communication thought exchange letters is known as correspondence. We
communicate our feelings, thoughts etc. to our friends and relatives through letters
that may be called personal correspondencenge A Businessman also writes and receives
letters in his day to-day transactions, which may be called business correspondence.
Business correspondence or business letter is a written communication between two
parties
Caption: : Business Correspondence is important because it introduces us students to the basics of letter writing, concentrating on why letters are important in the Internet age, how to select appropriate letter formats,how to organize a letter and why audience's needs must always be at the forefront
A good business letter is always written with the reader in mind. The writer considers: Who will be reading the
letter? What does the reader already know? What does the reader need to know? What does the reader need to do?
Knowing the 5 Cs of business writing can help you write effective letters.
Your letter should be: • Clear: Make sure your purpose and intent is clear to the reader.
• Complete: Include all the information the reader needs to have. • Concise: Make sure your letter is not too wordy.
• Courteous: Address the reader politely. • Correct: Edit and proofread your letter so that it has no grammar, spelling and punctuation errors.
Slide 5
parts of letter business
The essential parts of a business letter are as follows:1. Heading -The heading of a business letter usually contains the name and postal address
of the business, E-mail address, Web-site address, Telephone Number, Fax Number,
Trade Mark or logo of the business (if any)
2. Date - The date is normally written on the right hand side corner after the heading as
the day, month and years. Some examples are 28th Feb., 2003 or Feb. 28, 2003.
3. Reference- It indicates letter number and the department from where the letter is being
sent and the year. It helps in future reference. This reference number is given on the
left hand corner after the heading. For example, we can write reference number as
AB/FADept./2003/27.
4. Inside address - This includes the name and full address of the person or the firm to
whom the letter is to be sent. This is written on the left hand side of the sheet below the
reference number. Letters should be addressed to the responsible head e.g., the
Secretary, the Principal, the Chairman, the Manager etc. 5. Subject - It is a statement in brief, that indicates the matter to which the letter relates.
It attracts the attention of the receiver immediately and helps him to know quickly
what the letter is about6. Salutation - This is placed below the inside address. It is usually followed by a comma
(,).
Slide 6
7.Body of the letter- This comes after salutation. This is the main part of the letter and it
contains the actual message of the sender8. Complimentary close - It is merely a polite way of ending a letter. It must be in
accordance with the salutation9.Signature - It is written in ink, immediately below the complimentary close. As far as possible, the signature should be legible. The name of the writer should be typed immediately below the signature.10. Enclosures - This is required when some documents like cheque, draft, bills, receipts,lists, invoices etc.
2.After receiving the letter of enquiry from a prospective buyer, the sellers supply the relevant information by writing a letter that is called quotation letter. These letters are written keeping in view the information asked for like price list, mode of payment, discount to be allowed etc. Businessman should reply to the inquiries carefully and promptly.3.In the previous section, we have studied about letters of enquiry and reply to enquiry i.e., quotation letter. The prospective buyer after receiving the reply to his enquiry letter may decide to place on order with that business house which offers goods at minimum price andat favourable terms and conditions. Letters written by a buyer to the seller giving the order to purchase the goods is called order letter.
Caption: : 1. Business Enquiry Letter : Sometimes prospective buyers want to know the details of the goods which they want to buy, like quality, quantity, price, mode of delivery and payment, etc. They may also ask for a sample. The letter written to sellers with one or more of the above purposes is known as enquiry letter.
4. Complaint LetterA complaint letter is written when the purchaser does not find the goods upto his satisfaction. It is normally written by the purchaser when he receives wrong, defective or damagedgoods or receives incorrect quantity of goods. It can also be written directly to the transit authority when the goods are damaged in transit.5. Recovery LetterThe letter written by the seller for collection of money for the goods supplied to the buyer is called recovery letter. The aim of recovery letter is to collect money without annoyingthecustomers. The letter should include information regarding the amount of arrears argument for payment, and last date for payment.
