UNIT- 5

CHAPTER-3

FULL BLOCK FORMAT OF BUSINESS LETTER

Various parts of full block format/Legend:

1. Sender,s/Return Address: If your stationery has a letterhead, skip this. Otherwise, type
your name, address and optionally, phone number. These days, it's common to also
include an email address.

2. Date: Type the date of your letter two to six lines below the letterhead. Three are
standard. If there is no letterhead, type it where shown.

3. Reference No/ Line: If the recipient specifically requests information, such as a job
reference or invoice number, type it on one or two lines, immediately below the Date (2).
If you're replying to a letter, refer to it here. For example,

● Re: Job # 625-01

● Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples

include

● SPECIAL DELIVERY
● CERTIFIED MAIL
● AIRMAIL
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want
to include a notation on private correspondence, such as a resignation letter. Include the
same on the envelope. Examples are
● PERSONAL
● CONFIDENTIAL
6. Inside Address: Type the name and address of the person and/or company to whom
you're sending the letter, three to eight lines below the last component you typed. Four
lines are standard. If you type an Attention Line (7), skip the person's name here. Do the
same on the envelope.
7. Attention Line: Type the name of the person to whom you're sending the letter. If you
type the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or
centered. Be concise on one line. If you type a Reference Line (3), consider if you really
need this line. While it's not really necessary for most employment-related letters,
examples are below.

● SUBJECT: RESIGNATION
● LETTER OF REFERENCE
● JOB INQUIRY

9. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show
respect, but don't guess spelling or gender. Some common salutations are

● Dear Sir,
● Dear Sir or Madam,
● To Whom it May Concern:

10. Body: Type one/two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality.
For example,

● Respectfully yours,(very formal)

● Sincerely (typical, less formal)
● Very truly yours, (polite, neutral)
● Cordially yours, (formal)

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign
your name. Sign your name exactly as you type it below your signature. Title is optional
depending on relevancy and degree of formality. Examples are

● P. Smith
Director, Technical Support
13. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the
singular for only one enclosure, plural for more. If you don't enclose anything, skip it.
Common styles are below.
● Enclosure
● Enclosures: 3
● Enclosures (3)

14. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to
whom you distribute copies, in alphabetical order. If addresses would be useful to the
recipient of the letter, include them. If you don't copy your letter to anyone, skip it.
 15. PS : post script

Tips:
● Replace the text in brackets [ ] with the component indicated. Don't type the brackets.

● Try to keep your letters to one page, but see page 2 of this sample if you need continuation
pages.

● How many blank lines you add between lines that require more than one, depends on how
much space is available on the page.

● The same goes for margins. One and one-half inch (108 points) for short letters and one
inch (72 points) for longer letters are standard. If there is a letterhead, its position
determines the top margin on page 1.

● If you don't type one of the more formal components, don't leave space for them. For
example, if you don't type the Reference Line (3), Special Mailing Notations (4) and On-
Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).

Que-1 : Explain Basic Parts of Business Letter.

(1) The Letter Head / The Heading / The Head Address /Sender Address:
The Letter Head is printed at the top center of the letter-sheet. Sometimes it is also written on
the left or the right side of the letter-sheet. It consists of the name, the business and the address
of the company. It also includes the telephone number, fax number, Email address, and
website, if any. It also includes emblem (logo or symbol) of the company. The Letter Head
should be simple and dignified. Most companies prefer a simple design in a single colour.

(2) The Date : Generally, The date is written two or three spaces below the last line of the
letterhead. It is always on the right hand corner. The date consists of the date, name of the
month and the year. The date is written in two styles.
(a) The British Method : 4th July, 2011
(b) The American Method : July 4, 2011
The British Method is also called the ordinal numbers method and the American Method is
called the cardinal numbers method. The date should never be written like 7-2-02 or 7/2/02
because it shows that the writer is careless or in a great hurry.

(3) The Inside Address : The inside address is written on the left, beside the margin. It is
written two spaces below the date- line. The Inside address contains the name and the address
of the firm or the individual to whom the letter is written. Inside Address can be used to make
windows envelope.
There are two methods of writing inside address.
(1) Indented Form
(2) Block Form

(4) The Salutation : The salutation is written beside the left – hand margin, two spaces below
the last line of the inside address. The salutation is followed be a comma (,) or a colon (:). The
salutation is a compliment or greeting used to begin the letter. Just as “Good Morning” is used
to begin a talk. It is the written equivalent of the conversational “Hello”. “Dear Sir” “Dear
Madam” , “Respected Sir” is salutation.

(5) The Body / The Text / The Script of Letter : The first line of the body begins two spaces
below the salutation. It appears between the salutation at the beginning and complimentary
close at the end. It is that part of the letter which contains the message or the information to be
communicated. This is the most important part of the letter. The letter is divided in the
following parts.

(1) Introductory paragraph

(2) Main paragraph
(3) Closing paragraph

(6) The Complimentary Close : The Complimentary close is written on the right two spaces
below the last line of the body. It should not extend into the right hand margin. The
Complimentary close is a polite way of saying “ Good bye”. Just as the salutation is the written
equivalent of “Good Morning” or “Hello”. So, the complimentary close is the written
equivalent of “Good Bye” “Yours faithfully / Yours sincerely / Yours truly” is complimentary
close.

(7) The Signature : The Signature is written just below the complimentary close , near the left
hand margin. Sometimes , it consists of only the name of the writer.
(1) A sole trader will put his signature by writing his own name.
(2) Any partner of a partnership firm can sign letter on behalf of the firm.
(3) In big business houses, it is not possible for all partners or owner to write or reply all the
letters. So, a responsible employee of the firm is given power to sign the letters. Thus, the
employee who signs the letter on behalf of the other is said to sign per procuration (per pro). It
means that such a person is legally authorized to sign letters. Per Pro M. Patel and Company
Nitin R. Raval The signature is proof that the person signing has written that letter. It help to
pin point responsibility for the writing of the letter.

Q-3 : Discuss Occasional / Optional Parts of letter

Ans: (1) Subject line : Written space below salutation

(2) Reference Number: Written in a line with the date.

(3) Enclosures : Written below signature, It is

attachments.

(4) Identification Line : Below Signature : Any Identification (MPS/RP)

(5) Attention line : Between Inside address and salutation Warning (For example :
Attention……….

(6) Post Script : Any special line at the end of letter

Q-3: Discuss Basic Principles for Business Letter.

Ans: (1) Business Letter should be clear and concise.

(2) While writing letter, one should keep in mind the reader’s benefits and advantages for
them. It is called “The You Attitude.”

(3) The writer should set down the goal because it help him to decide why is he writing and
what does he wants to achieve.

(4) While writing a business letter , one should use a friend tone but not at the cost of
efficiency.

(5) Opening lines of business letter are most important because they are read attentively and
carefully and conclusion should be courteous.

(6) Apart from all these, business letter must be free from grammatical errors and must be full
of courtesy.
FOUR COMMON FORMAT OF BUSINESS LETTER

What are the different types of business letters? Explain with

example.
Business letter is an old form of official correspondence. A business letter is written by an
individual to an organization or an organization to another organization. Business letters are
written for various purposes. One writes a letter to enquire information, apply for a job,
acknowledge someone's work, and appreciate one's job done, etc. As the motive of writing the
letter is different, the style of the letter changes and you get different types of business letters.
The various types of business letters are used by different people to serve their purpose of
sending the message across.
Let's take look at the most common types of business letters:

1. Acknowledgement Letter : This type of letter is written when you want to acknowledge
some one for his help or support when you were in trouble. The letter can be used to just say
thanks for something you have received from some one, which is of great help to you.

2. Apology Letter : An apology letter is written for a failure in delivering the desired results. If
the person has taken up a task and he fails to meet the target then he apologizes and asks for an
opportunity to improve in this type of letter.

3. Appreciation Letter/ Appraisal letters: An appreciation letter is written to appreciate some

one's work in the organization. This type of letter is written by a superior to his junior. An
organization can also write an appreciation letter to other organization, thanking the client for
doing business with them.

4. Complaint Letter : A complaint letter is written to show one that an error has occurred and
that needs to be corrected as soon as possible. The letter can be used as a document that was
used for warning the reader.

5. Inquiry Letter : The letter of inquiry is written to inquire about a product or service. If you
have ordered a product and yet not received it then you can write a letter to inquire when you
will be receiving it.

6. Order Letter : This letter is as the name suggests is used for ordering products. This letter
can be used as a legal document to show the transaction between the customer and vendor.

7. Letter of Recommendation : This type of letter is written to recommend a person for a job
position. The letter states the positive aspects of the applicant's personality and how he/she
would be an asset for the organization. Letter of recommendation is even used for promoting a
person in the organization.
8. Sales Letters :
Sales Letters are used to introduce new products to new customers and past clients.

9. Reply letters
10. Claim letters
11. letters

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 Sample of Inquiry Letter

Inquiry Letter : A person / a shop asks for certain information in the form of catalogue/price
list/quotation /terms and condition / any inquiry. That letter is known as inquiry letter

(1) Solicited Inquiry Letter : You have seen an advertisement in newspaper. As a dealer write
aletter of inquiry.

Dear Sir,

Sub : Inquiry for any item asked in question (for example : table fan/dryer/ scanner)

We are very much impressed by your advertisement of…(any item)…… in Times of India.
(newspaper). We are leading dealer of ……(any related business)……… in our city.
We want to purchase …(what u want to buy)……….. Please send us your latest catalogue and
Price-list. / Please send us your competitive quotation / Please let us know about your terms
and condition. As our order is large , we want maximum discount and favourable terms of
payment.

If your terms and conditions, facilities and mode of payment are favourable to us, we shall
place our order soon.

We wait for your prompt and favourable reply.

Thank You

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Unsolicited Letter : . As a dealer write a letter of inquiry without referring any

advertisement .

Dear Sir,

Sub : Inquiry for any item asked in question (for example : table fan/dryer/ scanner)

We have been dealing in the business …(any related business)………since 1990. We have
come to know that your company manufactures ………………
We want to purchase …(what u want to buy)……….. Please send us your latest catalogue and
Price-list. / Please send us your competitive quotation / Please let us know about your terms
and condition. As our order is large , we want maximum discount and favourable terms of
payment.

If your terms and conditions, facilities and mode of payment are favourable to us, we shall
place our order soon.

We wait for your prompt and favourable reply.

Thank You.
Generally in business letter we use “WE”. But if it is personal inquiry, Use “I” instead of
“We”

Sample Question : Gujarat Electrical Store, Anand wants to purchase 100 table fans .
Draft a letter of inquiry , asking for their competitive quoatation / catalogue/price list to
Hiamalaya Electronics Pvt. Ltd.

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Complaint Letter
You have received 100 damaged/defected goods / goods which is not matching with goods
that you have ordered / goods which is less in quantity.

Dear Sir,

Sub : Complaint for damaged /defected / wrong goods /shortage in quantity.

We have received the consignment sent by you against our order letter no. …………. We
thank you very much for the prompt execution of our order. However, we regret to draw your
attention to the following complaint.

(1) Damaged Goods : On opening the consignment , we have found …………… in a damaged
condition. Our customers do not buy items even with single fault/damage. We have clearly
instructed you to pack the goods properly.

(2) Inferior Goods : On opening the consignment, we have found……………..to be of inferior

quality. They do not match with the samples shown to us. There is no demand of this product
in our area.

(3) Wrong Goods : On opening the consignment, we have found 100 Hero cycle instead of 100
Atlas cycle. We have ordered……………….. Please refer to our order.

(4) Shortage in Quantity : On opening the consignment, we have found ...10 phone... less in
number. We cannot ignore such a big shortage. Therefore we request you to send us
remaining goods as early as possible.

(5) Defected Goods : On opening the consignment, we have found ……………… in a defected
condition. (Write any defect related to product). Our customers do not buy items even with
single fault/damage.

We shall try to sell these items if you give us 20 % discount.

We request you to send new as early as possible.
We want to cancel our order and want refund.

We wait for your prompt and favourable reply.

Thank You
Sample Question : As the Purchase Manager Zenith Computers, 26, Ashram Road,
Ahemdabad - 388007. You had ordered 25 computers from World Vision Computers
Limited, Grant Road, Mumbai : 40002. When the consignment arrived , you found some
of the computers in damaged condition.
Write a letter of complaint asking for repair , replacement or compensation

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Adjustment Letter

Adjustment Letter : Adjustment Letter is a reply of complaint letter by company which

can suggest some suitable adjustment for your complaint (They may accept your
proposal or They may reject your complaint. However suitable adjustment will be giving
discount / replacement /sending goods as early as possible.

Dear Sir,

Sub : Adjustment for damaged goods/defected goods /wrongs goods / late delivery

We have received your complaint letter dated on ………………….. We are sorry for the
inconvenience caused to you.
(After this write down any investigation / inquiry / search you have carried out to find out
cause of complaint or accept your fault by saying : “ your complaint is genuine “) For example
:

● On inquiry, we have found that your complaint is genuine.

● On inquiry, we have found that the damage was caused because of mishandling of
goods during transit.
● On inquiry , we have found that our packing department had wrongly shipped
your consignment to other dealer and his consignment to your shop.
● On inquiry we have found that you haven’t received the goods because of
stirk/bomb blast.
● Any Reason (Adjustment Letter) for causing damaged /defect/wrong
delivery/inferior delivery/rude behaviour/late delivery

(After this , give adjustment or don’t give adjustment)

● It is not our mistake. Hence we recommend you to ask about this matter to
transporation.
● We will give you 10 % discount.
● We will replace that good.
● We will send you the good as early as possible.
● If you want to cancel the order, we are ready to give your money back.

Our motto is to satisfy customers. We think our explanation will satisfy you and will continue
your patronage. We assure you that you will not have to face any difficulty form us in future.

Thank You
Sample Question : Write a letter of adjustment / reply of complaint /settlement from Anuj
Brothers, Mumbai for sending saris of inferior quality to the sample chosen by Chintan &
Sons, Surat