3 Business Letter Erd, Zol, Javz

Business letter Â.Ýðäýíý-îþóí Õ. Çîë ýðäýíý Á. Æàâçàíäóëàì

A letter is a written message from one person to another. The role of letters in communication has changed significantly since the 19th century. Historically, letters were the only reliable means of communication between two persons in different locations.

As communication technology has diversified, letters have become less important as routine communication. The development of the telegraph , telephone , fax and the Internet have all had an impact on the writing and sending of letters. In modern industrialized nations, the exchange of personal letters has become less common, being replaced by technologies such as the telephone and also e-mail . With the advent of the compact cassette , tape letters became a novelty.

By analogy, the term letter is sometimes used for e-mail messages with a formal letter-like format . Historically, letters exist from the time of ancient India , ancient Egypt and Sumer , through Rome and Greece and China , up to the present day. Letters make up several of the books of the Bible . Archives of correspondence, whether for personal, diplomatic, or business reasons, serve as primary sources for historians .

Types of letters Application letter Business letter Cease and desist letter Chain letter Cover letter Epistle Hate mail Introduction letter Direct Marketing Letter of credence

Letter of inquiry Letter of intent Letter of marque Letters patent Letter of resignation Love letter Open letter Poison pen letter Query letter Recommendation letter Reference letter Rejection Letter Sales Letter Thank you letter Unbound Report

A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.

A Note About Font When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Another widely utilized format is known as modified block format. In this type, the body of the letter is left justified and single-spaced.

However, the date and closing are in alignment in the center of the page. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified. Keep in mind that different organizations have different format requirements for their professional communication.

. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides. If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard.

The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understand of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the chosen font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts

As far as punctuation after the salutation and closing is concerned, the standard is to use a colon after the salutation (never a comma) and a comma after the closing. There is also a less accepted format, known as open punctuation, in which punctuation is excluded after the salutation and the closing.

Writting format: Return Address: Date: Reference Line: Special Mailing Notations: On-Arrival Notations: Inside Address: Attention Line: Salutation: Subject Line: Body: Complimentary Close: Signature Block: Identification Initials: Enclosure Notation: cc:

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. 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. Reference 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.

Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include SPECIAL DELIVERY CERTIFIED MAIL AIRMAIL 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

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 . 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

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 Ladies: Gentlemen: Dear Sir: Dear Sir or Madam: Dear [Full Name]: To Whom it May Concern:

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

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 (friendly, informal) 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 John Doe, Manager P. Smith Director, Technical Support R. T. Jones - Sr. Field Engineer

Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12) . Common styles are below. JAD/cm JAD:cm clm

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) 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.

enough detail so a previously uninvolved reader can understand what has happened, but do avoid irrelevant detail that will only obscure the real issues. State the facts of your complaint in an organized, easy-to-follow format. A bulleted list is an effective way to give specifics. In most situations, a once-upon-a-time format is not an appropriate arrangement of facts or issues.

Complaint letter about Poor Service, Defective or Inferior Products In the complaint letter, summarize the problem briefly, specifically, and clearly. Include all information basic to the problem or resolution such as complete names, addresses, phone numbers, full description of the product or service, dates, places, amounts, methods of payment, previous correspondence, and file numbers.

Include enough detail so a previously uninvolved reader can understand what has happened, but do avoid irrelevant detail that will only obscure the real issues. State the facts of your complaint in an organized, easy-to-follow format. A bulleted list is an effective way to give specifics. In most situations, a once-upon-a-time format is not an appropriate arrangement of facts or issues.

Decide what specific action you want and firmly stick with it. Don't sound wishy-washy in what you will accept as restitution. Be firm about any agreed-upon deadline with regard to any delayed response you have been promised. Sound factual, not emotional. In the complaint letter, assume a confident tone about a suitable resolution. Avoid aggressive or sarcastic statements. Assume the reader will give you a fair deal until he or she proves otherwise.

If follow-up letters become necessary to gain the reader's cooperation, become stronger in stating your next course of action while maintaining an objective tone. Be sure to attach any necessary documentation for your claims such as invoices, receipts, canceled checks, order numbers, authorizations, and so forth

Offer business letter G-mobile Sukhbaatar district Ulaanbaatar Sep 18, 2007 To whom it may concern: My company manufacture automatic of coffee. We are offering our product to your company. My product is quality. Works rule is elementary. To carry and position is easy. The size is not a big. Not makes a coffee alone, makes juice, hot tea, ice tea, boiled water, ice water etc. It works by coins and paper money. Main advantage is once cup from itself. My product is cheap and we will give 1 year demonstration. If your company purchases my product, your employers will be glad of 100%. Sincerely

Order business letter Nomin electronics Sukhbaatar district Ulaanbaatar Sep 18, 2007 To whom it may concern: We know your company manufacture automatic of coffee. We are ordering your product. Product should be: Works rule is elementary To carry and position is easy The size is not a big Not makes a coffee alone. Makes juice, hot tea, ice tea, boiled water, ice water etc It works by coins and paper money Be once cup from itself is good We want to receive product in Feb 24, 2007. We pass a product bill by account. We hope to be glad of 100%. Sincerely

Complain letter Nomin electronics Sukhbaatar district Ulaanbaatar Feb 18, 2008 To whom it may concern: We bought automatic of coffee from your company. Your companies product broken down. My company bought 2 automatic of coffee from your company in Sep 25, 2007. One product is working, but either broken down. We used product by act. We do not know reason of broken down. 1 year demonstration is not end. So we want to call machinist or change by new product. Sincerely

Notes and Tips Don't type the brackets. The brackets [ ] in the examples are for narrative purposes only. Try to keep your letters to one page. Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages. You have some freedom in how many blank lines to use between blocks and in the margin sizes in order to fit a letter onto a single page. Not all letters need every block identified in this article. If you leave one out, do not leave blank lines where the blocks would have been

3 Business Letter Erd, Zol, Javz

More Related Content

What's hot (20)

Viewers also liked (6)

Similar to 3 Business Letter Erd, Zol, Javz (20)

More from Bayarmaa GBayarmaa (20)

Recently uploaded (20)

3 Business Letter Erd, Zol, Javz