Business letters

For the student of MBA

1. BUSINESS LETTER Presented by Ayisha Kowsar.A MBA

2. Topic Of Presentation BUSINESS LETTERS

3. Introduction Definition Purpose Importance Uses Types of Business Letter Parts of Business Letter Advantages and Disadvantages Conclusion CONTENTS

4. A letter, whether long or short has to be planned before it is written. When writing a business letter, the writer produces one-sided conversation with the reader in the sense that he/she has to anticipate the reader’s question and provide answers to those question. Business letter assist you in sustaining your business relationship with other business & customers…. INTRODUCTION

5. A Business Letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between organizations and their customers, clients and other external parties It is used to Business to Business, Business to Client or Client to Business correspondence… DEFINITION

6. To serve as a record. An Attempt to secure action from the reader. Requesting and providing information. Ordering goods or services. Acknowledging the order. Confirming information or arrangements. Expressing thanks or congratulation. PURPOSE

7. Maintain contacts at distant places. Effective mode of contact. Helps in developing of business. Acts as references and certificates. Cheap and easier means of Communication. Creation of goodwill. IMPORTANCE

8. A business letter is a formal way of communication b/w two or more parties. Business letter can be informational, motivational, or promotional. A business letter can……….. tell an employer why you want the job. tell a company that you don’t like their service. ask someone for information. tell someone in government what you think. USES

9. Types of Business Letter

10. SALES LETTER Sales letter is used to convince the customers for an Existing product or a new particular product. A sales letter should be persuasive and contain the main feature of the product. CLAIM LETTER A claim letter is also called as complaint letter. It is written to rectify the mistake made or wrongs done. ADJUSTMENT LETTER Adjustment letter is a reply to a claim letter. It should not be sent in a moment of excitement or anger. Take sometime to restore to one’s usual self before writing such letter.

11. COLLECTION LETTER A collection letter is written to persuade the customer to make them the delayed payment. Utmost tact should be used in remaining them which should not affect the business link. ENQUIRY LETTER An enquiry letter is written to seek information from other organization. It may deal with a simple matter of wider dimension. QUOTATION LETTER A quotation letter is sent in reply to an enquiry letter. It should contain point by point detailed information.

12. JOB APPLICATION LETTER A job application letter is like a sales letter; it is written to sell one’s service. A job application should be drafted carefully as it is related with one’s career. It carries sequence of information regarding the qualification and experience.

13. Letter Head Date Reference Number Attention Line Inside Address Subject Salutation Body of Letter Complementary End Signature Line Parts Of Business Letter

14. 1. LETTER HEAD A letterhead contains the name of the organization, E-mail address, internet number, etc.. Additional information such as name of the product or services, organization’s slogan may also be added. Example: Natraj Publishing House (Educational & Technical Publishers) Near Arya Samaj Mandir, Holi Street, KARNAL-132001, (Haryana) INDIA

15. 2. DATE The date on which the letter is typed should p laced after letter head part. There is no full stop after the date. The month must be written in full and never i n figures. There is a comma separating the year from the m onth and date. Example: Dec 13,2018 13 Dec, 2018

16. 3. REFERENCE NUMBER Reference number makes reference to previous c orrespondence easy. It also save much time. Example: our Ref No. T-410 your Ref. No. RL-105 In replying, please refer to S-110

17. 4. ATTENTION LINE It is used if the subject matter of the letter is being h andled by one particular person. It is typed in the letter a nd on the envelope. Example: Attention: Mr. Arnav Singh Raizada, General Manager Attention: Sales Manager

18. 5. INSIDE ADDRESS It consist of the name and address of the receiver. It is typed two spaces below the date line at the left m argin. Example: a) INDIVIDUAL; Mr.A.Dev 18, Rajput Nagar, New Delhi. b)FIRM; Natraj Publications, Near Arya Samaj Mandir, Chaura Bazar, Karnal-132001.

19. 6. SALUTATION Salutation means greeting to the addressee. The c ommonly used salutations are: Example: Sir, Madam, Dear Sir/ Dear Madam, Respected Sir/ Madam,

20. 7. SUBJECT LINE It tells us what the letter is about. It may take the f ollowing: Example: Subject: Three year subscription for Indian literature.

21. 8. BODY OF LETTER The body of letter is the main section of the letter. It contains the message. It divided into paragraphs. Each p aragraph conveys a particular point. All the paragraphs a re interlinked and logically structured. A very short letter may, however, be of one or two paragraphs.

22. 9.COMPLIMENTARY CLOSE There should be at least one blank link b/w the body o f the letter and the complementary closing. A closing u sually begins at the margin. Example: Sincerely, Yours Sincerely,

23. 10. SIGNATURE LINE Usually, three blank lines b/w the complimentary Closing and the typed name of the sender are left. The Position of the sender mentioned below. Example: President General Manager

24. Example for Business Letter

25. Format of Business Letters

26. Example of Business Letters

27. Advantages Offer room for details. Offer a standard, professional looking format. Can further showcase your communication skills. Disadvantages Usually not delivered immediately through postal m ail. Un-techie communication medium. Not easily forwarded.

28. It is very important to write business letters correctly because your success in business depends on how people understand your wishes and needs. Your first letter is an impression you make on your new partner. To be successful in business one must make contact in the written from in right way..... " A correct letter makes a wise head..." CONCLUSION

29. Thank you