Business Letter: Swati Sharma AMM 1
Business Letter: Swati Sharma AMM 1
Business Letter: Swati Sharma AMM 1
18 Roses
Salvador Bunagan
Marlon Quintana
Alberto Quintana
OBJECTIVES!
SENDER’S
ADDRESS: It is
usually given in the
letter head, but if
there is none, the
Sender’s Name,
Address and
Contact details
can be typed.
2. Reference
REF.HMT/25/2005/114
3. date
Date consists of the date, name of the month and the year.
If the letter sheet includes a letterhead, type the date from 2 to 3 lines
under the letterhead, else type it under the return address.
Never send a letter without a date.
Never write like 7-2-12 or 7/2/12 because it shows that the writer is
careless or in a great hurry.
4. The Inside Address
Subject is use so that the reader immediately knows what your letter
is about.
Use “Subject” or “Re”.
Subject usually comes between Salutation and body.
The receiver's references i.e. the receiver’s pervious letter number is
mentioned under the heading reference.
This will enable the receiver to easily take out a copy of his own
letter from his files and understand the matter in the reply.
It is a compliment or greeting.
Written beside the left hand margin, two spaces below the
Inside address and two lines above the body of the letter.
It is followed by a comma (,) or a colon (:).
Salutation depends on the gender, type, number or the social status
of the person addressed.
This line tells the reader to look in the envelope for more.
e.g. : Enclosure
Enclosures: 3
Enclosures : Check #231 for $500
SWA/KA - (composer/typist)
SWA:KA
12. Copy notation
• Inquiry
• Order
• Refusal
• Acceptance
• Quotation
• Follow up or Cancelation
• Compliance
• Complaints, Claims, Adjustments
• Settlement
GOOD / NEUTRAL NEWS LETTERS
OPENING
Mention the Best news or summarise the main idea.
MIDDLE
Explanations, details, reader benefits, background.
END
Use goodwill ending.
Positive friendly, clear statement of action desired,
motivation to action, willingness to help further,
appreciation.
Examples of Good/ Neutral news letters:
Approving Credit
Acknowledgements
Acceptance letters
Adjustments
Transmittals
Announcements
BAD / NEGATIVE NEWS LETTERS
OPENING
1. Buffer
2. Begin with reader interest information.
3. Agreement, Appreciation, Assurance, Compliment, Cooperation.
4. Give good news (if you can grant any)
MIDDLE
1. Present negative element as positively as possible.
2. Explanation and analysis of the circumstances.
3. Decision, implied or expressed with resale and or helpful
suggestions.
END
1. Positive, courteous, friendly, firm and forward looking ending.
Examples of Bad/ Negative News letters
Refusing Credit.
Refusing adjustments on Claims and
Complaints.
Answering Non-Sales related inquiries.
Declining invitations and requests for
favours.
Announcing a bad news about prices or
services.
Rejection Letters.
APPLY “seven C’S” OF COMMUNICATION
WEB LINKS
http://www.sc-s.si/blog/wp-content/business-letter.pdf
http://www.mahidachintan.com/documents/Unit-8.pdf
http://www.mahidachintan.com/documents/Unit-8.pdf
http://www.icosmos.com.tw/templates/images/files/9789861845586.
pdf
http://www.4hb.com/letters/business-letter-format.html