8/6/2019 All About Business Letter Aug 15
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Lorenzo Jose I. SevillaENG 205 Technical and Scientific
Writing
02:00 03:30 TF IT102
1. Rules to follow on how to make a business letter.
Business letters are used by companies or two persons to
communicate in a formal way. It isdifferent from the personal
letter because it should be patterned after certain rules.
Businessletters usually need to persuade or inform the
recipients.
1. The first rule is analyzing why you want to write the letter
in the first place. Know yourpurpose or intent before starting it
because there are many types of business letters. Some
types include acknowledgement letter, business proposal letter
and inquiry letter.
2. The second rule is to put the date in the upper left side
corner. The date is important becauseit is usually used as a basis
for reply letters later on. Then below the date you should put
therecipients name. You should also include the job designation of
the person as well as thecomplete name of the company and the
address.
3. The third rule is including a proper salutation. It is
usually Dear, then the recipients namefollows thereafter. Its also
ideal to address the recipient as Ms. or Mr. If you dont know
thename of the receiver then just use Sir or Maam.
4. The fourth rule is writing the letters body concisely. The
receiver should be able tounderstand your letter and know your
point after reading it. We do not indent the first sentenceof the
body. Be sure that you also make your intentions clear in the body.
The main purposeshould be comprehensible to the reader. Utilize the
companys letterhead and use double spacefor formality. You also
have to remember to choose a font that can be r d easily.
5. The fifth rule is choosing the right closing. The commonly
used closing is Sincerely and acomma follows it after. Then put
your name just under it. You can also include your jobdesignation.
The last and important thing to do is adding your signature when
you have printedthe letter already. Another wise thing to do is
editing your business letter. You should check yourletter for
errors in spelling and grammar. It is important to check if you
spelled the company andthe receivers name correctly.
2. Kinds of application letter.
1. Acknowledgement Letter:This type of letter is written when
you want to acknowledgesomeone for his help or support when you
were in trouble. The letter can be used to justsay thanks for
something you have received from someone, which is of great help to
you.
2. Apology Letter: An apology letter is written for a failure in
delivering the desired results. Ifthe person has taken up a task
and he fails to meet the target then he apologizes andasks for an
opportunity to improve in this type of letter.
3. Appreciation Letter: An appreciation letter is written to
appreciate some one's work in theorganization. This type of letter
is written by a superior to his junior. An organization canalso
write an appreciation letter to other organization, thanking the
client for doing
business with them.4. Complaint Letter: A complaint letter is
written to show one that an error has occurred and
that needs to be corrected as soon as possible. The letter can
be used as a document thatwas used for warning the reader.
5. Inquiry Letter:The letter of inquiry is written to inquire
about a product or service. If youhave ordered a product and yet
not received it then you can write a letter to inquire whenyou will
be receiving it.
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6. Order Letter:This letter is as the name suggests is used for
ordering products. This lettercan be used as a legal document to
show the transaction between the customer andvendor.
7. Letter of Recommendation:This type of letter is written to
recommend a person for a jobposition. The letter states the
positive aspects of the applicant's personality and howhe/she would
be an asset for the organization. Letter of recommendation is even
used forpromoting a person in the organization.
3. Different part of business letter.
Heading
1. The heading includes the return address and the date of the
letter. Some peopleinclude email addresses or fax numbers in the
return address.
Inside Address
2. The inside address is where the letter is being sent. Skip a
line after the heading
before entering the inside address. Include a title or name, if
available.
Greeting
3. The greeting is a formal salutation. It begins with the word
"Dear" and includes theperson's last name or a title, if the name
is unavailable. End the greeting with acolon. Leave an extra line
between the inside address and the greeting.
Body
4. The body is the message of the letter. Skip a line after the
greeting before startingthe body. Keep the body of the letter short
and to the point.
Closing
5. The closing word is usually "Sincerely" followed by a comma.
Line up the closingwith the heading of the letter. In block style,
this would be on the left side. Skip aline after the body before
entering the closing.
Signature
6. Skip two to four lines after the closing and type the name of
the sender. The two tofour lines allows for the sender's signature.
A second line includes the sender's title.
4. Different styles of writing business letter.
Modified Block Style: With this business letter format, the body
of the letter is left justifiedand single-spaced. The date and
closing, however, are in alignment in the center of thepage.
Block Style: when using this business letter format, the entire
letter is left justified andsingle-spaced except for a double space
between paragraphs.
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