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A Business Letter is type of letter which serves as a means of communication written for various commercial purposes. These purposes can be a business deal, complaint, warning, notice, invitation, declaration, information, apology and various other corporate matters. Letters of business are the most popular and the most widely written types of letters. Business letters are also the oldest form of official correspondence and perhaps the propagators of mailing system.
All over the world there are millions of organisations, big and small. They all need to communicate with one another whether through electronic mail or conventional mail. This communication can be between two companies, firms and clients and alike. All types of shipments take place amongst various industries of the world and they all require documentation, business letter is one amongst such documentation. A Business Letter is also known as Professional Business Letter. The term ‘Business Correspondence Letter’ is also used to refer these, simply because a letter is a means of correspondence. It is official in nature and is mostly formal in writing; following a basic framework. This framework is common among various official letters, it is the content and the tone of the language which differs and matters the most. The term 'Official Letter' thereby becomes synonyms with Business Letter. Depending upon the need, various types of letters are written and the content varies as per se. A slight change in length and format may exist but that is meagre. However, these letters have styles which are applicable as and when required.
Business Letters are basically of Two Types:
Depending upon the client, content, motive and other factors, Letters of Business can be further subdivided into:
Like most of the letters a business letter also has a layout which includes various divided parts.
These parts are:
Letterhead – A letterhead is topmost heading printed on letter paper. The heading consists of name, address generally accompanied by a logo of the organisation. Most professional firms have their own pre-designed letterhead. Pre printed Letterheads showcase the repute of a company; in terms that that company can afford to have these and is not miser in using some extra ink. However smaller firms may not have it. They use their name, address where the letterhead would be placed.
Date – The date has to written exactly below the letter head. The date is important part of a letter and is used for reference. The date is supposed to be written in full with day, month and year. Example – 31st May 2012 or May 31st, 2012
Recipient – Recipient or Receiver's name and Address is next part of a business letter. This part included the Name of the Receiver, his Designation and Full address inclusive of phone and email.
Salutation – Salutation is word of greeting used to begin a letter. It is courteous gesture and shows respect to the receiver. Dear Sir / Madam etc. are specifically known as Opening Salutation.
Body – Body is the main part of the letter. The message of the letter is to be clearly mentioned in the first line, itself. The body has the relevant subject matter which is to be divided into a number of paragraphs, mostly 3-4 or more depending upon the matter. If there are instructions etc. these are to be in a bulleted or numerically listed in separate lines. The Last Paragraph should sum up the whole letter and offer any assistance or take a course of action as required or instructed.
Closing (subscription) – Closing refers to the end of the letter. It is courteous and shows a mark of respect towards the recipient. Yours Sincerely or Sincerely etc. are specifically known as Closing Salutations.
Signature – Sign your name after a few spaces. If you have your Printed Name, then sign above the line containing your typed name. Signature is to written in Black or Blue Ink. If you have an electronic signature you can use that too. Scanned image of your signature can also be used, if it confers with rules of your organisation.
Sender’s Name, title and contact information – If not provided in the letterhead, one can include his Name, Title, Address, Phone, Email etc. in separate lines.
Enclosure – If you have attached some documents, Type Enclosures few lines after the Signature of Senders Info. Provide the number and type of documents attached e.g. ‘Enclosures (2): brochure, resume’.
There are Four Styles, or Indentation Formats used for writing business letters.
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Full Block Style – Block letter format is commonly used to correspond between businesses and between individuals and businesses. Its main purposes are to inform, request or register a complaint. In full block format letter:
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Semi-Block Style – Semi-Block letter format is as mentioned, has partial formatting of a full block style. In Semi-Block Format Letter:
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Modified Block Style – Modified block format is a conventional way of writing formal business letters. Its format is applicable to both print and email correspondence. Its main purposes include cover letters, thank you letters, letters of resignation and sales letters. In Modified Block Format Letter:
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Modified Semi-Block Style – In modified semi-block format there are partial elements of modified block style. In Modified Semi-Block Format Letter:
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