business letters

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BUSINESS LETTERS:

BUSINESS LETTERS It is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments. It serves as a record for future reference. It leaves more durable impression on the receiver's mind than an oral message. It is used as a legal document. It is used to build goodwill.

FUNCTIONS OF BUSINESS LETTER:

FUNCTIONS OF BUSINESS LETTER To provide a convenient and inexpensive means of communication without personal contact. To seek or give information. To furnish evidence of transactions entered into. To provide a record for future reference. Record and reference Making a lasting impression. Widening the approach An authoritative proof. Building goodwill.

KINDS OF BUSINESS LETTERS:

KINDS OF BUSINESS LETTERS A.1. ENQUIRIES & REPLIES ORDERS&EXECUTION CREDIT& STATUS COMPLAINTS& ADJUSTMENTS COLLECTION LETTER. B.1.CIRCULAR LETTERS SALES LETTERS C.1. BANK CORRESPONDENCE INSURANCE IMPORT – EXPORT AGENCY D.1. APPLICATION LETTERS INTERVIEW LETTERS E.1. CORRESPONDENCE TO SECRETARY. CORRESPONDENCE WITH STATE & CENTRAL GOVT. F.1. LETTERS TO PRESS

THE IMPORTANCE OF LETTERS:

THE IMPORTANCE OF LETTERS Letters represent your company’s public image and your competence Letters are more personal than a report, yet more formal than memos or e-mail Letters are more permanent than e-mail Letters constitute an official legal record of an agreement Letters follow up on telephone calls and other types of oral communications Letters provide a wide range of corporate information Letters can support action Letters sell Letters are efficient for targeted mass mailings

Writing Effective Letters:

Writing Effective Letters Analyze Your Audience: Who is my audience? Will my audience be favorably or unfavorably disposed to what I am going to say? What kinds of information will my audience expect me to supply? How will my audience use the information I am sending? What impression do I want my letter to make on readers? Have a clear sense of your purpose and theirs Select the best communication strategy Draft, revise, and edit your letter

PROOF READING YOUR LETTER:

PROOF READING YOUR LETTER Proofread everything that has your name on it Take time to proofread your letter for Errors of facts Miscalculations Misrepresentations Accuracy of prices, dates, and serial numbers Full-block format All text flush left, spaces between paragraphs Semi-block/Modified format The writer’s address, date, complementary close, and signature to the right side of the letter The date aligns with the complementary close Notations of enclosures flush left below signature

LETTER FORMATS:

LETTER FORMATS Full-block format All text flush left, spaces between paragraphs Semi-block/Modified format The writer’s address, date, complementary close, and signature to the right side of the letter The date aligns with the complementary close Notations of enclosures flush left below signature Indented paragraph format Identical to the semi block format except that each paragraph is indented five spaces Continuing pages. If your letter runs beyond one page, use name, page number, or address in the header of the second page.

PARTS OF A LETTER:

PARTS OF A LETTER Date line Inside address Salutation Subject line Text of the letter Complementary close Signature Enclosure(s) line Copy notation

ACHIEVING THE “YOU ATTITUDE”: FOUR GUIDELINES:

ACHIEVING THE “YOU ATTITUDE”: FOUR GUIDELINES Never forget that your reader is a real person Avoid writing cold, impersonal letters Keep the reader in the forefront of your letter Make sure your reader’s needs control the tone, message, and organization of your letter Be courteous and tactful Be neither boastful nor meek

TYPES OF LETTERS:

TYPES OF LETTERS Four common types of business correspondence 1. Inquiry letters 2. Special request letters 3. Sales letters 4. Customer relations letters: – Follow-up – Complaint – Adjustment – Collection

TYPES OF LETTERS:

TYPES OF LETTERS CLASSIFICATIONS OF BUSINESS LETTERS Positive Customer relations letters responding favorably to a writer’s request or complaint Sales letters promoting a product Neutral Letters requesting information about a product or service, placing an order, or responding to some action or question Negative Customer relations letters refusing a request, saying no to an adjustment, etc.

INQUIRY LETTERS:

INQUIRY LETTERS Inquiry letters ask for information about a product, service, publication, or procedure Be sure to supply appropriate, or exact descriptions of what you are inquiring for. Rules for effective inquiry letters: states information writer wants indicates clearly why the writer must have the information keeps questions short and to the point specifics when the writer must have the information thanks the reader

SPECIAL REQUEST LETTERS:

SPECIAL REQUEST LETTERS Make sure you address your letter to the right person State who you are and why you are writing Indicate clearly your reason for requesting the information Make your questions easy to answer and separate them clearly. Specify exactly when you need the information and allow sufficient time

SPECIAL REQUEST LETTERS:

SPECIAL REQUEST LETTERS Offer to forward a copy of your report, paper, or survey in gratitude for the help you were given If you want to reprint or publish the materials you asked for, indicate that you will secure whatever permissions are necessary Assure confidential, if that is appropriate End by thanking the reader for helping

SALES LETTERS: SOME PRELIMINARY GUIDELINES:

SALES LETTERS: SOME PRELIMINARY GUIDELINES Identify and limit your audience Use reader psychology Don't boast or bore Use words that appeal to the readers’ Senses. Be ethical

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