I. Find the definition of business letter (theory)
A business letter is a formal communication from an organization to its customers, the general public for their information, another Company or the Authorities. It is often written in a standard format, and in formal language, compared to a private letter between two people who are well known to each other. The business letter will show things like the address and best way to communicate with the business - by return letter , e-mail or telephone. In general, the letter will be directed to a specific person and be about one topic. Sometimes, the business letter will be looking for a response, but might be to give important information about an up-coming change of address or telephone number. The letter might give information about new developments - a new website; launch of a new product. To allow the sender to handle any response more efficiently, the business letter might contain key information such as an internal reference from the sender or related to the product in question.
II. Mention the types, the parts, the styles of business letter
a) Business letter styles
Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include:
Ø Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page.
Ø Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs.
Ø Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.
b) Parts of business letter
Ø The Heading
If you do NOT use letterhead stationery, the heading is located at the top right
of the page and includes the writer's complete mailing address and the date.
e.g.
******* Laboratory
Technical Development Group
Kobe Steel Ltd
5-5 Takatsukadai 1-chome
Nishi-ku
Kobe
Hyogo
Japan 651-2271
March 21 200-
If you DO use letterhead stationery, the address is already printed on the paper;
only the date must be added, at least two spaces below.
e.g.
.******* Laboratory, Technical Development Group, 5-5 Takatsukadai 1-chome
Nishi-ku, Kobe, Hyogo, Japan 651-2271
March 21 200-
When writing the date, it is best to state MONTH, DAY, YEAR, in that order as
above. Using the short form of the date i.e. 7/10/2001 can sometimes be
confusing. In some countries 7/10/2001 means October 7, 2001.
The heading above is in Semi-Block form. See Layouts to see the Block form.
Ø The Inside Address
The inside address is always placed even with the left margin (left justified) and
at least two (2) spaces below the heading. It contains the full name of the person
being written to-including a proper title - (see Salutations below) and the
complete mailing address.
e.g.
Dr. Frederick Johnston,
Senior Researcher
Materials Research Laboratory
NUCOR
1649 Telegraph Road
Crawfordsville,
IN 58936USA_
Ø The Salutation
All letters begin with a salutation or greeting. It is placed two spaces below the
inside address and even with the left margin. Most people still use ‘Dear____'
to open their letters.
• When you have a person's name in the inside address, use their name.
• When you do not have a name use ‘Dear Sir' or ‘Dear Madam'.
• When you are addressing a firm or a group of men you can use ‘Gentlemen'.
Use of the correct title is important. Look at the chart below:_
Addressee American Style British Style
Tom Smith Dear Mr. Smith: Dear Mr Smith,
Susan Fox. PhD Dear Dr. Fox: Dear Dr Fox,
Mary Lane Dear Ms. Lane: Dear Ms Lane,
Note that the American style has a period after the title ( Mr. Dr. Ms.). It also
uses a colon (:). The British style does not have a period after the title and uses a
comma (,). Ms. or Ms (pronounced Miz) is now in common use as a female
equivalent to Mr. However, if possible, it is best to find out which title the
woman herself prefers (Ms. or Mrs. or Miss). All of the examples above are in
formal style which should be used for all business letters. Use of the first name
(Dear Tom, Dear Sue, etc) is only for informal, personal letters._
Ø The Body
The body of the letter, or its message, begins two spaces below the salutation. It
is structured in paragraphs, which may or may not be indented, depending on
the layout used. See Layouts.
Hints on structure:
1) Expressing thanks for a favour done._
to someone who invited you
somewhere...
Thank you for inviting me
to...
to someone who called you... Thank you for calling me...
to someone who took you to
dinner...
Thank you for taking me to
dinner...
to someone who helped you... Thank you for helping me
with...
2) Writing about future events.
you plan to meet someone I look forward to meeting
you...
you want to receive a reply I look forward to your
reply...
you plan to visit someone I look forward to my visit...
someone plans to visit you I look forward to your visit...
you plan to attend a conference I look forward to the
conference...
3) When writing to someone you have not met, let the person know why you are
familiar with him or her._
you saw someone's presentation I had the pleasure of attending
your presentation at...
you read someone's article I read your article in the .... with
interest...
you saw someone's poster session I had the opportunity to see your
poster session at ...
you participated in someone's
workshop
I had the pleasure of participating
in your workshop at ...
4) When asking for a favour, leave the person as much time as possible.
Nevertheless, if you expect to have a reply within a certain time, make that
request specific._
Please let us know as soon as possible.
Please call by the end of July
Please visit us at your earliest convenience.
Please reply by fax before September 10.
5) Referral Statements
telephone Please do not hesitate to
telephone us...
get in touch Please get in touch with our
representative in...
send further enquiries Please send further enquiries to
... at the following address...
someone plans to visit you I look forward to your visit...
contact Please contact... at the
following address...
6) Tone.
A business relationship can often become fairly informal. If you find yourself in
this situation, you can alter the tone of your business correspondence from
impersonal to personal.
Impersonal Personal
Thank you very much (for
your help) ...
Thanks a lot (for your help) ...
I appreciated (your
recommendations) ...
Thanks for (your
recommendations) ....
Please give my regards to (your
secretary) ...
Tell (your secretary ) I said
'Hello' ...
I look forward to (seeing you
next month) ...
It'll be good to (see you next
month) ...
Ø The Closing
The closing of a business letter is placed two spaces below the body. It is a
conventional expression, indicating the formal close of the letter. The first word
is capitalized. Closings end with a comma.
American Style British Style
Very
Formal
Respectfully,
Respectfully yours,
Yours respectfully,
Formal
Sincerely,
Sincerely yours,
Yours truly,
Yours faithfully,
(with Dear Sir / Madam)
Yours sincerely,
(with Dear Mr.../ Ms...)
Informal
All the best,
Regards,
Best wishes,
All the best,
Ø The Signature
Every letter should have a handwritten signature. Four to six spaces below this
is the typewritten signature. A woman may include (Miss), (Mrs.) or (Ms.) to
the right of the typewritten signature.
Fujio Yamada
Keiko Suzuki
four to six spaces >>
Keiko Suzuki (Ms)
Fujio Yamada
four to six spaces >>
III. Give one example of business letter
A business letter is a formal communication from an organization to its customers, the general public for their information, another Company or the Authorities. It is often written in a standard format, and in formal language, compared to a private letter between two people who are well known to each other. The business letter will show things like the address and best way to communicate with the business - by return letter , e-mail or telephone. In general, the letter will be directed to a specific person and be about one topic. Sometimes, the business letter will be looking for a response, but might be to give important information about an up-coming change of address or telephone number. The letter might give information about new developments - a new website; launch of a new product. To allow the sender to handle any response more efficiently, the business letter might contain key information such as an internal reference from the sender or related to the product in question.
II. Mention the types, the parts, the styles of business letter
a) Business letter styles
Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include:
Ø Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page.
Ø Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs.
Ø Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.
b) Parts of business letter
Ø The Heading
If you do NOT use letterhead stationery, the heading is located at the top right
of the page and includes the writer's complete mailing address and the date.
e.g.
******* Laboratory
Technical Development Group
Kobe Steel Ltd
5-5 Takatsukadai 1-chome
Nishi-ku
Kobe
Hyogo
Japan 651-2271
March 21 200-
If you DO use letterhead stationery, the address is already printed on the paper;
only the date must be added, at least two spaces below.
e.g.
.******* Laboratory, Technical Development Group, 5-5 Takatsukadai 1-chome
Nishi-ku, Kobe, Hyogo, Japan 651-2271
March 21 200-
When writing the date, it is best to state MONTH, DAY, YEAR, in that order as
above. Using the short form of the date i.e. 7/10/2001 can sometimes be
confusing. In some countries 7/10/2001 means October 7, 2001.
The heading above is in Semi-Block form. See Layouts to see the Block form.
Ø The Inside Address
The inside address is always placed even with the left margin (left justified) and
at least two (2) spaces below the heading. It contains the full name of the person
being written to-including a proper title - (see Salutations below) and the
complete mailing address.
e.g.
Dr. Frederick Johnston,
Senior Researcher
Materials Research Laboratory
NUCOR
1649 Telegraph Road
Crawfordsville,
IN 58936USA_
Ø The Salutation
All letters begin with a salutation or greeting. It is placed two spaces below the
inside address and even with the left margin. Most people still use ‘Dear____'
to open their letters.
• When you have a person's name in the inside address, use their name.
• When you do not have a name use ‘Dear Sir' or ‘Dear Madam'.
• When you are addressing a firm or a group of men you can use ‘Gentlemen'.
Use of the correct title is important. Look at the chart below:_
Addressee American Style British Style
Tom Smith Dear Mr. Smith: Dear Mr Smith,
Susan Fox. PhD Dear Dr. Fox: Dear Dr Fox,
Mary Lane Dear Ms. Lane: Dear Ms Lane,
Note that the American style has a period after the title ( Mr. Dr. Ms.). It also
uses a colon (:). The British style does not have a period after the title and uses a
comma (,). Ms. or Ms (pronounced Miz) is now in common use as a female
equivalent to Mr. However, if possible, it is best to find out which title the
woman herself prefers (Ms. or Mrs. or Miss). All of the examples above are in
formal style which should be used for all business letters. Use of the first name
(Dear Tom, Dear Sue, etc) is only for informal, personal letters._
Ø The Body
The body of the letter, or its message, begins two spaces below the salutation. It
is structured in paragraphs, which may or may not be indented, depending on
the layout used. See Layouts.
Hints on structure:
1) Expressing thanks for a favour done._
to someone who invited you
somewhere...
Thank you for inviting me
to...
to someone who called you... Thank you for calling me...
to someone who took you to
dinner...
Thank you for taking me to
dinner...
to someone who helped you... Thank you for helping me
with...
2) Writing about future events.
you plan to meet someone I look forward to meeting
you...
you want to receive a reply I look forward to your
reply...
you plan to visit someone I look forward to my visit...
someone plans to visit you I look forward to your visit...
you plan to attend a conference I look forward to the
conference...
3) When writing to someone you have not met, let the person know why you are
familiar with him or her._
you saw someone's presentation I had the pleasure of attending
your presentation at...
you read someone's article I read your article in the .... with
interest...
you saw someone's poster session I had the opportunity to see your
poster session at ...
you participated in someone's
workshop
I had the pleasure of participating
in your workshop at ...
4) When asking for a favour, leave the person as much time as possible.
Nevertheless, if you expect to have a reply within a certain time, make that
request specific._
Please let us know as soon as possible.
Please call by the end of July
Please visit us at your earliest convenience.
Please reply by fax before September 10.
5) Referral Statements
telephone Please do not hesitate to
telephone us...
get in touch Please get in touch with our
representative in...
send further enquiries Please send further enquiries to
... at the following address...
someone plans to visit you I look forward to your visit...
contact Please contact... at the
following address...
6) Tone.
A business relationship can often become fairly informal. If you find yourself in
this situation, you can alter the tone of your business correspondence from
impersonal to personal.
Impersonal Personal
Thank you very much (for
your help) ...
Thanks a lot (for your help) ...
I appreciated (your
recommendations) ...
Thanks for (your
recommendations) ....
Please give my regards to (your
secretary) ...
Tell (your secretary ) I said
'Hello' ...
I look forward to (seeing you
next month) ...
It'll be good to (see you next
month) ...
Ø The Closing
The closing of a business letter is placed two spaces below the body. It is a
conventional expression, indicating the formal close of the letter. The first word
is capitalized. Closings end with a comma.
American Style British Style
Very
Formal
Respectfully,
Respectfully yours,
Yours respectfully,
Formal
Sincerely,
Sincerely yours,
Yours truly,
Yours faithfully,
(with Dear Sir / Madam)
Yours sincerely,
(with Dear Mr.../ Ms...)
Informal
All the best,
Regards,
Best wishes,
All the best,
Ø The Signature
Every letter should have a handwritten signature. Four to six spaces below this
is the typewritten signature. A woman may include (Miss), (Mrs.) or (Ms.) to
the right of the typewritten signature.
Fujio Yamada
Keiko Suzuki
four to six spaces >>
Keiko Suzuki (Ms)
Fujio Yamada
four to six spaces >>
III. Give one example of business letter
