Lecture on Business Correspondence
A. Theory of Business Letter Writing
Business correspondence is an essential part of professional communication, involving
written interactions between companies, employees, clients, and other stakeholders.
Business letters are structured, formal documents used to communicate specific messages.
1. Parts of a Business Letter
A business letter typically follows a standardised format that includes the following
components:
● Sender’s Address: The writer’s full address, including company details if applicable.
This is placed at the top left of the letter.
● Date: The date on which the letter is written or sent, placed below the sender's
address.
● Recipient’s Address: The full name and address of the recipient, placed below the
date.
● Subject Line: A brief summary of the letter’s topic, which helps the recipient
understand the purpose of the letter at a glance.
● Salutation: The greeting used to address the recipient (e.g., "Dear Mr. Smith" or
"Dear Sir/Madam").
● Body: The main content of the letter. This is where the message is conveyed in a
clear and concise manner.
● Complimentary Close: A polite closing phrase (e.g., "Sincerely" or "Yours
faithfully").
● Signature: The sender’s name, job title, and sometimes company name. This is
placed below the complimentary close.
2. Structure of a Business Letter
A business letter follows a clear structure that ensures effective communication:
● Introduction: The opening paragraph, where the purpose of the letter is introduced.
● Body: The main message of the letter, broken into one or more paragraphs. Each
paragraph should focus on one idea.
● Conclusion: A closing paragraph that summarizes the message and includes any
call to action, if necessary (e.g., requesting a meeting, expecting a response).
3. Layouts of Business Letters
There are different layouts used for business letters, but the most common is the Full Block
Layout.
Full Block Layout
● In this layout, all parts of the letter, including the sender's address, date, recipient's
address, salutation, body, and signature, are aligned to the left margin.
● Advantages: This layout is simple, modern, and easy to read, making it the most
widely used format in business communication.
Example:
[Sender’s Address]
123 Business Avenue
City, State, ZIP
[Date]
September 18, 2024
[Recipient’s Address]
Mr. John Doe
XYZ Corporation
456 Corporate Blvd
City, State, ZIP
[Subject Line]
Subject: Follow-Up on Recent Meeting
[Salutation]
Dear Mr. Doe,
[Body]
Thank you for taking the time to meet with us on [date]. We
appreciate the opportunity to discuss potential collaborations. As
per our discussion, I am attaching the proposal for your review.
We look forward to hearing from you soon.
[Complimentary Close]
Sincerely,
[Signature]
Jane Smith
Marketing Manager
ABC Company
4. Principles of Effective Letter Writing
Writing an effective business letter involves more than just following a structure. Here are
some principles to ensure clarity and professionalism:
● Clarity: Be clear about your purpose. Avoid jargon and ensure your message is easy
to understand.
● Conciseness: Keep the letter short and to the point. Avoid unnecessary details.
● Politeness: Use courteous language throughout the letter.
● Correctness: Ensure correct grammar, punctuation, and spelling. Double-check the
accuracy of names, addresses, and other details.
● Professional Tone: Use a formal tone appropriate to business communication.
Maintain a balance between friendliness and professionalism.
5. Principles of Effective Email Writing
Email is the most commonly used form of business communication today. Writing effective
emails is just as important as writing business letters.
Key Principles:
● Clear Subject Line: The subject should briefly summarize the email's purpose (e.g.,
"Meeting Rescheduled to Sept 20").
● Professional Greeting: Always begin with a formal greeting (e.g., "Dear Mr. Smith").
● Brief and Direct Content: Keep emails short and focused. Avoid long paragraphs.
● Use of Paragraphs: Break content into short paragraphs to make it easier to read.
● Professional Closing: Close the email with a polite phrase such as "Best regards"
or "Sincerely," followed by your full name and contact details.
● Proofreading: Always double-check for errors before sending. Ensure that
attachments (if any) are properly attached.
Example of an Effective Business Email:
Subject: Update on Product Delivery
Dear Ms. Williams,
I am writing to inform you that your recent order has been shipped
and is expected to arrive by Friday, September 22.
If you have any questions or need further information, please feel
free to contact me.
Best regards,
John Smith
Sales Coordinator
XYZ Company
Phone: 123-456-7890
Email: [email protected]
Summary
● Business letters and emails follow formal, structured formats.
● The Full Block Layout is the most common format for business letters, with all text
aligned to the left.
● Principles of effective letter and email writing include clarity, conciseness, politeness,
and correctness.
