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Business Letter Notes

The business letter recommends Aashna Singhania for a junior data analyst role based on the writer's experience working with her, praising her technical skills in data analytics, positive attitude, communication abilities, focus, and potential to become a valuable asset to the company. The writer offers to provide more details and examples of Aashna's talents and achievements if needed.

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Yoanne
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430 views

Business Letter Notes

The business letter recommends Aashna Singhania for a junior data analyst role based on the writer's experience working with her, praising her technical skills in data analytics, positive attitude, communication abilities, focus, and potential to become a valuable asset to the company. The writer offers to provide more details and examples of Aashna's talents and achievements if needed.

Uploaded by

Yoanne
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Business Letter Definition

It is simply a special kind of formal letter that senders and receivers use to correspond
with each other about business transactions which they might not be able to carry out
orally in an effective manner.

8 Cs of Business Letter
Business letters often contain 8 C’s -- clarity, conciseness, consideration, courtesy,
concreteness, cheerfulness, correctness, and character.

• Clarity
The first element of all business letters is that they should be clear. This includes the
purpose of the letter and words used within the text. Clearly state your point near the
beginning to allow the reader a clear understanding of the letter's purpose.

• Conciseness
Avoid using extra words in a business letter. The element of conciseness refers to
stating an idea in the fewest words possible. Don’t add superfluous information or extra
words to fill space. Simply state the information that's important and pertinent, and leave
it at that.

• Consideration
A business letter should also be considerate. This element is important because you
must think about the reader and his feelings and point of view. Make the letter about
him and not you.

• Courtesy
Business letters should show respect to the reader and should demonstrate the writer’s
personal respect for the reader and the company he works for.

• Concreteness
Concreteness refers to using vivid wording within the letter that appeals to the reader’s
senses. If a business letter is dull, the reader may skim through, missing important
points.

• Cheerfulness
When writing a business letter, demonstrate a positive attitude that expresses joy and
cheer.
• Correctness
A business letter must always be accurate. This means ensuring every word within the
document contains accurate facts and figures. This includes proofreading the letter to
check for grammar and spelling mistakes.

• Character
Every business letter should show a bit of uniqueness from the writer. This gives the
letter character and may make it more interesting.

Parts of a Business Letter


There are 12 Parts of Business Letter
• The Heading or Letterhead
• Date
• Reference
• The Inside Address
• Subject
• Greeting
• Body Paragraphs
• Complimentary Close
• Signature and Writer’s Identification
• Enclosures
• Copy Circulation
• PostScript
1. The Heading or Letterhead
It usually contains the name and the address of the business or an organization. It can
also have an email address, contact number, fax number, trademark or logo of the
business.

2. Date
We write the date on the right-hand side corner of the letter below the heading.
3. Reference
It shows the department of the organization sending the letter. The letter-number can
also be used as a reference.

4. The Inside Address


It includes the name, address, postal code, and job title of the recipient. It must be
mentioned after the reference. One must write inside address on the left-hand side of
the sheet.

5. Subject
It is a brief statement mentioning the reason for writing the letter. It should be clear, eye
catchy, short, simple, and easily understandable.

6. The Greeting
It contains the words to greet the recipient. It is also known as the salutation. The type
of salutation depends upon the relationship with the recipient.
It generally includes words like Dear, Respected, or just Sir/Madam. A comma (,)
usually follows the salutation.

7. The Body Paragraphs


This is the main part of the letter. It contains the actual message of the sender. The
main body of the mail must be clear and simple to understand. The body of the letter is
basically divided into three main categories.
Opening Part: The first paragraph of the mail writing must state the introduction of the
writer. It also contains the previous correspondence if any.
Main Part: This paragraph states the main idea or the reason for writing. It must be
clear, concise, complete, and to the point.
Concluding Part: It is the conclusion of the business letter. It shows the suggestions
or the need of the action. The closing of the letter shows the expectation of the sender
from the recipient. Always end your mail by courteous words like thanking you, warm
regards, look forward to hearing from your side etc.
8. The Complimentary Close
It is a humble way of ending a letter. It is written in accordance with the salutation. The
most generally used complimentary close are Yours faithfully, Yours sincerely, and
Thanks & Regards.

9. Signature and Writer’s Identification


It includes the signature, name, and designation of the sender. It can also include other
details like contact number, address, etc. The signature is handwritten just above the
name of the sender.

10. Enclosures
Enclosures show the documents attached to the letter. The documents can be anything
like cheque, draft, bills, receipts, invoices, etc. It is listed one by one.

11. Copy Circulation


It is needed when the copies of the letter are sent to other persons. It is denoted as C.C.

12. PostScript
The sender can mention it when he wants to add something other than the message in
the body of the letter. It is written as P.S.

Business Letter Format


A properly formatted business letter should have the following sections:
1. Your contact information
2. The date
3. Recipient’s contact information
4. Opening salutation
5. Body
6. Closing salutation
7. Your signature
1. Your contact information
On the left-hand side of your business letter, you should list your contact info:
First name Last name
Address
City, State Zip Code
Phone

2. The date
Add a space after your contact information and then add the date of your letter:
Month, Day Year

3. Recipient’s contact information


Add a space after the date of the business letter and then add the recipient’s contact
information:
First name Last name
Address
City, State Zip Code
Phone

4. Opening salutation
Add a space after the recipient’s contact information and then choose a salutation to
open your business letter. Common opening business letter salutations include:
Dear First name Last name,
Dear Ms., Mrs. or Mr. Last name,
Dear First name, (only use if you know the recipient)
To Whom It May Concern (only use if you cannot find a specific contact’s name)
5. Body
The body of a business letter is where you express the purpose of your communication
and is typically no longer than three to four paragraphs.
Paragraph 1: Opening
Paragraph 2: The argument
Paragraph 3: Closing

6. Closing salutation
Add a space after the body of the letter and then choose a salutation to close your
business letter. Common closing business letter salutations include:
Respectfully yours,
Respectfully,
Cordially,
Sincerely,
Yours sincerely,
Thank you,

7. Signature
Add two lines and sign your full name. The following line, print your first and last name.
Signature
First name Last name
Roshni Duttaa Gomez
Sr. Project Manager
Asomtech Solutions
42/08, Bose road
Kolkata, West Bengal, India
050 2948 2948
[email protected]

July 1, 2019

Ram Prasad
Sr. Data Analyst
Clouddatanow Tech
101 Solanki Street
Kanchan marg, Kolkata, West Bengal

Dear Ram Prasad,


It is my pleasure to strongly recommend Aashna Singhania for the Jr. Data Analyst role with
Clouddatanow Tech. I am Roshni Duttaa, a project manager at Asomtech Solutions. I have 12
years of experience working in the tech industry and have seen many young professionals come
and go. Ms. Singhania is one individual I have worked with who uniquely stands out.
During our time together, Aashna displayed great talents in data analytics. When we first met, I
was immediately impressed with Aashna but during the time we worked together, her
understanding of analyzing data to achieve results for our company grew far more than that of
her peers.
It’s not just her technical skills that impress me. Aashna was a joy to work with because of her
amazingly positive attitude and ability to communicate across teams. Her focus and attention to
detail were also necessary and valued not just by me but also by her peers who often relied on
her to get the job done.
I am absolutely confident that Aashna would be a great fit at Clouddatanow Tech. Not only will
she bring the kind of skills and experiences you’re looking for in an applicant, but she will also
quickly become an asset and help your company grow in any way she can.
If you need more information or specific examples, please do not hesitate to contact me at 050
2948 2948. As a recommendation letter likely only provides a snapshot of her talents and
achievements, I would be happy to further elaborate on my time working with her.

Sincerely,
Roshni Dutta
Sr. Project Manager

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