Special Saving Time

As you know, special saving time (SST) will begin on November 5,

2023. During SST, clocks will be set forward one hour, from standard
time to daylight saving time. SST will end on March 12, 2024.

All employees are required to set their clocks forward one hour on
November 5, 2023, at 2:00 a.m. Employees should also adjust their work
schedules to reflect the new time.

If you have any questions about SST, please contact your supervisor.

 Memorandum to customers announcing the start of special

saving time:

TO: All Customers

FROM: [Your Name]
DATE: October 18, 2023
SUBJECT: Special Saving Time

Please note that special saving time (SST) will begin on November 5,
2023. During SST, clocks will be set forward one hour, from standard
time to daylight saving time. SST will end on March 12, 2024.
Our business hours will remain the same during SST, but we will open
and close one hour earlier. For example, if our business hours are
currently 9:00 a.m. to 5:00 p.m., they will be 8:00 a.m. to 4:00 p.m.
during SST.

We apologize for any inconvenience this may cause. Thank you for your
understanding.

 Memorandum to employees reminding them to set their

clocks forward for special saving time:

TO: All Employees

FROM: [Your Name]
DATE: November 4, 2023
SUBJECT: Reminder: Special Saving Time Begins Tomorrow

Please remember that special saving time (SST) begins tomorrow,

November 5, 2023. At 2:00 a.m. tomorrow, you will need to set your
clocks forward one hour.

Please also adjust your work schedules to reflect the new time. For
example, if your shift starts at 9:00 a.m. on standard time, it will start at
10:00 a.m. on SST.

If you have any questions about SST, please contact your supervisor.
Thank you for your cooperation.

Conclusion

Memorandums can be an effective way to communicate information

about special saving time to employees and customers. By using a
memo, you can ensure that everyone is aware of the change

Unfavorable messages
Introduction

Unfavorable messages are a necessary part of doing business, but they

can be difficult to write effectively. The goal is to deliver the bad news
in a way that is clear, concise, and respectful. By following a few simple
guidelines, you can write unfavorable business letters that are both
professional and effective.

Standards for Unfavorable Messages

When writing an unfavorable message, it is important to keep the
following standards in mind:

Be clear and concise. Get to the point quickly and avoid using
unnecessary jargon or technical language.

Be honest and direct. Do not sugarcoat the bad news or try to beat
around the bush.

Be respectful. Remember that the recipient of your letter is a person, and

treat them with empathy and understanding.

Be professional. Avoid using emotional language or making personal

attacks.

Be positive. End your letter on a positive note, if possible. This could

involve offering an alternative solution, expressing your willingness to
help the recipient, or simply thanking them for their understanding.

Structure of an Unfavorable Business Letter

An unfavorable business letter should typically be structured as follows:

Introduction

State the purpose of your letter in the first sentence.

Provide a brief overview of the situation and the context for the bad
news.

Body

Deliver the bad news clearly and concisely.

Explain the reason for the bad news, if possible.

Be respectful and understanding in your tone.

Conclusion

Summarize the main points of your letter.

Offer an alternative solution or express your willingness to help the

recipient, if possible.

End on a positive note.

Example of an Unfavorable Business Letter

Dear [Recipient Name],

I am writing to inform you that we will not be able to approve your

request for a promotion to the position of [Position Name].
We understand that you are disappointed with this news, and we want to
assure you that it was not an easy decision to make. We considered all of
your qualifications and experience, but we ultimately decided that there
were other candidates who were a better fit for the position.

We encourage you to continue to develop your skills and experience,

and we look forward to considering you for future opportunities.

Thank you for your understanding.

Sincerely,

[Your Name]

Presentation of Unfavorable Messages

When presenting an unfavorable message in person, it is important to
follow the same standards as when writing an unfavorable letter.
However, there are a few additional things to keep in mind:

Make eye contact and speak clearly.

Be respectful and understanding in your tone.

Be prepared to answer questions.

Offer to help the recipient in any way that you can.

Conclusion

Unfavorable messages can be difficult to write and deliver, but they are
a necessary part of doing business. By following the guidelines and
standards outlined above, you can write and present unfavorable
messages in a way that is professional and effective.